(A)Each Title IV-E
agency, as defined in rule 5101:2-1-01 of the Administrative Code, shall use the statewide "agreement for Title IV-E agencies and
providers for the provision of child placement," hereinafter referred to
as the "agreement," and establish a system of contracting and contract monitoring for children being
placed into substitute care with a private agency.
(B)Each Title IV-E
agency shall enter all required contracting information complete the "agreement," including the "Title
IV-E schedule A rate information (schedule A)" into in the statewide
automated child welfare information system (SACWIS) to be able to enter a foster care placement with a private child placing
agency (PCPA) or a private non-custodial agency (PNA).
(C)Each Title IV-E agency is to complete
the "agreement," including the "schedule A" in SACWIS to be
able to enter a placement with a qualified residential treatment program
(QRTP).
(C)(D) Each Title IV-E agency shall print the
completed agreement for Title IV-E agencies and
providers for the provision of child placement
"agreement" and the "schedule A" from SACWIS in
order to obtain signatures for the agreement contract between the Title IV-E agency and the QRTP, PCPA or PNA.
(D)Any additional contracting requirements
and non-substitute care services agreed upon by the Title IV-E agency and the
PCPA or PNA shall be entered in SACWIS as an addendum to the agreement for
Title IV-E agencies and providers for the provision of child placement.
(E)At a minimum, the The negotiated and agreed upon per diem rates for placement maintenance and placement
administration shall be specified for all levels of care in SACWIS on the "schedule A" and shall be attached to the agreement for Title IV-E agencies and providers for the
provision of child placement
"agreement.". The Title IV-E agency and
the PCPA or the PNA may agree to contract for and specify the agreed upon per
diems in some or all of the remaining categories listed on the agreement for
Title IV-E agencies and providers for the provision of child placement The per diem rates listed on the "schedule A" are
to be for all children or may be child specific.
(F)The Title IV-E agency and the QRTP, PCPA
or the PNA may agree to contract for and specify the agreed upon per diem
rates, including six months of aftercare support in some or all of the
remaining categories listed on the "agreement," as described in rule
5101:2-9-42 of the Administrative Code.
(G)The Title IV-E agency and the QRTP may
agree to contract for and specify the agreed upon rates for six months of
aftercare services as defined by rule 5101:2-1-01 of the Administrative Code on
the "schedule B" and attached to the "agreement."
(H)Any changes to the
"agreement," including the "schedule A" are to include an
addendum to be entered into SACWIS. The addendum is to be signed by all parties
and attached to the "agreement."
(F)(I) For all substitute
care agreements for the provision of a child placed into a private agency
foster home, the The negotiated and agreed upon per diem rate for maintenance shall be the amount paid directly
to the foster caregiver. The agreed upon maintenance payment shall cover all
foster care maintenance allowable costs as defined in rule 5101:2-47-01 of the
Administrative Code.
(G)(J) Invoicing procedures shall at a minimum correspond to the agreed upon per diem rates as specified on the
"schedule A" in SACWIS and on the agreement
for Title IV-E agencies and providers for the provision of child placement "agreement," including all addendums. All
invoices shall include but are not limited to the following:
(1)Provider's
name, address, telephone number, fax number, federal tax identification number,
Title IV-E provider number, if applicable and the medicaid provider number, if
applicable.
(2)Billing date
and the billing period.
(3)Name of child,
child's date of birth, and the child's SACWIS person identification number.
(4)Admission date
and discharge date, if applicable.
(5)Agreed upon per
diem rate amount for maintenance and the agreed
upon per diem rate amount for administration.
(6)Invoicing procedures
may also include the per diem rate associated
with the following if applicable and agreeable to the custodial agency and the
provider:
(a)Case management;, allowable
administration cost.
(b)Transportation
to judicial or case reviews, allowable administration cost.
(c)Transportation
to a home visit, allowable maintenance cost.
(d)Transportation
to maintain the child in the school in which they were attending prior to
placement, allowable maintenance cost.
(e)) Other direct
services, allowable maintenance cost.
(f)Behavioral
health care, non-reimbursable cost.
(g)Other costs the
Title IV-E agency agreed to pay which are non-allowable for reimbursement as
maintenance or administration cost.
(H)(K) Each Title IV-E agency shall establish a
written monitoring procedure to provide reasonable assurance that the terms and
conditions of the contract are being adhered to. Monitoring procedures may
include, but are not limited to the following:
(1)A comparison of
invoices to the agreed upon per diem rate amount
in SACWIS to ensure billing accuracy.
(2)A review of the
progress reports submitted by the provider to the agency to ensure the services
being delivered are in accordance with the child's treatment plan.
(I) Each Title IV-E agency shall have
until their next contract renewal or three years from the effective date of
this rule, which ever comes earlier to implement.
Effective: 9/1/2021
Five Year Review (FYR) Dates: 4/28/2021 and 09/01/2026
Certification: CERTIFIED ELECTRONICALLY
Date: 07/16/2021
Promulgated Under: 119.03
Statutory Authority: 5101.141, 5103.03, 5153.166
Rule Amplifies: 5101.141, 5103.03, 5153.166
Prior Effective Dates: 12/01/2001, 01/01/2007, 02/10/2008,
10/01/2008, 04/30/2016