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3600 Purchased Client Services

APS IH November 2017

Adult Protective Services purchases emergency goods and services to resolve clients' short-term needs. APS categorizes its approved client services by type of assistance: medical, residential, environmental, services, legal, and other. Allowable services are defined in Appendix IX: APS Service Codes, Service Descriptions, Unit Types, and Unit Type Descriptions. The APS associate commissioner has the authority to approve the purchase of services not listed in the APS Handbook.

APS purchases emergency goods and services when they are:

  •   necessary to remedy abuse, neglect, or financial exploitation;

  •   unavailable at no cost through other governmental, community, or private resources;

  •   expected to remedy the problem, and no further purchased goods or services will be necessary; or

  •   needed for a short time until other available resources can take effect.

APS limits type, quantity, and duration of purchased services that clients can receive based upon:

  •   individual service plans;

  •   availability of specific goods and services in each geographical area of the state; and

  •   availability of funds.

See:

3110 Determining Eligibility for Services

3130 Providing Services Regardless of the Person's Financial Resources

3610 Methods of Purchased Client Services

APS IH November 2017

APS uses a variety of methods to pay for goods and services to help alleviate abuse, neglect, or exploitation. In consultation with APS management and contract managers, APS specialists select the best method of purchase.

3611 State Term Contract Procurement Cards

APS IH November 2017

State Term Contract Procurement Cards are state-issued credit cards used by APS staff to purchase goods and services for APS clients. The procurement card is most suited to purchase items such as groceries, medications, home repair supplies, furniture, appliances, and emergency shelter.

3611.1 State Term Contract Procurement Card Issuance Requirements

APS IH November 2017

Before being issued a procurement card, APS staff must:

  •   complete training on the policy and procedure for purchasing goods and services for clients; and

  •   sign an agreement to comply with the HHSC policy on using the State Term Contract Procurement Card.

3611.2 Procedures for Using State Term Contract Procurement Cards

APS IH November 2017

Before making a purchase with a procurement card, the APS cardholder obtains required approvals from management.

After making a purchase with a procurement card, the APS cardholder:

  •   delivers or arranges delivery of the goods or services to the client;

  •   verifies that the client received the goods or services; and

  •   obtains the client's signature on the itemized receipt to verify that the client received the goods or services.

If the client is unable to sign for the goods or services, the APS cardholder's supervisor must sign the receipt.

The APS cardholder:

  •   completes the Service Authorization form in IMPACT within two business days of the date of purchase;

  •   scans and emails a copy of the Service Authorization form, signed itemized receipt, and any supporting documentation to the applicable regional contracts email address; and

  •   files the original receipts in the external documentation file for the client.

See:

3600 Purchased Client Services

3650 Obtaining Approval for Purchased Client Services

3611.3 Transaction Limits on Procurement Cards

APS IH November 2017

Purchases made with procurement cards are limited to the following, per user:

  •   $3,000 for a single transaction; or

  •   $3,000 total for the monthly billing cycle.

When exceeding the procurement card limit is necessary, staff must consult with contract staff to coordinate exceptional purchases.

3611.4 Returns of Goods Purchased With a Procurement Card

APS IH November 2017

When returning goods purchased with a procurement card, the APS cardholder requests that credit be applied to the procurement card. The APS cardholder does not accept cash back.

3611.5 Decline of a Procurement Card

APS IH November 2017

The APS cardholder contacts the procurement card's customer service number if the cardholder is declined at the point of sale for any reason.

3611.6 Security for a Procurement Card

APS IH November 2017

The APS cardholder is accountable for the security of the procurement card.

The APS specialist:

  •   safeguards the card from theft;

  •   keeps the card in a secure location when not using it; and

  •   does not allow any other person to use the card.

3611.7 Fraudulent Use, Disputed Transactions, or Lost or Stolen Procurement Cards

APS IH November 2017

The APS cardholder reports fraudulent use, disputed transactions, or a lost or stolen card immediately to the:

  •   company that issued the card;

  •   procurement card administrator;

  •   APS supervisor; and

  •   DFPS contract staff.

The APS cardholder documents in an email to the APS supervisor and the regional contract staff:

  •   the name of the person at the procurement card company that took the report of the stolen card; and

  •   the date and time that the report was made.

If an APS cardholder cannot resolve a disputed transaction directly with a vendor, the cardholder coordinates with the procurement card administrator to implement the dispute resolution process, which may include filing a dispute resolution form within 60 days of the transaction date.

The APS cardholder documents in an email to the APS supervisor and the regional contract staff:

  •   the name of the person at the procurement company that took the report of the disputed transaction; and

  •   the date and time that the report was made.

3611.8 Reconciling the Billing Statement for a State Term Contract Procurement Card

APS IH November 2017

The APS cardholder receives an individual billing statement from the procurement card company for purchases made during the preceding billing cycle.

Upon receiving the billing statement, the APS cardholder:

  •   verifies that all charges are correct;

  •   verifies that all Service Authorization forms and receipts were submitted to contract staff;

  •   signs and dates the billing statement; and

  •   scans and emails the signed billing statement to contract staff within two business days of receipt.

If no procurement card purchases are made during the billing cycle, the APS cardholder will not receive a billing statement.

3611.9 Documenting Purchases Made With a State Term Contract Procurement Card

APS IH November 2017

To document the purchases made with the procurement card in IMPACT, the APS cardholder:

  •   selects the appropriate resource by selecting the company issuing the card from the Resource Search Results page;

  •   describes briefly, in the Comments section of the Service Authorization form, the goods or services purchased; and

  •   completes the Service Authorization form in IMPACT within two business days from the date of purchase.

Obtaining Supporting Documentation

The APS cardholder obtains the following supporting documentation from the vendor:

  •   The original itemized receipt, legibly signed by the APS specialist and the client or witness.

  •   The customer's copy of the receipt for the procurement card purchase, if available.

The APS cardholder ensures that the receipt is itemized to clearly show what was purchased. If obtaining an itemized receipt is not possible, the APS cardholder hand-writes on the receipt every item purchased.

See 3611.2 Procedures for the Using State Term Contract Procurement Cards.

3612 Purchase Order for Placement Services

APS IH November 2017

A Purchase Order for Placement Services (POPS) is an abbreviated contract document used to secure placement in a residential care facility.

APS specialists use a POPS for clients who have been referred to or accepted by DADS for guardianship services in either of the following situations:

  •   Medicaid to pay for long term care has been applied for and the client appears to be eligible, but has not yet been approved. APS guarantees payment for the client's cost of care until the Medicaid application is processed or DADS is qualified as guardian and accesses the ward's income and resources.

  •   Medicaid has been denied because of the client's excess income or resources. DADS makes reasonable good faith efforts to take the necessary steps concerning the client's estate to make the client eligible for Medicaid. During this process, DADS applies the client's income to the client's cost of care and APS supplements the client's income sufficiently to pay for necessary care including long term care.

The APS specialist fills out Form 2202 Purchase Order for Placement Services (POPS) to arrange for residential care placement in a facility licensed or registered by HHSC. Residential care facilities include nursing facilities, assisted living residential care facilities, and adult foster care facilities.

3612.1 Placement Procedures

APS IH November 2017

Before submitting a POPS, the APS specialist:

  •   consults with the APS supervisor and district director or designee;

  •   verifies the facility has an available bed and is appropriate for the client's condition; and

  •   verifies the facility has a current license or registration. If it is a nursing facility, the specialist also verifies the facility is Medicaid authorized.

When a facility has been identified for placement, the APS specialist:

  •   obtains required approvals from the APS supervisor or district director or designee;

  •   sends an email to the regional contracts mailbox to notify staff of the placement. The email must include the facility name, placement type, client name, and placement begin date;

  •   secures a signed and completed Form 2202 Purchase Order for Placement Services (POPS) before or on the day of the placement with all required information from the nursing home;

  •   obtains a copy of the facility license or registration; and

  •   explains to the facility staff that:

  •   DPFS is guaranteeing payment limited to the time period and rates identified on the POPS form;

  •   payment is contingent on the conditions for payment listed in the POPS form; and

  •   for nursing home placement, DFPS will be the payer of last resort. The nursing facility must begin the Medicaid application process within 14 days of placement. DFPS is not responsible for payment without receipt of an acceptable Medicaid denial.

After placement in a facility has occurred, the APS specialist:

  •   scans and emails the signed and complete POPS form and a copy of the facility's license or registration to the regional contracts mailbox within seven calendar days of placement;

  •   identifies any known potential sources of funding, such as private resources or VA eligibility; and

  •   monitors the status of the client's Medicaid eligibility each month for nursing facility placements and documents the status in a contact narrative.

See 3612 Purchase Order for Placement Services (POPS).

3612.2 Determining the Rate for a POPS

APS IH November 2017

The APS specialist obtains rate information from the facility when the facility is not a nursing facility or assisted living residential care facility. The standard rates for nursing and assisted living residential care services are listed on Form 2202 Purchase Order for Placement Services (POPS). APS can pay a rate lower than the approved rate; however, if a higher rate is requested, the APS specialist must obtain approval from the district director or designee. The APS specialist may only request a higher rate if:

  •   the client's needs justify the request; and

  •   the facility is unable to meet the client's needs at the standard rate.

When the rate differs from the standard rate, it must be noted on the POPS form in the rate section and initialed by the APS specialist and the authorized representative for the facility.

In exceptional circumstances, the facility may request payment from APS before the client's Medicaid eligibility is established. The APS specialist consults the APS supervisor. The APS supervisor then consults with the district director or designee. If the decision is made to proceed with payment for the client's care before Medicaid eligibility determination, the APS specialist notifies contract staff of this decision, continues to monitor the Medicaid eligibility of the client, and refers the facility staff to the contract staff to begin the payment process

See 3650 Obtaining Approval for Purchased Client Services.

3612.3 Documentation Requirements for POPS

APS IH November 2017

The APS specialist:

  •   documents the recommendation for placement in a contact narrative as outlined in policy;

  •   maintains a copy of the signed Form 2202 Purchase Order for Placement Services (POPS) in the client's external file; and

  •   completes a Service Authorization form in IMPACT within seven calendar days of the date that APS agrees to pay for the client's placement (or on the next business day, if the seventh day falls on a weekend or holiday).

See:

2333 Documentation of Investigation Contacts

3215 Documentation of Contacts During Service Delivery

3612.4 Documentation Requirements for Subsequent 60-Day Placements

APS IH November 2017

The APS specialist:

  •   documents the recommendation for each subsequent placement in increments of no more than 60 days in a contact narrative as outlined in policy;

  •   completes Form 2202 Purchase Order for Placement Services (POPS) for each subsequent placement not exceeding 60-day increments; and

  •   completes in IMPACT a Service Authorization form within seven calendar days of the date that APS agrees to pay for the placement (or on the next business day, if the seventh day falls on a weekend or holiday.

See:

3650 Obtaining Approval for Purchased Client Services

3620 Contracts

APS IH November 2017

A contract is an agreement between DFPS contract staff and a contractor to provide goods or services to an APS client. DFPS contract staff maintain a list of established contracts and available goods or services for each type of contract.

Contractors are external parties who contract with DFPS to provide goods or services to clients. When accessing contracted services, the APS specialist:

  •   determines the necessary goods or services;

  •   identifies the most appropriate provider of goods or services;

  •   maintains appropriate contact with the contractor and client while services are being provided to ensure the client receives goods or services; and

  •   authorizes the goods or services from the direct service provider by completing a Service Authorization form in IMPACT. Upon receipt of electronic approval, the APS specialist sends the Service Authorization form to the provider and contract staff.

See also 3650 Obtaining Approval for Purchased Client Services.

3621 Claims Processing

APS IH November 2017

Claims processing is a method of paying for goods and services through contracted providers that pay vendors for necessary goods or services to meet the needs of APS clients.

APS has the option to use claims processing when:

  •   the purchase is less than $5,000;

  •   no established contracts exist for the goods or services; and

  •   a procurement card is not a more efficient way to purchase the goods or services.

APS can only use claims processing for residential placement services that do not exceed $5,000 in aggregate for a continuous placement.

APS staff must contact DFPS contract staff prior to authorizing or obtaining goods or services in excess of $5,000.

3621.1 Procedure for Claims Processing

APS IH November 2017

The APS specialist:

  •   identifies the most appropriate vendor of goods or services;

  •   establishes the cost of the goods or services;

  •   obtains any necessary approvals from the supervisor and documents them in a case narrative;

  •   purchases the goods from the vendor or authorizes the services from the service provider;

  •   delivers the goods or confirms that the client received the goods or services;

  •   completes a Service Authorization form in IMPACT;

  •   submits the Service Authorization form to the supervisor for electronic approval; and

  •   sends an electronic copy of the approved Service Authorization form and invoice to the regional contracts mailbox within seven calendar days of receipt of the invoice from the vendor.

If it is determined that a residential placement will exceed $5,000 in aggregate for a continuous placement, the APS specialist does not proceed with the use of this payment method for the specific placement.

3630 Restrictions Involving Purchased Client Services

APS IH November 2017

APS specialists are not authorized to make purchases from a non-contracted vendor for goods or services with a cost greater than $5,000 without first contacting the DFPS contract staff for approval.

The APS specialist does not use purchased client services for:

  •   State of Texas sales tax;

  •   personal use or benefit, such as rebates or coupons;

  •   any instrument, such as gift cards or money orders, that can be used by another party to purchase items or obtain cash;

  •   pre-payment of goods or services; or

  •   any attorney services, bonding, or court fees.

Texas Human Resources Code, §§48.202; 48.205; 48.206

See 2422 Procedure for Seeking Medical or Mental Health Evaluations.

3631 Assessing the Need for Purchased Client Services

APS IH November 2017

The APS specialist does not need to assess the client's ability to pay for an evaluation to determine the client's capacity to consent to services when:

  •   there is evidence the client lacks capacity;

  •   the client is determined to be unsafe and is refusing APS services; or

  •   the client is determined to be safe or conditionally safe, but the APS specialist still has concerns that the actions or services the alleged victim agreed to may fail or not take place at all.

To assess the need for purchased client services (PCS), the APS specialist:

  •   completes the Safety Assessment before authorizing services during the investigation unless there is an immediate need for services;

  •   explores how the client met his or her needs before APS involvement and how the client will continue to meet his or her needs after APS involvement ends;

  •   explores the client's financial resources to determine whether the client has the means to pay for all or a portion of the needed goods or services;

  •   compares the client's income and expenses to determine whether expenses are appropriate and necessary; and

  •   determines the status of applications filed by or on behalf of the client (such as public assistance, Social Security benefits, Medicaid Waiver Services, and so on).

If during a case initiation conducted by phone the APS specialist identifies an immediate need for services that requires the use of PCS funds, the APS specialist:

  •   authorizes PCS as appropriate without assessing the client's financial situation or determining whether alternate resources exist; and

  •   obtains the client's income and budget information during the initial face-to-face interview to determine availability of alternate resources to meet the client's needs.

If the APS specialist completes case initiation at the same time as the initial face-to-face interview, he or she obtains income and budget information at that time.

See:

2211 Procedure for Case Initiation

3632 Client's Budget and Financial Resources

3632 Client's Budget and Financial Resources

APS IH November 2017

When the APS specialist authorizes purchased client services, the specialist documents in IMPACT the client's income and average monthly expenses. If the client refuses to provide financial information, the specialist documents the client's refusal in IMPACT.

A more extensive analysis may be necessary in special situations, such as cases that:

  •   are recidivist;

  •   require extensive use of purchased client services; or

  •   involve excessive unexplained expenses.

In these instances, the APS specialist uses his or her judgment to determine whether it is necessary to obtain copies of the client's bank statements or other financial information to gain a more accurate understanding of the client's resources.

The specialist is not required to address the client's budget, average monthly expenses, or alternate resources if the only service authorized is:

  •   a medical or mental health assessment;

  •   ongoing support services; or

  •   transportation services, if provided by the contractor directly.

See:

3631 Assessing the Need for Purchased Client Services

Appendix IX: APS Service Codes, Service Descriptions, Unit Types, and Unit Type Descriptions

3640 Developing a Service Plan When Using Purchased Client Services

APS IH November 2017

To develop a service plan, the APS specialist:

  •   works cooperatively with the client to develop the service plan;

  •   counsels the client to ensure that the client understands the limitations and intent of purchased client services, including appropriate financial management;

  •   develops a long-term plan for addressing the root problem; and

  •   uses available governmental, community, or private resources before purchased client services are provided.

See:

3110 Determining Eligibility for Services

3130 Providing Services Regardless of the Person's Financial Resources

3200 APS Service Plan

3641 Client's Participation in Service Planning

APS IH November 2017

The APS specialist documents the client's participation in developing the service plan by marking the Client participated in service delivery checkbox on the APS Investigation Conclusion page. A specific statement about the client's participation is not required in the narrative. However, the use of the checkbox should not contradict other information in the narrative.

See also 2921 Investigation Closure Reason Codes.

3650 Obtaining Approval for Purchased Client Services

APS IH November 2017

The APS specialist must obtain verbal or written approval from the supervisor, district director, or designee before committing to any expenditure. The APS specialist completes a Service Authorization form in IMPACT and uses the Save and Submit function to obtain electronic approval.

Over $750 Per Single Purchase

Two levels of approval are required for a purchase that exceeds $750. The APS specialist must obtain prior verbal or written approval from the supervisor or designee and the district director or designee.

Over $5,000 Per Single Purchase

A purchase with a value that is anticipated to exceed $5,000 requires coordination with a DFPS contract manager prior to the purchase. The APS specialist consults with contract staff to coordinate the purchase and documents the consultation in a contact narrative.

See 3611.3 Transaction Limits on Procurement Cards.

Splitting Purchases Prohibited

Splitting purchases occurs when DFPS staff breaks up a large purchase into smaller purchases to circumvent state and federal laws, regulations, or purchasing limit policies. Splitting purchases to circumvent APS management approval requirements, whether done knowingly or unknowingly, is prohibited.

Over 60 Calendar Days

The APS specialist obtains verbal or written approval from the supervisor or designee and the district director or designee before authorizing services when the service is deemed necessary for more than 60 calendar days within a 12-month period. The APS specialist submits the additional days of services in 60-day increments for approval.

See also:

3670 APS Service Authorization

3621 Claims Processing

3621.1 Procedure for Claims Processing

3651 Procedure for Obtaining Approvals for Purchased Client Services

APS IH November 2017

Supervisor's Approval

The APS specialist saves and submits the Service Authorization form to the supervisor to document required approvals of purchased client services expenditures in IMPACT.

District Director or Designee Approval

If district director or designee approval is required, the supervisor adds the district director or designee as a secondary approver and submits the Service Authorization form to the district director or designee.

Verbal or Email Approval

The APS supervisor, district director, or designee gives verbal or email approval for any expenditure before the specialist commits to that expenditure. The approver changes the default date and time on the Approval Status-Approve Service Authorization page in IMPACT to the actual date and time that the verbal or email approval was given.

See also 3650 Obtaining Approval for Purchased Client Services.

3660 Verbal Authorization of Purchased Client Services

APS IH November 2017

The APS specialist may verbally authorize the delivery of goods or the initiation of services for a client, family member, or caretaker when the client is at risk of serious harm and needs services immediately.

If a verbal authorization is made, the APS specialist completes the service authorization form in IMPACT within seven calendar days of the date of:

  •   making the verbal authorization; or

  •   ensuring the good or service was received upon receipt of an itemized invoice, if claims processing is used.

See also:

3110 Determining Eligibility for Services

3650 Obtaining Approval for Purchased Client Services

3660 Verbal Authorization of Purchased Client Services

3621 Claims Processing

3621.1 Procedure for Claims Processing

DFPS Contracts Handbook

3670 APS Service Authorization

APS IH November 2017

The APS specialist selects a specific IMPACT contract and completes the Service Authorization form in IMPACT to authorize the services or goods by entering the:

  •   name and address of the vendor;

  •   type of goods or services;

  •   beginning and end dates for service delivery or actual date of purchases; and

  •  the total number of units or actual cost of goods or services consistent with the applicable invoice.

The APS specialist must include the following in the Comments section of the Service Authorization form, as applicable:

  •  The name of the account holder if different from the client for whom a bill, such as for utilities, is being paid;

  •  A detailed description of the work to be performed for home repairs, heavy cleaning, modifications, or other related labor.

  •  The make, model, and serial number of an appliance purchase with a value of $250 or greater.

  •  Any deviations in creating an accurate Service Authorization due to limitations of the IMPACT system.

All Service Authorizations may be signed electronically in IMPACT and emailed to the regional contracts mailbox.

3671 Modifying the Initial Service Authorization

APS IH November 2017

If services are not provided on the date negotiated or within the timeframes of the existing service authorization, the APS specialist terminates the initial service authorization and issues a new one.

To terminate the initial service authorization, the APS specialist:

  •   changes the Authorization Type to Terminate;

  •   changes the termination date;

  •   completes a new Service Authorization form showing the updated information; and

  •   sends the new Service Authorization form to the provider agency as specified for an initial authorization.

If the actual invoice exceeds the estimated amount, the specialist must modify the Service Authorization form to the correct amount; however, if the actual invoice amount is less than the amount shown on the Service Authorization, the specialist is not required to modify the form.

3680 Monitoring Purchased Client Services

APS IH November 2017

During contacts with the client, the APS specialist monitors the:

  •   adequacy of the authorized services;

  •   quality of service delivery; and

  •   vendor's compliance with the services authorized.

The APS specialist reports any apparent deficiencies in the vendor's service delivery to the APS supervisor and contract staff.

See also 3611.2 Procedures for Using State Term Contract Procurement Cards.

3690 Specific Purchases

APS IH November 2017

The following subsections describe the steps APS staff must follow to use purchased client services to pay for certain goods and services.

3691 Providing Emergency Protective Services in Home- and Community-based Services (HCS) Programs

APS IH November 2017

APS Provider Investigations may encounter a situation in which emergency services are needed immediately to protect HCS clients from serious physical harm or death.

The APS specialist:

  •   works with the provider investigator to resolve the emergency situation; and

  •   authorizes purchased client services, if appropriate, until the HCS administrator or DADS staff provides the necessary services to the client.

See also:

2662.1 Circumstances That Require an APS Provider Investigation

2663 Procedure for Providing Emergency Protective Services During an APS Provider Investigation in an HCS Program

3692 Storage Unit Fees

APS IH November 2017

The APS specialist may use purchased client services funds to assist with the temporary storage of goods when the client:

  •   is in imminent danger of being evicted;

  •   is being forced to move from his or her residence; or

  •   has a pending guardianship.

Storage of goods includes, but is not limited to, furnishings, clothing, appliances, and other personal items that will be lost if not properly stored. Storage should never include combustibles, biological materials, or hazardous elements.

Payment by APS for storage of goods cannot exceed a two-month period, except in the case of a pending guardianship or upon court order.

Two levels of approval are required for the purchase of storage unit fees, regardless of the amount.

3692.1 Procedure for Payment of Storage Unit Fees

APS IH November 2017

Before assisting a client with the cost of storage fees, the APS specialist:

  •   consults with his or her supervisor; and

  •   obtains approval from the APS district director or designee, regardless of the amount.

Once approval has been obtained, the APS specialist completes Form 2284Client Release of DFPS Liability for Payment of Storage Unit and obtains the client's or a responsible family member's signature on the form.

Arrangements must be made for the client, the client's family, or the assigned guardian to remove the goods or have the goods removed from the storage unit no later than the last day covered by DFPS payment. Failure to do so may result in additional cost to the client or the loss of the client's goods.

The arrangements must be documented in a contact narrative in IMPACT.

Client Has a Pending Guardianship

If the client has a pending guardianship, the APS specialist notifies DADS, or the court in the case of a private guardianship, that the client's goods are in storage. Coordination with DADS Guardianship Services or the court is important to ensure:

  •   the client's goods are removed from storage when the client moves;

  •   other placement arrangements are made; or

  •   the guardian makes further payments for the storage unit, if needed.

See:

3215 Documentation of Contacts During Service Delivery

4785 General Issues Regarding DADS Guardianship Services Referrals

Appendix IX: APS Service Codes, Service Descriptions, Unit Types, and Unit Type Descriptions

3693 Applied Income Payment in Nursing Facility

APS IH November 2017

When a client resides in a nursing facility, he or she is responsible for payment of the applied income portion of the nursing facility account. The nursing facility is responsible for arranging and explaining to the client, the legally authorized representative, or the responsible family member all costs related to placement. However, there may be exceptional situations where APS assists with payment if the client's income or resources are inadequate to cover the applied income portion of the account.

Two levels of approval are required for the purchase of applied income, regardless of the amount.

3693.1 Procedure for Payment of Applied Income

APS IH November 2017

If the client is unable to pay his or her applied income portion of residential care, the APS specialist:

  •   evaluates whether the client or the client's family has other resources to pay the applied income portion;

  •   determines the amount of time (months) payment will be authorized by APS and when the client will be able to assume payment of care;

  •   consults the supervisor and, as needed, the subject matter expert to determine whether it is appropriate for APS to cover the client's portion of his or her account;

  •   obtains approval from the APS district director or designee for authorization of payment, regardless of the amount; and

  •   completes Form 2289 Applied Income Payment Agreement.

When APS will assist with payment of the applied income portion of residential care, the APS specialist informs:

  •   the client;

  •   the client's family or other responsible persons;

  •   the nursing facility; and

  •   APS contract staff.

The APS specialist documents these contacts as outlined in policy.

See:

2333 Documentation of Investigation Contacts

3215 Documentation of Contacts During Service Delivery

3620 Contracts

3612 Purchase Order for Placement Services (POPS)

4785 General Issues Regarding DADS Guardianship Services Referrals

3694 Obtaining an Emergency Medical or Mental Health Assessment

APS IH November 2017

A medical or mental health assessment may be necessary when the client:

  •   is determined to be unsafe and refusing services; or

  •   is determined to be safe or conditionally safe, but the APS specialist still has concerns about the alleged victim's capacity and that the actions or services the alleged victim agreed to may fail or not take place at all.

In these situations, the APS specialist is not required to consider or document the client's income and resources.

The APS specialist:

  •   consults the supervisor to determine if a medical or mental health assessment is necessary;

  •   identifies and uses community resources for medical and mental health assessments that are available at no cost to DFPS; and

  •   uses purchased client services funds to have the client evaluated by a physician, registered nurse, physician assistant, advanced practice nurse, licensed psychologist, licensed professional counselor, or master social worker.

See:

2422 Procedure for Seeking Medical or Mental Health Evaluations

4512 Pre-Removal Medical Assessment Report

4513 Procedures When a Physician Is Not Available

3695 Care of an APS Client's Pet

APS IH November 2017

APS may use purchased client services funds or other funding, if available, to provide services to clients and their pets.

APS defines a pet as any animal kept as a companion, usually in or around one's home, typically domesticated and cared for attentively and often affectionately.

APS pays for pet needs on behalf of a client when there are no family members, community supports, or volunteer resources available to assist with the pet's needs.

Community supports include, but are not limited to: pet adoption agencies, animal shelters, animal control, and other community resources.

Purchases for pet needs may include pet food, supplies or pet care products, carriers, over-the-counter or prescribed medications, bedding, grooming supplies, and other appropriate pet care goods and services.

Veterinary services may include temporary shelter, medication administration, vaccinations, grooming and cleaning services, treatment for pests or infection, and pet health certificates.

The pet needs must be part of a service plan to remedy an immediate danger or ongoing abuse, neglect, or financial exploitation. APS may not pay for more than the legal number of pets covered by local ordinances.

APS is not responsible for the pet's care and should use community supports, not purchased client services, when the client:

  •   can no longer make decisions about the care of his or her pet;

  •   will not be reunited with his or her pet; or

  •   dies during the investigation or service delivery.

The APS specialist does not:

  •   assume possession of the pet; or

  •   attempt to find a new home for the pet.

The APS specialist only transports an APS client's pet after consulting the supervisor, and only on rare occasions when:

  •   alternate means of transportation is not available;

  •   safety concerns do not exist; and

  •   the owner of the pet, responsible party, or legal representative:

  •   gives APS permission to transport the pet; and

  •   signs Form 2306 Client Release of DFPS Liability for Pet Needs.

If there are safety concerns, the APS specialist consults with the supervisor to determine if there is a need for alternate transportation arrangements. In some cases, a specialized transportation service may be used to meet the pet's needs.

The APS specialist does not progress an investigation to service delivery only for pet needs.

The APS specialist must complete Form 2306 Client Release of DFPS Liability Form for Pet Needs and obtain the client's or a responsible family member's signature on the form.

See:

3610 Methods of Purchased Client Services

3660 Verbal Authorization of Purchased Client Services

3670 APS Service Authorization

Appendix IX: APS Service Codes, Service Descriptions, Unit Types, and Unit Type Descriptions (see APS Assistance)

3696 Travel Purchases

APS IH November 2017

APS purchases bus or airline tickets for clients as necessary to alleviate abuse, neglect, and financial exploitation. APS service authorizations are not completed for bus and airline travel.

3696.1 Procedure for Travel Purchases

APS IH November 2017

Bus Tickets

The DFPS Direct Bill Unit makes all bus reservations using the Greyhound bus website. No other bus station can be direct-billed.

The APS specialist or other DFPS requestor:

  •   contacts Greyhound Lines, Inc., at 1-800-231-2222 or checks the Greyhound bus schedule for general schedule information;

  •   contacts the bus station the client will depart from to confirm the bus station has the option to use Will Call, which allows the client to pick up the bus ticket. If the station does not use Will Call, then the requestor must find another Greyhound bus station with Will Call;

  •   completes the Travel Authorization Request for Authorization to Travel (TA) in eTravel; and

  •   once the Travel Authorization shows TA approved, contacts the Direct Bill Unit at 512-929-6444 or 512-929-6450 to make the reservation.

The Direct Bill Unit sends a reservation request form to the requestor. The requestor completes the reservation request form and emails the form and approved TA to the Direct Bill Unit.

Once the Direct Bill Unit receives the completed form and approved TA, they will make the reservation with Greyhound and will fax the confirmation to the requestor. The requestor provides this itinerary to the client. The requestor may follow up with the Direct Bill Unit by calling 512-929-6444, 512-929-6741, or 512-929-6874.

The client provides a photo ID and picks up the bus ticket at the Greyhound bus station.

Airline Tickets

The APS specialist or other DFPS requestor completes the Request for Authorization to Travel form, which is located under the Authorization tab in eTravel. After naming the request, the TA number will appear to the left of the name of the request.

When the Travel Authorization shows TA Approved the requestor makes a reservation by:

   •  emailing the TA number to DFPS@nationaltravelsystems.com or contacting National Travel Systems at 1-866-644-2375;

  •   making a copy of the TA form; and

  •   providing the flight information and copy of the form to the person who will be traveling.

Send questions related to the eTravel system to the Direct Bill Unit mailbox.

See:

DFPS Travel Policy Handbook, 2650 Client Travel by Bus

3650 Obtaining Approval for Purchased Client Services

3696.2 Documentation Requirements for Travel Purchases

APS IH November 2017

The APS specialist documents the ticket purchase in the Service Plan and in a contact narrative in IMPACT.

See:

2333 Documentation of Investigation Contacts

3215 Documentation of Contacts During Service Delivery

3700 Consignment Agreements

3710 Definition of Consignment Agreements

APS IH / June 2012

A consignment agreement is an abbreviated contract that APS staff may use for the purchase of goods or services needed by APS clients. The agreement is entered into by the district director on behalf of APS and the local entity who agrees to work with APS. In the agreement, neither the entity nor APS pays money unless and until the goods are delivered or services are provided to the APS client.

3720 Procedures for Consignment Agreements

APS IH June 2012

If the APS specialist needs goods or services available via a consignment agreement, the specialist completes a Service Authorization form in the IMPACT case management system and contacts the regional contracts staff for further information.

The APS specialist:

  •   identifies the need, frequency, and term (for how long) of the goods or services;

  •   informs the contract manager, or his or her designee of the need, and;

  •   verifies that the goods or services arranged via the consignment agreement can adequately meet the needs of the client and is appropriate for the client’s condition.

See:

3670 APS Service Authorization

3671 Modifying the Initial Service Authorization

3611.2 Procedures for Using State Term Contract Procurement Cards

3730 Determining Rate for Goods or Services Purchased Using a Consignment Agreement

APS IH June 2012

The APS specialist does not set rates for the goods or services purchased using a consignment agreement. The rate has already been identified in the agreement negotiated by the district director.

The APS specialist contacts the designated APS contract staff with questions about rates or other terms agreed to by APS in the consignment agreement. See also 3650 Obtaining Approval for Purchased Client Services

3740 Responsibilities of Regional Management and Contract Staff

APS IH June 2012

The district director is responsible for developing and signing the Consignment Agreement. The Consignment Agreement includes, but is not limited to:

  •   the parties involved;

  •   the goods or services and conditions;

  •   the price;

  •   the timeframe for the item to remain on consignment;

  •   who is responsible for coordinating with the service provider;

  •   the payment method and anticipated time for payments, and

  •   the signatories and dates covered by the agreement.

The district director or designee carries out the terms of the agreement.

The regional contract staff:

  •   coordinate, accept, and account for the goods or services obtained from the vendor;  

  •   ensure the terms of the consignment agreement are met by the agency;

  •   may work with other DFPS staff designated by the district director to meet the terms of the agreement, such as administrative technicians or Human Service Technicians (HSTs) employed by DFPS;

  •   obtain copies of the service authorization;

  •   obtain signed receipts from the APS specialist showing the client received the goods or services; and

  •   maintain the official contracts file.

3750 Documentation Requirements for Goods or Services Purchased Using a Consignment Agreement

APS IH September 2014

The APS specialist:

  •   documents the recommendation for use of the goods or services obtained via the consignment agreement in a contact narrative as outlined in policy;

  •   completes a Service Authorization form in IMPACT within seven calendar days of the date of receipt of the goods or services obtained via the consignment agreement, or the next business day if the seventh day falls on a weekend or holiday;

  •   obtains a signature from the client or the client’s representative showing receipt of the goods or services;

  •   submits a signed copy of the receipt to staff in Contract Oversight and Support to account for expenditures and to set up payment for the service provider; and

  •   returns any goods or service certificates or other items not used by the client. 

The APS specialist does not use negotiable instruments for other clients or persons unauthorized to receive the goods or services identified in the service authorization.

See:

2333 Documentation of Investigation Contacts

3215 Documentation of Contacts During Service Delivery

3263 Documentation of Service Contacts

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