Therapeutic Subcontractor & Contractor Monitoring
LEGACY CARRY-FORWARD. Migrated verbatim from the pre-T3C (COA-era) SharePoint corpus for completeness and traceability. It predates the T3C alignment and has not yet been reconciled to the current model. Its operative status is pending review — this is not an assertion that it is either currently in force or superseded. Original code: COA-RPM. Source: SharePoint
Policy - Therapuetic Subcontractors and Contractors Monitoring ( COA RPM).pdf.Source is a scanned PDF; content below was recovered via OCR and may contain minor artifacts.
Content (verbatim)
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REFUGE HOUSE, INC.
Date(s) o Revision :
Cross Ref #
The Board of Directors
6/04 old version, 8/05 old version, 7/06 old version, 4/20/07, 5/2 8/5/08, 1/22/09, 8/29/09, 1/1/10, 3/23/10, 8/1/11, 1/16/12. .-
‘All Information was taken from RH P&P, RH € giver -Manual in order to simplify COA requirements for Staridard Review of Compliance.
POLICY
Refuge House utilizes subcontractors for a variety of services provided within the program, but not provided by employees, including, but not limited to therapists, psychologists and psychiatrists. In order to be eligible to provide the services for children and young adults in the care of Refuge House (Agency), the subcontractor must have the appropriate degree or credentials, be properly licensed and/or certified by the appropriate licensing entity to practice and provide the service.
Additionally, for therapeutic subcontracts, the Agency will obtain verification that the subcontracted therapist is enrolled with STAR Health through the STAR Health website or at www.fostercaretx.com . All subcontractors agree to comply with the standards and requirements in the signed contract agreement between the Agency and the subcontractor.
In cases where the service provided is a Medicaid supported service; the subcontractor agrees to bill Medicaid for the services, unless the contractual agreement specifies the Agency will bill Medicaid on behalf of the subcontractor.
All subcontractors agree to abide by the required terms set forth by DFPS in accordance with Refuge House policies and procedures governing the services provided by the subcontractor.
The subcontractor certifies that subcontractor will abide by the terms and conditions imposed under the prime contract. Contracts with subcontractors will be renewed under the following conditions:
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Contractor is current with licensures/certifications and liability insurance
Subcontractor has observed the terms of the expiring contract, including DFPS requirements and terms Review of contractor performance has met Agency standards and requirements (Refuge House will conduct an annual review of the subcontractors contract by choosing a random sampling of each subcontractors caseload to ensure all behavioral health services through Texas Health Passport are documented appropriately) Feedback from subcontractor requirements meets or exceeds Agency expectations
Agency clients continue to present a need for subcontractor services
APPROVAL
Board of Directors
PROCEDURE
For all Departments within the Organization
Responsibility
Step
Required Contract Elements for Therapeutic Subcontractors
Operations Department, Legal
Each contract signed and authorized by Refuge House must contain the following elements, at a minimum:
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10, 11, 12. 13. 14. Le
Parties to the Contract
Effective Date and Termination Date
Independent Contractor Status
Description of services provided by the contractor Service quality expectations, client satisfaction and outcomes in alignment with Refuge House expectations Criteria for evaluating performance
Reporting protocols or protocols for routine communication of related data
Availability Requirements
Payment Terms
Terms of the Agreement (i.e. cancellation provisions) Confidentiality Terms
Insurance and Licensure Requirements
Compliance with Labor Laws
RCCL Contract Compliance
Signatures of Contractor and Refuge House Representative.
Operations Department must ensure that each contract complies with legal and regulatory compliance, which may involve
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consultation with legal counsel or DFPS as applicable. Contract templates provided by DFPS are considered to be in compliance with all legal requirements. A contract template may be authorized and re-used for contracts that are identical in nature.
Before Signing a Contract
Program Director, Operations
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Refuge House interviews potential subcontractor to confirm qualifications, licensure/certification (if applicable), and availability. Contractors who provide therapeutic services to Refuge House foster/adoptive children or foster/adoptive families must:
a. have sufficient human and financial resources to fulfill the terms of the contract and
b. be licensed or otherwise legally authorized to provide the contracted services
Upon receipt of authorization to submit and upon receiving cleared Criminal Background and Central Registry check the following items will be collected:
a. License (including documentation of the current status of the license with the respective licensing board.
Certifications
Copy of Professional Liability Insurance
Resumé
Driver’s License
Diploma (unless subcontractor declines to submit one)
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Operations department or assigned employee submits Criminal History Background Check and Central Registry Background Check (Form 2791) and sends to Residential Child Care Licensing.
Operations department verifies participation in STAR/Superior program using the website.
Upon receipt of Cleared Background and Central Registry Check, Operations department prepares a Radius file and contract for the subcontractor and incorporates all documentation into the file.
Operations department provides the contract to the subcontractor for signature.
Operations Subcontractor Documentation form (Form 2033RCC) and submits to Contract Manager for approval prior to using new subcontractor.
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REFUGE HOUSE, INC.
Once a contract is signed
Intake, Case Manager
Refuge House Intake Department or Refuge House Case Manager makes referrals to the subcontractor via written communication, most likely an email containing pertinent information.
Refuge House begins monitoring the contractor according to the Performance Monitoring procedure.
Performance Monitoring
Contractor, Operations, Case Manager
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A contractor record is maintained in Radius containing contractor information:
Licensure & Expiration
Professional Liability Insurance & Expiration Contract Expiration
Driver's License
Criminal Background Expiration
Confirmation of Superior Health provider status
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Contractor must provide updated documentation for required information that expires during the term of the contractor.
Operations Department requests replacement documentation for items with upcoming expirations Subcontractor provides per occurrence documentation of services provided to Refuge House. Frequency of service and documentation specifications are indicated in the contractual agreement, typically the 5" day of each month for the prior month. Failing to turn in documentation in a timely matter may be considered a breach of contract if a pattern or trend emerges.
During home visits, Case Manager asks questions of both foster/adoptive children and foster/adoptive parents regarding the specific services provided to them by a therapeutic subcontractor. Questions include, but are not limited to:
a. Has this individual missed an appointment with
without rescheduling?
Do you feel comfortable with this individual?
Do you feel respected by this individual?
d. Do you feel this individual is helping you/child in accomplishing goals of the service plan?
e. Do you have any particular concerns regarding this individual?
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In the event that an area of concern is identified with a particular contractor (provided the concern is not an
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REFUGE HOUSE, INC.
-_
allegation of abuse or neglect), Program Director, Treatment Director or Treatment Manager may develop and implement an improvement plan with the contractor. The Program Director/Treatment Director/Treatment Manager will continue to monitor the contractor to ensure compliance with the improvement plan. Continued failure to meet the terms of the contract constitute a breach and the contract may be terminated. Documentation of occurrences are stored in the appropriate records at Refuge House
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a. Child or young adult records are stored in the appropriate file.
b. Foster/adoptive family records are stored in the foster/adoptive family file
c. Other records are filed as appropriate
Contract Renewal
Program Director, 1. Contracts between the Agency and subcontractor are Operations Department, renewed yearly.
Contractor 2. Based upon feedback from the clients to whom the service is provided, the appropriate Refuge House employee determines whether to request a renewal of the contract from the subcontractor.
Program Director and Operations Department will ensure that all contract requirements are met.
Operations Department provides new contracts to subcontractors the month prior to contract expiration.
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Non-Contractual Service Agreements
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Refuge House does not enter into non-contractual service agreements for therapeutic services.
Oversight of Therapeutic Subcontractors
Program Director, 1. Refuge House Program Director ensures that ongoing
Operations Director, PQI monitoring for quality of service continues on an ongoing
Committee basis.
Operations Director ensures that any gaps in documentation or failure to meet terms of contract agreements are reported to the Program Director and/or Treatment Manager as applicable.
PQI committee and Program Director conduct quarterly reviews of aggregate quality and satisfaction data for subcontractors and make improvement plans as applicable.
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REFERENCES Information was taken from the following sources: “RH Policy and Procedure Manual
“* RH Caregiver Manual “* RH Case Manager Handbook
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REFUGE HOUSE, INC.
DEFINITIONS RH — Refuge House The Agency — Refuge House FORMS ATTACHMENTS CEO APPROVAL Michele L. Gorman Ph.D.
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