02.08C Consumer Resident Funds Review Protocol

COMMUNITY MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES ST. JOSEPH COUNTY (CUSTOMER) RESIDENT FUNDS REVIEW PROTOCOL

BASIS FOR THE REVIEW

The MDHHS contract under attachment P.7.6.1 (as referenced in the FY 2013 contract) requires the PIHP/CMHSP monitoring of resident funds and valuables for compliance with the Licensing Rules for Adult Foster Care CMHSAS-SJC Group Homes (R 400.14315). Resident funds must be maintained separate from other agency funds, revenues and expenditures must be properly tracked, consumer’s funds cannot be commingled and used for each others’ expenses, and sufficient controls must exist to protect the residents’ funds and is in compliance with the Licensing Rules for Adult Foster Care CMHSAS- SJC Group Homes (R 400.14315).”

REVIEW PROCESS

A. Whenever a specialized resident home hereafter referred to as the “home” is selected for a Provider Monitoring Review an inquiry is made to the home owner or manager to determine if resident funds are being held for or have been held in the past fiscal year for any CMHSAS-SJC customers hereafter referred to as the “resident(s)”. If funds are held for the residents the representative of the CMHSAS-SJC, will request copies of the Resident Funds Part II form (BCAL- 2319), from the beginning of the current fiscal year to the present.

B. If the home has elected to use a form other than the BCAL-2319 then the home owner or manager will be asked to produce a copy of the approval letter from the State indicating that the form in use by the home was accepted by the State. Failure to produce the acceptance letter from the State will result in a noted Quality Improvement Plan.

C. The process for the resident funds review will be consistent for each resident who has funds maintained by the home.

D. The CMHSAS-SJC reviewer will: 1. Review the current cash on hand for the resident, all receipts and deposit documents since the start of the current fiscal year for that resident, and the original BCAL-2319. 2. Count the current cash on hand for the consumer and note the amount on the Resident Funds Review Tool, referred to hereafter as the “RFR” (copy attached). 3. Ask the home manager to count the cash upon return to verify that all cash has been returned. 4. Reference the BCAL-2319 or approved substitute form and verify that the cash on hand balance equals the current ending balance on the BCAL-2319 or substitute form.

E. If the amounts do not balance the reviewer will: 1. Cite this deficiency on the RFR and in the Quality Improvement Plan. 2. Determine if mathematical errors on the form resulted in this discrepancy. If there are no math errors the reviewer will query the homeowner or manager in an attempt to resolve the discrepancy. The results will be noted on the RFR and the Quality Improvement Plan.

F. Each entry on the BCAL-2319 will be verified that it contains the required components of date, reason for transaction, resident or representative signature, licensee or designee signature, deposit amount when applicable, withdrawal amount when applicable, correct ending balance, and that a

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valid receipt is present when needed. If the reviewer is unable to locate a receipt within the documents provided the reviewer will: 1. Make the homeowner or manager aware of the deficiency and give the home owner or manager the opportunity to produce the appropriate receipt prior to the end of the review. 2. Note a deficiency on the RFR and in the Quality Improvement Plan when the receipt is not available even if the receipt is produced prior to the close of the review. Likewise a deficiency will be noted if the receipt is never produced 3. Refer to the CMHSAS-SJC Office of Recipient Rights for further investigation cases where there are numerous outflows from the account with no receipts, one or more large outflows without receipts or a combination of the two these deficiencies.

G. The reviewer will note any time the funds in the resident’s account exceed the maximum of $200.00 as stated in the Licensing Rules for Adult Foster Care CMHSAS-SJC Group Homes. Whenever there is an instance where the funds in the account are greater than $200.00 this will be noted on the RFR, the Quality Improvement Plan and shared with the home owner or manager. The reviewer will also verify that there are no instances when the account shows a negative balance.

H. The finalized RFR results will be compiled into an overall provider monitoring report and distributed with a request for follow-up from the provider as per policy 02.08.

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