Iowa Admin. Code r. 441-151.3 - Administration of juvenile court services programs within each judicial district
Each chief
(1)
Planning for service
needs.
a. Each chief juvenile court
officer shall develop a process for determining:
(1) The service needs of the children within
the district; and
(2) The mix of
services to be provided to best meet the identified needs within the
district.
b. Each chief
juvenile court officer and service area manager shall develop, sign, and
implement an annual plan for prioritizing and allocating decategorized funds
within each department service area. The plan shall be known as the child
welfare and juvenile justice plan .
c. Each chief juvenile court officer shall
develop procedures to evaluate and improve the quality and effectiveness of the
services being provided. The chief juvenile court officer shall make
recommendations concerning changes in the child welfare system that are needed
to ensure that children and families receive the services necessary to meet
their unique needs. These recommendations may be incorporated into the annual
child welfare and juvenile justice plan .
(2)
Eligible providers. The
chief juvenile court officer shall purchase court-ordered services or graduated
sanction services from public or private agencies, organizations, or eligible
individuals. To be eligible to provide services, an individual shall meet one
of the following criteria:
a. Have a federal
identification number; or
b. Have a
social security number for which the state accounting enterprise has determined
that an employee/employer relationship with the state does not exist;
or
c. Be paid an amount during a
state fiscal year that does not exceed $1,000 plus allowable expenses such as
meals, lodging, and mileage per state fiscal year as determined according to
state accounting enterprise procedure 240.102.
(3)
Allowable costs. The
administrative and program requirements of this chapter include those costs
specified below:
a. Reimbursement for
mileage, meals, and lodging expenses involved in the transportation of the
child shall not exceed the lower of the rates set by the state executive
council or the provider 's customary rate, unless the transportation is provided
by a public officer or employee. A public officer or employee, other than a
state officer or employee, is entitled to be paid for expenses as specified in
the Iowa Code in an amount as determined:
(1)
By the public officer's or employee's local governing board when the court
order specifies that the public officer or employee is to provide the
transportation. The allowable expenses for which sheriffs may be reimbursed are
found at Iowa Code sections
70A.9
and
331.655.
(2) By the chief juvenile court officer when
the court order does not specify that the public officer or employee is to
provide the transportation.
b. For Medicaid-covered services, the
provider shall be reimbursed at the same rate and duration as Medicaid
reimburses under the fee schedule provided in 441-subrule 79.1(2) unless the
chief juvenile court officer determines that a rate negotiated with the
provider may be paid.
c. A provider
with a purchase of service contract for a similar service shall be reimbursed
at the rate of the purchase of service contract. A provider that does not have
a purchase of service contract shall be reimbursed at a rate comparable to the
rate reimbursed to providers that have purchase of service contracts.
d. Private insurance allowances may be
supplemented up to, but shall not exceed, the amounts allowed in this subrule.
Funds for court-ordered care and treatment or graduated sanction services shall
not be used in lieu of private insurance.
e. A provider shall not be reimbursed at a
rate that is greater than that allowed by administrative rules. Reimbursement
paid to a provider shall be considered paid in full unless the county
volimtarily agrees to pay the difference between the reimbursement rate and the
actual costs of the service. When there are specific program regulations
prohibiting supplementation, such as the prohibition of supplementation of
Medicaid reimbursement, those regulations shall be applied to providers
requesting supplemental payments.
(4)
Record keeping. The
provider and juvenile court services shall maintain financial and service
records for a period of five years following termination of services. The
records are subject to audit.
a. Each
provider shall maintain all the financial and service records used to submit or
substantiate claims for reimbursement, including court orders as required and
lists of the children served. The provider bears ultimate responsibility for
the completeness and accuracy of the claim submitted as set forth in these
rules.
b. Each provider shall
maintain all the corresponding service and financial information necessary to
document the provision of the service as agreed upon in the contract. When the
contract identifies units of service to be provided, each provider shall
maintain a case record or case file that documents the provision of the units
of the contracted service for each individual child for whom a claim is
made.
c. Each juvenile court
officer shall maintain a case record for each child referred for graduated
sanction service. Each juvenile court officer shall maintain a case file for
each child who receives an ongoing service. The case record or case file shall
include all the corresponding service information necessary to document that
the contracted service was provided.
d. Each chief juvenile court officer shall
ensure that an original court order supports the payment of any claim paid for
court-ordered services .
e. Each
chief juvenile court officer shall ensure that the district is accountable for
payments, receipts, and retention of records as described in subrule
151.4(7).
(5)
Access to records. Each provider of court-ordered services or
graduated sanction services shall make available upon request to juvenile court
services, the department , the department of inspections and appeals, or the
state auditor the service and financial records used to support or substantiate
claims for reimbursement, including court orders and lists of children. The
records shall be subject to audit by juvenile court services, the department ,
the department of inspections and appeals, or the state auditor
Notes
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