Iowa Admin. Code r. 441-152.2 - Conditions of participation
(1)
Provider licensure. A provider facility shall obtain licensure
prior to accepting placements from the department .
(2)
Provider staffing. At a
minimum, all providers shall meet all licensure requirements for staff
qualifications, training, and number of staff pursuant to 441-Chapter 105,
Chapter 108, or Chapter 114.
(3)
Provider charges. A provider shall not charge departmental
clients more than it receives for the same foster care services provided to
nondepartmental clients. The provider shall agree not to require any fee from
departmental clients unless a fee is required by the department and is
consistent with federal regulation and state policy.
(4)
Maintenance of service
records. A provider shall maintain complete and legible records as
required in this subrule.
a. For foster group
care and shelter care, the provider shall establish and maintain confidential,
individual service records for each client receiving foster care services. The
service records must adequately support the provision of child welfare services
and group care maintenance as defined in rule
441-156.1 (234). The service
record shall include, at a minimum, those items identified in rule
441-114.11 (237) and 441-Chapter 105 and shall also include all of the
following:
(1) Additional reports, if
requested by the referral worker .
(2) Form 470-3055.
(3) Daily documentation of billed per diem
services. The documentation shall include:
1.
The child 's first and last name;
2.
The month, day, and year service was provided;
3. The first and last names of the persons
who provided the service;
4. A
clear description of the specific service rendered, including interventions,
actions, and activities performed which support the provision of child welfare
services.
(4) Notes,
which shall be entered no less than every seven calendar days, indicating the
child 's general progress in regard to the child 's care plan.
(5) Any problem areas or unusual behavior for
the child .
b. For
supervised apartment living, the provider shall establish and maintain
confidential, individual service records for each client receiving supervised
apartment living services. The service records must adequately support the
provision of services consistent with rules
441-108.10 (238) and
441-202.9 (234).
(5)
Maintenance of financial and statistical records. The provider
shall maintain sufficient financial and statistical records, including program
and census data, to document the validity of the reports submitted to the
department . The records shall be available for review at any time during normal
business hours by department personnel, the department 's fiscal consultant, and
state or federal audit personnel.
a. At a
minimum, financial and statistical records shall include all revenue and
expenses supported by a provider 's general ledger and documentation on file in
the provider 's office. These records include, but are not limited to:
(1) Payroll information.
(2) Capital asset schedules.
(3) All canceled checks, deposit slips, and
invoices (paid and unpaid).
(4)
Audit reports (if any).
(5) The
board of directors' minutes (if applicable).
(6) Loan agreements and other
contracts.
(7) Reviewable, legible
census reports and documentation of units of service provided to departmental
clients that identify the individual client and are kept on a daily basis and
summarized in a monthly report.
(8)
For nondepartmental clients, sufficient documentation of utilization to
establish a complete unit of service count.
b. The provider shall maintain a list of all
staff and supervisors providing foster care services and their qualifications
for each program.
c. Independent
audits. When a provider has an audit conducted, a firm not related to the
provider shall conduct the audit. The provider shall submit a copy of the
independent audit report to the department within 30 days of receipt of the
report. The bureau of service contract support shall maintain the
report.
(6)
Cost
report. Providers shall complete Form 470-5421 as required by
contract . The instructions for the cost report are found in Comm. 502.
a.
Due date. The cost report
shall be submitted to the department no later than three months after the close
of the provider 's established fiscal year. The provider may request a one-month
extension from the bureau of service contract support .
b.
Opinion of accountant.
The department may require that an opinion of a certified public accountant or
public accountant accompany the report when adjustments made to prior reports
indicate noncompliance with reporting instructions.
c.
County reimbursement for child
welfare services shelter costs. If a shelter careprovider's actual and
allowable costs as set forth in 441-Chapter 156 for a child 's shelter care
placement exceed the amount the department is authorized to pay and the
provider is reimbursed by the child 's county of legal settlement for the
difference between actual and allowable costs and the amount reimbursed by the
department , the amount paid by the county shall not be included by the
department in its reimbursement rate determination, as long as the amount paid
is not greater than the provider 's actual and allowable costs or the statewide
average of actual and allowable costs as identified in annual appropriations,
whichever is less.
Notes
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