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Title:

Child Welfare Manual

Section 3:

Delivery of Services/Intact Families

Chapter 5:

Working with Contracted Treatment Providers

Subsection 7:

Procedural Steps for CTS Payment

Effective Date:

February 9, 2006

§3 ch5: Working with Contracted Treatment Providers

• 5.7  Procedural Steps for CTS Payment

  The following procedures are required by the county director/payment designee to ensure payment for CTS services:

  1. The county director/payment designee must review each CS-65A, "SEAS Invoice," submitted by the provider, for these factors:
     1. Completeness - check each invoice to ensure that entries have been made in all line items and column totals, and that each invoice is signed and dated by the provider.
     2. Reasonableness - maintain controls for each invoice to ensure that the provider has completed all contractual agreements (i.e., the timely completion of quarterly reports, or that service was delivered per arrangements, between provider and the agency).

     NOTE:  At the time of authorization the provider’s contracts and licenses are checked by the system. If, after the invoice is produced, the contract or license of a provider lapses or is closed during that invoice period, it is the responsibility of the payment designee to authorize payment only for the services provided during the time a valid contract or license existed. An invoice will not be produced in future months, even if actual authorizations remain open to the provider who no longer has a contract or license.

     Related Subject:  E-Forms Page for further clarification of CS-65A, Children’s Services Integrated Payment System invoice

  2. Check the services and frequency claimed on each CS-65A submitted for payment for Children’s Treatment Services against the CS-108(s) (Client Sign-In Register) that are to be attached. Assure that the services delivered, the frequency of attendance, and contracted length of time for the units billed coincide with that claimed on the CS-65A.

     NOTE:  If an invoice is submitted without a CS-108 attached for one or more clients, another method of verification may be used, such as direct contact with the client. When another type of verification is obtained, the county director/payment designee will document and attach this information to the CS-65A. It is mandatory that service delivery be verified.

     NOTE: Sign-in forms for children who are unable to sign for themselves may be completed by a parent or parent substitute (i.e., foster parent, CSW).

     NOTE:  For P.S. child care cases, the client is required to sign the Child Care Sign-In Register (CS-109). It will not be mandatory that these forms accompany each CS-65A submitted for payment. However, if a county director/payment designee questions any child’s claimed attendance, these signed forms may be requested from the provider, and reviewed prior to payment for their child being entered into the system.

  3. Contact the provider whenever an error is identified on the invoice.
     1. Return to the provider any CS-65A that is initially submitted for payment more than 60 days after the month of service delivery. This is in accordance with the provider’s contract. The system will not allow entry of any invoice when the initial date of receipt is more than 60 days past the month of service delivery. Note this problem on the invoice that is returned to the provider.
     2. Return to the provider, for correction, any CS-65 when either the entire invoice is in error or an error exists within a particular line item, and when these errors cannot be corrected by the county office after discussion with the provider.
     3. Complete a CS-107 and attach to any invoice returned to provider. Indicate the reason returned and any action needed which will allow the county office to process the invoice in question.
     4. Correct and initial any specific line item containing a minor error after contacting and reaching an agreement with the provider. Return a copy of the corrected CS-65A to the provider;
  4. Enter or have entered the CS-65A into the system to generate payment to provider;
  5. Send the original of each invoice to the Division of Budget and Finance (DBF);
  6. File "office copy" in the business file;
  7. The county director/payment designee must obtain verification from the Children’s Service Worker that written reports were received, where appropriate, from the service provider by the end of contracted treatment period.

  Do Not Process Payment If A Written Report is Not Received.

Chapter Memoranda History: (prior to 1/31/07)

• CD05-72,
• CD06-14

Memoranda History: