NORTH BAY REGIONAL CENTER PROCEDURES MANUAL
PROCEDURE MEMO 2301
I. GENERAL PURCHASE OF SERVICE GUIDELINES:
A. Any service purchased by the Regional Center from approved vendors must be related to a condition of the developmental disability. The relationship can exist in either of the following two ways:
1. The developmental disability itself is the direct cause of the condition for which service is recommended.
2. The developmental disability itself is NOT the direct cause of the condition for which the service is recommended, but the absence of service would result in a deterioration of the developmental disability.
B. The purchase of services for handicapping conditions, health maintenance, sickness and accidents which are not related to a developmental disability is beyond the scope of the Regional Center program.
C. North Bay Regional Center will purchase specialized services or special adaptations of generic services directed toward the alleviation of a developmental disability or toward the social, personal, physical or economic habilitation or rehabilitation of an individual with such a disability or toward the achievement and maintenance of independent, productive, normal lives (Welfare & Institutions Code 4512). The services must:
1. Enhance development and minimize the potential for developmental delays in infants and toddlers through two years of age. (Welfare & Institutions Code 95001)
2. Prevent dislocation of people with developmental disabilities from their home communities. (Welfare and Institutions Code 4501).
3. Enable people with developmental disabilities to approximate the pattern of every day living available to people without disabilities of the same age. (Welfare & Institutions Code 4501).
D. Common items and services that are part of every day living for all people are not purchased by North Bay Regional Center.
E. North Bay Regional Center shall use the least costly item or service that meets the need of the client and reflects the cost-effective use of public resources. (Welfare & Institutions Code 4640.7(b); 4646(a); 4648(a)(11).
F. Parents have the same responsibility for providing services and supports for their children with developmental disabilities as they would for providing similar services to their children without developmental disabilities (Attorney General’s Opinion 890-302).
G. North Bay Regional Center shall comply with Title 17 of the California Code of Regulations as it applies to vendored services. Vendored services must be provided by qualified persons or organizations as described in these regulations.
H. Continuation of Services: Specific services will be continued when the client, or when appropriate, the person’s legal guardian, or the parent or conservator and the Regional Center agree that reasonable progress has been made toward objectives for which the service provider is responsible. (Welfare & Institutions Code, Section 4648[a])
I. North Bay Regional Center does not purchase unproven or experimental programs, interventions, services or equipment. (See Section V. for approval guidelines.)
J. North Bay Regional Center does not purchase programs, intervention, services, or equipment that support the general operation of a vendored service.
II. USE OF ALTERNATIVE RESOURCES:
Regional Center funds will not be expended for services available through other sources (W & I 4659). This includes not only public funds but also available personal resources (for example, large settlements ruled to be for the care of the client). However, in certain instances, it is possible to share costs with other agencies (see PM 2401).
A. North Bay Regional Center shall not pay for services potentially covered by another source, if the client or legal representative refuses to apply for services or fails to apply for services from that source and take advantage of appeal rights if the service is denied and appeal is appropriate. Proof of application must be submitted to North Bay Regional Center.
B. When public funding is denied and appeal rights have been exhausted, if available, the Client Program Coordinator shall document the basis for such denial in the client's record and shall obtain in writing from the public agency, if possible, a copy of the denial, or shall send a letter to the agency confirming the denial and the reason for it. A copy of this letter shall be attached to subsequent related Purchase of Service requests.
C. North Bay Regional Center shall not pay on behalf of regional center clients any share of cost assessed by MediCal, California Children's Services or local mental health agencies for services to Regional Center clients (DDS contract).
D. North Bay Regional Center will replace or supplement services which are the legal responsibility of an alternate resource ONLY when failure to do so would jeopardize the client's health or safety (See PM 2422 "Presumptive Eligibility for SSI Applicants" covers MediCal, too). For counseling and speech therapy see section V, numbers 5 & 24.
E. North Bay Regional Center shall require reimbursement for services provided for a client when a retroactive payment is received by the client from an alternate resource for the same period of service (for example, IHSS pays for services from the time of application).
If North Bay Regional Center provided day care in lieu of IHSS while the application was processed, the client is required to reimburse North Bay Regional Center for the day care. The amount paid may be negotiated with the client/family depending on the financial requirements of the client.
F. For children under the age of three years, NBRC may use private insurance as a generic service only if there is no cost to the family as a result of its use. Cost includes deductibles, co-pays, or a reduction in the lifetime benefit cap.
III. INDIVIDUAL PROGRAM PLAN DEVELOPMENT FOR PURCHASE OF SERVICE:
A. All individual Program Plans shall be developed by a "Planning Team" as defined in W & I 4646(d).
B. The IPP or IFSP is developed by consensus of the client or the client's legal representative and the Regional Center representative (typically the CPC). The IPP or IFSP includes only those issues on which consensus has been reached by the Planning Team.
B. Disagreements with the North Bay Regional Center representative on the Planning Team shall be resolved through the process described in WIC 4646(f): “If a final agreement regarding the services and supports to be provided to the consumer cannot be reached at a program plan meeting, then a subsequent program plan meeting shall be convened within 15 days, or later at the request of the consumer, or, when appropriate, the parents, legal guardian, conservator, or authorized representative or when agreed to by the planning team. Additional program plan meetings may be held with the agreement of the regional center representative and the consumer or, where appropriate, the parents, legal guardian, conservator, or authorized representative.” The fair hearing process shall be used, if agreement cannot be reached after completing this process (See PM 3720).
C. All purchased services for clients in active and early intervention status must be related to an objective on the IPP or IFSP and the types and amounts of service must be specified in the plans (see PM 2312 for clients in referral status). Purchases shall be written to expire at the end of the month of the third birthday or sooner for Early Intervention clients.
E. All purchased services must be time-limited.
F. All documentation required by this procedure must be completed in full and attached to the client's record before submitting the request for a purchased service to the Unit Supervisor for approval.
G. A request for an emergency authorization shall meet the requirements of Section VIII of this procedure. The rationale shall be documented in an Interdisciplinary Note and attached to the purchase packet.
IV. DOCUMENTATION REQUIREMENTS, APPROVALS AND PROCESS:
A. Purchase of service requests require completion of an IPP or IFSP (NB 122) and a Purchase Service Plan (NB 103B) by the CPC. For placement, form NB 118 is also required.
B. The IPP must contain:
1. Current status statement.
2. Statement of alternate resources.
3. One or more objectives.
4. Specific plans, including one stating "funding will be requested from North Bay Regional Center if alternate resources are not available."
C. The IFSP shall be in writing and shall include the following:
1. A statement of the infant or toddler's present levels of development.
2. A statement of the family's concerns, priorities and resources.
3. A statement of the major outcomes to be expected, and the criteria, procedures and timelines used to evaluate these outcomes.
4. A statement of specific services including how often, how much, and the method of delivery and ways of providing services in natural environments.
5. Dates for initiation of services.
6. Name of agency responsible for providing the identified services.
7. Name of the service coordinator from a profession most relevant to the infant or toddler's need.
8. Transition plan to other appropriate services.
D. All purchase of service requests must be approved by the CPC and the Unit Supervisor before submission to the Fiscal Services Unit.
E. The Unit Supervisor is responsible for insuring that North Bay Regional Center service guidelines, as stated in this and other procedures, are met before approving a request for a purchased service.
F. Supervisory staff in each office shall provide structured group consultation time to assist CPC's with difficult resource problems at least weekly.
V. GUIDELINES FOR SPECIFIC SERVICES:
A. AMNIOCENTESIS/CHORIONIC VILLUS SAMPLING:
1. Alternative funding: private insurance, MediCal, CCS, Kaiser.
2. It is possible to fund amniocentesis and chorionic villus sampling for people who are not Regional Center clients.
B. BEHAVIORAL AND BIOFEEDBACK CONSULTATION SERVICES:
1. Initial purchase may be approved for up to 12 hours for assessment and 28 hours for intervention within 6 months. Up to 5 of the 28 hours may be allocated to coordinate non-school interventions with school personnel with the approval of the CPC.
2. NBRC Psychological Consultant must approve prior to authorization.
3. Alternative funding for school-age clients: check school's responsibility. North Bay Regional Center shall not purchase behavioral services for school interventions - this includes transportation to and from school.
4. Special written reports are required when a provider requests additional hours.
5. Extensions of time without additional hours shall be reviewed by the CPC. Reasons for extension and approval shall be documented in chart and submitted to the Unit Supervisor or designee for approval.
6. Providers of behavioral services shall submit a written assessment report within two months of the initial contact with the client; a progress report two months after intervention begins; and a final report at termination. This requirement shall be included in the IPP or IFSP and on the POS authorization.
C. CAMP - RESIDENTIAL:
1. See PM 2324.
2. Approved only as part of an annual respite or day care plan (annual means July 1st through June 30). Camp will be added to an existing respite or day care plan on a conversion basis only.
3. Camp may be part of a day care plan, but then is subject to all day care criteria (see PM 2316).
a. If camp is to be used in lieu of regularly scheduled basic day care, the annual IPP or IFSP may indicate that camp is to be used as day care during the month (s) of ____________.
b. When camping season arrives, a purchase request must be prepared. It is NOT necessary to authorize in-home or out-of-home day care to "save" and then convert to camp.
4. Generalization problems with the camp environment preclude its use as a therapeutic intervention.
5. Conversion ratio is 14 hours of in-home day care - 24 hours of camp.
6. Alternative funding: Easter Seals, UCPA, Sonoma County Camp Foundation, local ARC's.
D. CONSERVATORSHIP - PURCHASE OF LEGAL SERVICES:
1. NBRC does not purchase legal services to accomplish guardianship (refer
to County Social Services for dependency action).
2. NBRC does not purchase legal services to accomplish conservatorship unless it will directly resolve an urgent legal need and is the least restrictive alternative to resolve the need.
3. Unit Supervisor must approve conservatorship prior to initiation of POS.
4. Alternative funding: Legal Aid, relatives, public legal assistance, (e.g., California Rural Legal Assistance).
E. COUNSELING
1. North Bay Regional Center does not pay for counseling services if the client is eligible for MediCal or another source of funding (PM 3350).
2. Alternative funding: Community Mental Health, CHAMPUS, private insurance, MediCal, MediCare, Family Services of the North Bay, Catholic Social Services.
3. North Bay Regional Center may purchase up to 20 additional sessions to supplement those paid by insurance for brief therapy related to the development disability in response to crisis situations.
4. If Community Mental Health will provide, North Bay Regional Center may not supplement cost per DDS contract.
F. DAY CARE - SUPPLEMENT TO USUAL CHARGES:
1. Must comply with PM 2316.
2. POS must specifically cover work/school hours away from home. Variable schedules may be covered by "block" allocations up to 3 months in length.
3. Alternative funding: IHSS, schools, GAIN.
4. NB-5 to be completed and signed by parent(s).
G. DIAPERS AND INCONTINENT SUPPLIES:
1. The child lives in the family home; client must be at least 4 (unless the family demonstrates a financial need and NBRC purchase of diapers will enable the child to remain in the family home) and under 18 years of age, incontinence is related to developmental disability, and systematic training has been attempted unless the client has a physical condition that would rule out toilet training (See PM 2322).
2. Children under 6 and who weigh under 40 pounds will receive purchased cloth diapers or a diaper service instead of disposable. Exceptions may be made for children in licensed day care facilities up to the number needed for day care hours if the day care facility will not accept children in cloth diapers.
3. "Wipes" are not purchased by North Bay Regional Center. They are not considered to be "a specialized service or special adaptation." (Section I.C. PM 2301).
4. Must meet criteria in PM 2322.
5. Alternative funding: MediCal will pay at age 5; private insurance.
6. Vendor shall be the most cost-effective provider approved by North Bay Regional Center.
H. EQUIPMENT AND RENOVATIONS:
1. Durable Medical Equipment:
a. Medical equipment must be prescribed by a licensed physician, occupational or physical therapist or speech pathologist, and be related to a client's developmental disability. (See PM 2320 and 2321).
b. If the cost is anticipated to be over $500, there must be an OT or PT Evaluation. The OT or PT shall recommend the vendor to NBRC based on the least costly alternative that will meet the client’s needs.
c. Speech communication equipment requires an evaluation by a speech pathologist who has expertise assessing needs for such equipment.
d. There must be documentation that the North Bay Regional Center Nurse Consultant or approved OT/PT/speech pathologist Vendor has reviewed and approved the request prior to the initiation of the POS.
e. Alternative funding: California Children's Services, MediCal, private insurance, CHAMPUS.
2. Other Equipment and Renovations:
a. If the cost is anticipated to be over $500, there must be an OT Evaluation. The OT shall recommend the vendor to NBRC based o the least costly alternative that will meet the client’s needs.
b. Alternative funding: California Children's Services, MediCal, private insurance, CHAMPUS.
I. EVALUATIONS ON OPEN CASES:
1. CPC write the referral letter. CPC may ask clinical consultant for assistance with referral.
2. Alternative funding: private insurance; MediCal; CCS, schools.
J. EDUCATION OF PARENTS:
1. Child must live in the eligible parent's home.
2. Parent must be a NBRC client as a result of mental retardation or "borderline" functioning or child is an NBRC client, and parent demonstrates intellectual limitations.
3. Alternative funding: Child Protective Services in some cases; Social Services pays for this service for Dependents of the Court.
K. GENETIC REFERRALS:
Alternative funding: private insurance, MediCal, CHAMPUS.
L. INDEPENDENT LIVING TRAINING:
(See PM 2329 – “Independent Living Skills Training”)
1. Client should be at least 18 years of age.
2. Authorization may be up to 2 years.
3. Refer to PM 2329 re: ILS.
4. Clients may receive up to 35 hours of independent living training while they reside in the parental home, the home of a relative, or a licensed residential program, prior to moving to their own home.
M. INFANT STIMULATION:
1. Parents have choice of programs.
2. Local Education Area (LEA) payor of last resort for children with "low incident" disabilities.
N. MEDICATIONS:
1. If a MediCal formulary equivalent medication is available, it must be used, unless generally-accepted medical evidence indicates the substitute medication will not be effective in resolving or controlling the medical condition. The NBRC Physician Consultant must approve in writing use of a non-formulary medication. A TAR must be submitted by the attending physician.
2. Alternative funding: MediCal, CCS, private insurance.
3. When requesting medication for a MediCal eligible client, a copy of an appropriately completed TAR denied by MediCal must be submitted with the purchase request. An appeal shall be filed immediately when TAR is denied by MediCal.
O. MOBILITY TRAINING:
1. Must comply with PM 2332.1.
2. Alternative funding: Department of Rehabilitation.
3. Reports required - Assessment report within 45 days of referral; progress report 60 days after assessment; and final report upon termination of services.
P. OCCUPATIONAL THERAPY/PHYSICAL THERAPY:
1. Non-school age clients (under 3.0 years or over 22 years of age) only, unless clearly related to non-educational need within the home.
2. Alternative funding: MediCal, CHAMPUS, CCS, private insurance.
3. If need for service is in doubt, purchase of OT/PT assessment of need shall be done before service is initiated.
Q. NURSING SERVICE:
1. NBRC Nurse Consultant is required to review for need, provide written assessment and recommendations prior to initiation of POS. An approved nurse vendor may be used when Nurse Consultant is not available.
2. Must meet requirement of PM 3321.
3. Alternative funding: MediCal; CHAMPUS; CCS; private insurance.
4. CPC shall specify reporting requirement on POS and IPP or IFSP and will send a copy of nursing protocol to both parents and vendor.
R. NUTRITION EVALUATION, INTERVENTION AND SUPPLEMENTS:
1. CPC to send 3-day diet record to client or family prior to the POS request. NBRC Nurse Consultant's review of need is required prior to initiation of POS.
2. Dietary supplement requires copy of attending physician's prescription prior to initiation of POS.
3. Alternative funding: County Health Departments; MediCal; CHAMPUS; CCS; private insurance.
4. See Section IV C for early intervention clients.
5. Vendor for nutritional supplements shall be the "single source provider" selected by NBRC.
S. ONE TO ONE SERVICES
1. For in-home Behavioral Support:
a. Initial purchase may be approved for up to four (4) months and must include a specific assessment and treatment plan reviewed and approved by the appropriate NBRC Clinician and ID Team before one-to-one services are initiated. Assessments must be completed within thirty (30) days of POS.
b. Extensions after six (6) months can only occur after review and approval by an ID Team consisting of the appropriate NBRC Clinician, Case Management Supervisor, Client Program Coordinator, Executive Team Member, Vendored Agency Specialist, and others. A schedule of review and duration of the authorization will be determined.
c. Provider of service must provide a timely, specific, measurable, detailed plan (see Procedure) with a delineation of fading criteria.
d. Alternative resources must be used first, including generic services,
natural supports, existing staff ratios, existing services, and other
environments.
e. If the need for one-to-one service is a requirement for access to existing services, NBRC should use that service's hearing procedure to assure compliance with entrance criteria and with the Americans with Disabilities Act.
2. Supplemental staffing for day and residential programs (see PM 2312, Rev 8/98):
a. Community Integration Training (055):
1. Up to 6 month increments, 1 year total in lieu of typical day program.
2. Requires behavior change or specific learning outcome.
3. Requires nursing or psychological assessment.
b. Group Program Support (040):
1. Up to 1 year as determined by the Planning Team. Use of Group Program Support in Level III or higher residential programs requires Program Assessment and Review Team consideration before the Planning Team convenes (see PM 2302).
2. Up to 1 year increments as supplemental to day program. Proposals to exceed $75 per day require Program Assessment Review before the Planning Team meets to develop the IPP (see PM 2302).
3. Requires nursing or psychological assessment.
T. POLICE REPORTS:
1. NBRC may only pay for reports that are required documentation, e.g., as follow-up to a special incident.
2. Fiscal Services Unit will issue a check to the CPC to pay for the report.
U. PSYCHOLOGIST EVALUATIONS:
1. CPC does referral. CPC may ask clinical consultant for assistance with referral.
2. Alternative Funding: Medi-Cal; CHAMPUS; CCS, private insurance (see PM 2410).
V. RESIDENTIAL PLACEMENT
1. Preplacement Visits:
a. Prior approval is required by the Unit Supervisor, Community Resource Consultant-Quality Monitor, and NBRC Nurse Consultant for all first time placements and replacements, Level IV, ICF-DDN, State Developmental Centers, and two or more placements in 12 months.
b. Must meet criteria in PM 3210, V. for proper residential level.
c. The rate is paid according to prorated Level rate, not the day care rate.
d. Placement in any CCF or ICF over 8 beds requires approval by the NBRC Executive Team (see PM 3210, I.A.).
2. Permanent Placement:
a. Must meet requirements of PM 3210.
b. Prior approval is required by Unit Supervisor, CRC-Quality Monitor, and NBRC Nurse Consultant for all first time placements, Level IV, all ICF-DDN's, all Skilled Nursing Facilities, and whenever there have been two or more placements in 12 months. If approval has been obtained for a preplacement visit, it is not necessary to repeat it for placement. State D. C. placements require approval/consultation with the Developmental Center Liaison.
c. The "Special Education Administrator" must be notified in writing when a minor is placed in a school district.
d. Placement from State Developmental Centers to community residential facilities requires prior approval by the NBRC Nurse, Unit Supervisor, CRC Quality Monitor and Developmental Center Liaison, unless otherwise stated in this section.
e. Placement in a "less than suitable" facility requires prior approval by the Unit Supervisor, NBRC Nurse Consultant, and CRC Quality Monitor.
f. Placement in any CCF or ICF over 8 beds requires prior approval by the NBRC Executive Team (see PM 3210, I.A.).
g. Alternative funding: SSI; County Department of Social Services; public school; CHAMPUS.
W. DAY CARE (IN-HOME):
1. Allocation of day care shall be done quarterly. Exceptions must be approved by a member of the Executive Team.
2. Check prior day care use to determine if it has been under-used.
3. All requests for day care must meet criteria in PM 2316.
4. Conversion of in-home day care hours to other forms of respite are based upon the following ratio:
* Preschool, day care: 1.1
* Out-of-home: 14 hours in-home = 24 hours out-of-home
* Out-of-home when planned to be used on an hourly basis (i.e., 3-4 hours, 7-12 hours, etc.) - 1.1
* Camp: 14 hours in-home = 24 hours camp (See PM 2324)
5. Alternative funding: In-home Support Services through County Social Services Department; CCS.
6. See Section IV C for Early Intervention clients.
X. DAY CARE (OUT OF HOME):
1. Requirements for placement as stated in this procedure must be met.
2. See directions in placement procedure (PM 3210 IV G) for out-of-home day care.
3. Check prior day care use to determine if it has been under-used.
4. Over 21 days in a calendar month must be processed as an out-of-home placement rather than out-of-home day care. The day care rate may not be paid.
5. All requests for day care must meet criteria in PM 2316.
6. Alternative funding: SSI; CCS; County Department of Social Services; CHAMPUS.
7. See Section IV C for Early Intervention clients.
Y. SPEECH THERAPY/AUDIOLOGY:
1. CPC writes referral letter.
2. Non-school age clients (under 3.0 years or over 22 years of age) only. Public school is responsible for school-age clients.
3. Alternative funding: Medi-Cal; CHAMPUS; CCS, private insurance.
4. NBRC may purchase additional sessions beyond those paid by insurance for children under 3.0 years of age or adults who have hearing aids for the first time.
5. See Section IV C for Early Intervention clients.
Z. TEACHER:
Services that should be provided in residential, day program or public school shall not be authorized.
AA. TOCODYNAMOMETRY FOR AT-RISK PARENT:
1. Prior approval is required by a Physician.
2. Request may be approved for monitoring of uterine contractions between 24 and 32 weeks when there is a history of premature labor and/or births.
3. Private physician must submit evidence of clear-cut danger of premature birth, i.e., history of multiple premature births or early contractions prior to initiation of POS.
4. Alternative funding: MediCal, health insurance; individual requesting service.
BB. TRANSPORTATION:
1. Mobility training for use of public transportation must be addressed for each request for ongoing transportation. See Procedure Memo 2332.1.
2. Alternative funding: MediCal; CHAMPUS; CCS; Impairment Related Work Expense (SSI).
3. If family members or adult consumers provide transportation and wish to be reimbursed, they must be vendored. See Procedure Memo 2318, Section D for requirements and guidelines.
4. A Program Assessment and Review is required before the Planning Team meets to discuss purchase of transportation services for a client who earns $350 or more per month.
5. If Residential Service Providers provide transportation and wish to be reimbursed, they must be vendored. See Procedure Memo 2332 for requirements and guidelines.
6. If Adult Day Program service providers provide transportation and wish to be reimbursed, they must be vendored. See Procedure Memo 2335, Section III paragraph D.
7. Transportation for supported and competitive work must be arranged as part of the initial plan. NBRC will not pay for transportation to supported employment or competitive work sites when a day/work program or supported employment program is involved with the client (see PM 2335).
VI. RE-AUTHORIZATIONS:
Re-authorizations are treated the same as original authorizations and require the same processing time.
VII. PRIOR AUTHORIZATION:
A. All services purchased for clients must be authorized in writing, in advance. There will be no exceptions to this policy except as described under "Emergency Authorization." There will be no retroactive payments for services not requested and authorized in advance without approval of the Executive Team or designee.
B. TEN calendar days are required for processing a purchase of service request once it is signed by the Case Management Supervisor or his/her designee. The POS request shall be put in the interoffice mail the same day as the supervisor signs it. The Fiscal Services Unit may fax purchase of service authorizations to the vendor, if use of regular mail service will result in the authorization reaching the vendor after the start date.
VIII. EMERGENCY AUTHORIZATION:
A. Definition: An Emergency is an immediate, specific threat to the client's life, health, safety or developmental status with measurable disabling consequences of a long-term and indefinite nature. All other resources, including those of the client and family, must have been considered prior to making a request for emergency purchase. The status of an infant shall be considered an emergency. Transportation or other service changes that result in cost-savings to NBRC may be authorized immediately.
B. Emergency requests shall be approved or disapproved by the Director, Client Services or his/her designee.
C. The CPC shall complete documentation per section IV of this procedure and submit to Unit Supervisor.
D. The Director, Client Services, designee or CPC shall enter the name of the person giving emergency authorization and initial it on the Purchase of Service Plan (NB 103b) in the space after "verbal given by," if the emergency authorization is approved and provided in writing to the vendor. The person giving the emergency authorization shall enter an ID Note in the client's chart, if he or she did not sign the NB 103b indicating, at a minimum, the name of the vendor, the amount of service and the beginning and ending dates of the authorization.
E. Emergency authorizations shall be provided to the vendor in writing before the service begins. This may be done by fax, if necessary. The only exception to this requirement is authorizations that are necessary to provide services after business hours.
Emergency authorizations may be given only by Case Management Supervisors, Supervisor for Resource Development, Early Intervention Supervisor, Administrative Program Analyst, Community Liaison Specialist, Coordinator of Clinical Services, Director-Client Services, Chief Operating Officer or Executive Director.
F. The CPC is responsible for amending the IPP or IFSP and completing the related documentation within five working days to reflect emergency services provided after business hours. The person giving the verbal authorization shall complete the "verbal" section of the Purchase of Service Request (NB 103b) and fax a copy to the vendor the next working day.
IX. RETROACTIVE AUTHORIZATIONS
A. Authorizations shall be made in advance of the provision of the provision of the service. Title 17 does allow retroactive payment for emergency services as stipulated in section VIII above, if services are rendered by a vendored service provider:
1. At a time when authorized personnel of the Regional Center cannot be reached by the service provider either by phone or in person;
2. Where the service provider, or consumer or consumer's parent, guardian or conservator notifies the Regional Center within five working days following the provision of service; AND
3. Where the Regional Center determines that the service was necessary and appropriate.
B. NBRC will not make payments for retroactive purchases for service providers. There should be no need for services to be authorized when there is not NBRC staff available to authorize the service in advance, since NBRC has emergency response 24 hours per day, 365 days per year.
C. NBRC may make a one time exception for retroactive payments to parent vendors. If a parent vendor requests a retroactive payment, the NBRC service coordinator (CPC/EIS/Case Management Specialist) shall instruct the parent to make a written request to NBRC utilizing NB84. The request must include the consumer name, type of service, amount of services, dates of service, and the reason for the request of a retroactive purchase. The service coordinator and supervisor shall review the request and then route to the Coordinator of Clinical Services or the Administrative Program Analyst for review and decision.
X. RATES:
Vendor rates are established by the State Department of Developmental Services. Regional centers are prohibited from paying rates in excess of those approved by the State or which are more than rates charged to other non-Regional Center clients by the same vendor.
XI. VOLUNTARY CONTRIBUTIONS:
Voluntary contributions from families receiving services from NBRC are actively solicited. Parental participation in the cost of services should be encouraged if finances are available.
XII. NON-DISCRIMINATION IN SERVICES
NBRC staff shall recommend services based on the client’s needs, preferences and the ability of the vendor to meet the needs and preferences. Race, national origin, creed, sex, color, religion, marital status, age, handicap or sexual preference shall not be considered in recommending services to clients, except as these factors relate to assisting he client to observe cultural or religious preferences (see Board Policy #13).
| Napa County Office 10 Executive Court, Suite A Napa, CA 94558 Telephone (707) 256-1100 Fax (707) 256-1112 TDD (707) 257-0213 |
 Emergency Response: (800) 884-1594 (evenings/weekends) |
Sonoma County Office 2351Mendocino Avenue Santa Rosa, CA 95403 Telephone (707) 569-2000 Fax (707) 542-9727 TDD (707) 525-1239 |