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8162 Support Services — Authorizing, Extending, or Terminating

8162.1 Authorizing Services
8162.11 Client Specific

CPS November 2006

For support services that relate to specific clients, workers must obtain a certification of eligibility and the authorization of service, and complete the appropriate authorization forms. See:

8161.1 Active Cases — Authorizing, Extending, or Terminating Direct Services

8510 Client Support Services

8162.12 Non-Client Specific

CPS November 2006

For support services that are not client-specific, service authorization is not required; however, the worker may refer the client for certain services, such as Families Forward, Family Outreach, and so on. In most cases, contracts with the organizations that provide community education and support for CPS programs do not require certification of eligibility or authorization of service.

See individual service descriptions for specific instructions.

8162.2 Terminating Service

CPS November 2006

If the support service is being terminated before the end date on Form 2054, Service Authorization, see:

8161.1 Active Cases — Authorizing, Extending, or Terminating Direct Services

8163 State Office Contracts — Adding, Extending, or Terminating

8163.1 Authorizing Contract Services

CPS November 2006

Only a few state office contracts for service require action by a worker. The procedures for authorizing vary according to the type of contract. For example:

  •  Child Day Care requires the worker to complete a Form 2054. See 8161.1 Active Cases — Authorizing, Extending, or Terminating Direct Services.

  •  The Service Level System contract requires a common application from the worker. See 4400 Texas Service Levels System.

  •  A contract with the Texas Department of Health, Bureau of Vital Statistics, allows the worker to obtain birth certificates easily by making a referral to the regional eligibility specialist.

8163.2 Contract Services — Adding, Extending, Reauthorizing, or Terminating

CPS November 2006

For state office contracts that require authorization or termination, the worker must follow 8161.1 Active Cases — Authorizing, Extending, or Terminating Direct Services.

8164 Manual Authorization — Submitting a Paper Form

CPS November 2006

Workers may submit a paper copy of Form 2054, Service Authorization, completed by hand or typed when:

  •  authorizing a Foster and Adopt (FAD) social study (non-client specific), which cannot be entered into the IMPACT system; or

  •  attempting to authorize service, but the worker cannot access IMPACT or complete Form 2054 online in time to deliver it to the contractor or provider before service is initiated.

      Important: At a minimum, a manual (paper) Form 2054 must still be delivered to the contractor or provider before service is initiated.

Workers are encouraged to carry blank forms with them at all times.

Authorizing Court Appearances

Court appearances by contracted providers should be authorized in IMPACT before the court date. If absolutely necessary, workers may manually complete a paper Form 2054 before the court appearance.

Submitting Manual Service Authorizations

To submit a manual (paper) copy of Form 2054, Service Authorization, a worker must:

  •  use the Form 2054 posted on the DFPS intranet site, as directed in 8161.1 Active Cases — Authorizing, Extending, or Terminating Direct Services;

  •  obtain signatures, as specified in regional procedures. Workers in regions that require additional approvals may obtain the approvals by phone or other methods acceptable to the region;

  •  place a copy of the form in the case file;

  •  deliver the original form to the contractor before service begins; and

  •  complete the IMPACT version of the form, if applicable, within seven days.

      The IMPACT version must contain only the services listed on the manual (paper) copy of the form. This procedure protects the worker, contractor, and DFPS from financial loss or audit exceptions. It also serves as a back-up if a contractor misplaces the paper copy.

8165 Interregional Service — Authorization

CPS November 2006

Requesting Services in Another Region

A worker may request services in another region when:

  •  a child is placed in a different region;

  •  a family member lives in a different region; or

  •  needed services are more conveniently located in a town across regional lines.

Since regional budgets and the service units allowed for a client vary, workers must request permission from the receiving region (as detailed below). Only the receiving region may authorize services.

Purchasing Services in Another Region

To purchase services in another region, the CPS worker:

  •  notifies his or her supervisor of the need for services, according to appropriate regional procedure and

  •  With the supervisor's approval, sends a written request for the service to the appropriate contact in the region where the service is needed. The request for each client should include the:

  •  client's name;

  •  case ID number;

  •  type of service needed;

  •  approximate length of time that the service will be needed, and

  •  approximate number of units needed.

Tasks Involving the Other Region's Courtesy Worker

The CPS worker communicates with the other region's courtesy worker to complete the authorization process:

  •  The contact in the receiving region assigns a courtesy worker who checks the contract budget(s) and regional allocations for available funds.

  •  If funds are available, the courtesy worker identifies the appropriate contractor(s).

  •  The CPS worker who requested the service prepares the complete referral and sends it to the courtesy worker.

  •  The courtesy worker authorizes services by:

  •  completing Form 2054 and sending it with the referral to the contractor; 

  •  sending copies of the form and referral to the:

  •  contract manager in the sending region,

  •  contract manager in the receiving region, and

  •  CPS worker who requested the service.

  •  The contract managers in both regions maintain a record of the service authorization.

  •  Based on regional policy, the contract manager in the receiving region may notify the contractor to expect an out-of-region referral.

Authorizing / Extending Services Is Subject to Regional Funding

Regional procedures for extending services may vary; services must be authorized or extended according to the procedures and funding limitations of the region that will provide the services. The sending region may be asked to pay for the services through a budget transfer.

8170 Missed Appointments

CPS November 2006

DFPS may pay contractors up to 50 percent of the unit rate when a client misses an appointment without notifying the contractor at least 24 hours in advance.

To be paid for a missed appointment, the contractor must notify the client's worker and the regional contract manager about the missed appointment by the end of the next workday.

The maximum number of missed appointments to be paid is a regional decision. The regions may also develop policies that further restrict the payment for missed appointments.

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