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Provider Meeting: FY 15 Contracting. March 11, 2014


Academic year: 2021

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Provider Meeting:

FY 15 Contracting


Vision Statement

We envision a city where people

live and thrive in communities

that promote and support

behavioral health and wellness.


Mission Statement

We are committed to enhancing behavioral health and wellness of individuals, families and communities


o The promotion of behavioral health and wellness, prevention, early intervention, treatment and


o The creation and leadership of an integrated network of providers that promotes universal access to

comprehensive, data-driven services and,

o Advocacy and leadership of behavioral health-related efforts to align resources, programs and policy.


BHS Baltimore

Legal merger - October 1, 2013



 Program Operations

• Day-to-day operations of core programs and interface with the Administrative Service Organization (ASO)

• Prevention, treatment, rehabilitation, and recovery • Christina Trenton, Vice President

 System Development

• Programs still being developed and evaluated, policy and planning, data • Schools, criminal justice, integrated health, transition age youth (TAY) and


• Crista Taylor, Vice President

 Finance & Administration

• Contracting, compliance & quality oversight of contracts, fiscal operations, IT • Richard Greene, Vice President


Guiding Principles in Integrating


 Use combined resources to develop efficient and qualitative process

 Organize work flow to support larger volume  Ensure good communication with providers  Minimize the administrative burden for

providers whenever possible so as to maximize resources allocated to programmatic work

 Timely contract execution


State Funding

 Continuation of separate funding agreements with ADAA and MHA for FY 15

 FY 15 ADAA funding amount is not yet known  ASO: RFP is out, much unknown in regard to

how it will be operationalized

 Ongoing collaboration with the State to plan for changes that will happen in FY 15 and FY 16


Implications of Separate State Funding

 Fiscal reporting forms - same as for FY 14,

which means substance abuse and mental

health contracts will differ

 Payment schedules - same as for FY 14,

which means substance abuse and mental

health contracts will differ

 Possibility that ADAA-funded contracts will

continue to be executed and paid by BSAS


Contract Teams

 Program Lead

• ensures funding used for intended purpose, collaborates with providers at system level

 Contract Administrator

• primary contact for contract issues/questions

 Grants Accountant

• budgets, budget mods, fiscal reports/invoices

 Compliance & Quality Administrator

• conducts programmatic site visits, investigates complaints for funded programs


Contracting Process

(contracts w/ anticipated minimal funding changes: mental health, substance abuse prevention and recovery)

1. Letters of Award (LOA) in next couple weeks for contracts with anticipated minimal changes in funding requesting:

• Budget forms

• Other required contract attachments*

• FRAN form (only applies to substance abuse contracts)

2. Upon approval of all items in #1, contract documentation will be sent to provider 3. Goal: fully execute contracts by June 13th


Contracting Process

(contracts w/ anticipated change in funding level: substance abuse treatment)

1. Letters of Intent for all other contracts sent by end of March requesting:

• Required contract attachments*

2. Upon notification of ADAA funding level, LOAs will be sent requesting budget and FRAN form 3. Upon approval of items in #1 and #2, contract

documentation will be sent to provider 4. Goal: fully execute contracts by June 13th



 Submit signed copy

 Budget forms – same as for FY 14, which

means substance abuse and mental

health contracts will differ

 Will post forms on website on “For

Providers” page


*Required Contract Attachments

 Debarment and Suspension Qualification  Contact Information

 Assurance Certification

 Business Associate Agreement

 DHMH Certification or Letter of Good Standing/ Accreditation (substance abuse only)

 DEA Certification (substance abuse only -methadone & BBI providers)

 Insurance documents  W-9



Scope of Service/Deliverables

(Attachment A to contract)

 Scope of service

 Deliverables/required reports

 Consumer perception of care

(mental health only):

• Submit summary of feedback received and specific action(s) taken as a result


Contract Types

 Cost Reimbursement

• Advance Basis (paid in advance of expenditures

• Actual Expenditures (paid based on actual expenditures)

 Fee for Service

• Substance abuse only

 Performance Based

• Residential substance abuse only


Performance Based Contracts

(substance abuse only)

 OP, IOP, OMT contracts will

change to cost reimbursement –

advance basis

 Residential contracts that are

currently performance based



Statewide Maryland Automated Record Tracking

 No changes anticipated for FY 15

 SMART will not be funded by the state for

treatment services after they roll into the ASO. It will continue to be funded and required for:

• Drug Court • 8505/8507s • AVATAR

• Recovery services

 All other reporting will be through new ASO

 Funding for Baltimore City SMART Trainers ends June 30, 2014

• Working with ADAA to determine who will provide technical assistance


Utilization Program (UP)

(substance abuse only)

 No change in requirements at this time

 Currently evaluating


Program Report Due Dates

Mental health

• 15


day after end of reporting period

Substance abuse (prevention and

recovery contracts) – monthly


Fiscal Reports/Invoices/

Requests for Payment

Mental health

• Quarterly fiscal reports (QFRs) due 15th day after end of quarter

• Invoices due 15th day after end of month

Substance abuse

• Schedule for Requests for Payment and

Expenditures Reports will be communicated in June


To Receive Payment

 Must be in compliance, including being

current with:

• Program reports

• Fiscal reports/invoices/Requests for Payment

• Audit


Timeframe: Substance Abuse



Timeframe: Mental Health Payments

 Cost Reimbursement: Advance Basis • 1st business day of month

 Cost Reimbursement: Actual Expenditures

• Within 30 days of submitting an accurate and complete invoice

 Consultant

• Within 30 days of submitting an accurate and complete invoice


Contract Management System (CMS)

 Web-based

 Submission and approval of

programmatic and fiscal reports, invoices

 Payment information

 Jackie Fitzgerald – will provide user

support, training and technical


Site Visits

 Conducted by Compliance and Quality

Administrators (CQAs)

• Scope of service/deliverables • COMAR regulations

• Quality of service delivery

 Schedule:

• Quarterly for ADAA-funded treatment contracts


Key Differences for

Substance Abuse Providers

 Existing contracts that will continue to be funded will not need to apply for grant funds – contracting process

 No program narrative  Contract teams

 Electronic submission of reports via CMS  Business Associate Agreement

 Performance based contracts – OP, IOP and OMT contracts to change to cost reimbursement


Key Differences for

Mental Health Providers

 Invoice Only contracts – to be called Cost Reimbursement – Actual Expenditures, will continue to be paid based on

invoice of actual expenditures  New contract, not a renewal  No contract renewal meetings

 Change in consumer perception of care deliverable  Appendix A is now called Attachment A

 Reporting time frames have changed: 15th of the month

 Contract teams

 Business Associate Agreement  Annual Site visits


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