The Contractor must ensure compliance with all record keeping requirements stated in this Contract as well as the http://hhscx.hhsc.texas.gov/sites/extranet/files/docs/pcs/vendor-UTC.pdf . All records must be housed in a central location and made available and accessible to DFPS without limitations.
Table 2 - Required Records
Individual Family Service Case Record
Purpose
To support and maintain details of services requested by DFPS and provided by the Contractor.
Minimum Requirements
Contractor will track all services provided in accordance with the Contractor's approved Plan of Operation and by using the appropriate PEI documentation forms. Contractor must ensure that all service documentation is complete, accurate, maintained in an organized fashion, and made available to DFPS staff upon request. Contractor must maintain records in a manner which protects the confidentiality of the Families being served. The Contractor must maintain individual client records. Records may be maintained electronically; however, Contractor must be able to promptly produce an easily legible hard copy of any records, if requested by DFPS. Family records must be housed or maintained in a central location, although backup copies of records may be maintained in an alternate secure location. The Case Record must contain, but is not limited to:
Valid DFPS Authorization Form, with documented receipt date;
Documentation notes and dates of all Family services occasions and any other Family service Contacts;
To support and maintain for monitoring purposes evidence of the Contractor’s minimum requirements for staff, Subcontractors, and volunteers with regards to qualifications.
Minimum Requirements
Individual file for each staff, Subcontractor and volunteer must include at a minimum, but is not limited to the following documentation:
Documentation clearly establishing that the Contractor's Service Providers meet the minimum qualifications as required by this Contract:
Background checks requirements;
Business files to support compliance with insurance requirements; and
To support and maintain for monitoring purposes evidence Invoices, payments and adjustments related to services provided by the Contractor and billed to DFPS.
Minimum Requirements
Contractor must create and maintain reliable and accurate records to support all actions related to invoicing, payments and adjustments for services provided to DFPS clients. Records must include at a minimum, but are not limited to the following:
HIP Services Expenditure Report, Monthly Mileage Log, Basic Needs Support Receipts, Monthly Client Activity Log; and
Any other supporting documentation requested by DFPS.
Required Reports
The Contractor must ensure compliance with all reporting requirements stated in this Contract as well as the http://hhscx.hhsc.texas.gov/sites/extranet/files/docs/pcs/vendor-UTC.pdf
An overview of services provided on a monthly basis
Minimum Requirements
Provide complete responses to questions included in the template
Format
Monthly Report must be submitted using the PEIRS database or other data reporting tool.
Due Date
Fifth (5th) day of the month following the month of service delivery or the next Business Day if the Fifth (5th) day of the month is not a business day
Provide complete responses to questions included in the template
Format
Annual Report can be mailed or emailed.
Due Date
Fifteenth (15th) day of October following the end of the Fiscal year
Submitted To
PEI Program Specialist
Goal and Performance Measures
Contractor performance evaluation is based on assessment of the output and Outcome measures outlined in Attachment A-1, Performance Measures and compliance with the terms and conditions of the Contract, as indicated by DFPS records and Contract monitoring performed by DFPS staff.
Goal
The Goal of the Contract is to provide home visiting services and short term in-home parenting education using an Evidence Based or Promising Practice Program to Families with newborns, up to two (2) years of age and foster youth (current and former) who are pregnant, who have recently given birth and are parenting a child up to two (2) years old who have been identified by DFPS as being at risk of child abuse and neglect, in order to enhance protective factors in the Family and prevent child maltreatment.
Performance Measures
In addition to the Contractor's compliance with all of its obligations and duties under the Contract, DFPS measure’s the performance of the Contractor on the basis of the Performance Measures contained in Attachment A-1, Performance Measures.
