6134 Transition Services Vendor Management

Georgia State Seal

Georgia Division of Aging Services
Access to Services Manual

Chapter:

6000 Community Transitions

Effective Date:

Section Title:

Transition Services Vendor Management

Reviewed or Updated in:

MT 2016-02

Section Number:

6134

Previous Update:

Summary Statement

Division of Aging Services (DAS) Money Follows the Person (MFP) staff will vet all MFP Transition Service Vendors that are to be reimbursed by the MFP Fiscal Intermediary (FI).

Basic Considerations

MFP Field staff will develop and maintain professional, legal, and ethical relationships with MFP Vendors.

MFP Field staff ensure MFP Transition Services are delivered within the scope of the Policies and Procedures for the Money Follows the Person Program (MFP Manual), specifically Appendix B: Taxonomy of Services.

Expenditures made outside of the Taxonomy of Services may not be reimbursed by the Fiscal Intermediary or may be recouped upon audit.

Social Service Block Grant (SSBG) funds may be used for any MFP Transition Services.

Definitions

MFP Transition Service Vendor

The entity, identified on the MFP Vendor Import File, that is reimbursed by the Fiscal Intermediary for MFP Transition Services rendered. The MFP Transition Service Vendor may not necessarily be the entity that engaged in the direct service.

Third Party Vendor

The entity not identified on the MFP Vendor Import File but contracted to complete the MFP Transition Service directly.

AAA Procedures

MFP Field staff must provide to DAS the following minimum documentation to enroll an MFP Transition Service Vendor:

  • W-9

  • Copy of Current Business License

  • Contact information for billing office

  • Services to be enrolled

MFP Field staff will provide, upon request by DAS staff, the following minimum documentation for MFP Third Party Vendors:

  • W-9

  • Copy of Current Business License

  • Copy of current Licensure (if required to deliver service)

  • Copy of Bond documentation (if providing Environmental Modification or Vehicle Adaptation services)

  • Copy of current Insurance documentation (if required to deliver service)

  • Contact information for billing office

Vendor documentation is provided through normal communication channels such as email, fax, or mail.

If an MFP Transition Service (which would appear on the VIF) is delivered by AAA staff, the following criteria must be observed:

  • Service is authorized by DAS

  • AAA staff delivering service are not managed by the designated MFP Program Manager

  • AAA staff delivering the service may not be paid by MFP Administration dollars sent to the AAA through DAS

  • Service delivery must follow the MFP Taxonomy of Services

DAS Procedures

  1. DAS MFP Fiscal Staff:

    • Pulls Vendor Import File (VIF) Reports from Harmony for MFP per schedule published to AAAs. A new schedule is published each fiscal year.

      If all required data is not entered into Harmony for MFP, the expenditures will not appear on the VIF.

    • Checks VIF records against physical records uploaded to Harmony for MFP.

    • Marks approved Records as 'DAS Approved,' marks incomplete or inaccurate records as 'Returned to AAA'.

    • Records marked 'Returned to AAA' are not reimbursed until appropriate documentation is provided.

  2. DAS Program Staff:

    • Enters Vendor into Harmony provider system within 10 calendar days of receipt of complete information.

    • Answer Technical Assistance questions as it pertains to policy or procedure of the Vendor Import File.

References

  1. Policies and Procedures for Money Follows the Person (MFP Manual), dch.georgia.gov/georgia-money-follows-person-ga-mfp

  2. Harmony for MFP User Guide v1.x, Section 1060 (MAN 5600), Appendix I