Resident Review (795)
CSFA Number: 444-22-0630
Agency Name
Department Of Human Services (444)
Agency Identification
DMH
Agency Contact
Barb Roberson
217-557-5876
barb.roberson@illinois.gov
Short Description
Exhibit A – Scope of Services

The Grantee will facilitate the completion of a professional clinical, functional, strength- based assessments for each consenting Consent Decree Class Member referral, to determine his or her capability to transition from the respective nursing facilities’ Institutions for Mental Disease/Specialized Mental health Rehabilitation Facility and Skilled Nursing Facilities (NFs/IMD/SMHRF and SNF) to a self-contained lease-held rental apartment (Permanent Supportive Housing) or appropriate community housing alternative. This assessment is to recommend the most appropriate level of care setting and, if transition is the outcome, the array of mental health support services (Assertive Community Treatment or Community Support Team or case management, etc.) in the mental health service taxonomy and other ancillary State Plan services, necessary to move individuals from the NFs/IMDs/SMHRFs and SNFs as part of the Williams and Colbert Consent Decrees.

The Williams and Colbert Consent Decrees require strength-based assessments, those that consider goals, interests and desires, as well as explore other indicators such as risks (medical, behavioral and physical), criminal histories, functional capability and cognitive abilities, are conducted on all remaining, consenting residents of the NFs/IMDs/SMHRFs and SNFs. In addition, Consent Decree Class Members’ assessments that do not result in a transition will have a scheduled annual re-review. Consent Decree Class Members, who are not recommended to transition, may request a review up to four times (once per quarter) within a twelve-month period.

Exhibit B – Deliverables
The Grantee will hire a full complement of licensed, clinical professionals to conduct a designated target number of Resident Review assessments, annual reassessments and quarterly assessments upon request.
Reports and data shall be separated by the respective Consent Decree. The Grantee will:
1. Maintain a full array of licensed, LPHA, LCSW, RNs with a concentration in psychiatry, clinically trained staff with expertise in mental health and/or behavioral health.
2. Complete record reviews of Williams Class Members to be seen for a Resident Review assessment.
3. Approach Williams Class Members to obtain consent to conduct a Resident Review assessment.
4. Conduct and complete Resident Review assessments on consenting Class Members (initially, annually, or upon request, every four months).
5. Submit full completed Resident Review assessments to DMH for data input within 7 business days post completion.
6. Submit Invoices to DMH, by Class Member’s name, on activities initiated to complete a Resident Review assessment.
7. Assure staff participates in hosted/scheduled training sessions, webinars or teleconferences.
Resident Review assessments will include:
1. Preparation time to review the clinical record.
2. Phone or face-to-face discussions with collateral contacts (family, friends or guardians), as well as, key IMD staff (Director of Nursing, Social Services and IMD administrator, etc.).
3. Face-to-face interviews with the Class Member, using established Resident Review assessment tool.
4. Completion of a full clinical write-up assessment with recommendations. Each reviewer is expected to produce (at a minimum) one completed, full assessment, per day.
Reporting Requirements:
1. Financial Report in accordance with Exhibit C.
2. Performance Report in accordance with Exhibit E.

Exhibit C – Payment
Reference the Uniform Grant Agreement, Article IV Payment, Section 4.3 Cash Management Improvement Act of 1990 and Section 4.7 Timely Billing Required. Grantee shall submit allowable grant expenses on the appropriate DMH invoice template to the email address indicated on the template no later than the 30th day of the month following the end of the service month. Invoiced expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the grant agreement to be reimbursable. All invoices shall be HIPPA compliant and encrypted utilizing DHS approved encryption software if so indicated on the invoice template. Invoices shall serve as the request for reimbursement as well as the Periodic Financial Report.

DMH invoice templates can be found in the Provider section of the DHS website.

Rates:
$550: Full Review.
$475: Partial Review. This is a Face to Face Resident Review initiated, but not completed due to one of the following reasons. Documentation of the reason(s) for non-completion must be contained in the Resident Review Summary section:
a. Consent Decree Class Member referral refused to complete the process or changed his/her mind about continuing the process;
b. Consent Decree Class Member referrals cognitive or functional capability to complete the process was limited or compromised;
c. Consent Decree Class Member referral was hospitalized before completion and did not return to the facility;
d. Consent Decree Class Member referral left the facility Against Medical Advice before completion;
e. Consent Decree Class Member referral died before completion.
f. Other (to be explained)
$375: Intake Only. This includes Resident Review preparation activities, such as reviewing IMD/SMHRF/NF records; obtaining Consent Decree Class Member referrals consent to be assessed; contacting collaterals or significant others to obtain more information with written consent of the Consent Decree Class Member referral; pursuing the guardian (if applicable) for his/her written consent (phone contact, letters, etc.) to conduct the assessment; and/or other related activities which do not lead to a completed Resident Review.
$100: Minimum Activity. These are encounters that include all activities that do not constitute conversation or contact with a Consent Decree Class Member referral, a family member, guardian or collateral, a chart review, staffing on behalf of a Consent Decree Class Member referral and/or actions that are not preparation activities to conduct a Resident Review.

Exhibit E – Performance Measures
The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.

PPR and PPRT Email Address for All Grants:
DHS.DMHQuarterlyReports@illinois.gov


The following are included in the reporting template:
1. Number of full/part-time staff in employment, meeting credentials as a Resident Reviewer.
2. Number of unduplicated records reviewed in preparation for completing a Resident Review assessment.
3. Number of Class Member approached for consent to be assessed.
4. Number of Class Members scheduled for Resident Review.
5. Number of Class Members approached/initiated for a Resident Review assessment but refused to be assessed.
6. Number of unduplicated Class Members for whom a full Resident Review assessment is completed.
7. Number of duplicated Class Members for whom a full Resident Review assessment was completed.
8. Number of unduplicated Class Members who abort the Resident Review assessment before completion.
9. Number of unduplicated Class Members assessed and recommended for transition.
10. Number of unduplicated Class Members assessed and not recommended for transition.
11. Number of Resident Review outcomes submitted to DMH.
12. Number of staff participating in DMH hosted trainings or webinars.

Exhibit F – Performance Standards
1. 90% of credentialed staff will be in full/part-time employment, per contract agreement at all times.
2. 100% of records assigned for assessment will be reviewed in preparation for the assessment.
3. 100% of Class Members scheduled will be approached for consent to complete the Resident Review assessment.
4. 100% of Class Members approached, but who subsequently refuse to be assessed, documented in the Resident Review paperwork.
5. 80% of consenting, unduplicated, Class Members had a Resident Review assessment completed.
6. 80% of consenting, duplicated, Class Members had a Resident Review assessment completed.
7. 20% of unduplicated Class Members abort the Resident Review assessment before completion.
8. 70% of unduplicated Class Members assessed were recommended for transition.
9. 30% of unduplicated Class Members assessed were not recommended for transition.
10. 100% of Resident Review outcomes were submitted to DMH.
Subject Area
Human Services
Program Function
Health
Enabling Legislation
Mental Health Community Services Act (405 ILCS 30/)

20 ILCS 1705 Sect. 73(a)
Objectives and Goals
Grantees will facilitate the completion of professional clinical, functional, strength-based assessments for each consenting Consent Decree Class Member referral, to determine his or her capability to transition from the respective Nursing Facilities’ Institutions for Mental Disease/Specialized Mental Health Rehabilitation Facility and Skilled Nursing Facilities (NF/IMD/SMHRF and SNF) to a self-contained lease-held rental apartment (Permanent Supportive Housing) or appropriate community housing alternative. This assessment is to recommend the most appropriate level of care setting and, if transition is the outcome, the array of mental health support services (Assertive Community Treatment or Community Support Team or case management, etc.) in the mental health service taxonomy and other ancillary State Plan services, necessary to move individuals from the NF/IMDs /SMHRF and SNF as part of the Williams and Colbert Consent Decrees.

Grantee will hire a full complement of licensed, clinical professionals to conduct a designated target number of Resident Review assessments, annual reassessments and quarterly assessments upon request.

Reports and data shall be separated by the respective Consent Decree. The provider will:
1. Maintain a full array of licensed (LPHA, LCSW, RNs (with a concentration in psychiatry), clinically trained staff with expertise in mental health and or behavioral health.
2. Complete record review of Williams Class Members to be seen for a Resident Review assessment
3. Approach Williams Class Members to obtain consent to conduct a Resident Review assessment
4. Conduct and complete Resident Review assessments on consenting Class Members (initially, annually or upon request every four months)
5. Submit full completed Resident Review assessments to DMH for data input within 7 business days post completion
6. Submit Invoices to DMH, by Class Member’s name, on activities initiated to complete a Resident Review assessment
7. Assure that staff participates in hosted/scheduled training sessions, webinars or teleconferences.

Resident Review assessments will include:
1. Preparation time to review the clinical record
2. Phone or face-to-face discussions with collateral contacts (family, friends or guardians) as well as key IMD staff (Director of Nursing, Social Services and IMD administrator, etc.)
3. Face-to-face interviews with the Class Member, using established Resident Review assessment tool.
4. Completion of a full clinical write-up assessment with recommendations. Each reviewer is expected to produce (at a minimum) one completed, full assessment, per day.


Types of Assistance
Direct Payments for Specific Use
Uses and Restrictions
Funding for this award will come from the State's General Revenue Fund and does NOT have a match or cost sharing requirement.

Funding Restrictions
DHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

Allowable Costs
Allowable costs are those that are necessary, and reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles.

Unallowable Costs
Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.

Indirect Cost Rate Requirements
Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs.

In order to charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs: a. Federally Negotiated Rate; b. State Negotiated Rate and c. De Minimis Rate

5. Renewals
This program is a 12 month contract with 2, one-year renewal options. Renewals are at the discretion of the DHS/DMH and are contingent on the meeting the following criteria:
a. Applicant has performed satisfactorily during the past six months; b. All required reports have been submitted on time, unless a written exception has been provided by the Division; and c. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)

This program was competitively bid through the Notice of Funding Opportunity (NOFO) process in FY 2019 with 2 one-year extensions. FY 2022 will be considered competitive opportunity.
Eligibility Requirements
1. Be certified by IDHS as a Community Mental Health Provider or a Community Mental Health Center;
2. Be in good-standing with the Illinois Secretary of State (not applicable to governmental entities)
3. Not be on the Federal Excluded Parties List;
4. Not be on the Illinois Stop Payment list;
5. Not be on the Department of Healthcare and Family Services Provider Sanctions List;
6. Complete one Fiscal and Administrative Risk Assessment (ICQ);
7. Complete a Programmatic Risk Assessment for each competitive program;
8. Register and access both the Illinois Department of Human Services Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV);
9. Obtain a Dun and Bradstreet University Numbering System (DUNS) number. The DUNS number does not replace an Employer Identification Number. DUNS numbers may be obtained at no cost by calling the DUNS number request line at (866) 705-5711 or by applying online: DUNS Request Service. It is recommended that service providers register at least 30 days before the application due date.
10. Register with the System for Award Management (SAM) and maintain an active SAM registration until the application process is complete, and if a grant is awarded, throughout the life of the award. SAM registration must be renewed annually. It is recommended that service providers finalize a new registration or renew an existing one at least two weeks before the application deadline to allow time to resolve any issues that may arise. Applicants must use their SAM-registered legal name and address on all grant applications to DHS/DMH.
Eligible Applicants
Nonprofit Organizations;
Application and Award Processing
1. 3 page Uniform Application for State Grant Assistance completed, signed and dated.
2. Uniform Grant Budget completed and submitted in the CSA tracking system
3. Notice of State Award to be accepted or declined. The NOSA shall include:
a. The terms and conditions of the award.
b. Specific conditions assigned to the grantee based on the fiscal and administrative, programmatic risk assessments and merit-based review conditions.
c. The NOSA is not an authorization to begin performance or incur costs.
d. Upon acceptance of the NOSA, announcement of the grant award shall be published by the awarding agency to www.Grants.Illinois.gov
4. Grant Agreement prepared in CSA Tracking system
5. Grant Agreement signed by Grantee and returned to DHS
6. Grant Agreement signed by DHS
7. Grant Agreement obligated at Comptroller Office

Assistance Consideration
Serves as Maintenance of Effort to the Federal Substance Abuse and Mental Health Services Administration Community Mental Health Block Grant
Post Assistance Requirements
a) Reporting
The Grantee shall report quarterly allowable grant expenses on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1, and reported expenses should be consistent with the submitted annual grant budget. If any budget variances are noted, the DMH program contact may request that the provider submit a revised grant budget before subsequent monthly payments will be made. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

The Grantee shall report quarterly performance on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

b) Audits
Grantee shall be subject to the audit requirements contained in the Single Audit Act Amendments of 1996 (31 USC 7501-7507) and subpart F of 2 CFR Part 200, and the audit rules set forth by the Governor’s Office of Management and Budget. See 30 ILCS 708/65(c).

c) Records
Grantee shall maintain for three (3) years from the date of submission of the final expenditure report, adequate books, all financial records and, supporting documents, statistical records, and all other records pertinent to this Award, adequate to comply with 2 CFR 200.333, unless a different retention period is specified in 2 CFR 200.333. If any litigation, claim or audit is started before the expiration of the retention period, the records must be retained until all litigation, claims or audit exceptions involving the records have been resolved and final action taken.



Regulations, Guidelines, Literature
Title 59: Mental Health of the Administrative Code

2 CFR 200/45 CFR Part 75 Uniform Administrative Requirements, Cost Principles, and Audit Requirements

DHS/DMH Attachment B
DHS/DMH Program Manual
Federal Funding
None
Notice of Funding Opportunities
Agency IDAward RangeApplication Range
Details19-444-22-0630-01$33875 - $74515002/02/2018 - 03/19/2018 : 5:00 pm
Agency IDGrantee NameStart DateEnd DateAmount
45CYB04009-45CYB04009LUTHERAN SOCIAL SERVICES OF ILLINOIS07/01/201906/30/20201,462,980
45CYB00847-45CYB00847LUTHERAN SOCIAL SERVICES OF ILLINOIS07/01/201906/30/20201,298,105
45CYB00848-45CYB00848Metropolitan Family Services07/01/201906/30/2020831,744
45CYB03461-45CYB03461THE THRESHOLDS07/01/201906/30/2020252,110
45CYB04010-45CYB04010Metropolitan Family Services07/01/201906/30/2020221,952