HomeMy WebLinkAboutRes 043 - Financial Admin - Health SvcsDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of May 7, 2014
DATE: April 8, 2014
FROM: Nancy Mooney, Contract Specialist, Deschutes County Health Services, 322-7516
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Resolution #2014-043, document appointing a Financial
Assistance Administrator for Deschutes County Health Services and authorizing the Financial
Assistance Administrator to amend the Service Element Prior Authorization, on behalf of Deschutes County.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
Funding for the Developmental Disabilities program is processed through Express Payment and
Reporting System (eXPRS) in a Service Element Prior Authorization (SEPA). EXPRS is an
information system for managing the disbursement and tracking of State of Oregon Department of
Human Services (DHS) financial assistance. Deschutes County submits a Provider Prior
Authorization (PPA) or Client Prior Authorization (CPA) to obtain confirmation of an approved rate
through the SEPA. Upon Acceptance of the SEP A, Deschutes County is agreeing to provide the
services as described in the appropriate federal regulations, Oregon Revised Statutes, Oregon
Administrative Rules, Service Element Standards and Procedures and any attached Special
Conditions.
The Board Resolution appoints a Financial Assistance Administrator with the authority to amend the
SEPA, enable disbursement of financial assistance and authorize an individual to take one or more of
the foregoing actions on behalf of Deschutes County.
This resolution appoints the new Health Services Director, Jane Smilie as the Financial Assistance
Administrator and repeals the Board Resolution currently in effect due to the transition of Scott
Johnson retiring from the position.
FISCAL IMPLICATIONS:
No fiscal implications.
RECOMMENDATION & ACTION REQUESTED:
Health Services recommends approval.
ATTENDANCE: Scott Johnson & Jane Smilie, Department Director(s)
DISTRIBUTION OF DOCUMENTS:
A fully executed copy to Nancy Mooney, Contract Specialist, Health Services Department.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This fonn is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Fonn is also required. If this fonn is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this fonn with your documents, please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: I AprilS, 2014 I
Department: I Health Services I
Contractor/Supplier/Consultant Name: I N/A
Contractor Contact: I Scott Johnson I Contractor Phone #: I 541-322-7502
Type of Document: Resolution #2014-043
Goods and/or Services: A resolution appointing a Financial Assistance Administrator
for Deschutes County Health Services and authorizing the County Administrator to
approve related contracts.
Background & History:
Funding for the Developmental Disabilities program is processed through Express
Payment and Reporting System (eXPRS) in a Service Element Prior Authorization
(SEPA). EXPRS is an information system for managing the disbursement and tracking
of State of Oregon Department of Human Services (DHS) financial assistance.
Deschutes County submits a Provider Prior Authorization (PPA) or Client Prior
Authorization (CPA) to obtain confirmation of an approved rate through the SEPA.
Upon Acceptance of the SEPA, Deschutes County is agreeing to provide the services
as described in the appropriate federal regulations, Oregon Revised Statutes, Oregon
Administrative Rules, Service Element Standards and Procedures and any attached
Special Conditions.
The Board Resolution appoints a Financial Assistance Administrator with the authority
to amend the SEPA, enable disbursement of financial assistance and authorize an
individual to take one or more of the foregoing actions on behalf of Deschutes County.
This resolution appoints the new Health Services Director, Jane Smilie as the Financial
Assistance Administrator and repeals the Board Resolution currently in effect due to the
transition of Scott Johnson retiring from the position.
Agreement Starting Date: I May 7,2014 I Ending Date: I Open
Annual Value or Total Payment: I No Fiscal Implications
4/8/2014
Check all that apply: o RFP, Solicitation or Bid Process o Informal quotes «$150K)
[gJ Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? [gJ Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? 0 Yes [gJ No
Special conditions attached to this grant: C
Deadlines for reporting to the grantor: L-I_--'
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: 0 Yes 0 No
Contact information for the person responsible for grant compliance: Name: C
Phone#:D
Departmental Contact: I Nancy Mooney, Contract Specialist
Phone #: I 541-322-7516
Deputy Director Approval:
Date
Department Director Approval: ___~-¥--'I---"''---____
Date
Distribution of Document: Return both originals to Nancy Mooney, Behavioral
Health Department.
Official Review:
County Signature Required (check one): 0 BOCC 0 Department Director (if <$50K)
o Administrator (if >$50K but <$150K; if >$150K, BOCC Order No. ____---')
Legal Review Date
Document Number =20=-1.:.....4~-O:...4.!..::3:.......-____
4/8/2014
REVIEWED
LEGAL COUNSEL
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Appointing a Financial Assistance *
Administrator for Deschutes County Health *
Services Department, Developmental Disabilities, * RESOLUTION NO. 2014-043
and Authorizing the Financial Assistance
Administrator to amend the Service Element Prior
Authorization, on behalf of Deschutes County.
WHEREAS, Deschutes County, acting by and through the Health Services Department will enter
into contracts for the provision of behavioral health services and the performance of behavioral health,
developmental disability and addiction services and the agreement between the State of Oregon and
Deschutes County requires that the County appoint a Financial Assistance Administrator; and
WHEREAS, this Resolution shall authorize the Financial Assistance Administrator to amend the
Service Element Prior Authorization (SEP A), on behalf of County, by execution and delivery of
amendments to the Agreement between the State of Oregon acting by and through its Department of
Human Services ("DHS") and Deschutes County, acting by and through its Developmental Disabilities
division, in hard copy, electronically, or, with respect to the SEPA only, through electronic acceptance of
SEPA adjustments in Express Payment and Reporting System ("eXPRS").
WHEREAS, this Resolution shall authorize the Financial Assistance Administrator to enable, on
behalf of Deschutes County, the disbursement of financial assistance under the Agreement between DHS
and Deschutes County, that is described in the SEP A, through submission and modification of one or
more Client Prior Authorizations ("CPA") and/or one or more Provider Prior Authorizations ("PP A"),
either electronically through eXPRS or by submission of hard copy documents to DHS, and to authorize
providers, through submission of PPAs, to submit Disbursement Claims on behalf of County, either
electronically through eXPRS or by submission of hard copy documents to DHS.
WHEREAS, this Resolution shall authorize the Financial Assistance Administrator to authorize
others to take one or more of the foregoing actions on behalf of Deschutes County. now therefore:
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. Jane Smilie, the Director of the Deschutes County Health Services Department, is duly
appointed as the Deschutes County Financial Assistance Administrator with respect to the
execution and delivery of amendments to the Agreement between DHS and Deschutes
County and with respect to the disbursement of financial assistance that is described in the
SEP A. Such appointment shall continue in effect so long as Jane Smilie is an employee of
the Deschutes County Health Services Department and until a successor is appointed.
PAGE 1 OF2-RESOLUTIONNO.2014-043
Section 2. By Board of County Commissioners ("Board) policy, the Financial Assistance Administrator
is authorized to amend the SEP A, on behalf of Deschutes County, by execution and delivery
of amendments to the Agreement between DHS and Deschutes County in the name of
Deschutes County in hard copy, electronically, or, with respect to the SEPA only, through
electronic acceptance of SEP A adjustments in eXPRS.
Section 3. By Board policy, the Financial Assistance Administrator is authorized to enable, on behalf of
Deschutes County, the disbursement of financial assistance under the Agreement between
DHS and Deschutes County that is described in the SEP A, through submission and
modification of CPAs and PPAs, either electronically through eXPRS or by submission of
hard copy documents to DHS, and to authorize providers, through submission of PPAs, to
submit disbursement claims on behalf of Deschutes County, either electronically through
eXPRS or by submission of hard copy documents to DHS.
Section 4. By Board policy, the Financial Assistance Administrator is authorized to designate others to
take one or more of the foregoing actions on behalf of Deschutes County.
Section 5. On and after May 7, 2014 with the adoption of this Resolution No. 2014-043, Resolution
No.20 11-107 is repealed. Provided however, that all official actions taken pursuant to
Resolution No. 2011-107 prior to its repeal shall remain effective.
Section 6. This Resolution shall take effect on May 7,2014.
DATED this day ________,2014.
BOARD OF COUNTY COMMISSIONERS
OFDESCHUTESCOUNTY,OREGON
TAMMY BANEY, Chair
ANTHONY DEBONE, Vice Chair
ATTEST:
Recording Secretary ALAN UNGER, Commissioner
PAGE 2 OF 2-RESOLUTION NO. 2014-043
/it&J1
BEFORE mE BOARD OF COUN1Y COMMISSIONERS OF DESCHUTES COUN1Yl' OREGON
A Resolution Appointing a FiDanciaI Assistance •
Adminis1rator for Desdnates Co1m.ty Health If.
Services and Authorizing the FiDaDeiaJ Assistance • RESOLUTION NO. 2011·107
Administrator to amend the Service Element Prior ..
Authorization. on behalf of J)oschutes County. ..
WHEREAS,. Desebutes County, acting through the Health Services Department will enter into
contracts for the provision ofhcalth services and the performance of physical health, behavioral health,
developmental disability and addictiCll seniccs and environmental health services and the agreement
between the State of Oregon and Deschutes County requires that the County appoint a Financial
Assistance Adm.inisIIator; ad
WHEREAS" this Resolution shall anthorize the FiDanciaJ Assistance AdmiDistrator to amend the
Service Element Prior Authorization (SBPA)" on behalf ofCounty, by execution and dalivery of
amendments to the Agreement between the Sta1e ofOregon acting by and through its Department of
Human Services ('1>HS") and Deschutes County, in hard copy, electronically, or. with respect to the
SEPA only, through electronic acceptance ofSEPA adjustments in Express Payment and Reporting
System r~eXPRS'.
WHEREAS, this Resolution shall authorize the Financial Assistance Admioistlator to enable, on
behalf ofDescbutes County, the disbunlemenl of financial assistance under the Apemeat between DHS
and Deschutes CoUDty, that Is described in the SEPA. through submission and modification ofone or
·more Cliatt Prior Authorizations rePA") and/or one or more Provider Prior Authorizations ("PPAj~
either electronically through eXPRS or by submission ofbard copy docwnents to DBS, aod to authorize
providers, through submission olPpAs, to submit Disbursement CJaims on behalf ofCounty, either
electronically through eXPRS or by submission of Juu:d copy documents to DHS.
WHBR.EAS,. this Resolution sba1l authorize the Financial Assistance Administrator to authorize
others to take one or more of1he fo:regoing actions on behalf of Deschutes County. Now, therefore:
BE IT RESOLVED BY TIm BOARD OF COUNTY COMMlSSIONBRS OF DESCHUTES
COUNTY, OREGON, as foDows:
Spa I, SeoU: Johnson, the DiJector oftbB Deschutes County Health Services Deparcment, is duly
appointed as the Deschutes County Financial Assistanoe Administrator with n:speet to the
execution and delivery ofameadoumts to the. Apeement between DRS and Deschutes
County and with respect to the disbursement offtnancial assistance that is described in the
SEPA. Such appointment shall c:ontinoe in e1fect so 10111 as Scott Johnson is an employee of
the Deschutes County Health Savices Department and Wltll a successor is appointed.
PAGE 1OF 2-RBSOunlONNO. 2011·101