Payment Issuance

This section is saved for historical purposes.

The County of Santa Clara has contracted Wraparound Services with the providers listed in Wraparound Program. Uplift Family Services and Seneca Family of Agencies have two different programs each. Wraparound may also be paid to contracted agencies. All wraparound payments are issued in CalSAWS through the NSDI window upon receipt of the invoice. The fiscal department must be able to track all wraparound payments that are issued including the program types. When issuing payments the FC EW must identify the following:

  • Program: Wraparound,
  • Aid Code Choose one: 40, 42, 43, 49, 5K, 5L, 03, 04 or 9X,
  • Payment Type: Foster Care Not State/Federal Claimable or Regular Benefits
  • Issuance Type: Warrant,
  • Issuance Method: Regular Mail
  • Payment Subtype (Use this option for Uplift Family Services, Seneca Family of Agencies or when the Aid Code is 9X):
    • 4Z1 - WA - Matrix,
    • 4Z2 - WA - Uplift,
    • 4Z3 - WA - Seneca Plus,
    • 4Z4 - WA - Seneca Connection (AAP will always use this subtype),
    • 4XM- WRAP for non/Fed/State Eligible (when not placed with Uplift Family Services or Seneca Family of Agencies),
  • Issuance Reason: Wraparound,
  • Issuance Amount: Cannot exceed the standard ($3500) or contracted rate,
  • Payment Month: Taken from Invoice,
  • Benefit Begin and End Date: Auto populated,
  • Payee Name: One of the five or contracted facilities, For, Youth receiving Services.

After the payment is issued, the FC EW must check the Search for Issuance window to be sure the warrant was issued to the correct provider.

 

Below is a high level overview of the process:

  1. FC MA/FC SSPM/FC Clerical
    1. Receives approved RISC packets from the placement SWS.
  2. FC MA, FC Clerical/FC SSPM
    1. Receives approved monthly invoices from the placement SWS.
    2. Enters the received invoices listing and archives them into the S-Drive under Wraparound.
    3. Forwards the listing to FC Clerical for task assignment or Triage for processing.
  3. Triage
    1. Prepares initial payment packets for Intake.
    2. When the facility is Uplift Family Services or Seneca Family of Agencies, verifies the following program is included on the invoice:
      1. Uplift Family Services - Matrix or Uplift
      2. Seneca Family of Agencies - Seneca Plus or Seneca Connection.
      3. If the program is missing contacts the Wraparound SWS for clarification.
    3. Forwards packets to AS for TMT Intake Assignment when invoice is received.
  4. FC Clerical
    1. App Reg the CalSAWS case for Medi-Cal and Wraparound
    2. (Medi-Cal is added only when there is no active Medi-Cal case).
    3. Assigns task to either Intake or Continuing.
  5. Intake FC EW
    1. Verifies signatures on the RISC referral (SCZ63) and that the approval dates on the RISC referral (SCZ63) match the invoice.
    2. Completes the Collect Wraparound Program Detail window.
    3. Completes budget sheet (SCD 32).
    4. Issues initial payment through NSDI the month following the month services were provided, under one of the following aid codes:
      1. Aid Code 03 for Federal Funded AAP with subtype,
      2. Aid Code 04 for State Funded AAP with subtype,
      3. Aid Code 40 non-Federal FC (for CalWORKs, JPD and Emergency Assistance (5K) and Emergency Caregiver (5L) cases),
      4. Aid Code 42 for Federal Funded Foster Care,
      5. Aid Code 43 for State Funded NMDs,
      6. Aid Code 49 for Federal Funded NMDs,
      7. Aid Code 9X for County Funded payments,
      8. All other placements use payment subtype 9X-4XM
    5. Document in a CalSAWS journal entry.
    6. E-mails FC MA Wraparound Case No.

      1. Note: When issuing benefits for Uplift Family Services or Seneca of Family Agencies issue the appropriate aid code AND the appropriate “Payment Subtype.”

  6. Contg FC EW
    1. When appropriate, Ccmpletes SCD 32 for prorated Invoices.
    2. Issues NSDI payment under the appropriate aid code.
    3. When Wraparound has been terminated updates the Collect Wraparound Program Detail window.
    4. Determine appropriate Medi-Cal action [Wraparound and Medical]
    5. Documents in CalSAWS journal entry.

      1. Note: When issuing benefits for Uplift Family Services or Seneca Family Agencies issue the appropriate aid code AND the appropriate “Payment Subtype.”

Wraparound Overpayments

An overpayment is any amount paid which a foster care provider received on behalf of a child to which the provider was not entitled. An overpayment claims must be established by the assigned FC EW and referred to Collections. Overpayments must be repaid within ninety (90) days of the discovery of the overpayment.

  1. FC EW
    1. Completes a CA30 /SCD13 for the amount of overpayment.
    2. Creates a manual claim In CalSAWS and refers it to collections.
    3. Manually completes an overpayment Notice of Action (NA 1261) in CalSAWS and makes a copy for case.
    4. Ponies, e-mails or Faxes documents to Collections (CA30 & NOA).
    5. Enters CalSAWS journal entry to include the overpayment period.

Related Topics

Wraparound Program