Payments to the Child Welfare Case Management Provider of out of home services are made by Office of Financial Management (OFM) on behalf of Prevention and Protection Services Division. New referral information is entered into FACTS by DCF staff which is then downloaded into SCRIPTS. The referral in SCRIPTS initiates payments.
Child Welfare Case Management Provider of out of home services are paid monthly. All services provided, including services provided by Child Welfare Case Management Provider subcontractors, are submitted as encounter data monthly.
Child Welfare Case Management Providers reconcile their system against a report they run in eScripts of children in placement on the last day of the previous month. Any corrections needed to eScripts are made by the Provider who can contact eScripts Help Desk for assistance. Child Welfare Case Management Providers send a confirmation e-mail to DCF/ OFM by 6 p.m. on the 2nd business day of the month to assure payment-eligible clients in eScripts match their system. After payments are calculated and payment files sent to SMART, a report identifying children for whom a monthly payment was made is e-mailed to the Child Welfare Case Management Provider.
Except new referral information, which is entered by DCF staff into FACTS, Child Welfare Case Management Providers data enter additional information into eScripts. Such information can consist of, but is not limited to, corrections in the client’s name, date of birth, or Social Security Number; additions of permanency dates and referral end dates. Regional DCF Offices monitor information in eScripts against their own tracking systems and reports generated from SCRIPTS or eScripts for their use.
Encounter data for all services provided during the previous month to each child is due on the 25th of each month; Subcontractor data is included. Should the 25th fall on a weekend or holiday, the encounter data is due on the previous working day.
SCRIPTS reviews encounter data for accuracy and to ensure only contract required placements and services are reported. Documentation of these encounters is noted in the child's case record held by the CWCMP. Encounter data with errors are to be corrected by the next month’s submission. Encounter Data not corrected each month appears on a pending error report distributed at the end of each month.