2.02Project Staffing
Program staffing levels must be commensurate with meeting the program goals, anticipated outcomes, and activities/strategies for service delivery appropriate to the proposed project.
Position descriptions for all required personnel including vacant positions, resumes for current employees in positions, and professional credentials for project personnel must be uploaded as part of the response. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.
Applicants must submit a description of staffing patterns that include identification of the credentials of staff responsible for overseeing and providing the COS or CSS. Examples of staffing patterns and credentials may be found in the Alaska Administrative Services Standards Manual (Attachment 1 & 2).
23-hour COS may be staffed by an interdisciplinary team of qualified professionals, which may include any of the following:
- Licensed physicians
- Licensed physician assistants
- Advanced registered nurse practitioners
- Licensed registered nurses
- Licensed practical nurses
- Community health aides
- Psychologists
- Mental health professional counselors
- Behavioral health clinical associates
- Substance use disorder counselors
- Behavioral health aides
- Peer support specialists
CSS may be staffed by an interdisciplinary team of qualified professionals, which may include:
- Licensed physicians
- Licensed physician assistants
- Licensed advance nurse practitioners
- Licensed registered nurses
- Community health aides
- Licensed psychologists
- Mental health professional clinicians
- Substance use disorder counselors
- Behavioral health clinical associates
- Behavioral health aides
- Peer support specialists
2.03Administrative, Management, and Facility Requirements
The applicant must demonstrate the agency's sustainable fiscal and administrative capacity. Executive, administrative, and financial staff must be qualified, as indicated by the resumes of position holders uploaded as an element of the proposal. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.
The applicant must ensure procedures are in place to protect client confidentiality compliant with State and federal standards. The applicant must ensure its most recent financial audit was submitted to the appropriate state office (see Audit Requirements below), and any findings identified have been resolved.
Successful applicants will be required to submit additional agency information if the agency GEMS record is not current.
To apply for the SUD awards (SABG funding), the applicant must upload documentation demonstrating DBH Departmental Approval for 1115 SUD waivered services and must obtain department approval for the identified 1115 SUD waiver service in the proposal within 180 days of initiation of the grant.
To apply for the Mental Health awards (MHBG funding), the applicant must upload documentation demonstrating DBH Departmental Approval for 1115 Behavioral Health waivered services must obtain department approval for the identified 1115 BH waiver service in the proposal within 180 days of initiation of the grant
Audit Requirements:
Federal Requirements: Agencies spending $750,000 or more total Federal Financial Assistance in the agency fiscal year may be required to comply with conditions of the Single Audit Act of 1984, P.L. 98-502, as amended by the Single Audit Act Amendments of 1996, P.L. 104-156, and as defined in 2 CFR 200.
State Requirements: Agencies spending $750,000 or more total State Financial Assistance in the agency fiscal year are required to comply with the conditions of 2 AAC 45.010-090. The current regulations may be viewed at the State of Alaska, Department of Law website, Department of Law Document Library, or copies may be obtained from the contact identified on the cover page of the RFP.
Information on State and Federal Single Audit Acts compliance may be obtained from:
State Single Audit Coordinator
Department of Administration
Division of Finance
PO Box 110204
Juneau, AK 99811-0204
Telephone: (907) 465-4666
Fax: (907) 465-2169
DOH Program Audit Requirements: All DOH grantees are subject to the requirements of 7 AAC 78.230. If awarded, agencies which are not required to file State Single Audits under 2 AAC 45.010 must ensure a fiscal audit of the agency operations under the grant program is performed by an independent, licensed, certified public accountant at least once every two years and submitted to:
State of Alaska Department of Health
Finance and Management Services
Audit Section
PO Box 110602
Juneau, AK 99811-0602
Telephone: (907) 465-3120
Facility, Service Access, and Safety:
- The applicant must describe the facility planned to be used, number of recliners for COS or number of beds if providing CSS, existing use, whether the organization has current site control (ownership, lease) and if not, a plan to acquire it. There must also be a detailed description of any alterations/renovations planned, see 7 AAC 78.160.Costs.
- The applicant must address potential safety concerns for clients and staff in the management of services proposed in response to this RFP.
- All applicants for DOH grants must have a written plan for emergency response and recovery that provides for potential safety concerns and the safe evacuation of clients and staff. This plan is mandatory for agencies providing residential and/or critical care services as noted in the State Grant Assurances.
- The applicant must describe client accessibility to services and the way in which that will enhance project success.
- The applicant must provide a copy of a Board approved sliding scale policy and a copy of the sliding fee schedule.
The provider will need to be in compliance with all applicable facility licensing requirements.
Please note the following guidance document related to Clients Ages 18 to 21 in Adolescent Programming:
September 17, 2021
SFY 2022 – DBH Guidance Document #1 - CORRECTED
Guidance Document for 1115 Substance Use Disorder Providers Treatment for Clients Ages 18 to 21 in Adolescent Programming
Background
The Division of Behavioral Health (DBH) 1115 SUD service ASAM Level 3.5 Clinically Managed Residential Services has two categories:
- ASAM Level 3.5 Clinically Managed High-Intensity Residential Services Adult
- Reported using procedure code H0047 TG, V1
- For clients aged 18 years and over
- ASAM Level 3.5 Clinically Managed Medium-Intensity Residential Services Adolescents
- Reported using procedure code H0047 HA, V1, TF
- For clients aged 12 through 17 years
DBH acknowledges some clients between the ages of 18 and 21 may be best served in a Level 3.5 Adolescent setting.
Purpose
The following information is intended to provide guidance for reporting services for clients between the ages of 18 and 21 receiving Level 3.5 services in an adolescent program.
Guidance
Providers may serve clients aged between 18 (18 years, 0 days) and 21 (20 years, 364 days) in a Level 3.5 treatment program provided the following criteria are met:
- Provision of services in the adolescent program is medically necessary
- Is in accordance with an individualized treatment plan
- The individualized treatment plan demonstrates clinical justification as to why the client is best served in adolescent programming
Providers must submit and a licensing variance application and receive approval for the variance prior admitting a client aged between 18 (18 years, 0 days) and 21 (20 years, 364 days) into an adolescent treatment program. Variance requests are processed by the Residential Licensing Unit at the Division of Health Care Services.
A copy of the Residential Licensing General Variance Application is included with this notice.
To report ASAM Level 3.5 Clinically Managed Medium-Intensity Residential Services provided to a client between the ages of 18 and 21 in an adolescent program:
- Use procedure code H0047 CG, V1, HA, TF
Providers may not report procedure code H0047 CG, V1, HA, TF for clients between the ages of 18 and 21 in the absence of medical necessity and clinical justification for the services. Providers should instead report the appropriate procedure code for ASAM Level 3.5 Clinically Managed High-Intensity Residential Services Adult
All other provisions for providing Level 3.5 services described in the Alaska Behavioral Health Provider Service Standards & Administrative Procedures for SUD Provider Services remain in effect.
The allowance for this configuration will be retroactively allowed to May 21, 2020. Providers who rendered services to a client between the ages of 18 and 21 in an adolescent program during that time should contact MPASS for assistance in reprocessing impacted claims. Requirements for clinical documentation as indicated above must be in the clinical record for all services being reprocessed.
Incorrect billing may result in overpayments and could lead to provider recoupment actions as well as the imposition of sanctions in accordance with 7 AAC 105.400 – 7 AA 105.490.
Questions regarding this guidance may be directed to mpassunit@alaska.gov. In the Subject Line please note: Level 3.5 Adolescent Treatment