OKDHS - OAC 340:75-7-51. Foster care claims

340:75-7-51. Foster care claims

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Revised 6-1-09

(a) Reimbursement for foster care claims requires the completion and approval of a foster home assessment, pre-service training, fingerprint results and a signed foster care contract. Reimbursement may not precede the date of the contract.

(b) Bridge resource parents are responsible for ensuring the accuracy of the warrant upon receipt. When errors occur, the procedures for adjustments listed in (1) through (4) must be completed.

(1) The Bridge resource parent immediately notifies the resource specialist upon discovery of an error in reimbursement.
(2) Oklahoma Department of Human Services (OKDHS) notifies the Bridge resource family upon discovery of an error in reimbursement.
(3) OKDHS authorizes reimbursements upon discovery for previously unclaimed services, underpayments. When an overpayment coincides with the underpayment, the overpayment is recouped before payment of the underpayment.
(4) OKDHS authorizes repayment schedules when Bridge resource parents are paid for services not rendered or at an amount greater than authorized.
- (A) Bridge resource parents are responsible for reimbursing OKDHS for any overpayment, regardless of the party responsible for the initial error, per OAC 340:75-1-27. Each monthly payment toward resolving the overpayment must equal at least ten percent of the overpayment.
- (B) The county of service resource specialist notifies the Bridge resource parent:
  - (i) of the amount of overpayment;
  - (ii) responsibility of the repayment; and
  - (iii) payment options.
- (C) Repayment options are:
  - (i) pay in full by check or money order payable to OKDHS;
  - (ii) return the warrant;
  - (iii) deduct from the monthly reimbursement when children remain in the home; or
  - (iv) make extra payments each month as well as the deduction. • 1
- (D) If the Bridge resource family closes their home and does not repay the overpayment, the amount of the overpayment will remain in the system indefinitely. If the Bridge resource reopens, the overpayment will be deducted from the foster care reimbursements.
(5) OKDHS may authorize the issuance of a warrant when the foster care reimbursement is late or lost.
- (A) The contract for services affords OKDHS 20 days to process each claim. Late claim adjustments are not made during this interval. • 2
- (B) OKDHS cancels the reimbursement warrant per Oklahoma statutes when a foster parent reports the warrant lost after 90 days. • 3

(c) Death of a Bridge resource parent. In a two parent household, the surviving parent may cash the warrant. In a single parent household, the warrant is returned to Children and Family Services Division (CFSD) Foster Care Section and re-issued in the name of the estate. • 4

INSTRUCTIONS TO STAFF 340:75-7-51

Revised 12-15-11

1.   Direct deposit authorization or debit card. The resource specialist discusses with the resource parent the options for foster care maintenance payments that include:

(1) a MasterCard debit card.

(A) When the Mastercard debit card option is selected the Bridge resource parent automatically receives the card by mail and the resource specialist asks the resource parent to use caution not to assume it is "junk" mail and throw it away upon receipt or at the end of the month.

(B) When the Bridge resource parent receives other types of OKDHS payments by debit card, the maintenance payment is added to the existing card; or

(2) direct deposit.

(A) When selecting direct deposit as the form of payment for the foster care maintenance payment, the Bridge resource parent completes the Direct Deposit Enrollment Form found at InfoNet/Finance Division/Electronic Payment System/Oklahoma Direct Deposit Enrollment Form.

(B) When the Bridge resource parent receives other types of OKDHS payments by direct deposit, the maintenance payment is also direct deposited.

2.   Overpayment notice. When the local county office receives a payment for an overpayment, Form 04FC010E, Notification of Overpayment in Foster Home, is completed and immediately submitted to OKDHS Finance Division with the payment. Children and Family Services Division (CFSD) Foster Care Section is notified by the resource specialist of the payment plan or when the resource parent is non-responsive. The resource specialist:

(1) completes a payment agreement in KIDS/Financial Management/Resource History screen/Repayment Agreement; and

(2) documents each payment in the repayment agreement whether it is paid in cash or is deducted from the maintenance payment.

3.   Status of foster care maintenance payment.

(1) When there is an issue with the foster care maintenance payment, the resource specialist reviews the financial management screens in KIDS or Finance ASA400 to determine the reason.

(2) When the reason for the foster care maintenance payment issue is not determined and assistance is needed, the resource specialist contacts CFSD Foster Care Section.

(3) When the Bridge resource parent has questions relating to the availability of funds on the debit card or when the debit card is lost, the Bridge resource parent contacts the MasterCard Help Desk at 1-888-401-9843. Five free calls per month to the Help Desk are allowed but each call after costs $.85 per call.

(4) The Bridge resource parent may access MasterCard debit card account information any time, without charge at www.eppicard.com.

4.   Death of a Bridge resource parent. The resource specialist notifies CFSD Foster Care section of the Bridge resource parent's death, including the resource parent's name, resource number, and date of death.

(1) When the surviving head of household (HOH) wants to continue fostering as a Bridge resource parent, a new contract is signed with the surviving HOH and a new contract number is issued.

(2) When the surviving HOH does not want to continue as a Bridge resource parent, the surviving HOH may have access to the debit card or direct deposit funds.

(3) When there is only an HOH 1, the resource specialist obtains:

(A) the name of the estate;

(B) documentation showing the name of the estate's personal representative; and

(C) the address where the monies are mailed.

(4) The resource specialist provides needed information to CFSD Foster Care or Finance Sections.

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