HomeMy WebLinkAboutIDD-502 Administration and Management of Client Funds1
FRANKLIN/FULTON COUNTY
MENTAL HEALTH/INTELLECTUAL & DEVELOPMENTAL
DISABILITIES/EARLY INTERVENTION
425 Franklin Farm Lane
Chambersburg, PA 17202
(717) 264-5387
MH/IDD/EI PROCEDURE STATEMENT
PROCEDURE SUBJECT: Administration and Management of Client Funds
PROCEDURE NUMBER: IDD-502
Effective Date: January 1, 2008
Date Revised: November 2, 2022
Reference: Department of Human Services Chapter 6400 & 6500 Regulations
INTRODUCTION:
It is the policy of Franklin/Fulton MH/IDD/EI Program to comply with all provisions of the State
and Federal laws and regulations governing the management of client funds as outlined by the
Department of Human Services Chapter 6400 & 6500 regulations. This procedure ensures that
Office of Developmental Programs (ODP) licensed providers of residential services establish
policies and procedures for the administration and management of client funds in order to ensure
the protection of such persons, while residing in the community.
DEFINITIONS:
Administrative Entity (AE) – An AE is typically a County MH/IDD/EI Program that holds an
agreement with the Department of Human Services to perform waiver-related activities and
functions delegated by the Department. The role of the AE is to implement the waiver
program(s) and other duties set forth in the Operating Agreement, adhere to all ODP policies and
procedures and Departmental regulations and decisions, and provide fiscal and administrative
services. An AE can also be a non-governmental entity that holds a contract with the Department
to perform the waiver-related activities and functions.
Supports Coordination Organization (SCO) - The SCO is the supports coordination unit which
monitors the services that each individual receives.
Individual Support Plan (ISP) – A form that includes an assessment of health and safety issues,
individual preferences, priorities and needs that promotes a person-centered planning process in
developing outcomes and positive approaches in supporting the individual.
Supports Coordinator – Individual responsible for managing all supports and services for
individuals.
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Chapter 6400 (http://www.pacode.com/secure/data/055/chapter6400/chap6400toc.html) sets the
foundation for providing service within community homes. The Chapter outlines rules under
which residential care is provided to one or more individuals within a building or separate
dwelling unit. Within the Chapter introduction is specific information about when the regulations
apply, depending on the number of people served and the amount of support provided.
Chapter 6500 (http://www.pacode.com/secure/data/055/chapter6500/chap6500toc.html)
describes requirements and best practice for Lifesharing through Family Living, when one (1) or
two (2) individuals live in a private home with others. The Chapter specifically describes how
the service can help foster lasting personal relationships in a home environment that still meets
standards for health, safety, growth and development.
GUIDELINES:
The Franklin/Fulton Intellectual & Developmental Disabilities program will ensure that the
personal funds for Base and Waiver funded individuals living in a licensed ODP program are
managed in accordance with The Department of Human Services Chapter 6400 & 6500
regulations.
The responsibility for direct client funds management resides with those agencies that provide
ODP licensed residential services.
PROCESS:
1. The AE will ensure that ODP Residential facilities licensed under the 6400 and 6500
regulations establish policies and procedures on the administration of client funds
consistent with the bulletin.
2. Residential Administrators should review and approve these policies and procedures on
client funds and monitor the implementation of these policies and procedures should
include a provision for:
a. A financial plan to be integrated into each individual’s ISP to ensure satisfaction
of all current and future needs.
b. Training individuals in the management of personal funds.
c. The inclusion of Irrevocable Burial accounts.
d. Safeguarding client funds.
3. The Supports Coordinator’s responsibility will be to develop a Financial Plan with the
input from all ISP team members. The financial plan should include but not be limited to:
a. Documentation that a person receives assistance in applying for all funds and
benefits to which the individual is entitled.
b. A budget plan and review of proposed cash needs.
c. An assessment of the individual’s needs for supervision and/or training in money
management.
d. An assessment of the individual’s needs for Rep Payee services.
Supports Coordinators should monitor the Financial Plan at quarterly and annual ISP meetings
and at all residential home visits.