Frequently Asked Questions
TexCare Partnership Community-Based Organizations
What is TexCare Partnership?
TexCare Partnership is the name of the “generic” children’s health insurance
campaign that will target all families with uninsured children. The three programs
children will be referred to as a result of the TexCare Partnership campaign are:
Medicaid, Children’s Health Insurance Program (CHIP), and Texas Healthy Kids
I was told yesterday that the CHIP 1-800-647-6558 number is now operational. Is
this number good statewide?
Yes, the statewide TexCare Partnership toll-free number is operational statewide.
CHIP families can call it now and request an application booklet by leaving their
name and address. They will get a letter telling them that CHIP enrollment starts
in April and that a CHIP application will be mailed to them as soon as the
applications are available. The number has a tape-recorded message now.
Customer service representatives will begin answering the number April 3.
When will we hear about the CBO training? How long will the trainings last? Will
there be a training in all areas?
February 16, 2000 1
Training will be conducted by two TexCare Partnership contractors: Birch &
Davis (B&D), CHIP administrative services contractor; and Texas Healthy Kids
Corporation (THKC), CHIP management services contractor.
The training sessions listed below will be conducted by B&D. This training will
focus on general CHIP information, the application process and related
administrative services. These sessions will be provided by Shirley Stanford,
B&D CBO Supervisor, and her regional CBO liaison staff: Chathenia Blair, Adrian
Remierz, Stacy Sturgess, and Sherrie Hollis. These CBO liaison staff work out of
the Austin office, but will be assigned to various regions and will travel to the
regions on a regular basis to meet with CBOs. They will help CBOs with technical
questions involving eligibility and the application process.
One-day B&D training: dates and locations
Austin - 2/22/2000
Victoria - 2/24/2000
Laredo and San Antonio - 2/29/2000
Ft. Worth and McAllen - 3/2/2000
Plainview - 3/7/2000
Odessa - 3/9/2000
Beaumont and Tyler - 3/14/2000
Houston - 3/16/2000
Abilene - 3/22/2000
CBOs also will receive orientation in their own offices by Regional CBO
Coordinators who work for the THKC. These CBO Coordinators will serve as
HHSC’s monitors for the CBO contracts. THKC training and on-going support will
focus on issues specifically related to contract management and performance:
collecting from CBOs the bi-monthly progress reports; the work plans with
activities tied to performance goals and measures; and financial accountability
requirements. THKC is responsible for developing contract reporting forms and
training CBOs how to use those forms.
Maria “Cookie” Hascall is the CBO coordinator for THKC in Austin. THKC
Regional CBO Coordinators report to Ms. Hascall and will live and work in the
public health regions. The hiring process is on-going for regions one, two and six.
Staff on board by mid-February are:
REGION 3: Keith Dobbs, Arlington
REGION 4 Phyllis J. James, Tyler
REGION 5 (Ms) Scout Carr, Beaumont
REGION 6 Helen R. Stagg, Houston
REGION 7 Jeanette Warfield, Austin
REGION 8 Marta A. Tarango, Poteet
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REGION 9 Rebecca (Becky) Ruff, San Angelo
REGION 10 Steven Lujan, El Paso
REGION 11 Carol Cornelison, Los Fresnos
B&D and THKC regional CBO staff meet frequently, and will closely coordinate
their interactions with CBOs. For example, weekly phone calls, monthly site visits
and quarterly "“round table” regional meetings will be conducted jointly by the two
TexCare Partnership contractors. They also will collaborate on the distribution of
application tracking data and analysis to their assigned CBOs.
How will children who "age-out" of Medicaid as they turn age one or six be
smoothly transitioned to CHIP?
They will be transferred electronically from DHS to TexCare Partnership, where
they will be automatically “deemed” eligible for CHIP. Once that happens, the
child’s family will receive an eligibility determination letter along with the
Who is a legal immigrant for CHIP enrollment purposes?
Anyone who has INS documentation that they reside legally in the US.
How will TexCare Partnership know that CBOs actually assisted a family, so that
the CBO gets a copy of the letters sent to families who fail to enroll or re-enroll?
This is an important confidentiality issue. HHSC is intent on protecting the
confidentiality of families who send in TexCare Partnership applications. For that
reason, we have established a system to assure that only those CBOs which
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have formed a relationship and worked directly with families who apply will
receive copies of letters sent to the families.
This is how the system will work: Each CBO will be assigned a five-digit unique
identifying number to write or stamp onto the TexCare applications they receive.
This is to help a CBO track its progress relative to its performance measures in
regard to applications that were sent to TexCare Partnership through the
assistance or influence of the CBO. When a CBO staff member or volunteer
works directly with a family, counseling them about the value of health insurance,
or assisting them with the application, the staff member or volunteer should add a
hand-written “P” as a sixth and final character on that family’s TexCare
application. This will indicate that the CBO developed a relationship with the
family, and would trigger the CBO getting notification from TexCare that the
family had failed to enroll, or re-enroll in CHIP.
Example #1: A CBO gets a promise from a small child care center that the center
staff will talk to all their children’s parents about TexCare, and will help the
families complete the application form. So the TexCare CBO staff member gives
the child care center a small stack of applications and TexCare fliers. However,
the CBO never has face-to-face interaction with the families. In this instance, the
TexCare application would be marked with the five-digit CBO number only, for
example, CBO #22013. As these applications are returned to TexCare
Partnership, the #22013 number will be entered into the CHIP automated system
so that the CBO may received credit in relation to its performance measures.
Example #2: A CBO has an outreach event at the mall. They set up a booth to
hand out fliers and have a “private place” to which they can take families who
want to discuss TexCare questions. One family stops by and picks up a flier. The
CBO volunteer asks the family if they wish to take a few minutes and go to a
private place to ask questions about the insurance campaign. The family agrees,
so the CBO volunteer takes an application form and accompanies the family to
the place to discuss their situation. The CBO volunteer answers their questions,
shows them the application form and gives them general instructions on how to
fill it out. The family says they will take it home and fill it out. At that point, the
CBO volunteer hand-writes a “P” on the application (CBO #22013P) and sends it
home with the family. This level of involvement is enough to have established the
relationship needed to satisfy the confidentiality requirements of the application
Cost Share Questions
Can a CHIP premium/co-pay be paid by another entity? Scenario: I'm a
provider. A CHIP enrolled child shows up at my office/hospital. The child is sick
February 16, 2000 4
and needs to be hospitalized/seen by a doctor. I discover that the family is
behind on their monthly premium payment are will soon be disenrolled. I decide
to make the payment for the family to keep them enrolled. Then, I treat the child,
hospitalize him, et al. Can I pay the premium for the family? OR, can contracted
CBOs use part of their HHSC contract money to help pay for children’s
Families at or above 150 percent FPL are responsible for meeting their monthly
premium obligations. CHIP cost-sharing is based on the idea of families taking
responsibility for paying the cost of insurance at a level consistent with their
ability to pay. Thus, community partners, including contracted CBOs, are highly
discouraged from offering cash assistance to families who are delinquent in their
cost-sharing obligation. State outreach funds may not be used to subsidize cost-
sharing obligations. Contributions may not be made by third parties on behalf of
CHIP members when there is a conflict of interest or an apparent conflict of
interest as, for example, with a health care provider. If they wish, health care
providers (physicians, pharmacies, etc.) may waive co-payments at the point of
service. This is the only type of acceptable provider intervention in a family’s
Will premiums be paid on a monthly basis? Taken directly from pay checks?
Yes, they are paid monthly. Families will have be billed monthly by TexCare
Partnership and they may pay with a check or money order. Alternatively, a
family may set up an automatic withdrawal from a checking or savings account.
Families will also have the option of pre-paying future premiums.
What happens if the premium is not met due to failure to pay?
Except for the initial premium payment due at the time of enrollment, monthly
premium payments are due the first day of each month and are applicable to that
month’s coverage. A grace period extends to the 20th day of the month. If a
family’s premium payment is not received by the end of the grace period, the
TexCare Partnership notifies the family that payment must be received by the
10th day of the following month or the children will be disenrolled at the end of the
February 16, 2000 5
following month. If payment is not received by the final “cut-off date” (five
business days before the end of the month), the family is disenrolled.
What happens if the premium is not met due to loss of job or other income
There are “good cause” exceptions for failure to pay a monthly premium. Loss of
a job is not one of the good cause exceptions. In this case, a family should re-
apply because the loss of income would likely result in a lower cost-sharing
obligation (or no cost-sharing obligation). The good cause exceptions for failure
to pay a monthly premium are:
---Emergency situations impacting the responsible adults(s) such as
hospitalization or death
---Natural or other disasters impacting living conditions, i.e. hurricanes or fires
---Documented postal delays
---Adjustments to the cost sharing amount due to things like reported change in
family status or processing error
---Payment processing delays resulting from receipt of a check or money order
without sufficient information, such as the payment coupon, requiring research to
identify the account to which the payment is to be applied.
If a doctor confirms that the patient is covered by a CHIP HMO and then later the
patient defaults on his premium for the month or is later dropped from CHIP, will
the doctor still get paid?
Yes. Payment to providers is unrelated to collection of a family’s monthly
premium payment. The provider will be paid so long as the child is enrolled in
If a family is disenrolled for cost-sharing delinquency, but later makes up all their
payments for the disenrolled months and becomes re-enrolled, will CHIP pay any
medical bills they accrued during the disenrolled months, since they eventually
made up the payments covering those months?
February 16, 2000 6
No. During the period of disenrollment, the child is not covered by CHIP.
What is the difference between CHIP “application” and CHIP “enrollment”, and
which will CBOs helping families with?
There is a difference between “applying for” and “enrolling in” children’s health
insurance. CBOs are being contracted only to help families apply for health
insurance. The application process involves all the steps necessary to get a
completed application mailed into TexCare Partnership; for example, identifying
such families, counseling and educating them about the program, helping them
fill out the form or obtain the necessary documentation, and if necessary, mailing
the form for the family. Once an application form has been sent to TexCare
Partnership, if a family is deemed eligible for CHIP, then the enrollment process
begins. To enroll, a family has to choose a health plan (in those areas of the
state where more than one is available), choose a primary care provider (unless
the family lives in an area served by the CHIP Exclusive Provider Organization),
and in many cases, send in an enrollment fee or first month’s premium. By law,
CBOs must not influence a family’s choice of a health plan. However, as stated in
the CBO RFP, if a family fails to enroll by not sending back their enrollment
paperwork or necessary fees, they will get two letters prompting them to respond.
If a CBO has been identified as having worked with the family during the
application process, the CBO will get copies of the letters to the families. In those
situations, CBOs are strongly encouraged to provide some type of follow-up
designed to encourage the family to complete the enrollment process.
What if CBO contractors cross boundaries in our application assistance efforts?
Our agency serves over 5,000 children in a four-county region but we are only
contracted for the CHIP Outreach in one county. Can we assist children that are
already in our program but live in another county using our assigned CBO
February 16, 2000 7
Yes, because the whole point of the outreach project is to get families signed up
as efficiently as possible. We want any organizations which have personal
contact with CHIP families, whether they have paid outreach contracts or not, to
work with their own families to get them signed up. We expect any number of
organizations to help families apply. The CHIP outreach contracts are only one
strategy to find families.
However, as a courtesy, you may want to send the contracting CBO in areas
where you have offices a list of those families you have assisted or will assist
through your program, so they won't lose any time pursuing the same families.
Other than working directly with the families in your program, any outreach efforts
you undertake in other counties must be coordinated with the contracted CBO in
TexCare Partnership will be running application-submission reports regularly.
These will be run not only by CBO unique identifying number, but by
county/city/zip code as well. CBOs will only be given credit toward their
performance goals based upon uninsured children applying from the counties for
which they are contracted for outreach services. This is because the children in
these counties are the specific children the CBO has been contracted to reach
and for whom performance goals have been developed. Any assistance to
children by CBOs outside their contractual areas should be offered because it is
the right thing to do, rather than to meet contractual performance goals.
Does the TexCare Partnership eliminate the existing Medicaid application? What
will families have to do when they are referred to Medicaid? Is the list of
documentation still the same for Medicaid?
No, the TexCare Partnership application does not replace the Medicaid
application in all instances. Families who start the Medicaid application process
at a DHS office will use the existing Medicaid application form. However, CHIP
CBOs will use the TexCare Partnership application form for all uninsured children
they encounter, even those who appear to be Medicaid-eligible. Upon receiving
that application, if TexCare Partnership determines a child may be Medicaid
eligible, his/her application will be sent electronically to DHS. The hard copy of
the application will be sent to the appropriate local DHS office. The child and
his/her family who are referred to Medicaid in this manner then must go through
the normal process of a face-to-face interview at a DHS office. DHS is
February 16, 2000 8
responsible for contacting the family to set up the interview. At that point, the
documentation list required of all Medicaid applications remains the same.
CHIP CBOs will be offered a basic orientation to the Medicaid application
process by the CBO Coordinators assigned to them by TexCare Partnership.
That way, CBO staff and volunteers will be able to counsel prospective Medicaid-
eligible families about the DHS Medicaid screening process.
For families with children receiving disability benefits but no Medicaid, will the
family have to report this income on the application?
Yes, all income must be reported on the application. The eligibility determination
system will disregard those types of income that are not used to determine a
family’s Federal Poverty Level (FPL). For example, income from SSI is not
counted in determining a family’s FPL.
How many actual pages will the application packet be? Will there be separate
applications in Spanish and English or will the Spanish be printed on the other
side of the English pages?
The application booklet contains information about the insurance programs, the
actual application, instructions for completing the application and a postage-paid
self-addressed return envelope. The entire booklet is six double-sided pages,
including front and back covers and the one-page front-and-back application
form. The Spanish version is on the reverse or flip side of the booklet.
Outreach Materials and Activity Questions
Can the HMO providers participate with the CBOs in TexCare Partnership
outreach? Can we approach them for funding?
February 16, 2000 9
Yes, HMO providers can participate in outreach with CBOs. You can try to
approach them for funding, but this may be problematic since they have their
own marketing plans. In areas where there are more than one HMO, the CBO
must give each HMO the same opportunity to participate in any outreach
activities. The CBOs need to be sensitive to the fact that the HMOs are
competing for the same population.
We’re interested in talking with Sherry Matthews about the TexCare media that
will be on TV in our area. What is her phone number?
HHSC understands that CBOs need a lot of information about the state’s
outreach efforts. However, the Sherry Matthews agency has a small staff and
could easily become overwhelmed by telephone calls from the hundreds of
groups working within the 50 CBO contractors. For that reason, we prefer that
you call the THKC regional outreach coordinator in your area.
However, Sherry Matthews’ staff will be contacting several CBOs in the larger
urban areas to collaborate on TexCare Partnership campaign kick-off events to
be organized by the agency on behalf of HHSC. CBOs are encouraged to
cooperate fully with the agency in planning these events.
What kinds of outreach materials will the state provide CBOs and when will we
By early March, CBOs will receive TexCare Partnership application booklets
directly from TexCare Partnership contractor Birch & Davis. CBOs are asked
to use these judiciously. But when their booklet supply runs low, B&D will
replace the CBO’s supply at no charge throughout the life of the contract. The
one-page application should not be distributed to parents detached from the
booklet that gives parents information about the program and instructions for
filling out the application.
By early March, TexCare Partnership contractor Sherry Matthews will send
contracted CBOs a supply of four-color fliers, color posters, and a couple of
CBO handbooks containing information about how to work with local media to
February 16, 2000 10
promote TexCare Partnership. When CBOs run out of these supplies, they
may be responsible for printing their own replacement supplies. In that case,
they will be given camera-ready artwork from Sherry Matthews for this
CBOs also are allowed to develop their own fliers and outreach materials.
They are required to get approval from TDH CHIP staff before distributing
these materials to the public.
What is the state going to do to kick off the TexCare Partnership campaign?
When will this happen?
There will be a series of news conferences the first week of April throughout the
state. THKC regional outreach coordinators will be working with CBOs to
coordinate their involvement in these news conferences.
Texas Healthy Kids Corporation (THKC) has full lists of families waiting for
premium assistance who will be eligible for CHIP? How can CBOs get those lists
for outreach? Or, will THKC refer the families to the outreach CBOs?
CBOs do not need to focus their outreach efforts on families who have applied to
THKC and are currently on a premium assistance waiting list. Children in these
families will be given an opportunity to enroll in CHIP through a process that will
be developed jointly by HHSC and THKC.
CBO Financial Questions
Why is HHSC interested in the money that CBOs have had donated to
supplement our TexCare Partnership outreach?
Because HHSC may be able to get federal matching funds to add to the state’s
outreach dollars. All of the matching outreach funds will go to HHSC, the state
February 16, 2000 11
CHIP agency, but HHSC said it would be fair to share part of the matching funds
with the local entity which secured the donated funds. The state’s share of the
matching funds would be used on other outreach efforts, such as providing
additional printed materials to CBOs, or in efforts to find hard-to-reach CHIP
families with special outreach strategies.
What kinds of postage expenses will CBOs have to pay?
If CBO want to mail out the TexCare application booklet to families who request it
from the CBO, the CBO must pay the postage. However, families can call the
TexCare Partnership toll-free number to request an application, which will be
mailed to them for free.
CBOs could also call the toll-free number and request that an application be sent
to a family by giving the family’s name and address. The advantage to this is that
the CBO would not have to pay postage to get an application booklet to the
family. The disadvantage is that no CBO unique identifying number can be
written on applications sent out directly by TexCare; thus if the family fills out the
application with no assistance by the CBO, then the CBO will get no credit for
having had something to do with the family’s application.
The one-page application form, and a postage-paid envelope to send the
completed form to TexCare Partnership is inside the booklet, so neither CBOs
nor families will not have to pay the postage to mail in completed applications.
Health Care Coverage and Provider Questions
Who is the Exclusive Provider Organization (EPO) and how do providers sign up
for their network?
The EPO is Clarendon National Insurance Company, an indemnity insurance
carrier licensed to write health insurance in Texas. Clarendon will provide CHIP
health coverage in all Texas counties not covered by a CHIP HMO.
Clarendon has contracted with a network provider called USAMCO (USA
Managed Care Organization). Any health care provider who wishes to inquire
February 16, 2000 12
about providing CHIP health care services in the EPO-covered counties may
contact USAMCO. The company’s web address is www.usamco.com for those
who wish to read about the company.
Mr. Ben Chouteau is the CHIP provider contact person for USAMCO. Mr.
Chouteau asks that providers interested in joining the EPO CHIP network contact
him in the following ways:
1) Fax him a letter of inquiry about joining the CHIP EPO network, also faxing
him information about their organization and services to fax number
2) E-mail him the same information as in #1 to: email@example.com
3) Call him at 512-306-0201 in the Austin area or toll free 1-800-872-0820
USAMCO is finalizing their contractual requirements and will have them available
in the next few days. Presently, USAMCO is maintaining a database of health
care providers interested in participating in the CHIP EPO network. Please
contact Mr. Chouteau to receive contracting materials when they become
There will be one EPO for all counties that do not have CHIP HMO health
coverage. Scenario: My family is in CHIP, and my providers are in the "one"
EPO. I live in Odessa but am visiting my friends in Longview. My child gets sick,
and I take him to a hospital in Longview. The Longview hospital is in the "one"
EPO network. Will services be covered?
Health plans must provide a way for children to receive medical care when they
are temporarily unable to access the health plan’s provider network. This can
include contacting the PCP, who may attempt to secure authorization for out-of-
network care. It may also include emergency care, if the medical situation is an
emergency. Or a family may call the health plan’s customer service hotline to
make other arrangements.
Will CHIP cover teen pregnancies?
February 16, 2000 13
Yes, prenatal care and delivery costs are covered. The baby will be automatically
enrolled into CHIP upon delivery.
Scenario: A17-year old comes into one of our clinics for family planning
purposes. She is enrolled in CHIP. Does the clinic turn the child away, even
though the child is covered by CHIP, since CHIP doesn't cover family planning,
or will Title V then pay?
According to TDH Family Planning Program, if a girl meets requirements for Title
X or Title XX, she can be provided family planning services free of charge or with
a small co-pay, according to her income.
Title V can pay Title V Fee-For-Service contractors for services to Title V eligible
children (185% FPL or below, not eligible for Medicaid). In the case of dual
eligibility for CHIP and TItle V, Title V could pay for the family planning services
as this is not a benefit of CHIP. There will be kids over 185% of poverty who are
eligible for CHIP who would NOT be eligible for Title V. Title V would not pay for
their family planning services.
TDH still has clinics in rural areas. Can we sign up with the CHIP HMOs and
EPO as CHIP providers? Will all local health departments and others receiving
Title V funds be eligible to become providers under the EPO model?
The CHIP HMOs and EPO are commercial health plans that are responsible for
developing their networks. One of their network requirements is that they must
seek the participation of significant traditional providers or providers who are the
only source of medical care in under-served rural areas. Any local provider that
wishes to participate in a CHIP network, including a local health department or
Title V provider, should contact the contracted managed care organization for
that area as soon as possible.
February 16, 2000 14
TDH acts as a dental provider in rural areas. Can TDH be a dental provider in
Dental services were carved out from managed care, so they are not services
provided under the CHIP EPO or HMOs. Dental services will be reimbursed by
an indemnity insurer. HHSC has contracted for dental services with Safeguard
Health Enterprise. This company will be recruiting dentists to provide CHIP
services. The initial recruitment effort will focus on those dentists currently
providing Medicaid services. Providers who wish to provide CHIP dental services
are encouraged to contact the dental contractor at the outset of the provider
recruitment effort, which is slated to begin in early March. Providers who wish to
participate as CHIP dentists should contact Stacy McFadden at 1-800-880-1800,
ext. 5279. Or she may be e-mailed at firstname.lastname@example.org.
What would be the benefits and drawbacks for us as a CHIP contractor to have
each partner have a "unique identifying number"?
It is a benefit as far as giving you more detailed and specific information about
the effectiveness of your outreach efforts. We see no drawbacks.
All CBOs with CHIP outreach contracts will be given a unique identifying number
to write or stamp onto the CHIP applications you use. The TexCare Partnership
administrative services contractor (Birch & Davis), which receives and processes
the CHIP applications, will note the CBO numbers written or stamped on
applications you help facilitate. They will keep track of those applications in a
client database. TexCare Partnership will be able to generate reports about how
many kids from any zip code (town, county, etc.) have sent in applications. With
the CBO numbers, they'll also be able to create reports about how many kids'
applications involved the direct assistance of any CBO.
The information can be useful in determining the effectiveness of a CBO's
outreach efforts and to determine how close they are to reaching their
performance goals (from the work plan).
February 16, 2000 15
CBO contract question: under section 5.06 Taxes, does this mean payroll taxes
cannot be paid out of this CHIP funding?
No, HHSC wanted to make it clear that they cannot be billed and will not be
responsible for paying any CBO expenses outside the contractual funding
awarded to CBOs. If a CBO is using HHSC contract money to hire a staff
member, and taxes need to be paid for that CHIP staff member, HHSC contract
money can be used.
The contract references both the original CBO Proposal and Modified Proposal
(Appendices A & B). CBOs will not be doing what they proposed in their original
proposal, but are concerned we will be expecting them to do so, even though
there is a modified version.
Only those performance goals and activities documented in the performance
measures and workplan document will be required of the CBOs. Since HHSC is
only requiring CBOs to prepare detailed work plans four months in advance, the
workplan document will be a constantly evolving and changing management tool
for the CBOs and for the CBO contract monitors.
Section 2.08 Governing Law and Venue. Since we are providing CHIP Outreach
services in Travis and Williamson Counties, do we need to reference Williamson
County here as well?
No. HHSC states that any litigation that may result from this contract will be
litigated in Travis County courts (no matter where the CBO with a contract is
located or working.)
February 16, 2000 16
Section 5.02 Payment Procedures. In our proposal, we noted that we anticipate
to spend more in Year 2 than in Year 1. Will this be an issue if we are getting
paid in 23 equal installments?
CBOs which quickly turned in the form to set up a direct deposit account with the
Comptrollers Office and which submitted their signed contracts to HHSC by
February 8 will get a first payment in February equal to 10 percent of their entire
contract funding. Those which did not get their direct deposit form or contracts in
quickly will likely get their first payment in March. The other 23 monthly payments
will be equal amounts of the remaining 90 percent of the contract funding. That
means that all CBOs are going to get more money the first year than the second.
We are not going to have invoicing or cost reimbursement. CBOs can figure out
exactly how much money they'll be getting from HHSC every month and plan
their activities accordingly. If they get more money in the first year, but need
more in the second, they can save the extra money they don’t need the first year
to spend in the second.
Section 7.01 Progress Reports. I have a real concern with having to submit
bi-monthly reports by the first business day of the month following the reporting
period. The main issue is that it will be nearly impossible to report a full month's
activity for the 2nd month of the reporting period, as we will need to begin
collecting information from all of our coalition agencies by at least the 20th to be
able to report by the first business day of the following month.
The May progress report will cover any activities during the first bi-monthly
contract period, i.e., February and March. Thus, CBOs will have the entire month
of April in which to collect data and write progress reports. The following report,
due in July, will cover April and May, and this system will continue throughout the
two-year contract period.
Because the agency received less funding than requested, will they submit a
revised budget reflecting the reduced funds? More specific, is the work plan the
document that will reflect what each CBO will do in exchange for the funds?
February 16, 2000 17
A revised budget for the reduced amount would be helpful and appreciated by
the CBO contract monitors, but is not a required part of the contract negotiation
process. Yet each CBO will need to revise its budget for internal management
purposes. Yes, the work to be attached to the contracts are the plans/activities
CBOs should follow for the amount of money we are paying them.
At least one of my contractors will be a local health department that will require
two weeks before they can get the document and approval from the County
Commissioners. Any big problems with this?
The only problem is that HHSC will not be able to start the paperwork for the first
payment until they receive a signed contract. So this group may not receive their
first payment in February, but will receive the payment approximately a week
after HHSC receives the signed contract, assuming they have submitted the
necessary direct deposit paperwork in a timely manner.
Will local health departments be able to receive start up funds since they are
usually paid on a cost reimbursement basis?
Yes, HHSC accounting staff has indicated that local health departments with
CBO contracts can be paid in the same way as other CBO contractors.
February 16, 2000 18