Policy Manual


Contracting Procedure      

Type: Procedure                 Category: Risk Management and Safety                 Level: Community Care 

Parties: Community Care employees and contractees

Printer Friendly Version: http://apps.comcareme.org/policymanual/default.aspx?code=9.MEP.4&nonav=yes

Supporting References: COA Standards RPM 2.01, 9.01, 9.02, 9.03, 10.01, 10.02, 10.03, 10.04

Parent Effective Date Approval Level Revision Dates Last Reviewed
N/A  1-1-2204  Management Team  None  4-1-2009
Related Document Code Related Document Name Type
9.ME.2 Contracting Policy Policy

Procedure:  .

Community Care contracts as needed with external service providers to successfully meet the needs of persons served. Additionally, Community Care contracts with external organizations as a vendor to provide services to persons served by those external organizations. The following procedures must be followed when entering into any contract or service agreement, whether as a purchaser or a vendor of services:

  1. All contracts and/or service agreements will state clearly the relationship between the contract and services agreement and the purpose and mission of Community Care.
  2. Each contract or service agreement must have a designated individual whose job description identifies them as having oversight of contracts and agreements.This individual who will oversee all contracts and/or service agreements, and will remediate any deficiencies associated with the service being provided under the agreement.
  3. The agency designee has the responsibility to monitor the progress and the outcomes associated with the contract/agreement.
  4. Each contract or service agreement will contain all significant terms and conditions to be met in accordance with all regulatory bodies. The significant terms required include, but are not limited to:

a. roles and responsibilities of all parties;

b. services to be provided;

c. service authorization, including eligibility criteria;

d. provisions for training and technical support, if necessary,

e. target populations;

f. duration of contract, including delineation of follow up services;

g. policies and procedures for sharing information;

h. methods for resolving disputes;

i. a plan and procedure for timely payments;

j. consequences for failure to pay;

k. documentation necessary for, and means of reporting to, funding or oversight bodies;

l. conditions for termination; and

m. expected outcomes with a stated means for progress monitoring .

  1. Any contract or service agreement entered into by Community Care as a vendor of services will provide safeguards against over or under billing that include an accurate account of units of services, timely submission of invoices or other required documentation, and compliance with all applicable regulations.
  2. Providers of services will comply with all policies and will not violate confidentiality or privacy protection requirements.
  3. . Any external provider contracting with Community Care for service provision must provide validation of ability to provide the specified services including appropriate licensure, show that they are legally authorized to provide the stated services, and show sufficient financial means to fulfill their obligation.
  4. All contracts or service agreements will be periodically reviewed for progress toward fulfilling the terms stated within the document.
  5. All contracts or service agreements will include expectations for quality outcomes and client satisfaction.
  6. Any time the results of monitoring and evaluating contract performance include the need for corrective measures, Community Care will develop a corrective action plan with the provider and will follow up to ensure that the action is remediated.
  7. No contract or service agreement will be entered into by Community Care without the approval and signature of the Executive Director or designee.
  8. Approval of the contract should be obtained prior to any signatures being solicited.
  9. Once approved, the contract or agreement should be routed for signatures and then presented to the Executive Director for final signature.

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