KFT Approvals and referrals to clinics

- 1. When someone contacts PACC 's Pet Support Center for veterinary assistance via Keeping Families Together, they will be assessed for program eligibility using the KFT Medical Rubric (attachment A)
- a. This rubric is a fluid document that gets adjusted as the volume of requests and funding is available. Criteria and thresholds may change at any time
- b. Vet clinics do not need to do anything with the rubric but it can be important to know what's on it so they understand what types of cases KFT assists with
- c. Vet clinics can reach out to PSC on behalf of a patient at their clinic who needs assistance but each case must be approved by PSC before payment can be guaranteed
- 2. PSC will contact the assigned vet clinic via email to let them know the name of the pet owner, the name of the pet, a quick summary of the situation, and the amount approved for assistance. Please use PSC@pima.gov for all communications about approved cases. Emailing individuals rather than the shared inbox may delay the response from PSC
- a. The approval email to the clinic will include 'KFT', the Pet Name, Owner Last Name, and approved funding limit in the subject line (ex: KFT Axel Simonsen $350)
- b. PSC staff will discuss different vet clinic options with the pet owner and they will mutually agree on which clinic the pet owner will be assigned to
- c. The appointment must be scheduled within 30 days of the date of approval. This does not mean that the appointment must take place within 30 days of approval but the pet owner must contact the clinic to make an appointment within 30 days. This deadline can be extended with approval from PSC
- d. A treatment plan or estimate is not required prior to treatment as long as treatment is for the condition described in the approval email and is within the funding limit
- 3. The pet owner will contact the assigned vet clinic to schedule an appointment and will be responsible for ensuring that they can transport their pet to the appointment
- 4. If the approved funding is not sufficient to cover the treatment needed, Partner Clinics must either arrange with the client to cover the excess amount, contact PSC for an increase in the amount approved (which will only be approved in limited circumstances), or reduce the cost to be within the limit set by PSC

Invoicing for KFT

- 1. Submit all invoices to PSC@pima.gov . Include the word 'Invoice' in the subject line. Please do not email invoices to individuals as this may delay them being processed
- a. Weask that you submit invoices monthly but invoices must be submitted for payment no more than 2 months after the last date of service
- b. You may submit invoices individually throughout the month or in groups
- c. PSC can only submit payment for invoices received. Treatment plans and estimates are not accepted for billing purposes
- 2. th 2. th Invoices will be processed for payment between the 10 and 15 of each month. Invoices not th received by the 10 of each month may not be processed until the following month
- a. a. Invoices will be submitted to FOP for payment by PSC by the 15 of each month. FOP will then process the invoices and will mail one monthly payment to each Partner Clinic. Please allow time for FOP to process the payment and for the check to arrive in the mail before