410-136-3240 Client Reimbursed Mileage, Meals and Lodging (1) The brokerage must prior authorize a client’s mileage, meals, and lodging to an Oregon Health Plan (OHP) or RHAF covered medical service in order for the client to qualify for reimbursement. If the brokerage prior authorized the travel costs, a client may request reimbursement up to 45 days after the travel. (2) The client must return any documentation the brokerage requires before receiving reimbursement. Documentation required shall include a receipt for lodging. (3) A client must be reimbursed within fourteen (14) days of the brokerage after verification of the client’s attendance at the appointment for the reimbursement request received. (a) A brokerage may hold reimbursements under the amount of $10 until the client’s reimbursement reaches $10; or (b) A brokerage must issue the client a notice within fourteen (14) days if the client reimbursement is denied for any reason. If the client reimbursement request is incomplete the brokerage shall take an additional fourteen (14) days to assist the client in completing the submission; (c) The fourteen (14) days in section (3) of this rule occur after a client requests reimbursement. (4) Brokerages shall reimburse clients for meals when a client, with or without an attendant, travels a minimum of four (4) hours round-trip out of their local area. The travel, however, must span the following meal times: (a) For a breakfast allowance, the travel must begin before 6 a.m.; (b) For a lunch allowance, the travel must span the entire period from 11:30 a.m. through 1:30 p.m.; and (c) For a dinner allowance, the travel must end after 6:30 p.m. (5) Brokerages shall reimburse for meals at the Authority’s allowable rate. (6) Brokerages shall not reimburse clients for meals that a hospital or other medical facility provides. (7) Brokerages shall reimburse clients for lodging when: (a) A client would otherwise be required to begin travel before 5 a.m. in order to reach a scheduled appointment; (b) Travel from a scheduled appointment would end after 9 p.m.; or (c) The client’s health care provider documents a medical need. (8) Brokerages shall reimburse for lodging at the Authority’s allowable rate or the actual cost of the lodging, whichever is less. (9) Brokerages shall reimburse for meals or lodging for only one attendant, which may be a parent, to accompany the client if medically necessary but only if: (a) The client is a minor child and unable to travel without an attendant; (b) The client's attending physician provides a signed statement indicating the reason an attendant must travel with the client; (c) The client is mentally or physically unable to reach his or her medical appointment without assistance; or (d) The client is or may be unable to return home without assistance after the treatment or service. (10) The brokerage shall not reimburse for the attendant's time or services. (11) If a client’s health care provider admits the client for inpatient care, an attendant is no longer medically necessary because the facility provides all necessary services for the client. Therefore, the attendant is no longer eligible for lodging and travel expenses. The brokerage shall reimburse for meals and lodging for the attendant’s transportation home. However, the brokerage may pay for the attendant’s meals and lodging if it is more cost effective for the attendant to remain near the client to accompany the client on the return trip as allowed by section (12) of this rule. (12) Upon the client’s release from inpatient care, if the attendant is medically necessary based on one of the conditions or circumstances listed in section (9) of this rule, the brokerage shall reimburse for the attendant to return to the inpatient facility to accompany the client on the return trip. This only applies if the brokerage prior authorizes the attendant’s travel. (13) Brokerages shall not reimburse for mileage, meals, and lodging for an attendant visiting an inpatient client unless the physician provides a signed statement of the medical need. This exclusion includes, but is not limited to, parents of minors, breastfeeding mothers, and spouses. (14) The state shall recover overpayments made to a client. Overpayments occur when the brokerage paid the client: (a) For mileage, meals, and lodging, and another resource also paid: (A) The client or; (B) The ride, meal, or lodging provider directly; (b) Directly to travel to medical appointments, and the client did not use the money for that purpose, did not attend the appointment, or shared the ride with another client whom the brokerage also directly paid; (c) For common carrier or public transportation tickets or passes, and the client sold or otherwise transferred the tickets or passes to another person. (15) If a person or entity other than the client or the minor client’s parent or legal guardian provides the ride, the brokerage may reimburse the person or entity that provided the ride. However, the client or the minor client’s parent or legal guardian must approve in writing of the reimbursement. Statutory/Other Authority: ORS 413.042 Statutes/Other Implemented: ORS 414.065 History: DMAP 152-2024, amend filed 12/30/2024, effective 01/01/2025 DMAP 95-2023, amend filed 12/22/2023, effective 01/01/2024 DMAP 29-2014, f. & cert. ef. 5-20-14 DMAP 69-2013(Temp), f. 12-24-13, cert. ef. 1-1-14 thru 6-30-14 DMAP 36-2013, f. 6-27-13, cert. ef. 7-1-13