reglab/statecodes huggingface dataset:
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.100 - Reports

Current through Register Vol. 48, No. 28, July 12, 2024
The following reports shall be submitted:
a) Performance Reports
1) Federal legislation (Title V, Social
				Security Act of 1935,
				42 U.S.C.
				701 et seq.) requires the State Maternal and
				Child Health Program to submit an Annual Program Performance Report no later
				than ninety days after the end of the grant period. In order to comply with
				this requirement, the state agency must obtain an individual performance report
				from each MCH Project.
2) As part
				of the funding agreement with the Illinois Department of Public Health,
				projects are required to submit quarterly performance reports within 30 days
				after the end of each quarter. Annual performance reports are to be received in
				the Division of Family Health no later than 45 days after the end of the grant
				period.
3) Annual performance
				reports shall address the following points:
A)
				Comparison of the objectives enunciated in the approved project proposal with
				the actual achievements of the project.
B) Indicators of project productivity; e.g.,
				clients served, encounters, referrals, tests performed, personnel trained,
				etc.
C) Scope and success of
				project outreach efforts.
D)
				Unresolved problems; e.g., with fiscal resources, external relationships, etc.
				and issues which need to be addressed in the future.
4) Quarterly performance reports shall
				address subsections (3)(A), (B), and (C) above.
5) The grantee agency shall comply with all
				specific program reporting requirements identified within the contract signed
				by the grantee and the Illinois Department of Public Health.
6) The original copy of this report shall be
				submitted to:
Division of Family Health
Program Administrator
Illinois Department of Public Health
535 West Jefferson Street
Springfield, Illinois 62761
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.110 - In-Service Training

Current through Register Vol. 48, No. 28, July 12, 2024
a) The
				staff of the state Maternal and Child Health program in cooperation with the
				local MCH project staff will conduct in-service training programs for project
				personnel. Staff involved in the delivery of client services are required to
				attend.
b) Project staff are
				encouraged to attend and participate in appropriate educational programs of
				professional organizations.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.120 - Evaluation

Current through Register Vol. 48, No. 28, July 12, 2024
Projects will be evaluated at least annually by the state
				  Maternal and Child Health staff and their designees to review the program's
				  progress according to stated goals, measurable objectives and administrative
				  operations.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.130 - Use of Project Funds

Current through Register Vol. 48, No. 28, July 12, 2024
a) When
				approved in the plan and budget, funds may be used for the direct costs of
				operating and maintaining the project. The following direct costs may be
				incurred:
1) Salaries, including fringe
				benefits for full or part-time personnel employed for the project. The rates
				for personal services and fringe benefits shall be comparable to that paid to
				other employees of the agency.
2)
				Fees for consultants and specialists.
3) Travel of personnel, consultants, and
				specialists in carrying out the activities approved in the plan. Reimbursement
				shall be made in accordance with established delegate agency
				policies.
4) Transportation of
				patients at the usual rates for the mode of travel that is consistent with the
				needs of the patient.
5) Supplies,
				including biologics, drugs, blood, oxygen, X-rays, laboratory services, etc.,
				as required in the operation of the project. The cost of supplies shall not
				exceed the lowest charge levels at which they are generally available in the
				area.
6) Rental of privately owned
				facilities where adequate space cannot be provided by the grantee agency.
				Rental charges shall not exceed the lowest rate for comparable space within the
				community as supported by bids.
7)
				Purchase of outpatient care including services from other community resources
				such as homemaker, visiting nurses, etc. For all grantees whose projects
				provide for payment of medical care or appliances the grantee must provide
				these services at Public Aid rates established pursuant to The Illinois Public
				Aid Code (Ill. Rev. Stat. 1989, ch. 23, par. 1-1 et seq.) and must have
				assurance that the vendor accepts this as payment in full for financially
				eligible clients.
8) Purchase of
				hospital inpatient care services for high risk women and infants, in designated
				perinatal centers.
9) Equipment
				used in the operation of the project excluding the purchase of
				vehicles.
10) Other expenditures
				directly related to the provision of project services such as telephone
				service, mimeographing, utilities, etc. Purchases of items or services that do
				not vary significantly in quality from one supplier to another shall not exceed
				the lowest charge levels at which they are available in the area. A description
				for prorating costs must be provided.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.140 - Program Income

Current through Register Vol. 48, No. 28, July 12, 2024
a) Program
				income is defined as gross income earned by a delegate agency from activities
				which are performed as a result of that delegate agency having received a grant
				from the Illinois Department of Public Health. It includes fees for services
				performed or proceeds from usage or rental fees or the sale of property.
				Revenues received from taxes, levies, fines are not considered program
				income.
b) All projects shall have
				agreements with the Illinois Department of Public Aid's Medical Assistance
				Program for reimbursement of covered services for project patients who are
				Title XIX recipients. Steps shall be taken to obtain reimbursement from
				non-profit, semiprivate, and private medical insurance programs, when these
				programs cover services rendered by these projects.
c) Program income shall be retained by the
				delegate agency and included in the project budget.
d) Each project may elect charge eligible
				recipients for certain services provided by the project; however, a flexible
				sliding fee scale must be utilized and included for approval in the project
				application process prior to any fees being charged.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.150 - Eligibility for Services

Current through Register Vol. 48, No. 28, July 12, 2024
a) It
				is intended that persons receiving services through the projects be those who
				are financially unable to provide required medical care for
				themselves.
b) Services shall be
				made available:
1) Without any requirement
				for legal residence except that the patient is currently living in the area
				served by the program, or if outside by special permission of the project
				director.
2) Upon referral from any
				source including the patient's own application.
3) Without regard to age, handicap, sex,
				race, reilgion, nationality, ethnic background, or marital status.
4) To certain categories of patient who
				reside outside the geographic area served by the project such as school age
				pregnant girls or migrants who may require and seek services rendered by the
				project. Program patients who move to a neighborhood outside of the project's
				geographic boundary may continue in the project if the program director
				considers this in the patient's best interest.
5) Documentation of spenddown or denial of
				Public Aid eligibility for reasons other than failure to comply with Public Aid
				processes must be maintained in the case file for covered services.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.160 - Availability of Services

Current through Register Vol. 48, No. 28, July 12, 2024
a) Direct
				Services
1) Consideration shall be given to
				the socioeconomic and cultural backgrounds of both children and their parents
				in developing a personalized approach to service delivery.
2) All services provided directly by the
				projects shall be made available on a voluntary basis to all patients accepted
				into the program of care.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.170 - Utilization of Community Resources

Current through Register Vol. 48, No. 28, July 12, 2024
It shall be the responsibility of each project director to
				  coordinate the services provided through the project with other sources or care
				  in the community, such as:
a) The
				Illinois Medical Assistance Program.
b) Local Health Departments.
c) Neighborhood Health Centers.
d) Local Child Development Clinics.
e) Division of Services for Crippled
				Children.
f) Local
				Hospitals.
g) Local Children and
				Family Services Programs.
h) Local
				Schools.
i) Vocational
				Rehabilitation Services.
j)
				Regional Perinatal Centers.
k)
				Local Early Intervention Programs for Infants and Toddlers with
				Handicaps.
l) Other related social
				service agencies.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.180 - Abortions and Sterilizations

Current through Register Vol. 48, No. 28, July 12, 2024
a) No
				Maternal and Child Health program funds shall be used to perform abortions
				except where the life of the mother would be endangered if the fetus were
				carried to term. It is not, however, intended to prohibit projects from
				conducting medical procedures necessary for the termination of an ectopic
				pregnancy or for the treatment of rape or incest victims, nor is it intended to
				prohibit the use of drugs or devices to prevent implantation of fertilized
				ova.
b) Surgical procedures for
				voluntary sterilization shall be provided or arranged and paid for in
				accordance with
				42
				CFR 50.201 (et seq.).
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.190 - Reasonable Cost

Current through Register Vol. 48, No. 28, July 12, 2024
Reimbursements to hospitals shall not exceed the amount
				  determined to be reasonable under Sec. 1861 (V) Social Security Act (
				  42 U.S.C.
				  1395 v ) and in accordance with Sec. 1122
				  Social Security Act (
				  42 U.S.C.
				  1320 a ) (nonapproved capital
				  expenditures).
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.200 - Preparation of Applications

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Eligibility:
1) All public or private
				agencies recognized by the Illinois Department of Human Services as possessing
				a demonstrated capability of directing such projects are eligible for MCH
				Project Grants.
2) The following
				varieties of program implementation are acceptable:
A) Program implemented exclusively by the
				grantee agency;
B) Program
				implemented by the grantee agency in association with another community agency
				or agencies:
C) Program implemented
				by a community agency under contract to the grantee agency which maintains
				supervision and holds responsibility;
D) Program implemented by several agencies on
				a coordinated regional basis.
3) The General Assembly may, from time to
				time, appropriate state and federal funds for particular agencies or categories
				of agencies to provide MCH services, such as for local health departments to
				offer prenatal care services.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.210 - Review under Administrative Review Law

Current through Register Vol. 48, No. 28, July 12, 2024
Whenever the Department suspends or terminates a grant the
				  grantee may have such decision judicially reviewed. The provisions of the
				  Administrative Review Law (Ill. Rev. Stat. 1989, ch. 110, par. 3-101 et seq.)
				  and the rules adopted pursuant thereto shall apply to and govern all
				  proceedings for the judicial review of final administrative decisions of the
				  Department hereunder.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Section 630.220 - Outreach and Case Management

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Definitions. Outreach and case management are defined in Section
				630.70.
1) "May" is used to indicate permitted
				outreach and case management activities.
2) "Must" is used to indicate required
				outreach and case management activities.
3) "Shall" is used to indicate required
				outreach and case management activities.
4) "Should" is used to indicate recommended
				outreach and case management activities.
5) "Advocacy" and "Advocate" mean that the
				case manager or case manager assistant will ensure, to the extent possible,
				that the participant receives needed services.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Appendix A - MCH Grant Proposal Review Form

Current through Register Vol. 48, No. 28, July 12, 2024
MCH Grant Proposal Review Form
Division of Family Health
New Applicant
Grant Title:
Proposal Submitted by:
(Agency Name)
Rating: In each of the following categories please rate the
				  proposal according to the information provided in the written submission, with
				  five being high and one being low; circle the desired rating.
Category
Rating
I.
Merit of this proposal in addressing the purpose and
							 criteria for the grant (refer to scope and standard of services in the Rules
							 and Regulations).
1
2
3
4
5
a. Narratives
b. Objectives
c. Resources/Program Operation
d. Comprehensiveness
e. Target Group/Eligibility
f. Budget (general review only)
II.
Ability of the agency to provide services at a
							 comprehensive single site or adequately coordinate these services with other
							 community agencies. This should include staff capabilities (or capabilities to
							 hire appropriate staff), physical facilities and fiscal management
							 capabilities.
1
2
3
4
5
III.
Level of community support for project and maximum
							 use of other funding sources.
1
2
3
4
5
IV.
General Comments:
a.
b. Overall score of this application
V.
Conditions of Award if Funded:
Signed:
Dated:
MCH Grant Proposal Review Form
Division of Family Health
Continuation Application
Grant Title:
Proposal Submitted by:
(Agency Name)
Amount of Assistance Requested in this Application:
Current Fiscal Year Funding Level:
Ratings: In each of the following categories please rate the
				  proposal according to the information provided in the written submission in the
				  performance report with five being high and one being low; circle the desired
				  rating.
Category
Rating
I.
Previous performance based on materials provided by
							 program administrator (site review and summary of previous statistics and
							 fiscal data).
1
2
3
4
5
II.
Merit of this proposal in addressing the purpose and
							 criteria for the grant (Scope and standard of services described in the Rules
							 and Regulations).
1
2
3
4
5
III.
Reevaluation of need for services within the area of
							 service (refer to Rules and Regulations).
1
2
3
4
5
General Comments:
I.
Are there particular strengths or weaknesses in the
							 proposal?
Please elaborate:
II.
Does this proposed budget need revision or further
							 explanations?
Please elaborate:
Summary:
I.
Overall rank of of continuation grants in this
							 category reviewed by this reviewer.
II.
Overall score for this continuation
							 application
III.
Stipulations (if any):
IV.
Recommended grant award of $.
Signed:
Date:
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Appendix B - Illinois Department of Public Health Reimbursement Certification Form

Current through Register Vol. 48, No. 28, July 12, 2024
ILLINOIS DEPARTMENT OF PUBLIC
							 HEALTH
REIMBURSEMENT CERTIFICATION
							 FORM
page
of
AGENCY NAME:
PROGRAM:
ADDRESS:
CONTRACT #:
BILLING PERIOD:
FEIN NUMBER:
DATE SUMITTED:
NAME/ VENDOR
TITLE/ PUR- POSE
PERIOD /DATE INCURRED
VOUCHER /CHECK #
GROSS AMOUNT
AMOUNT CLAIMED FROM IDPH
Agency Match/ WIC Admin
Nutrition Education
CERTIFICATION:
TOTAL
I hereby certify that the goods and/or services
							 claimed above are necessary expenditures for the program and are a part of the
							 approved budget, that appropriate purchasing procedures have been followed and
							 that payment has not previously been requested or received.
_____________________________
Authorized Agency Official
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 630 - MATERNAL AND CHILD HEALTH SERVICES CODE › Subpart D - ADMINISTRATIVE REQUIREMENTS › Appendix D - Plans to Achieve Objectives

Current through Register Vol. 48, No. 28, July 12, 2024
PLANS TO ACHIEVE OBJECTIVES
Agency
Staff
Projected Period
Objective
Schedule
Tasks to Meet Objective
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Status of Tasks as of
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.10 - Legislative Base

Current through Register Vol. 48, No. 28, July 12, 2024
The Family Planning Services and Population Research Act of
				1970 ( Public Law 91-57242 USC 300(a) - 300(a)(6)(a) ) added Title X to the
				Public Health Service Act. The Secretary of the Department of Health and Human
				Services (DHHS) is authorized to make grants to assist in the establishment and
				operation of voluntary family planning projects. The administration of this
				program in Illinois became the responsibility of the Illinois Department of
				Human Services on July 1, 1983 upon the approval of its application for a
				statewide Family Planning Program.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.20 - Administration

Current through Register Vol. 48, No. 28, July 12, 2024
a) Planning for all
			 Maternal and Child Health (MCH) programs, including family planning services,
			 is the responsibility of the Illinois Department of Human Services
			 (Department). The Department will develop a program plan for maternal and child
			 health services each year which will assess current needs within the State and
			 provide goals and objectives for improving the health of mothers and children
			 and for reducing infant mortality.
b) Highest priority for funding will be given
			 to those areas in Illinois having high concentrations of low-income or
			 marginal-income families and underserved areas. The Department shall fund
			 delegate agencies which will provide family planning services consistent with
			 the intent of Family Planning legislation.
c) The Department will arrange for the
			 provision of family planning services through agreements with delegate
			 agencies. Each delegate shall be required to enter into a written agreement
			 with the Department.
d) Agencies
			 eligible to apply for funding must be recognized by the Department, i.e. public
			 or private not-for-profit organizations having documented capability of
			 administering and providing qualified family planning services. Each delegate
			 shall operate according to an approved plan written in accordance with this
			 Part which is consistent with Federal and State Regulations (see Section
			 635.30
			 ).
e) The Department will annually
			 evaluate the need for family planning services by using inspections, records
			 and reports in order to develop a statewide plan for the effective and
			 efficient provision of family planning services. Inspections will involve an
			 on-site review of delegate agencies to ensure that implementation of program
			 plans, which are required, are consistent with this Part.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.30 - Definitions

Current through Register Vol. 48, No. 28, July 12, 2024
"Agreement" means the written contract between the Department
				and delegate agency prepared by the Department and authorized by both
				parties.
"Delegate agency" means a public or private not-for-profit
				entity which provides family planning services under a negotiated written
				agreement with the Department.
"Family" means a social unit composed of one person, or two or
				more persons living together, as a household.
"Family planning services" means those medical, social,
				educational and referral services related to the avoidance, achievement, timing
				or spacing of pregnancy.
"Federal and State Regulations" governing Family Planning
				Services means printed regulations found in the following sources:
42 CFR Subpart B, 50.201 -50.209; 42 CFR, Subpart C, 50.301
				-50.310; 45 CFR 16, 74, 80, 84 and 90.
"Low income family" means a family whose total annual income
				does not exceed 100 percent of the most recent DHHS Income Poverty Guidelines
				54 FR 31, February 16, 1989.
"Marginal income family" means a family whose total annual
				income is above 100% and does not exceed 250% of the most recent DHHS Income
				Poverty Guidelines.
"Program Income" means gross income earned by a delegate agency
				and budgeted in the award period for activities described in the project and
				generated as a result of that delegate agency having received a grant from the
				Department. Such income shall include fees for services performed and proceeds
				from the usage or rental of equipment funded by the grant. Revenues received
				from taxes, levies, and fines are not considered program income. However, the
				receipt and expenditure of such revenues shall be recorded as part of the grant
				or subgrant project budget when such revenues are specifically earmarked for
				the project's Family Planning Program.
"Project Funds" means all sources of money related to the
				family planning services program and identified in the agency's family planning
				budget.
"Satisfactory Performance" means having met or exceeded the
				program objectives of serving a target population of which 85 percent of the
				unduplicated users are at or below 150 percent of the Federal Poverty Income
				Guidelines, as set by the state agency in their agreements with delegate
				agencies and meeting both the clinical and administrative indicators of the
				Bureau of Community Health Services (BCHS) of Common Reporting Requirements
				(BCRR).
"Underserved area" means geographic areas (county or Chicago
				Community Area) where less than 80 percent of the estimated number of women in
				need of family planning services are being served.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.35 - Incorporated Materials

Current through Register Vol. 48, No. 28, July 12, 2024
The following materials are incorporated or referenced in this
				Part:
a) Federal Statutes and
			 Regulations:
1) Family Planning Services and
			 Population Research Act of 1970, Public Law 91-572,
			 42 U.S.C.
			 300(a)(6)(a).
2) Poverty Income Guidelines, 54 FR 31,
			 February 16, 1989.
3) Title VI,
			 Civil Rights Act of 1964 ( 42 U.S.C. 2000 e et seq).
4) 42 CFR Subpart B, 50.201 -50.209; 42 CFR,
			 Subpart C, 50.301 -50.310; 45 CFR 16, 74, 80, 84, 90.
5) Accreditation Manual for Hospitals (1989).
			 The Joint Commission on Accreditation of Healthcare Organizations, 875 North
			 Michigan Avenue, Chicago, Illinois 60611.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.40 - Standards and Policies for Personnel of Delegate Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
a) The qualifications of persons employed by
			 delegate agencies shall meet as a minimum the Department's rules concerning
			 "Minimum Qualifications for Public Health Personnel Employed by Full-time Local
			 Health Departments (77 Ill. Adm. Code 600)." Delegate agencies must have a
			 medical director who is a physician licensed to practice medicine in all its
			 branches with Obstetrics/Gynecology training or experience in the delivery of
			 family planning services. The medical director shall be responsible for and
			 supervise the medical care component of the program and approve written
			 policies under which physicians, nurse practitioners, certified nurse midwives,
			 nutritionists and physician assistants provide family planning services. Staff
			 shall possess the appropriate licensure to perform their duties. Copies of
			 licenses must be on file at the agency. Any person employed at an individual
			 delegate agency prior to July 6, 1983, may continue to serve at that agency
			 only; even though the person may not meet the qualifications cited
			 above.
b) Delegate agencies shall
			 have written personnel policies which are in compliance with Title VI, the
			 Civil Rights Act of 1964, ( 42 U.S.C. 2000 e et seq.), available and
			 distributed to all personnel. These shall include staff recruitment, selection,
			 performance evaluation, promotion, termination, compensation, benefits,
			 organizational chart and grievance procedures. All agencies shall also ensure:
1) That personnel records are kept
			 confidential;
2) That personnel
			 policies shall assure that no persons shall be subjected to discrimination on
			 the grounds of age, handicap, race, color, creed, religion, sex or national
			 origin. Affirmative action shall be taken to ensure equality of opportunity in
			 all aspects of employment. Annual comprehensive reviews of operating procedures
			 shall be made to assure that practices continue to be in conformity with the
			 above requirements;
3) That written
			 job descriptions are available for all positions, and that these are reviewed
			 annually and updated when necessary to reflect changes in duties;
4) That an evaluation and review of job
			 performance of all project personnel be conducted annually.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.50 - Standards for Facilities of Delegate Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
Clinic facilities of delegate agencies shall be located in
				areas accessible to clients and should be open at times convenient to those
				seeking service. Provisions must be made for access by handicapped persons. All
				facilities must meet applicable local fire and building codes (as evidenced by
				documentation of approval of authorities charged with enforcing those codes),
				must provide adequate space, and must ensure privacy for examination and
				counseling services and must comply with the BCHS Ambulatory Health Care
				Standards. In addition, all hospital based providers must meet the Joint
				Commission of Accreditation of Standards for Ambulatory Care Services. If
				surgical procedures are to be performed, the facility must be in full
				compliance with the State's Ambulatory Surgical Treatment Center Licensing
				Act.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.60 - Financial Management Systems and Audits of Delegate Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
a) Budgets - All
			 delegate agencies and potential delegate agencies shall submit a budget
			 proposal for each fiscal year for approval by the Department based on
			 subsection (b) of this Section. This budget must include all program income
			 related to family planning and provide for all such income to be retained by
			 the delegate agency and used for program purposes. At least ten percent of the
			 budget must come from sources other than the Family Planning Program grant
			 award.
b) Use of project funds -
			 Funds will be used only for the direct cost of administering, operating and
			 maintaining a project. The following direct costs are examples of those wich
			 may be incurred when specified in the Agreement:
1) Personal services costs, including
			 salaries and fringe benefits for full-time and part-time employees of the
			 project.
2) Fees for consultants,
			 specialists and other operating contractual requirements, pursuant to Section
			 15 of An Act in relation to State finance exclusive of consultant services for
			 patient care.
3) Travel of
			 personnel, consultants and specialists in carrying out the activities approved
			 for the applicant's program. Travel costs are the expenses for transportation,
			 lodging, and subsistence for personnel who are on travel status on official
			 business for the organization. Such costs will be charged on an actual basis,
			 i.e., mileage and per diem when necessary; however, reimbursement shall not
			 exceed the maximum rate established in the Travel Regulations promulgated by
			 the Travel Regulation Council (80 Ill. Adm. Code 3000) effective on the date of
			 travel, unless otherwise agreed upon and specified in the contract drawn
			 between the applicant agency and the Department.
4) Supplies/commodities (Ill. Rev. Stat.
			 1989, ch. 127, par. 151b), as required in the operation of the project, which
			 are directly related to its operations.
5) Direct costs of installation, operation
			 and maintenance of equipment previously included in the project application and
			 directly related to the provision of the service(s) funded. All equipment
			 purchased in total or in part with project funds shall be the property of the
			 Federal Government. A complete and current inventory of equipment shall be
			 maintained and be available for audit. No property shall be sold, leased, or
			 otherwise disposed of without prior written authorization from the Department
			 ("equipment" as defined in Section 20 of AN ACT in relation to State
			 finance).
6) Purchase of outpatient
			 care.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.70 - Charges and Billing Procedures of Delegate Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
a) Cost Analysis - An annual cost analysis of
			 required services shall be completed by each delegate agency utilizing
			 methodology prescribed by the Department in the Guide to Cost Analysis,
			 Developing Cost Based Fees and Sliding Fee Scale is Appendix B of this
			 Part.
b) Charges - persons with
			 incomes above 250 percent of poverty level are to be charged the full cost for
			 services received, based on the delegate agency's cost analysis. Low income
			 persons are not to be charged for the services provided. No one may be denied
			 services due to an inability to pay. Charges for services provided to minors
			 who request that parents or guardians not be informed must be based only on the
			 resources of the minor. Each delegate agency shall have written policies
			 regarding the procedure to be used to determine the appropriate fee discount
			 for marginal income families, who will be responsible for determining a
			 client's discount, what information shall be collected to determine discount
			 and how that information will be recorded in the client's record, procedures
			 for updating client information, and who is responsible for notifying the
			 client of charges.
c) Billing -
			 Bills to clients shall show total charges less allowable discounts. Every
			 reasonable effort to collect bills must be made; however, client
			 confidentiality must be preserved in any such attempts. Third parties
			 (including a governmental agency) must be billed in full to the extent they are
			 authorized to or are under legal obligation to pay the charge.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.80 - Written Policies, Protocols and Procedures of Delegate Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
a) The delegate
			 agency must develop written policies, protocols and procedures for family
			 planning services. Written policies, protocols and procedures under which
			 physicians, nurse practitioners, certified nurse midwives, physician assistants
			 and nutritionists provide family planning services must be approved by the
			 delegate agency's medical director.
b) Policies regarding eligibility for
			 services shall not exclude anyone on the basis of duration of residency, age,
			 race, marital status, religion, color, national origin, creed, handicap, sex,
			 number of pregnancies, method of referral, or contraceptive preference.
			 Services shall be provided only on a voluntary basis. These documents shall be
			 updated as needed based on current state of the art in family planning and
			 Federal and State Regulations. Agency protocols will be subject to intensive
			 review at site visits by Department staff to determine their completeness and
			 compliance with this Part.
c)
			 Written policies, protocols and procedures must include:
1) Intake procedures for new
			 clients
2) Patient
			 education
3) Obtaining written
			 informed consent
4) Schedule and
			 content of visits
A) Initial
B) Annual
C) Scheduled return visits, specific to type
			 of method of contraception
D)
			 Problem visits, specific to type of problem
5) Counseling procedures
6) Referral procedures
7) Follow-up procedures for appointments,
			 failed appointments, and referrals
8) Maintenance of client records
9) Approved medical orders
10) Maintenance and distribution of
			 pharmaceuticals
11) Organizational
			 structure of the unit and functional responsibilities of medical, nursing and
			 ancillary personnel
12) Medical
			 Procedures
A) Pap smears and gonorrhea
			 cultures
B) Intrauterine device
			 (IUD) insertions
C) Fitting
			 diaphragms/cervical caps
D)
			 Treatment of sexually transmitted diseases (STD)
E) Initiating oral contraceptives
F) Laboratory procedures
G) Treatment of minor gynecologic
			 problems
H) Other medical
			 procedures performed
13)
			 Release of patient records
14)
			 Emergency procedures
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.90 - Required Services

Current through Register Vol. 48, No. 28, July 12, 2024
Delegate agencies are required to deliver the following
				services and components either directly on-site or by referral. Minimum
				requirements for routine contraceptive management which shall be met are
				included in "Program Guidelines for Project Grants for Family Planning
				Services" published by the U.S. Department of Health and Human Services (
				42 CFR
				59.5 ). Abortions shall not be provided by
				delegate agencies as a method of birth control.
a) Client education
1) Male and female anatomy and
			 physiology
2) Conception - the
			 importance of prenatal care, and risks associated with childbearing at the
			 extremes of the reproductive age span; i.e., less than 17 years of age and over
			 34 years of age
3) Contraception -
			 including action, effectiveness, use benefits, risks and side effects
A) Male and female sterilization
B) Oral contraceptives
C) IUDs
D) Contraceptive sponge
E) Foam, condoms and vaginal contraceptive
			 film
F) Diaphragm and cream/jelly
			 (cervical cap if available)
G)
			 Natural family planning (NFP) (ovulation/sympto-thermal)
H) Withdrawal
I) Post-coital contraception (i.e.,
			 Diethylstilbesterol (DES)
J)
			 Abstinence
4) Human
			 immune deficiency virus/AIDS education
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.100 - Referrals and Follow-Up

Current through Register Vol. 48, No. 28, July 12, 2024
a) All
			 required family planning services, and all methods of birth control must be
			 provided either directly by the delegate agency or through referrals. When
			 required family planning services are to be provided by referral, written
			 letters of agreement must be maintained at the delegate agency detailing the
			 services to be provided by each party.
b) A directory of agencies with which the
			 delegate agency has referral agreements shall be maintained and available to
			 all delegate agency staff responsible for patient services. This directory
			 shall include the agency name, address, phone number an hours of operation,
			 contact person at the agency, services available, eligibility requirements, and
			 fees for services, if any.
c)
			 Client records should be provided to the referral agency, to facilitate service
			 provision. When requested by the referral agency, these records shall be
			 released only after obtaining written consent of the client. All follow-up
			 activities must respect the confidentiality of the client. A specific method
			 for contacting the client shall be established at the time of entry into
			 services.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.110 - Quality Assurance

Current through Register Vol. 48, No. 28, July 12, 2024
A system of quality assurance shall be established by each
				delegate agency. The quality assurance system, at a minimum, will include a
				monthly chart review to evaluate the completeness of records and compliance of
				services with approved medical standards and protocols, annual staff evaluation
				to ensure quality of services, utilization of community needs assessment to
				ensure targeting of services, log book for documentation and follow-up of
				referrals, documentation and follow-up for patients with abnormal findings, a
				methodology to provide follow-up for patients with failed
				appointments.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.120 - Clinic Schedule

Current through Register Vol. 48, No. 28, July 12, 2024
A clinic schedule must be developed by each delegate agency
				which will assure that services are provided on the days and at the times when
				clients can make maximum use of services consistent with efficient clinic
				management.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.130 - Clinic Management

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 Equipment and supplies used in the facility must be safe and adequate in number
			 for the clinic size. Supplies such as syringes, needles and pharmaceuticals
			 must be kept in a secure place with access limited to appropriate agency staff
			 per agency protocol. An inventory shall be maintained of all
			 supplies.
b) Prescriptions must be
			 filed and filled, or medication supplied under the order of the delegate
			 agency's medical director. Emergency drugs for resuscitation must be on hand
			 and readily available to the examination rooms for use if needed. If rubella
			 vaccines are not provided by the agency, information concerning treatment for
			 the client must be provided.
c)
			 Medical records must be maintained in a systematic, complete, and confidential
			 fashion. These records shall include at a minimum personal data including
			 mechanism for client contact, history, physical exam, lab test, referral with
			 notations regarding follow-up, problem lists, counseling session notations,
			 telephone contacts between client and agency, and educational checklist. All
			 entries in progress notes, physical exams and histories must be signed by the
			 clinician performing the service. Signed informed consent forms must be on file
			 for all treatments and procedures performed.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.140 - Community Education, Information and Education Advisiory Committee

Current through Register Vol. 48, No. 28, July 12, 2024
a) Delegate
			 agencies are required to plan and implement a community education program which
			 shall be supportive to the acceptance and use of family planning
			 services.
b) Plans shall include:
1) A listing of local entities which serve
			 persons of reproductive age such as clinics, mental health facilities, health
			 departments, churches, hospitals, schools, youth organizations, and other
			 volunteer and community organizations;
2) A curriculum and schedule of contact of
			 in-service training for the staff of the above agencies to provide information
			 on the purpose of family planning, to assist with client counseling, and to
			 develop referral linkages;
3)
			 Provisions for information campaigns to inform the potential user groups of the
			 availability and accessibility of family planning services; and
4) Provision for a community education
			 program to provide information on the benefits of family planning services as
			 well as to provide encouragement to parents to be actively involved in the
			 reproductive health education of their children.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.150 - Family Participation Plan

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 Each delegate agency must prepare and implement a plan and procedures to
			 encourage families to participate in the education, counseling, and
			 contraceptive activities of their children who are agency clients.
b) Examples of activities which plans may
			 include are:
1) Special education sessions for
			 parents;
2) Workshops for parents
			 on sexuality education of their children;
3) Encouraging minors to bring their parents
			 with them on clinic visits; and
4)
			 Special counseling procedures for adolescents requesting services concerning
			 parental involvement.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.160 - Applications

Current through Register Vol. 48, No. 28, July 12, 2024
a) Distribution of
			 Applications
1) All application materials
			 will be developed and distributed by the Department to existing agencies or new
			 projects in underserved areas based on need in the service area, experience in
			 provision of services and plans to accomplish goals. These are included as
			 Appendix C of this Part.
2)
			 Distribution of application materials will occur on or before March 15th of the
			 prior grant year.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.170 - Reporting Requirements

Current through Register Vol. 48, No. 28, July 12, 2024
All reports will be submitted on forms provided by the
				Department excluding the Information and Education Advisory Committee minutes.
				Delegate agencies are required to submit the following in accordance with the
				Family Planning Program annual calendar:
a) A Clinic Visit Record (CVR) form provided
			 by the Department for each client visit to the contracting computer firm. The
			 visit form is the input document for the computer-based information
			 system.
b) Applicable portions of
			 the Bureau of Community Health Services Common Reporting Requirements (BCRR) of
			 the Department of Health and Human Services (DHHS) to the Department (Title X
			 of the Public Health Service Act, 42 U.S.C. 1009,(a), (b), and (c) ). Each
			 report shall be submitted in accordance with the DHHS Instruction Manual for
			 the BCHS Common Reporting Requirements included as Appendix D of this Part.
			 Late submission of this report will result in a decrease of 5% in the following
			 year's award.
c) Semiannual and
			 annual performance reports to the Department addressing the following points:
1) Comparison of the objectives in the
			 approved project plan with the actual achievements of the project.
2) Changes in the project; e.g., in
			 facilities or equipment, services and activities, population served,
			 etc.
3) Unresolved problems, e.g.,
			 with fiscal resources, external relationships, met and unmet grant conditions
			 and issues which need to be addressed in the future.
Illinois Administrative Code › Title 77 - PUBLIC HEALTH › Part 635 - FAMILY PLANNING SERVICES CODE › Section 635.180 - Termination

Current through Register Vol. 48, No. 28, July 12, 2024
a) All grants shall
			 terminate on the dates specified in the contracts and shall not be extended or
			 renewed except as provided for in this Part.
b) A delegate agency with unsatisfactory
			 performance for two consecutive years may have funding terminated.
c) The grant contract may be terminated by
			 either party upon a 30 day written notice. The Department will distribute
			 unallocated monies to expand existing projects or to fund new projects in
			 underserved areas based on need such as number of low income women in the
			 service area not receiving services in the service area, experience in
			 provision of services, including the availability of an agency willing to
			 provide the services, and plans to accomplish goals.
d) Notice shall be effected by registered
			 mail, by certified mail, or by personal service setting forth the particular
			 reasons for the proposed action and fixing a date, not less than 15 days from
			 the date of such mailing or service, at which time the delegate agency shall be
			 given an opportunity for a hearing. Such hearing shall be conducted by the
			 Director or by a person designated in writing by the Director as Hearing
			 Officer to conduct the hearing. On the basis of any such hearing, or upon
			 default of the delegate agency, the Director shall make a determination
			 specifying his findings and conclusions. A copy of such determination shall be
			 sent by registered mail, by certified mail, or served personally upon the
			 delegate agency. The decision shall become final 35 days after it is so mailed
			 or served, unless the grantee, within such 35 day period, petitions for review
			 pursuant to Section
			 635.190.
e) The Director, after notice and opportunity
			 for hearing to the delegate agency, may suspend or terminate the grant in any
			 case in which there is or has been a violation of this Part.
f) The procedure governing hearings
			 authorized by this Part shall be in accordance with Rules of Practice and
			 Procedure in Administrative Hearings (77 Ill. Adm. Code 100).
g) If, however, the Department finds that:
1) The public interest, including financial
			 interest, health, safety, or welfare requires emergency action; (emergency
			 action would result from such instances as, but not limited to bankruptcy or
			 insolvency, fraud, and financial instability) and;
2) Unless the Department receives assurances
			 adequate to the Department from the delegate agency that grant funds held by
			 the delegate agency are secure, and;
3) If the Director incorporates a finding to
			 that effect in the order; then
4)
			 Summary suspension of the grant shall be ordered pending proceedings for
			 termination or referral to State orFederal authorities, which proceedings shall
			 be instituted within one week of summary suspension and promptly
			 determined.