Trauma Recovery Center Grant Questions and Answers

October 4, 2013

1. Under this grant, which entity determines client eligibility as a “Victim of Crime” — the grantee or CalVCP?

The grantee will determine client eligibility for the services provided with grant funding.

2. If grantee, then does the agency/grantee have sole decision-making jurisdiction to authorize eligibility for services provided under the grant without stipulation other than they must be a Victim of Crime?

The agency/grantee has the responsibility to determine if a client is the victim of crime and must have evidence upon which to make that determination.

3. If the agency/grantee determines eligibility, is a police report, medical record or other currently necessary CalVCP documentation required for services under the grant?

Police reports, medical records, and social service reports are examples of appropriate evidence upon which to make the victim of crime eligibility determination.

4. What are the qualifying criteria for approval of services as well as non-qualifying criteria (i.e., current CalVCP standards re: felons, etc.)?

Police reports, medical records, and social service reports are examples of appropriate evidence upon which to make the victim of crime eligibility determination.

5. Does the grant eliminate wait time for approval, i.e., the grant covers any Victim of Crime referral, regardless if pre-approved by CalVCP?

The grantee will determine client eligibility for the services provided with grant funding.

6. If CalVCP continues to determine eligibility, what will be the average time lag between application filing and determination of approval/denial?

The grantee will determine client eligibility for the services provided with grant funding.

7. How does the grant account for immediacy of need for service versus wait time for application approval by CalVCP?

The grantee will determine client eligibility for the services provided with grant funding.

8. Can a client with current CalVCP approval as a direct or derivative victim be seen under this grant?

The grantee cannot be reimbursed for the same services currently being provided with CalVCP funds.

9. Must the grant be “spent down” in-house, with no direct billing sent to CalVCP?

The grantee will pay for eligible services as outlined in their application and be reimbursed according to the NOFA, Item 16, Process for Payment.

10. Will direct billing to CalVCP be required to continue via monthly HICFs in addition to quarterly reports and all requested documentation?

Direct billing for clients currently receiving services from CalVCP program funds should continue. The grantee should follow the reporting requirements as stipulated in the NOFA under Item 9, Reporting Requirements, for all clients receiving services under the grant.

11. Will the rate of pay for clinical services provided match that of the current rates set by CalVCP or can the agency providing the various services (treatment, case management, outreach, etc.) set rates for these services, detailed in the Budget Plan?

The applicant will determine the costs for services which should be included as stipulated in the NOFA, Item 10, Application Instructions, Budget Narrative.

12. Does the 5% of total “indirect costs” support field work, i.e., expenses of time, travel, etc., to attempt “assertive outreach,” case management to clients who “typically don’t access VOC services”?

Refer to the NOFA, Item 7, Eligible Costs.

13. If only direct service is covered, can indirect costs cover client no shows if NTE 5%?

Eligible costs are only for services provided.

14. Does the grant cover phone therapy, collaterals, etc., per current CalVCP standards or must this be proposed by agency/grantee in RFP?

Refer to the NOFA, Item 7, Eligible Costs.

15. Will the grant cover Victims of Crime who have other insurance plans, without billing those plans? Must the grantee present EOBs or denial letters as part of retroactive payment?

The grant funds should be used as the payer of last resort. Refer to the NOFA, Item 9, Reporting Requirements, regarding documentation of other sources of reimbursement.

16. Will the grant cover state registered MFT or ASW interns? State registered PhD or PsyD students?

Yes, as long as the clinician is registered by the appropriate licensing board and supervised according to the requirements set by the appropriate licensing board.

17. Does the grant cover only state licensed providers?

No, intern clinicians may provide services if registered by the appropriate licensing board and properly supervised according to the requirements set by the appropriate licensing board.

18. Will current CalVCP forms and documentation be required, i.e., treatment plans, ATPs?

Refer to the NOFA, Item 9, Reporting Requirements.

19. Will assessment, diagnosis and treatment be governed by current DSM4-TR or DSM 5 criteria?

It is expected that current industry standards will be followed by the grantee for the assessment, diagnosis and treatment of clients.

20. Will the grant cover relocation expenses or will these and other standard benefits continue to be processed by CalVCP?

Refer to the NOFA, Item 5, Eligible Applicants, Number 3, and Item 7, Eligible Costs.

21. Are there any limitations to accessing other VOC benefits to clients seen by grantee?

No, any client served under the grant may submit an application to CalVCP for eligibility and benefit consideration. However, services provided by the grantee shall not be reimbursed through both CalVCP and the grant.

22. Under 9. Reporting Requirements: Where does one find the codes to report “crime by code” for each client service?

The “crime code” referenced in the NOFA in Item 9, Reporting Requirements, refers to the Penal Code that defines the crimes.

23. What are recommended scopes of work and expectations for the licensed clinicians such as psychologists, psychiatrists, and clinical social workers?

The applicant must propose in their grant application the scopes of work and expectations for the licensed clinicians such as psychologists, psychiatrists, and clinical social workers.

24. How do the licensed clinicians collaborate in their implementation of services?

The applicant must propose in their grant application how the clinicians will collaborate in the implementation of services.

25. Which licensed clinicians are expected to facilitate individual consultations and group services?

The applicant must propose in their grant application which licensed clinicians will facilitate individual consultations and group services.

26. What insurance is necessary for running a Trauma Recovery Center?

It is the grantee’s responsibility to determine what insurance requirements they must meet.

27. What are the building codes and safety requirements for running a Trauma Recovery Center, if any?

It is the grantee’s responsibility to determine what building codes and safety requirements they must meet.

28. An agency can ask for funds up to $2,000,000.00 and if the agency requests it, they can spend the funds over one year, two years or three years?

Yes. The amount awarded can be expended in one year or over a period of three years, beginning July 1, 2013. The length of time will be determined by the applicant’s proposed budget plan. No concurrent awards are allowed. For example: A grant in the amount of $xxx is awarded in fiscal year 2013/14 with a budget plan to expend half of $xxx in fiscal year 2013/14 and half of $xxx in fiscal year 2014/15. Because the award covers two fiscal years, the awardee will not be eligible to apply for additional grant money in fiscal year 2014/15. Consecutive funding is allowed and thus the awardee may submit a grant application in fiscal year 2014/15 to apply for additional funding for fiscal year 2015/16 if such funding is available.

29. I assume the funds will be available in approximately January 2014 due to the time need to award the grant, and get a contract through VCP?

The awardee can commence work and incur costs upon receipt of the Notice to Proceed. The Notice to Proceed will be issued after the Grant Agreement has been fully executed by all parties. It is estimated that the Notice to Proceed will be issued approximately 60 days following Board action on 11/21/13. However, as stated in the NOFA under Item 16, Process for Payment: “Funds will be released on a quarterly basis upon receipt of the required invoices and reports as set forth in the Reporting Requirements section of this NOFA….” Therefore, all payments will be retrospective and advances will not be considered.

30. Funds beyond the $2 million would need to be appropriated on an annual basis. To illustrate my main question, if an agency is requesting $1.2 million on an annual basis they could do several things:

The amount awarded can be expended in one year or over a period of three years, beginning July 1, 2013. The length of time will be determined by the applicant’s proposed budget plan. No concurrent awards are allowed. For example: A grant in the amount of $xxx is awarded in fiscal year 2013/14 with a budget plan to expend half of $xxx in fiscal year 2013/14 and half of $xxx in fiscal year 2014/15. Because the award covers two fiscal years, the awardee will not be eligible to apply for additional grant money in fiscal year 2014/15. Consecutive funding is allowed and thus the awardee may submit a grant application in fiscal year 2014/15 to apply for additional funding for fiscal year 2015/16 if such funding is available.