N.J. Admin. Code § 10:37-6.84

Current through Register Vol. 56, No. 9, May 6, 2024

Section 10:37-6.84 - Designation of responsibility

(a) All agencies receiving funds through the Division are required to submit periodic client service and fiscal reports. The following regulations specify the type and frequency of reports required for each state-funded Program Element.

1. State grant-in-aid: client data:

i. Unified Service Transaction Forms (Revised MC-1-2):

(1) All agencies participating in the grant-in-aid program must maintain accurate client records for the purpose of complying with the Division's statistical reporting requirements. The Unified Services Transaction Form (USTF) represents the minimum data set which must be recorded as part of each client record. Copies of the USTF shall be available from the Division.

(2) Copies of the USTF-1 and USTF-2 must be kept in each client's clinical record at all times and made available for site reviews and program audits.

(3) All data elements found on the USTF-1 (Acceptance) and USTF-2 (Termination), are required to be reported to the Division. The USTF-1 and USTF-2 must be completed and forwarded to the State as specified in the Division's Reporting Manual. Except in extraordinary situations, the forms should be mailed within 48 hours after acceptance or termination has occurred.

ii. Quarterly client characteristic reports: In addition to the USTF, all agencies receiving grant-in-aid funds must submit a quarterly client characteristic report to the Division. (See 10:37-5.2 for additional record-keeping requirements.) This quarterly report is an unduplicated count of target populations served by each Program Element. As specified in the Dictionary of Mental Health Terms, Program Elements include:

(1) Consultation and education;

(2) Emergency;

(3) Inpatient;

(4) Outpatient;

(5) Partial care;

(6) Residential;

(7) Screening.

iii. Quarterly caseload summary: The Division will provide each agency and the County Mental Health Board with a quarterly caseload summary report. The quarterly caseload summary is a count of all case openings and closings. It is a summary of duplicated enrollments and terminations rather than a reflection of individual clients. The quarterly caseload summary report will contain the following information:

(1) Caseload at beginning of quarter;

(2) New admissions during quarter;

(3) Re-admissions during quarter;

(A) From the current year;

(B) From a prior year;

(4) Terminations;

(5) Caseload at end of quarter; and

(6) Sub reports on all target populations as specified in 10:37-5.2 and program histories from data forwarded on the USTF-1 and USTF-2.

iv. Waivers: Agencies with access to computer processing capability may submit a written proposal to provide the Division with the requisite USTF data through alternate procedures. These proposals must be approved by the Bureau of Information Systems. Office of Program Evaluation, before any modification of the above procedures may be instituted by the agency.

v. Fiscal reports: All agencies receiving grant-in-aid funds are also required to submit the "Quarterly Financial Statement." This report is due one month after the close of each quarter. In addition, all the agencies will submit the "Actual Agency Budget and Income Statement," which is due by the end of the first quarter of each fiscal year.

vi. Staffing reports: All agencies receiving funds through the grant-in-aid programs or the Community Care Title XX programs will be required to submit a Uniform Staffing Report to the Division on an annual basis.

2. Contract service reports: All agencies receiving funds through the Division's Community Care or Title XX contracts shall be required to record the data on the Unified Services Transaction Form by December, 1980. Copies of the USTF-1 and USTF-2 must be kept as part of each client record and made available for site reviews and program audits. In addition, "Monthly Contract Information Summaries" and the "Monthly Contract Expenditure Reports" must be submitted directly to the Division.

3. Submissions to County Mental Health Board: Copies of all reports submitted to the Division, other than individual USTFs, shall also be forwarded to the appropriate County Mental Health Board.

(b) All agencies licensed by the Department to provide mental health services are required to submit annual reports to the Division regarding their compliance with P.L. 2005, c. 233, the Advance Directives for Mental Health Act. The annual report shall not include patient identifiers, but shall include:

1. The number of consumers admitted to treatment during the preceding year who had executed an advance directive before admission;

2. The number of consumers who executed or modified an advance directive for mental health care while a client of the provider;

3. The number of advance directives that were invoked by the treating professionals at the facility to treat a consumer;

4. The number of persons who revoked an advance directive during the past year while a client of the agency;

5. The number of consumers who were transferred to another provider for treatment because the provisions of an advance directive permitted or authorized treatment that was not available at the reporting provider agency; and

6. A narrative that describes any systemic problems encountered during the year in the implementation of the Act, problems in accessing the Registry, complaints from patients or families, or other issues.

(c) In situations in which a transfer of care is necessary, including a transfer for the purpose of effectuating a patient's declarations in an advance directive for mental health care, a provider agency shall, in consultation with the responsible mental health care professional, take all reasonable steps to effect the appropriate, respectful and timely transfer of the client to the care of the appropriate alternative mental health care professional, psychiatric facility, or provider agency, as necessary, and shall assure that the client is not abandoned or treated disrespectfully. In those circumstances, a provider agency shall assure the timely transfer of the client's medical records, including a copy of the client's advance directive for mental health care.

N.J. Admin. Code § 10:37-6.84

Amended by R.2007 d.187, effective 6/18/2007.
See: 38 N.J.R. 3407(a), 39 N.J.R. 2346(a).
Added (b) and (c).