2024-002
• Material Weakness in Internal Control over Compliance
Condition:
During our eligibility assessment, we examined 40 files from Community Umbrella Agency 3 (CUA) foster care children to ensure they contained required documents by the City of Philadelphia and Pennsylvania's Department of H...
2024-002
• Material Weakness in Internal Control over Compliance
Condition:
During our eligibility assessment, we examined 40 files from Community Umbrella Agency 3 (CUA) foster care children to ensure they contained required documents by the City of Philadelphia and Pennsylvania's Department of Human Services (DHS). Our review found missing documents, time gaps between submissions, or untimely paperwork, including the following: (a) 29 CUA Safety Assessments, (b) 30 CUA Safety Plans, (c) 7 CUA PA Model Risk Assessments, (d) 3 CUA Documented Client Visits (Structure Case Notes), (e) FAST Family Advocacy Forms, (f) 17 Life Skills Assessment/ Biopsychosocial Evaluation/ IEP or Ages & Stages Questionnaire (ASQ), (g) 11 School Aged Report Cards, (h) 6 CUA Authorization to Release Information, (i) 9 CUA Immunizations, (j) 3 DHS Court Order Sheets, (k) 14 Child’s Photo, (l) 10 Initial CUA Single Case Plan, (m) 7 Monthly Updates to CUA Single Case Plan, (n) 17 Initial CUA Case Service Conference Summary Report, and (o) 16 Six Month Ongoing CUA Services Conference Summary Report.
Furthermore, each child's file needed to contain specific documents from the DHS, which had to be supplied by the department or shown evidence of request by the CUA. Missing documents consisted of: (a) 34 DHS Service Authorization Forms, (b) 21 DHS CUA Provider Referral Forms, and (c) 30 DHS CUA In-Home Services Referral Forms.
Recommendation:
We recommend that management continue to develop policies and procedures in order to properly include all pertinent documentation within each client file as required by the City of Philadelphia, Department of Human Services. In addition, we recommend that program leadership and/or quality control department performs periodic audits of the client files to ensure all required documentation is included.
Explanation of Disagreement with Audit Finding
There is no disagreement with the audit finding.
FINDINGS – FEDERAL AWARD PROGRAM AUDITS (CONTINUED)
Action taken in response to finding:
1. Hiring of Chief Compliance Officer to oversee Concilio Quality Assurance and Compliance process
2. Staffing of Quality Assurance department
3. Monthly review of client files for accuracy and completeness
4. Additional training of staff to review audit findings and implement corrective action
Name of the contact person responsible for corrective action:
Albert Essilfie, Chief Financial Officer albert.essilfie@elconcilio.net (215) 627-3100
Planned completion date for corrective action plan:
June 30, 2025