Finding 1187095 (2025-001)

Finding: 2025-001 Name of Contact Person: Candice Gobble, DSS Director Corrective Action/Management’s Response: The cases identified with missing forms originated during the COVID-19 pandemic, when differing guidance was issued by Child Welfare and Medicaid DHHS. During this time, Medicaid staff were informed that reviews were not required. The Medicaid worker had previously been responsible for tracking due dates and notifying staff; however, because the reviews were deemed unnecessary during the pandemic, these cases were not included on the tracking report. To prevent this issue from occurring in the future, a new process has been developed and implemented collaboratively between Permanency Planning and Medicaid to track 5120a forms. Effective August 2025, The Human Services Coordinator now provides a spreadsheet at least monthly identifying 5120a forms that are due and their respective due dates. This spreadsheet is shared with Medicaid staff and the Child Welfare team for completion, and supervisors are responsible for ensuring timely completion of the forms. Management will strengthen internal controls by implementing several measures to ensure all required eligibility documentation is properly completed and maintained. A standardized eligibility documentation checklist will be introduced for all foster care and adoption assistance cases to clearly identify required forms, including initial and annual Form 5120a recertifications, with supervisors verifying completion during routine case reviews. Supervisory oversight will be enhanced through quarterly CQI random casefile audits focused specifically on documentation accuracy and timeliness, with results used to address trends or additional support needs. In addition, all applicable staff will receive refresher training on federal documentation requirements, correct completion and filing of Form 5120a, and required recertification timelines, and this guidance will also be incorporated into onboarding for new employees. Proposed Completion Date: Immediate and ongoing.