2023-003 TANF Voucher Controls
The Administration of HONOR acknowledges the finding identified in our 2023 Financial Audit concerning the inadequacies regarding ''TANF Voucher Controls". The following response outlines the steps the HONOR Administration, Management and Direct Support Team will take to address these issues and prevent recurrence.
Corrective Actions Taken:
-Create a Policy and Procedure by 9/30/2024. HONOR has identified verification forms and processes to ensure accurate data is recorded.
-Staff Training: A comprehensive training program has been initiated for all relevant staff, focusing on verifications forms, admissions/discharges, and bed nights. Training requirements will ensure these policies are covered and understood. Staff will receive in-depth training on nightly bed sheets and data entry of client attendance in the EMR system, (NETSMART), to generate an accurate attendance roster. This in-service will take place by 10/15/2024.
- Revamping Verification Procedures: HONOR has designated a position, Administrative Response Coordinator, to be responsible for verifying the nightly bed sheets and roster at the end of the month. Any discrepancies are reported to the Case Management Supervisor for verification. If changes are to be made, documentation will be made on the bed sheets and data entry will be corrected in NETSMART and roster reprinted.
- HONOR will re-engage, when determined and or required, with designated team members of the Orange County Department of Social Services. Any possible disputes and or concerns regarding possible inaccuracies with TANF vouchers will be reviewed and documented by the Shelter Manager.
-Periodic Reviews. The Quality Assurance/Compliance Mgr will conduct a regularly scheduled review process to monitor documentation, ensuring ongoing compliance and addressing any issues proactively.
Monitoring and Follow-up:
-To ensure the effectiveness of the corrective actions, HONOR administrative team will be conducting a quarterly review of internal audits, trends and data.
HONOR's Executive Director along with the Administration and Management teams take this audit seriously and are committed to strengthening our internal controls to prevent future incidents. The steps outlined above will help us maintain compliance and ensure the proper use of resources. HONOR thanks RBT for their due diligence and bringing these matters to our attention.