Finding Text
Program(s) Affected
AL #93.558 Temporary Assistance for Needy Families, U.S. Department of Health and Human
Services, passed through Maine Department of Health and Human Services, agreement period
January 1, 2021 – September 30, 2024.
Criteria
Per Rider A of the contract, the provider must ensure the following occur:
Visit notes must be entered within five business days of the occurrence
First visit must occur within seven calendar days of the referral date
Condition and Context
For contract CFS-21/23-8711, of the 40 selections made from a nonstatistical sample, the following did
not have auditable documentation to support the completion of certain steps in line with the contract
timeline. Our testing identified:
3 of 40 selections did not have evidence of visit notes being entered within five business days of the
occurence.
8 of 40 selections did not have evidence of the first visit occurring within seven calendar days of the
referral date.
Questioned Costs
None noted.
Cause and Effect
While the client and grantor have been transparent about the noted limitations, the cause of the finding
was due to a significant workforce shortage and availability of resources to support the contract. This
resulted in this program not complying with the contract terms.
Repeat Finding?
Yes, Finding 2022-002.
Recommendation
In addition to addressing the workforce shortage, we recommend the Organization institute procedures,
such as a tracking system, to ensure staff are appropriately addressing the contract requirements on a
timely basis.
Views of Responsible Officials and Planned Corrective Actions
Management agrees with finding. See attached Planned Corrective Actions.