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 July 1,
2022 – June 30, 2024.
Criteria
Per Rider A and section IV of the contract, client must complete the NavSEA within 15 days of
placement and notes must be documented in HMIS within 72 hours.
Condition and Context
For contract CFS-23-8314, one of nine selections from a nonstatistical sample did not have
documentation retained of the NavSEA form. Additionally, for the nine selections, there was no
auditable evidence to verify notes being entered into HMIS within 72 hours.
Questioned Costs
N/A
Cause and Effect
A lack of policies and procedures led to the failure of adequately documenting and retaining visit notes
within required timeframe.
Repeat Finding?
Not a repeat finding.
Recommendation
We recommend the Organization redesign processes to be sure all documentation is maintained for
each participant and auditable evidence is retained for verification in line with the contract
requirements.
Views of Responsible Officials and Planned Corrective Actions
Management agrees with finding. See attached Planned Corrective Actions.