DCS Comprehensive Health Plan

DCS CHP Compliance Deliverables

Policy Statement

The Department of Child Safety Comprehensive Health Plan (DCS CHP) provides guidelines on DCS CHP compliance program deliverables and its use of review and monitoring methods for internal and external adherence to DCS CHP’s compliance program, DCS CHP’s compliance policies, federal and state laws and regulations, the AHCCCS IGA and applicable contractual requirements.

Definitions

Arizona Health Care Cost Containment System (AHCCCS): Arizona's Medicaid Program, approved by the Centers for Medicare and Medicaid Services (CMS) as an Arizona Section 1115 Waiver Demonstration Program and described in A.R.S. Title 36, Chapter 29.

AHCCCS Deliverable: A tangible or intangible output—such as a specific report, document, asset, or data system—that DCS CHP is required to produce and transfer to AHCCCS under the formal, binding Intergovernmental Agreement (IGA).

Policy

DCS CHP and its subcontracted MCO are responsible for adherence to the AHCCCS Contractor Chart of Deliverables (COD) DCS CHP, Contract Section F, Attachment F3. This operational and compliance document outlines the mandatory reporting requirements, deadlines, and submissions for DCS CHP and serves as a comprehensive schedule to ensure DCS CHP meets strict regulatory standards.

The AHCCCS COD contains exact reporting timelines (monthly, quarterly, annually, and ad hoc), required report formats, due dates, and submission portals. It tracks key operational metrics including financial reports, medical management data, network adequacy, quality improvement, and incident reports.

DCS CHP shall submit deliverable reports by 5:00 PM Arizona Time in accordance with the COD, or unless otherwise specified. Extensions may be granted under approved circumstances.

Failure to submit deliverables to AHCCCS in a timely manner is subject to sanctions or other corrective actions from AHCCCS.

Procedure

DCS CHP Internal Deliverable Submission Requirements

Document Tracking

• For tracking purposes all deliverables and related attachments shall be submitted through DCS CHP Compliance, unless specified in the Subcontracted MCO Chart of Deliverables.

Internal Deliverable Naming Convention

• Deliverables shall be submitted to DCS CHP Compliance with the exact report title as specified in Contract Section F3, Contractor Chart of Deliverables, DCS CHP.

Internal Deliverable Attachments and Templates

• DCS CHP deliverable owners are responsible for ensuring the appropriate attachment or template is used in the final submission to AHCCCS. (i.e. When updating current information on a previously submitted template, be mindful of possible updated templates in ACOM or AMPM.)

Internal Deliverable Owner Due Dates

• Deliverables shall be submitted by the deliverable owner to DCS CHP Compliance by 5:00 PM Arizona Time the business day prior to the specified date of the AHCCCS due date.

  • If the internal deliverable due date falls on a weekend or holiday, the deliverable is due the business day prior to the internal due date.

• If the DCS CHP deliverable owner is unable to submit the deliverable by 5:00 PM Arizona Time the business day prior to the specified AHCCCS due date, an extension request to DCS CHP Compliance shall be submitted.

Internal Deliverable Extension Requests

• The extension request shall include the reason the deliverable cannot be submitted on time as well as the estimated date of submission.

• Extension requests shall be submitted no later than 5:00 PM Arizona Time the business day before the AHCCCS due date of the deliverable.

  • When an extension is requested, the due date shall not fall on a weekend or holiday.

• Deliverable extensions are only valid if they have been submitted by written request to DCS CHP Compliance who will attempt to obtain AHCCCS approval.

Backup Coverage for Deliverables

• If the DCS CHP deliverable owner will be unavailable when a deliverable is due, the DCS CHP deliverable owner is responsible for arranging coverage prior to their leave to ensure the deliverable is submitted to DCS CHP Compliance on time.

 

AHCCCS Deliverable Submission Requirements

AHCCCS Deliverable Due Dates

• Deliverables shall be submitted by DCS CHP Compliance to AHCCCS by 5:00 PM Arizona Time as specified on the Subcontracted MCO Chart of Deliverables.

AHCCCS Deliverable Extension Requests

• The extension request shall include the reason the deliverable cannot be submitted on time as well as the estimated date of submission.

• Deliverable extensions are only valid if they have been submitted by formal written request and approved by both AHCCCS and the DCS CHP deliverable owner.

 

Reporting Requirements

The DCS CHP Contract Compliance Administrator tracks and records deliverable submission and approval dates in the DCS CHP Flash Report spreadsheet. The Flash Report maintains the following information:

• Deliverable name;

• Responsible function area and business owner;

• Submission, extension, and approval/rejection dates;

• Associated documents and forms, and

• Submission method.

 

Roles and Responsibilities in the Deliverable Process

Within the deliverable process, DCS CHP Compliance may play a supporting role; however, the DCS CHP deliverable owner is responsible for the final deliverable.

 

Tracking and Confirmation Procedures

If the DCS CHP deliverable owner has not received confirmation regarding the tracking of a deliverable, they are encouraged to proactively seek clarification. The deliverable owner shall confirm status and location of the deliverable within the process to ensure timely and accurate completion.