When do I complete the Request for Approval of Care (RFA) form?
The Request for Approval of Care (RFA) form should be completed when an assessment has been completed, and the individual is not insured and is a Bucks County resident. The RFA form should also be completed If the individual loses his or her original funding source (Magellan HealthChoices, Private Insurance). There may be exceptions to this; please contact our office for more information.
Please keep in mind: if any information is missing or incorrect, BCDAC, Inc. will not accept the RFA form. It will need to be corrected and resubmitted.
Where do I send the completed RFA packet?
The completed RFA packet - RFA, AOC 13, AOC 14, ASAM Criteria Summary Sheet (current edition), and Case Management Service Plan (residential only) - should be emailed to aoc@buckscounty.org. You will receive an automated message confirming receipt of your packet.
If I am not credentialed with BCDAC, Inc., do I need to have a supervisor sign the RFA packet?
If you are not credentialed, you will need to have a supervisor who is credentialed with BCDAC, Inc. sign off that the packet is complete and correct. In order to be credentialed with BCDAC, Inc., an individual must meet the minimum education and training requirements established by the State-Civil Service Commission.
The SCA is required to ensure that those persons providing case management functions and their supervisors complete all required and applicable DDAP-approved case management core trainings within 365 days of hire. All SCA/provider staff certificates from required trainings must be maintained by the SCA/provider. Click here for more information.
Exemptions may be made at the discretion of the SCA Administrator for both SCA staff and provider staff for the Case Management Overview, Addictions 101, and Screening and Assessment courses, provided that comparable training and educational requirements have been met. Click here to view a sample exemption request.
The course requirements for each function are outlined below:
Assessment
- Addictions 101 (can be exempted)
- Confidentiality
- Practical Application of Confidentiality Laws and Regulations
- Case Management Overview (can be exempted)
- Screening & Assessment (can be exempted)
- ASAM Training, current edition
Coordination of Services
- Addictions 101 (can be exempted)
- Confidentiality
- Practical Application of Confidentiality Laws and Regulations
- Case Management Overview (can be exempted)
- ASAM Training, current edition
If the clinician exceeds the 365 day training requirement, BCDAC, Inc. will not accept any assessment paperwork.
Do I need to list the specific substance of abuse on the RFA form?
Yes, the specific substance of abuse should be listed on the RFA form. This information is used for statistical purposes and also to look at trends to develop appropriate trainings for our providers. Additionally, if the individual has a co-occurring disorder, the specific diagnosis should be listed, i.e., Depressive Disorder, Generalized Anxiety Disorder, Post-traumatic Stress Disorder, etc.
Please keep in mind: if any information is missing or incorrect, BCDAC, Inc. will not accept the RFA form. It will need to be corrected and resubmitted.
Is it important to make sure the appropriate boxes are checked and/or completed on the RFA?
Yes, it is important for BCDAC, Inc. to receive correct information so that we have accurate statistics and a plan for trainings to meet the needs of the client population and funding sources. Incomplete information can also delay processing of the RFA packet and could, in turn, delay or deny approvals.
What are Priority Populations?
The Department of Drug and Alcohol Programs (DDAP) defines the following individuals as Priority Population:
- Pregnant Substance Users - preferential treatment is given to pregnant women
- Pregnant Injection Drug Users
- Inject Drug Users
- Overdose Survivors - DDAP defines an overdose as a situation in which an individual is in a state requiring emergency medical intervention as a result of the use of drugs or alcohol
- Veterans - regardless of the veteran’s eligibility status for Veterans’ Affairs
BCDAC, Inc. also considers the following individuals as a priority:
- Adolescents - for SCA funding, adolescents are considered to be age 18 and under, except if they are still in high school, in which case it is up to the age of 21.
Preference for treatment funding is given to Priority Populations.
How are Priority Populations handled?
All Priority Population individuals must be offered admission into the recommended level of care immediately. Department of Drug and Alcohol Programs (DDAP)-defined Priority Populations are exempt from any treatment restrictions.
Should the Level of Care Recommended be the same as the Level of Care Received?
The Level of Care Recommended should only be the same as the Level of Care Received if the individual is receiving the recommended care. If the individual is not receiving the Level of Care Recommended, then the actual Level of Care the individual is receiving should be listed.
What is a UCN and how is it created?
A UCN is the Unique Client Number that is given to the individual seeking treatment. To create a UCN, click here and follow the instructions.
What are Interim Services?
According to the DDAP Treatment Manual, Interim Services must be provided for all pregnant and/or injection drug users, if unable to be placed into treatment immediately following the assessment. Interim Services are defined as:
- Services to reduce adverse health effects of substance abuse
- To promote the health of the individual
- Reduce the risk of transmission of a disease until the individual is admitted to a treatment program
- Must be made available within 48 hours of the assessment along with Recovery Support Services and admission must occur no later than 120 days after assessment
At a minimum, Interim Services include:
- Counseling and education about HIV and Tuberculosis (TB)
- Counseling and education about the risks of needle sharing
- Counseling and education about the risks of transmission to sexual partners and infants
- Counseling and education about the steps that can be taken to ensure that HIV and TB transmission does not occur
- A referral for HIV and TB treatment services if necessary
- For pregnant women, Interim Services shall also include counseling on the effects of alcohol and drug use on the fetus, as well as referral for prenatal care
- All agencies are required to have procedures in place indicating how and who will provide Interim Services
- Documentation of Interim Services, whether provided internally by the agency and/or through an interagency agreement arrangement, remains the responsibility of the assessment agency
What are Recovery Support Services?
According to the DDAP Treatment Manual, Recovery Support Services (RSS) are non-clinical services that assist individuals and families to recover from substance use disorders. These services complement the focus of treatment, outreach, engagement and other strategies and interventions to assist people in recovery in gaining the skills and resources needed to initiate, maintain, and sustain long-term recovery. RSS are not a substitute for necessary clinical services. Recovery Support Services include, but are not limited to, the following:
- Mentoring Programs, in which individuals newer to recovery are paired with Certified Recovery Specialists, to obtain support and advice on an individual basis and to assist with issues potentially impacting recovery (these mentors are not the same as 12-step sponsors)
- Training and Education utilizing a structured curriculum relating to addiction and recovery, life skills, job skills, health and wellness that is conducted in a group setting
- Family Programs utilizing a structured curriculum that provides resources and information needed to help families and significant others who are impacted by an individual’s addiction
- Telephonic Recovery Support (recovery check-ups) designed for individuals who can benefit from a weekly call to keep them engaged in the recovery process and to help them maintain their commitment to their recovery
- Recovery Planning to assist an individual in managing their recovery
- Support Groups for recovering individuals that are population focused (i.e. HIV/AIDS, veterans, youth, bereavement, etc.)
- Recovery Housing (for parameters in funding this RSS, please see Section 6.04 in DDAP Treatment Manual)
- Recovery Centers where recovery support services are designed, tailored and delivered by individuals from local recovery communities
- Intensive Case Management Services (ICM)
- Mothers Overcoming Mood-Altering Substances (MOMS)
- Mobile Engagement Services (MES)
- Center of Excellence (COE)
What are the important elements of the AOC 13 and AOC 14 consent forms?
- Correct spelling and legal name of the individual
- The appropriate and specific facility that either completed the assessment or is being referred to a specific facility for treatment. Please note that just the company name is not sufficient. For example, if you are referring an individual to Gaudenzia, the specific name of the individual program should be listed
- Each check box should be checked individually, not a straight line through the boxes
- The expiration date - only one box should be checked
- Accepted or Refused should be appropriately checked
- Signatures of the individual and the witness
- The date the individual and the witness signed must be the same.
- If the person completing the form makes a mistake the proper way to edit the form is to cross out the mistake, initial it, and make the correction
- White Out is forbidden to be used to make corrections
When should I check "other" on the AOC 13 or AOC 14 consent forms?
"Other" should be checked only if there is something the individual would like to disclose that is not listed currently on the consent form. Use the blank line provided on the form to specify what “other” is. If this is not completed, the consent will be null and void.
Which expiration date should be checked on the AOC 13 and AOC 14 consent forms?
If the individual is involved with the criminal justice system, the first box should be checked. The expiration date should be a specific date in which the consent will expire, but should be no more than one year from the date of signature.
If the individual is not involved in the criminal justice system, the second box should be checked. You will not need to list the expiration date, it is already indicated.
If "other" is checked, the date must be specified on the consent form.
Should I complete a consent if other agencies will be or are involved in the individual's treatment/assessment?
Yes, the AOC 13 consent form should be completed for all agencies who will be providing ancillary services to the individual. This is to promote collaboration between agencies and BCDAC, Inc. for the positive welfare of the individual seeking treatment services.
