Need for Services Schedule

Use this procedure to record a need for services schedule.

Process Steps:

To record the need for services standard schedule:

The Need for Services Standard Schedule page displays.

The VaCMS repeats the standard schedule each week for the entire duration of the child’s authorization status, which ends on the last day of the Fiscal Year or the day before a future discontinued authorization status. Review and update the schedule in the Need for Services Standard Schedule (Calendar) page. The total hours entered per day cannot exceed 24 and per month cannot exceed 300. The VaCMS calculates encumbrance based on the schedule entered. If the cost of care determined by the encumbrance calculation exceeds the amount of funding remaining for the FIPS and budget line, the VaCMS takes the following action: In the case of a fee-based funding program a validation message is displayed as notification to update the child’s authorization status to waiting list before the schedule information can be saved. If the funding program is not fee-based, a validation message is displayed as notification that sufficient funding is not available for the funding program selected.  The schedule information can only be saved when sufficient funds are available. A worker can only increase the standard schedule retroactively effective from the present day plus eight prior days.

1. Enter an Effective Begin Date for the schedule.

1. The Effective Begin Date field is defaulted to the authorization Effective Begin Date recorded in the Authorization Status information page.

2. Enter the number of Hours of care authorized for each day of the week.

3. Click Save + Continue.

   • The need for services standard schedule is recorded and repeated each week for the duration of the authorization.

   • The Need for Services Schedule (Calendar) page displays.

4. Review the Need for Services Schedule (Calendar).

   • Select the Month and Year from the dropdown menus.

5. Click Refresh.

   • The page refreshes to display the Need for Services Schedule for the month and year selected.

6. If the need for services schedule is accurate, click Next.

   • The need for services schedule has been recorded and the authorization driver flow is complete.

7. To record deviations from the standard schedule, click the edit icon next to a week that deviates from the standard schedule.

   • The Need for Services Schedule Non-Standard page displays.

1. .	A non-standard schedule always overrides a standard schedule. The VaCMS recalculates encumbrance based on the non-standard schedule.

8. In the Details section:

   • Enter the number of Hours of authorized care the child requires each day.

9. To repeat the non-standard schedule for future weeks:

1. • Select an appropriate option from the Repeat Each dropdown menu.

   • Enter a date in the Repeat Until field.

   • The non-standard schedule repeats until the date in the Repeat Until field.

The VaCMS does not permit entering two non-standard schedules for the same week, which can occur when non-standard schedules are repeated. Cancel an existing non-standard schedule before entering a new one.   Cancel an existing non-standard schedule for the VaCMS to consider the standard schedule for that week. When canceling a non-standard schedule, the VaCMS does not consider information in the Repeat Each or Repeat Until fields. A worker can only increase the non-standard schedule retroactively effective from the present day plus eight prior days.

10. To cancel a non-standard schedule:

    • Select the Cancel checkbox next to the date.

11. Click Submit.

1. • The Need for Services Schedule (Calendar) page displays.

   • Proceed to Approve an Authorization.

Results of the Procedure:

The need for services schedule is recorded.

Updated 05/02/2014