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HomeMy WebLinkAboutAmendment to M-23-257.pdf 1 AMENDMENT TO INTER-DEPARTMENTAL AGREEMENT 2 THIS AMENDMENT to INTER-DEPARTMENTAL AGREEMENT is made and entered into this 3 29th day of August 2024, by and between the COUNTY OF FRESNO, DEPARTMENT OF 4 SOCIAL SERVICES, hereinafter referred to as "DSS", and the COUNTY OF FRESNO, PROBATION 5 DEPARTMENT, hereinafter referred to as "PROBATION". 6 WITNESSETH: 7 WHEREAS, DSS and PROBATION entered into Inter-Departmental Agreement No. M-23-257, 8 dated January 1, 2023, to address California statue (AB 133 Health; Chapter 143) mandating all counties 9 implement pre-release Medi-Cal enrollment and suspension processes as part of the Providing Access and 10 Transforming Health (PATH) Justice-Involved Capacity Building Program; and 11 WHEREAS, DSS and PROBATION now desire to amend the Inter-Departmental Agreement in 12 order to update responsibilities related to PROBATION's implementation of an electronic California 13 Advancing and Innovating Medi-Cal (CaIAIM) module and 90-day pre-release services. 14 NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which is 15 hereby acknowledged, the parties hereto agree as follows: 16 1. All references in the Inter-Departmental Agreement to "Exhibit A" shall be amended to 17 read "Revised Exhibit A". Revised Exhibit A shall be attached and incorporated by this 18 reference. 19 2. That the following be inserted in Section 8 "Confidentiality and Medi-Cal Privacy" of the 20 Inter-Departmental Agreement located at page 3, beginning line 13: 21 "To address situations where an individual in custody of PROBATION will be a resident of 22 a county other than DSS that is signatory to this Inter-Departmental Agreement, the 23 commitments of PROBATION under this Inter-Departmental Agreement to protect 24 confidential information shall also apply to confidential information exchanged with such 25 other county. This provision is not intended to impose any new obligation on the county 26 signing this Inter-Departmental Agreement with regard to any inter-county transactions." 27 3. That parties agree that this Amendment may be executed by electronic signature as 28 provided in this section. -1- 1 a. An "electronic signature" means any symbol or process intended by an individual signing 2 this Amendment to represent their signature, including but not limited to (1) a digital 3 signature; (2) a faxed version of an original handwritten signature; or (3) an electronically 4 scanned and transmitted (for example by PDF document) version of an original 5 handwritten signature. 6 b. Each electronic signature affixed or attached to this Amendment (1) is deemed equivalent 7 to a valid original handwritten signature of the person signing this Amendment for all 8 purposes, including but not limited to evidentiary proof in any administrative or judicial 9 proceeding, and (2) has the same force and effect as the valid original handwritten 10 signature of that person. 11 c. The provisions of this section satisfy the requirements of Civil Code section 1633.5, 12 subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3, Part 13 2, Title 2.5, beginning with section 1633.1). 14 d. Each party using a digital signature represents that it has undertaken and satisfied 15 the requirements of Government Code section 16.5, subdivision (a), paragraphs (1) 16 through (5),and agrees that each other party may rely upon that representation. 17 e. This Amendment is not conditioned upon the parties conducting the transactions under it 18 by electronic means and either party may sign this Amendment with an original 19 handwritten signature. 20 Both parties agree that this Amendment is sufficient to amend the Inter-Departmental 21 Agreement, and that upon execution of this Amendment, the Inter-Departmental Agreement and this 22 Amendment together shall be considered the Inter-Departmental Agreement. 23 This Inter-Departmental Agreement, as hereby amended, is ratified and continued. All 24 provisions, terms, covenants, conditions and promises contained in the Inter-Departmental Agreement 25 and not amended herein shall remain in full force and effect. 26 /// 27 /// 28 -2- i 1 Executed and effective as of the date first above set forth. 2 3 COUNTY OF FRESNO COUNTY OF FRESNO DEPARTMENT OF SOCIAL SERVICES PROBATION DEPARTMENT 4 5 6 By: By: S�- Sarol ug y, Director Kirk H es, ief Probation Officer 7 Ig2o2Ll �' Z7 Date: Date: 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -3- Revised Exhibit A Page 1 of 2 SUMMARY OF SERVICES ORGANIZATIONS: Department of Social Services and Probation Department SERVICE: CaIAIM Justice-Involved Medi-Cal Pre-release Enrollment CONTRACT PERIOD: January 1, 2023— December 31, 2026 PROJECT DESCRIPTION: The County of Fresno Probation Department (Probation) and the County of Fresno Department of Social Services (DSS) shall exchange information necessary to implement the California State mandated Medi-Cal pre-release enrollment and suspend/unsuspend benefits processes for the Fresno County Probation Department juvenile justice-involved population. PROBATION RESPONSIBILITIES: • Provide access to an electronic roster to include names of recently detained individuals, recently incarcerated individuals with a known release date, and individuals released the prior week to select DSS staff. o Demographics for each listed juvenile to include: ✓ Date of birth ✓ Social security number ✓ Booking date ✓ Release date ✓ Address ✓ Mother's name, phone number, address, primary language ✓ Father's name, phone number, address, primary language ✓ Guardian's name, phone number, address, primary language • When Probation's "CaIAIM Module" is implemented in its electronic case management system "PRI MS", provide ongoing access to and training for use to designated DSS contact and/or select DSS staff for the purpose of obtaining and providing individual Medi-Cal eligibility and coverage status. • For individuals housed in the Juvenile Justice Campus (JJC) for 30 days or more, Probation will provide Medi-Cal pre-release application services to the individual and/or individual's families, by assisting the individual and/or their family member in the completion of pre-release Medi-Cal applications. • Submit to DSS via a secure method mutually agreed upon by Probation and DSS pre- release Medi-Cal applications. • Distribute Medi-Cal information and messaging relevant to the juvenile justice-involved population using fliers, posters and videos provided by DSS. • Use Medi-Cal coverage status information provided by DSS, including Client Index Number (CIN), to bill and claim for 90-day pre-release services and support reentry services. DSS RESPONSIBILITIES: • Access the electronic rosters maintained by Probation or Probation's CaIAIM Module once implemented in PRI MS on a weekly basis for the purpose of obtaining and providing individual Medi-Cal eligibility and coverage status and incarceration and release dates to: Revised Exhibit A Page 2 of 2 o Identify individuals' coverage for Medi-Cal by reviewing MEDS, Cal SAWs, or Covered California. Notify if the Medi-Cal determination is not expected to be complete before the individual's release (if the release date is known). Identify and highlight individuals who do not have Medi-Cal coverage. o Verify the current Medi-Cal benefit enrollment status of the individual and provide status, including CIN, to Probation. o Suspend Medi-Cal benefits of incarcerated individuals beyond 28 days. o Unsuspend Medi-Cal benefits of individuals upon notification of release from incarceration from Probation. For those released to another facility, other actions may be required. • DSS staff are required to complete the appropriate level of training (currently Security Awareness Training, Level 2) through CJISOnline.com before being granted access to Probation's electronic roster or Probation's CalAIM Module in PRI MS. This training is mandatory and shall be completed every two (2) years. • Provide to Probation the name of a designated contact for all communications, actions and issues related to DSS' access. The DSS designated contact shall: o Facilitate the training of DSS staff on the use of Probation's electronic rosters or CalAIM Module in PRI MS, and ensure that security awareness training through CJISOnline.com website is updated and renewed every two (2) years; o Submit request for new user access to the CalAIM Module in PRI MS through Probation Automation; o Notify Probation immediately when a DSS staff member no longer requires access to PRI MS; and o Review the list of DSS staff granted access to Probation's electronic rosters or PRI MS on an annual or as needed basis and provide updates to any necessary changes. • Receive and process individual Medi-Cal applications consistent with applicable laws, regulations, and time frames. • Provide initial and ongoing Medi-Cal application training and assistance to Probation staff as needed. • Provide to Probation Medi-Cal information, DSS contact information, and messaging relevant to the juvenile justice-involved population in the form of fliers, posters, and various other media. • For individuals housed in the JJC for less than 30 days, DSS will provide Medi-Cal pre- release application services to individuals and/or individual's families. MUTUAL RESPONSIBILITIES: • Meet quarterly, or at another frequency as mutually determined, to review processes and provisions contained within this MOU. • Provide and receive training on safeguarding of confidential information to include Personal Identifiable Information (PI I) and reporting requirements for unauthorize disclosure of confidential information or PII.