Family Planning Program Guidelines

for SFY 2017


Program Purpose
The Kansas Title X Family Planning Program provides individuals the information and means to exercise personal choice in determining the number and spacing of their children and provides access to additional health services that lead to the overall improvement in the health of those individuals (prioritizing services to low-income and high risk individuals).

Funding
Based on the availability of State and/or Federal funds, the State Agency determines the base award for each Local Agency (grantee) on the 3-year average of the number of unduplicated Family Planning Users (clients) served by the Local Agency. Additional funds available at the state level are distributed to Local Agencies (grantees) based on performance and need data. The State Agency reserves the right to modify in its sole discretion, the funding criteria used in the award process. Funding is also subject to legislative and policy priorities.

Local Agency continuation grants are funded equal to at least 80 percent of the previous year's base award. The remaining 20 percent of funds may be allocated based on performance data. The amount of funding a Local Agency requests in the grant application should be based on the actual cost to provide services.

If the Local Agency’s unduplicated number of Family Planning Users for a 3-year average falls below 50, the State Agency may discontinue funding the Local Agency.

A.  Match
Local Agency matching funds must be equal to or greater than 40 percent of grant funds awarded. Program revenues may be utilized to meet the match requirement.

B.  Program Revenue
Local Agencies (grantees) must establish a Schedule of Fees for Family Planning services and supplies based on guidelines contained in the Kansas Health Services Manual, Family Planning/Women’s Health (see section C. Services under Specific Program Information below.). Funds generated from program revenue must be used to support the maintenance/expansion of family planning services only. These funds will be carried forward from year to year. The grant application budget for Family Planning must reflect the total program budget including grant funds, projected fee collections, Title XIX, third-party reimbursements and donations plus any unexpended revenue carryover (prior grantees only) from the previous year’s budget.

Specific Program Information

A.  Eligibility/ Legislative Priorities
Funding is subject to legislative and policy priorities. The Kansas Legislature established two priorities related to contracting for the delivery of family planning services funded by this Program. Priority is given to public entities (state, county, and local health departments and health clinics). Remaining funds may be distributed to non-public entities such as hospitals or federally qualified health centers that provide comprehensive primary and preventative care in addition to family planning services.

B.  Application
To apply for funding, the applying Local Agency must fill out a Family Planning application in Catalyst
(www.catalystserver.com).

New applicants can request to be set up in Catalyst and receive a username and password by contacting: support@shpr.org.

Before starting an application, it is requested the applying Local Agency complete the following training courses on Kansas TRAIN (ks.train.org):
  •   Catalyst Training 1: Catalyst Navigation (Course #1054439)
  •   Catalyst Training 2: Application Process Overview in Catalyst (Course #1054483)
  •   Catalyst Training 3: Application Management in Catalyst (Course #1054567)
  •   Catalyst Training 4: Applying for Funding Announcement(s) in Catalyst (Course #1054672)

Applications are available on January 15, 2016 and are due on March 15, 2016.

The application budget must include expenses for staff to attend education updates. In order to advocate for increased funds, documentation of pharmaceutical expenses must be included in the detailed budget. Please contact State Program Staff for additional information regarding the application process.

C.  Services
Please refer to the Department of Health and Human Services’ Program Requirements for Title X Funded Family Planning Projects and Providing Quality Family Planning Services located at the web links below for more detailed information regarding Family Planning Services.  Another valuable guidance document is the Kansas Health Services Manual, Family Planning/Women’s Health for more detailed information on Family Planning services which must be provided by Local Agency grantees (please contact State Program Staff to request this document).

https://www.hhs.gov/opa/sites/default/files/ogc-cleared-final-april.pdf(Program Requirements for Title X)
http://www.cdc.gov/mmwr/pdf/rr/rr6304.pdf (Quality Family Planning Services)

General requirements each Local Agency must fulfill include:

1)   Assure that skilled personnel, equipment and medical back-up services are available to provide the required services.
2)   Create and maintain an Advisory Committee to review and approve family planning informational and educational materials, and provide guidance in the development, implementation and evaluation of the project.
3)   Provide for community education programs which: a) enhance community understanding of the objectives of the project; b) inform potential clients of the availability of services; and c) encourage continued participation by persons to whom family planning may be beneficial. Community education and outreach activities should be based on an assessment of community needs, and have both implementation and evaluation components.
4)   Handle Family Planning pharmaceuticals purchased through the Office of Pharmacy Affairs (OPA) 340B Drug Pricing Program in compliance with OPA’s guidelines.
5)   For delegate agencies whose sub-contractor(s) purchase Family Planning pharmaceuticals for their clients through the Office of Pharmacy Affairs (OPA) 340B Drug Pricing Program, a mechanism must be in place that allows for allocating a proportional amount of the Family Planning grant award to the subcontractor(s) in order to meet the OPA expectation that entities covered by Title X Family Planning receive grant funds for clinical services.
6)   Establish a Schedule of Fees/Discounts (charges) for Family Planning services and supplies based on a cost analysis. A Schedule of Discounts must be developed and implemented with sufficient proportional increments so that inability to pay is never a barrier to service for clients. This schedule will be based on the current year’s Federal Poverty Guidelines. The Local Agency will be required to submit to KDHE the most recent Schedule of Fees/Discounts in the grant application and (if a current grantee) in the Program Progress Report due April 15.

D.  SFY 2017 Outcome Objective
All client records with Pap test results showing epithelial cell abnormalities (ASC or more severe) will have documentation of client notification, and appropriate referral and/or follow-up recommendations within 6 weeks of the date the Pap smear was read.

E.   SFY 2017 Program Objectives to Increase Number of Family Planning Users Served
In setting objectives for SFY 2017, please review the latest data available from the state data system. The applicant must set objectives in each of the following areas:

1)   Provide Family Planning services to #        Users (clients).
2)   Increase the number of high-risk (age 19 & under) Users (clients) receiving services from #       in Calendar Year (CY) 2016 to #      in CY 2017.
3)   Increase the number of low-income (at or below 100 percent poverty) Users (clients)
receiving services from #      in CY 2016 to #           in CY 2017.
4)   Remain in compliance with clinical indicators on quarterly reporting forms.

F.   Program Protocols
1)   The Local Agency (grantee) will develop and have on file written local program policies and procedures for services to be provided based on program standards and guidelines contained in the Kansas Health Services Manual, Family Planning/Women’s Health.
2)   As appropriate, the Local Agency will have on file current APRN protocols and authorization for collaborative practice as required by the Kansas State Board of Nursing.

G.  Other Program Requirements
1)   The Local Health Agency will provide for orientation and training of new staff. Staff will participate in the annual KDHE Family Planning update.
2)   Onsite monitoring and technical assistance visits are conducted by the State Agency. A corrective action plan for issues identified during the site visit will be established and implemented.
3)   For multi-agency grants only, the delegate agency shall provide each agent/sub-contractor with a completed grant application, contract, and reporting instructions, and will have on file a signed memorandum of agreement with each agent/sub-contractor which includes provisions for record keeping and providing matching funds if required. A copy of the signed memorandum of agreement with each agent/sub-contractor shall be on file with the State Agency.
4)   For the Local Agency and its agents or subcontractors who are providing required core Family Planning services off-site, a copy of the signed agreement between the provider(s) and the Local Agency shall be on file with the State Agency.

Reporting Requirements

A.  Detailed Client Encounter Data Collection
Submit detailed client encounter data in a timely manner in accordance with the guidance provided by the Children and Families Section, Bureau of Family Health. All required client and visit data must be collected and entered into the web-based shared measurement system, DAISEY, by the 10th of each month. Access to necessary equipment and secure internet service is required.

In order to meet federal reporting requirements, all calendar year client encounter data must be submitted to the State Agency within 15 days of the end of the calendar year.

B.  Quarterly Financial Status Reports (formerly known as Affidavit of Expenditures)
Submit the Financial Status Reports (FSR) in Catalyst on a quarterly basis. The source and amount of funds received during the reporting period supporting activities within the scope of the Local Agency’s Title X Family Planning Services grant must be identified on the FSR. These reports are due fifteen (15) days following the end of the calendar quarter (October 15, January 15, April 15, July 15).

C.  Quarterly Program Progress Reports
Submit a Family Planning Program Progress Report (PR) in Catalyst on a quarterly basis. All sections of the PR must be addressed, which includes information on Encounter Time, Pap test, HIV Reporting, Program Narrative and Outreach/Educational Activities. These results are due fifteen (15) days following the end of the calendar quarter (October 15, January 15, April 15, July 15). The Local Agency will be required to submit to KDHE the most recent Schedule of Fees/Discounts in the grant application and (if they are a current grantee) in their Program Progress Report due April 15.

D.  Quality Improvement (QI) and Client Satisfaction Programs/Procedures
The Local Agency is required to have in place a Quality Improvement process to regularly review and strengthen the quality of services provided by their Family Planning Program. This includes the development and use a method/tool to measure client satisfaction levels (such as a client satisfaction survey or something similar). The review for both Quality Improvement and Client Satisfaction must be performed on an on-going basis.


FAMILY PLANNING REPORTING SCHEDULE

Quarter

Grant Reporting
Period

Due Date

Forms Due in Catalyst

1

07/01-09/30

October 15

  •   Financial Status Report (FSR)
  •   Family Planning Progress Report

2

10/01-12/31

January 15

  •   Financial Status Report (FSR)
  •   Family Planning Progress Report

3

01/01-03/31

April 15

  •   Financial Status Report (FSR)
  •   Family Planning Progress Report

4

04/01-06/30

July 15

  •   Financial Status Report (FSR)
  •   Family Planning Progress Report

 

State Program Staff (Contacts)

Kristi D. Wilson, Director
Reproductive Health and Family Planning Program
785-296-1304 kwilson2@kdheks.gov

Family Planning Administrative Consultant – Vacant

Family Planning Clinical Consultant – Vacant