15 | Audit of Contracted Human Services August 2024 Management Response Sarasota County funds represent a small portion of overall program budgets. Because agencies receive additional funding within the program and an agency at whole, in an effort to ensure geographic and equitable program coverage, beginning in fiscal year 2018, aggregate demographic data began to be collected that includes such information as gender, family income, race, age, and zip code of residence. Staff conduct annual on-site monitoring to verify reports. If the agency does not have the ability to download a report from an automated data system then CHS will do an on-site payment review for that payment timeframe. Supporting documentation that is routinely verified for sufficient evidence of services provided and is maintained in the CHS office includes, at a minimum, HIPPA complaint client identification for service accessed, sign-in sheets, calendar of events, date of service, county of residence, number of classes taught, days of attendance, number of meals served, number of counseling session provided, staff hours provided in contact with clients, number of shelter/mental health and substance abuse treatments beds utilized, and lists of assistive equipment for clients. Staff maintain a list of agencies who have the ability or not to provide a system generated report. If they do not have the ability to provide the system generated report, the document includes the additional information collected and date of on-site review. Contracted Human Services staff are working on a document that aligns with the recommendations that provides confirmation of the internal reviews that enables a third-party reviewer to verify that agencies are meeting their contractual obligations.
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