Wraparound resources should be identified and utilized to build upon family strengths and address needs. Flex Funds are intended to supplement informal/volunteer resources and to improve the family and community’s ability to meet the service needs of children/young adults up to age 21. Child/young adult up to age 21 MUST be enrolled in a mental health, developmental disability and/or substance use (MH/DD/SU) treatment service managed by Alliance.

Overview

Flex Funds are to be targeted for children/young adults up to age 21 and families as determined by the Child and Family Team (CFT) or Care Review Team, when appropriate.

  • All other sources of available revenues (i.e. Medicaid, Emergency Assistance, community partners) must be ruled out, and documented as ruled out, before Flex Funds may be accessed.
  • All scholarships and/or sliding fees should be pursued prior to applying for Flex Funds, and the CFT should make every attempt to access no-cost, informal community supports.
  • The use of Flex Funds should be cost-effective.
  • Flex Funds may be requested once per fiscal year per child/young adult up to age 21 and shall not exceed $250.00. The $250 limit applies to the request as a whole even if the funds being requested would be used to assist the child/young adult up to age 21 who is enrolled in a MH/DD/SU service along with other family members. If multiple children/young adults up to age 21 in one family could benefit from the use of Flex Funds, separate requests could be submitted for each child/young adult up to age 21 who is enrolled in a MH/DD/SU service.
  • Special consideration for funding above $250.00, or for more than one request per fiscal year per child/young adult up to age 21, will be reviewed based on the therapeutic needs of the child/young adult up to age 21 and the service/support being requested.
  • The need for Flex Funds must be specifically documented in the Person Centered Plan (PCP) for recipients of an enhanced MH/SU service, Individual Support Plan (ISP) for recipients of Innovations waiver services, or outpatient treatment plan if the child/young adult up to age 21 is not enrolled in an enhanced MH/SU service or Innovations. The documentation on the PCP, ISP, or outpatient treatment plan should indicate how the use of Flex Funds would help meet the service needs of the child/young adult (up to age 21).  The PCP, ISP, or outpatient treatment plan must be uploaded into Alpha for review by the System of Care Coordinator prior to approval/denial of Flex Funds.
  • Only requests showing therapeutic benefit for the child/young adult up to age 21 shall be approved. Flex Funds might be requested for the following:
    • Services/goods for the child/young adult up to age 21 and/or family
    • Services/goods to help strengthen the natural system of care or support for a child/young adult up to age 21 and their family
    • Family support and sustenance which would enable the guardian/family to participate in treatment or improve the support for the child/young adult up to age 21
    • Educational and vocational services not otherwise available or provided by the local school system
    • Medical services not otherwise covered (i.e. eating disorder evaluation, independent living services/supports)
    • Interpersonal and recreational skill development
    • Additional positive reinforcers as determined by the CFT.

This is not a complete list, nor does inclusion on this list guarantee approval of a request. Please note that Flex Funds cannot be used to purchase gift cards or gas cards.

Procedure

  • Provider completes Flex Funds Request Form. Request Form should be typed and signed/dated by both the parent/legal guardian and provider/CFT coordinator. Provider talks with vendor to make sure vendor is agreeable to receiving check from Alliance, to obtain accurate mailing address for vendor and name of addressee, and to obtain a valid W-9 and Vendor Profile Form from the vendor. W-9s and Vendor Profile Forms are required by Alliance’s Finance Department. Provider ensures that revised PCP, ISP or outpatient treatment plan is available in Alpha for System of Care Coordinator to review. Refer to the sixth bullet under “Section III Overview” for details related to the PCP, ISP or outpatient treatment plan.
  • Provider submits completed Flex Funds Request Formvendor’s W-9 and Vendor Profile Form to the System of Care Coordinator via email*. (*All Flex Funds requests sent via email MUST be encrypted to ensure protection of personal health information. For information on how to send an encrypted email to Alliance staff. See page 6 of Zixmail tutorial.)
  • System of Care Coordinators by site:
    Cumberland:  Sharon Glover, [email protected]
    Durham:  Ashley Bass-Mitchell,  [email protected]
    Johnston:  Tanisha Holder,  [email protected]
    Wake:  Clarette Glenn, [email protected]
  • If the Flex Funds request is incomplete (e. g., missing or incomplete information about Flex Funds on the PCP/ISP/outpatient treatment plan, missing W-9, missing parent/legal guardian’s signature), the System of Care Coordinator will contact the provider (Requestor) to request the missing information or items. The System of Care Coordinator will not be able to review the request until all required information and items are available.
  • Once the Flex Funds request includes all required elements, the System of Care Coordinator will review the request within 5 business days.
  • The System of Care Coordinator sends email notification of payment decision to Provider Contact (Requestor) and forwards approved Flex Funds request to Alliance’s Finance Department.
  • Alliance’s Finance Department processes approved Flex Funds requests on Thursdays, and efforts are made to mail checks to vendors on Fridays. If a check cannot be mailed on Friday, the check will be put into the mail the following Monday.


Page last modified: February 19, 2019