As of 10/1/2017, this manual has been retired. For current policies, procedures, and standards for the Texas Workforce Commission Vocational Rehabilitation Division, please refer to the following manuals:

In this manual, references to DARS now refer to TWC. The manual includes both links to public content and links to content available only to staff.

Chapter 2: Monitoring Process

2.1 Contract Monitoring

(Revised 07/12)

DARS monitors the purchase of products and services for DBS consumers. The monitoring process includes verification that

Service providers may be required to submit corrected reports or invoices for any that are found to be inaccurate or inadequate.

2.2 Monitoring Review

(Revised 07/12)

All DARS-contracted service providers are subject to periodic monitoring. The objective of programmatic and financial monitoring is to ensure that the provider complies with all

DARS may conduct contract monitoring through a variety of methods. Monitoring may be conducted as a desk review in a DARS office or as an on-site review at a provider's facility. A service provider's records related to the contracted provision of goods and services must be made available as requested by DARS.

Provider records must document compliance with applicable standards. Typically, DARS provides notice of upcoming monitoring, but may conduct unannounced monitoring reviews.

To schedule a routine review, DARS sends an appointment letter to the service provider. The appointment letter provides

DARS monitoring reviews typically consist of three parts:

At the entrance conference, the lead monitor (LM)

During the records review, the monitoring team reviews the provider's files and compares information in them with information in DARS files.

When the records review is finished, the exit conference is held. The exit conference is a meeting between the provider's staff and the monitoring team. The exit conference is usually held where the records review was completed, or may occasionally be a teleconference.

At the exit conference, the LM verbally communicates

2.2.1 Report of Monitoring Review Results

For routine monitoring reviews, the LM sends the contract service provider a written findings report. If no issues were noted, the provider receives a closeout letter.

In a findings report, DARS requests that the service provider submit

The service provider is responsible for implementing the CAP and for taking any other measures needed to correct all of the deficiencies noted.

2.2.2 Corrective Action Plan

If DARS has requested a CAP, the service provider must submit the following by the date requested in the findings report:

DARS may accept the CAP or require changes to it. If the service provider does not submit an acceptable CAP or make financial restitution when required, DARS may take adverse action against the provider in accordance with contract terms.

2.2.3 Monitoring Review Closeout

If there are no findings or when the monitoring team accepts the CAP, DARS sends the provider a monitoring review closeout letter.

2.3 Contract Noncompliance and Performance Deficiencies

(Revised 4/07, 07/12)

DARS may temporarily suspend a contract provider from providing services for reasons such as

Depending on the nature of the noncompliance, DARS may require the contract provider to return to compliance before providing further services.

DARS may take further adverse action in conjunction with or instead of requesting a corrective action plan. In serious noncompliance situations, DARS may terminate a contract or debar a provider from future DARS service contracts without allowing the provider to take corrective action.