Common use of Documentation Requirements Clause in Contracts

Documentation Requirements. (A) The Contractor shall document: (1) The date and time of all Initial Contacts; (2) Whether the Initial Contacts requiring Emergency Services are by telephone or on a walk-in basis; (i) the date and time of 30-minute follow-up clinical screenings for emergencies; (ii) the date and time of the emergent initial face-to-face appointment offered (if applicable); and (iii) the date and time of the Urgent and Non-Urgent initial appointment offerings; (3) Whether the Contractor is able to offer a first face-to-face service within the required timeframe and, if not, the reason; (i) if the Contractor cannot offer the first face-to-face service within the required timeframe, this constitutes and Action if the Enrollee is not satisfied with waiting beyond the required timeframe. If applicable, the Contractor shall send the Enrollee a Notice of Action at the time it is determined that the Contractor cannot offer an appointment within the performance standards; (4) The status of scheduled first face-to-face appointments: if they are kept, broken, cancelled and/or rescheduled by the Enrollee, or rescinded and rescheduled by the Contractor due to Contractor limitations and the date of any rescheduled appointments. (i) If the Contractor must rescind and reschedule a previously offered and scheduled appointment for the first face-to-face service, and as a result will exceed the required timeframe, this constitutes an Action if the Enrollee is not satisfied with waiting beyond the required timeframe. (ii) If applicable, the Contractor shall send the Enrollee a Notice of Action at the time it is determined the Contractor cannot meet the performance standard. (B) The Contractor shall maintain documentation of the performance and report performance when requested by the Department using the Department’s report template.