Regional Center Purchase of Services (POS) Expenditure Data Limitations

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Regional Center Purchase of Services (POS) Expenditure Data Limitations


The following is information about the San Gabriel/Pomona Regional Center (SG/PRC)’s purchase of services (POS) data for the 2015-2016 Fiscal Year, as required by section 4519.5 of the Welfare and Institutions Code (WIC) -- included in the sections of WIC known as the Lanterman Developmental Disabilities Services Act or Lanterman Act.

It is important to understand the limitations in the data when trying to interpret the information.

1.  Purchase of Services (POS) Costs

The POS data represent the cost of services that the San Gabriel/Pomona Regional Center (SG/PRC) paid to vendored service providers on behalf of the client or his/her family. This POS expenditure does NOT include the cost of services that clients or their families received during 2015-2016 Fiscal Year that were paid for by the following entities:

  • Supplemental Security Income
  • Medi-Cal, including for residential placement in Intermediate Care Facilities (ICFs)
  • School Services
  • Private insurance or Managed Care Plans
  • California Children’s Services
  • Department of Mental Health
  • Medicare
  • In-Home Support Services
  • Other generic agencies or supports

The POS expenditures reports represent payments made as of November 30, 2016 for the 2015-2016 Fiscal Year.  SG/PRC may still make payments for services provided for the 2015-2016 Fiscal Year until June 2017.

2.  Client Count

The total number of clients who receive services during any given fiscal year will be greater than the regional center’s actual “caseload”. An expenditure for a client is included in the data if the client received a funded service from SG/PRC at any time during the fiscal year. 

A client who received a single service once during the year is counted the same as a client who received ongoing service on a monthly basis. The client is also counted regardless of their current status with SG/PRC.  The data may include those whose current status is closed or if they had transferred to another part of the state.  The client count also includes those who have not received any service paid by SG/PRC during the fiscal year.

3.  Contract Purchase of Services Expenditures

Due to the limitations of the regional center uniform fiscal system (UFS), POS expenditures data do not include payments that are paid under a “contract”, such as a transportation contract in which the costs of trips are shared with other passengers on the vehicle. Another example is supported employment group services, in which the hourly cost of the job coach is shared across all clients receiving support on that given hour of the work day.  Currently, UFS is unable to allocate “contract” expenditures to specific clients.  Therefore, the total amount of POS expenditures reported will not reconcile with the SG/PRC’s actual POS expenditures for Fiscal Year 2015-2016.

4.  Authorized Services

When services are “authorized”, that means that funds are “encumbered” or held in reserve so that the funds are available when needed to pay for services. All services must be documented in the Individual Program Plan (IPP) or the Individualized Family Services Plan (IFSP) before they are authorized. 

5.  Individual Program Plan/Individualized Family Service Plan

All services provided through the regional center area a result of a planning team that included the client, family members, others invited by the client (or the client’s legal representative) and a San Gabriel/Pomona Regional Center Service Coordinator.  For those under the age of three years (0 through 2 years) participating in the Early Start program, the planning team will develop an Individualized Family Service Plan (IFSP).  For those clients three years old and older, the planning team will develop an Individual Program Plan (IPP).

6.  Utilization of Services/Expenditures

 When services identified in the IPP/IFSP are provided to the client and the vendor/service provider bills the regional center, then the encumbered funds are utilized or expended.  Therefore, expenditures and utilization of POS are terms that mean the same thing. When encumbrances of POS are not routinely adjusted for non-utilization, then there is a lower utilization or expenditure rate. The other way to say it is that there is a greater disparity between the authorization and the utilization or expenditure because the encumbrance has not been adjusted.  For example, if a family chooses not to use a service and does not inform SG/PRC to terminate the encumbrance of funds, then there is non-utilization of POS and a disparity between the authorization and the utilization/expenditure exists. 

7.  Grouping of Purchase of Service Costs

There are many clients who have more than one diagnosis that makes them eligible for regional center services.  In the summary report called Purchase of Service Expenditures by Diagnosis and the report Consumers with No Purchase of Services by Diagnosis, the clients with multiple diagnoses will be counted in every category for which they have a diagnosis.  As an example, a client with a diagnosis of both cerebral palsy and epilepsy will be counted in both the cerebral palsy and the epilepsy categories. Therefore, the sum or total of the clients reported in all categories will be larger than the total number of clients served by SG/PRC.

8.  Category 5 Clients

Clients listed in Category 5, according to Welfare and Institutions Code section 4512, are individuals who have “..disabling conditions found to be closely related to intellectual disability or to require treatment similar to that required for individuals with intellectual disability, but shall not include other handicapping conditions that are solely physical in nature.

9.  Ethnicity

The ethnicity groups were provided by the Department of Developmental Services (DDS) and were based on previous groups used by DDS in reporting client demographic data.

10.  Residence

Data regarding the residence of clients is included.  In many cases, the cost of services for a client is affected by the client’s living arrangements.  For example, clients residing in an Intermediate Care Facility (ICF, ICF-DD/H, ICF-DD/N) will not have SG/PRC POS expenditures for residential care because the ICF residences are paid for by Medi-Cal, as these are facilities providing intermittent nursing care. Clients living in Community Care Facilities will have POS expenditures for residential care paid for by SG/PRC; but they may also have POS expenditures for day or employment services as well as transportation.