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X (A). MONITORING AND AUDITS

GOAL: Continue to maintain and update as necessary the monitoring policy, tool and findings report to reflect updates to business processes within clinic operations and Crossroads. External and internal monitoring tools will be maintained and updated as necessary for compatibility with Crossroads as well as modernized service delivery models. State Agency (SA) Program Integrity Coordinator will provide training to local agency directors and/or designated staff regarding revised monitoring tools and business processes.

METHODOLOGY: Until such time that the pending change request and tickets are resolved related to the Monitoring and Analysis section within Crossroads, West Virginia will not have the capability to complete monitoring within the Crossroads application. The SA will continue to provide training to Local Agency Directors on revised paper monitoring tools and the working functions of the Monitoring and Analysis section of Crossroads.

The revised monitoring tools are used to increase effectiveness of the monitoring process, both internal and external. Even though the Monitoring and Analysis section of Crossroads is not fully functioning, the web-based aspect of the program still will increase flexibility and provide opportunities to complete major portions of chart reviews prior to onsite visits, thereby reducing disruption of clinic flow created by the monitoring visits.

EVALUATION: The evaluation process will consist of a review of local agency internal monitoring reports, and the number of written monitoring findings and responses. External reports will also be evaluated on an ongoing basis to determine alterations in monitoring processes. Overall evaluation will be more efficient once the Monitoring and Analysis section of CrossRoads is implemented. Once implementation of this system an evaluation of current and future fiscal year monitoring will be accessible in one area to provide an analysis of each Local Agency Monitoring S.W.A.T. (strengths, weaknesses, opportunities, and threats).

STATUS: The Program Integrity Coordinator position was vacant from April 28, 2023 through March 25, 2024. Although a draft internal and external monitoring tool was introduced for Local Agency comment in February 2023, the policy and tool revisions stalled because of this position vacancy as well as focus on service delivery redesign in response to extended waivers through September 2026.

The Program Integrity Coordinator is currently learning the system and will be knowledgeable in all aspects of Internal and External monitoring within the monitoring and analysis process in Crossroads and share this