(1) The organization and management of all state approved programs shall ensure that:

(a) The program has written policies and procedures required by this subchapter.

(b) The program will develop and conduct annual program evaluations or review to assess the quality, appropriateness, and efficacy of treatment services provided. This review should examine the following:

(i)  admission criteria/intake process;

(ii) assessments;

(iii)  treatment planning;

(iv) documentation of implementation of treatment services;

(v) discharge and continuing care planning; and

(vi) indications of treatment outcomes.

(c) The program will monitor the following treatment outcomes:

(i) demographics;

(ii) no shows;

(iii) wait times;

(iv) abstinence and reduction of the use of substances;

(v) involvement with the criminal justice system;

(vi) stable employment, school, or training;

(vii) housing stability;

(viii) retention in services;

(ix) perception of care;

(x) social connectedness; and

(xi) use of evidence-based practices.

(d) Client records are retained according to the following guidelines:

(i) If a state approved chemical dependency program is receiving public funds through a contract, grant or written agreement with federal, state, county or city agencies, records must be retained 5 years beyond the termination date of said contract, grant, or written agreement. Records shall be retained beyond the 5 year period if an audit is in process or if any audit findings, lawsuits, or claims involving the records have not been resolved. The retention period for each year's records starts from date of submission of the annual or final report of expenditures (financial status report or equivalent) .

(ii) If a state approved program is not receiving public funds (federal, state, county or city), records must be retained 5 years beyond the fiscal year end (June 30th) in which that client was most recently discharged from that program. Records shall be retained beyond the 5 year period if an audit is in process or if any audit findings, lawsuits, or claims involving the records have not been resolved.

(e) Facilities and offices are clean and well maintained.

(f) Accounting and fiscal procedures are adopted which ensure financial accountability and meet all federal, state, and county requirements.

(g) A sliding fee schedule is adopted based on ability to pay for all individuals receiving treatment services provided by state approved programs. (53-24-108(4), MCA).

(h) The program maintains general liability insurance and professional liability insurance.

(i) Client records and documentation adhere to requirements described in the BHDD Medicaid Manual and ARM 37.85.414.

(j) Programs will submit quarterly updates to the department to ensure contact information, organizational chart, locations, hours of operation, and services provided are up to date.