CurrenthealthplanofsanjoaquinPolicy 13
Medi‑Cal Behavioral Health Student Loan Repayment Program
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Governs administration, monitoring, reporting, awards, post-award obligations, and breach/termination rules for MBH-SLRP grantees and applicants; affects applicants and grantees participating in the HCAI MBH-SLRP program.
Policy Summary
Payerhealthplanofsanjoaquin
PolicyMedi‑Cal Behavioral Health Student Loan Repayment Program
Policy CodePolicy Policy 13
Change TypeNo material changes
Effective Date
Next Review Date
Key ActionGrantees must notify the Program Officer by email within specified timeframes (15 or 30 calendar days) for status changes and submit Employment Verification Forms via the HCAI eApp Funding Portal every six months.
SourceLink
POLICY UPDATE CHANGES
No material clinical or coverage changes in this revision.
4 weeks/yearallowed practice-site absences
Every 6 monthsEVF frequency
Dec 31, 2033service obligation deadline
7 business daysaward acceptance window
Jul 1–Aug 15, 2025application window
Eligibility, Obligations, and Program Administration
Administrative and reporting criteria for applicants and grantees
Key administrative criteria and procedures for applicants and grantees.
HCAI reviews applications for required information and may reject applications that contain false, inaccurate, or misleading information.
Applicants must register and submit applications and all required documents through the HCAI eApp Funding Portal; applicants may apply to multiple HCAI programs but may accept only one award/service obligation at a time.
Grantees must submit an Employment Verification Form (EVF) via the HCAI eApp Funding Portal every six months during their service obligation according to HCAI's reporting schedule; additional EVFs are required if the service obligation is extended; no EVF is required after completion of the service obligation.
Grantees must notify the Program Officer by email within specified timeframes for status changes: within 15 calendar days for changes in full-time status (e.g., hours fall below thresholds), resignation, or extended leave; within 30 calendar days for changes to practice site and for changes to contact information.
Once the grant agreement is sent, the awardee has seven business days to accept (sign) or decline the agreement.
Grantee may terminate the grant agreement without penalty any time prior to payment issuance to the loan servicer by submitting a written email request; administrative close is irreversible and the grantee may not terminate after payment is issued.
Breach policy is implemented only after at least one payment has been made to the grantee's loan servicer; HCAI reserves the right to recover monies for failure to fulfill grant obligations (see Attachment B: Sample Grant Agreement - Section G: Breach).
Absences from the approved practice site in excess of four weeks per year may trigger suspension or waiver procedures and, if HCAI agrees, the service obligation will be extended for each day absent beyond four weeks per year, provided the extension does not fall on or after December 31, 2033.
HCAI may request post-award surveys during and up to five years after the Agreement Term concludes; participation is requested typically once or twice per year.
HCAI will score applications using the Attachment A evaluation tool and may preference applicants addressing geographic or setting gaps and those providing Medi‑Cal specialty behavioral health services.
Grant obligations, payment, reporting, breach, suspension, and administrative provisions
Key obligations, payment conditions, and breach/recovery provisions for grantees receiving loan repayment funds:
Provide full-time direct client care at an Approved Practice Site for the specified service obligation period; grantee may have up to four weeks per year away from the approved practice site for vacation, holidays, continuing professional education, illness, or other approved reasons (school-setting vacation exception applies).
Submit Employment Verification Forms (EVFs) every six months in accordance with the Agreement schedule; HCAI reserves the right to increase or decrease the number of required EVFs during the Agreement Term.
HCAI or HCAI's designee will issue a single payment directly to the grantee's loan servicer within the period of December 2025 to December 2026; payment is conditioned on the cooperation of the loan servicer and may be reduced if the grantee's loan balance is less than the award amount at payment time.
If the Grantee fails to start or complete the service obligation, HCAI may recover the total amounts paid for loan repayments and pursue collection by statutory methods; amounts owed must be paid within one year of HCAI's determination of breach and Grantee may be ineligible for future HCAI programs for material breach unless relief is obtained under the suspension/waiver provisions.
Extraordinary circumstances
- Waivers and suspensions may be granted for circumstances such as disability, death, military activation, loss of legal status, natural disaster, site closure, or temporary disability; suspension generally allows up to six months to reemploy with possible extensions if approved by HCAI.
Grantee must notify HCAI within 30 days of any change in employment or practice site; transfers require HCAI verification and approval and refusal to accept another approved site (or transfer to a disapproved site) may result in breach.
Agreement is subject to availability of funds; insufficient appropriation may void or amend the Agreement with no liability to HCAI.
Nothing relieves the Grantee of responsibility to repay their educational debts; HCAI may reduce the award amount and corresponding service obligation if payments must be reduced due to loan servicer cooperation or reduced loan balance.
The Agreement may be terminated under Executive Order N-6-22 if the grantee is determined to be a target of economic sanctions; State will provide at least 30 calendar days for the contractor to respond in writing prior to termination.
Grantee obligations and contract terms
Operational and compliance obligations for grantees under the Agreement.
Notify HCAI within 30 days of any change in approved practice site and submit required documentation; if the proposed transfer site is disapproved and the Grantee refuses assignment to another approved site, the Grantee may be placed in breach.
Voluntary resignation from an approved practice site without prior HCAI approval, or termination by the site for cause, must be reported immediately in writing and may result in placement in breach.
If Grantee becomes unemployed or is without a practice site, notify HCAI immediately in writing; Agreement may be extended for the period without a practice site up to six months (longer extensions may be requested but cannot extend the Agreement Term past December 31, 2033), provided unemployment is not due to termination for cause.
Maintain records and supporting documentation for a minimum of three years after final payment and permit HCAI, Department of General Services, the State Auditor, or their designees to review and copy records and interview staff; include similar audit rights in any subcontract.
Comply with nondiscrimination requirements (including Cal. Code Regs., Title 2, §11105 and related statutes) during performance of the Agreement; ensure that subcontracts include nondiscrimination and audit provisions and permit access for enforcement or verification.
Grantee is an independent contractor and not an agent or employee of the State; the Agreement is effective only when signed by both parties and Grantee must not commence performance until approval is obtained.
The Agreement is not assignable by the Grantee without HCAI's written consent; Grantee agrees to indemnify and hold the State harmless from claims arising from performance of the Agreement.
Dispute resolution requires continued performance by the Grantee during a dispute, informal discussion with the HCAI Program Representative, then written grievance to the Deputy Director with a ten working day response, and optional appeal to the Chief Deputy Director with a final decision within ten working days.
HCAI may terminate for cause and recover loan repayment amounts as of the date of termination; Governing law is the State of California and unenforceable provisions do not affect the remainder of the Agreement.
Required Notices, Reporting, and Payment Process
Documentation Required
Grantee notification and six‑month EVF reporting
Notify your HCAI Program Officer by email within the required timeframes for the following status changes, and submit EVFs via the HCAI eApp Funding Portal on the six‑month schedule: changes in full‑time status, resignation, leave of absence in excess of allowed time (15 calendar days notification); changes in practice site, or changes to name/mailing/phone/email (30 calendar days notification).
- 15 calendar days: any change in full‑time status (e.g., hours drop below 32 per week or 30 per week in a school setting), resignation, or leave of absence beyond permitted time. [[do not include chunk refs in body]]
- 30 calendar days: any change in practice site (contact Program Officer via email; if eligible you will receive a blank EVF to be completed by the new supervisor and returned for administrative review), and changes to name, mailing address, phone number, or email.
- Submit an Employment Verification Form (EVF) through the HCAI eApp Funding Portal once every six months during the service obligation per the schedule in this Agreement; additional EVFs required if service obligation is extended.
Billing Rule
Single payment to loan servicer — conditional on servicer cooperation
HCAI or its designee will issue a single payment directly to the grantee's identified loan servicer within December 2025 to December 2026; payment amount cannot exceed remaining loan balance and may be reduced or delayed if the loan servicer does not cooperate.
- Payment will be issued as one payment to the loan servicer identified in the application.
- If the grantee's loan balance is below the award amount at time of payment, the payment will be reduced to the remaining balance.
- Payment may be delayed or the award decreased or the Agreement terminated if the loan servicer fails to cooperate with HCAI's payment process.
Documentation Required
Submit EVFs and required documentation on schedule
Provide Employment Verification Forms and other requested documents to HCAI by the deadlines in the Agreement; EVFs are required every six months during the service obligation and may be increased or decreased by HCAI.
- Submit EVFs according to the specified reporting schedule (EVF #1 due June 30, 2026; EVF #2 due December 31, 2026; EVF #3 due June 30, 2027; etc.).
- Grantees must submit additional EVFs if their service obligation period is extended and are not required to submit EVFs after completing the service obligation.
- HCAI may request other information and documents during the Agreement term and may change the number of required EVFs.
Documentation Required
Notify HCAI within 30 days and obtain approval for practice‑site changes
Notify HCAI within 30 calendar days if you change your approved practice site, submit the required documentation and completed EVF from the new supervisor, and obtain HCAI approval before transferring; refusal to accept another approved site or transfer to a disapproved site may result in breach.
- Contact your Program Officer via email to verify eligibility of the new practice site; if eligible, complete and submit the supervisor‑signed EVF for administrative review.
- If the proposed transfer practice site is disapproved and the Grantee refuses assignment to another approved practice site, the Grantee may be placed in breach.
- If voluntarily resigning from an approved practice site without HCAI approval or being terminated for cause, notify HCAI immediately in writing (may result in breach).
Note
Continue performance during disputes and follow the Deputy Director → Chief Deputy Director review
Continue performing under the Agreement during any dispute and follow the multi‑step grievance process: informal discussion with the HCAI Program Representative, then a written grievance to the Deputy Director (response within ten working days), then optional appeal to the Chief Deputy Director (final decision within ten working days).
- Grantee must include documentary evidence and the remedy sought in the written grievance to the Deputy Director.
- Deputy Director or designee will respond in writing within ten working days of receipt.
- Grantee may request review by the Chief Deputy Director within ten working days of the Deputy Director's decision; Chief Deputy Director will issue a final written decision within ten working days.
Key Terms and Operational Definitions
Service obligation start date (grantee)
DefinitionService obligation begins on the start date listed in the grant agreement; work performed before that date does not count toward the service obligation.
Administrative consequenceFailure to begin service on the start date may result in an administrative breach of the Agreement.
Counting workOnly work performed on or after the grant agreement start date is credited toward meeting the service obligation.
Practice Site Absences
Annual allowanceGrantees may be away from their approved practice site up to four weeks per year for any reason.
Absences beyond allowanceAbsences longer than four weeks per year will be considered under the service obligation waiver and suspension policy and may extend the grantee's service obligation end date for each excess day.
School-site exceptionThis four-week allowance does not apply to school vacations if the grantee is practicing at a school site.
Grant term limitHCAI cannot extend the grant term end-date beyond December 31, 2033; grantees unable to complete obligation by that date may be held in breach.
Approved Practice Site
DefinitionAn Approved Practice Site is a facility meeting one of the specified location criteria (e.g., FQHC, CMHC, RHC, hospitals or other behavioral health settings meeting Medicaid/uninsured percentage thresholds).
Examples - FQHC/CMHC/RHCFederally Qualified Health Centers (FQHC), Community Mental Health Centers (CMHC), and Rural Health Clinics (RHC) qualify as Approved Practice Sites.
Hospital thresholdsHospitals with 40% or higher Medicaid/uninsured population and rural hospitals with 30% or higher Medicaid/uninsured population qualify.
Other behavioral health settingsOther behavioral health settings qualify if they serve 40% or higher Medicaid and/or uninsured population.
Direct Client Care
ScopeDirect Client Care includes prevention, early intervention, assessment, treatment, counseling, procedures, self-care, patient education, and documentation related to behavioral health encounters.
ModalitiesDirect client care includes both face-to-face and telehealth-based services, and first-line supervision.
PurposeCovers services for patients being treated for or suspected of needing behavioral health services.
Full-Time Service
Minimum hours (general)Full-Time Service is defined as a minimum of 32 hours per week providing direct client care.
Minimum hours (school setting)For grantees practicing in a school setting, Full-Time Service is a minimum of 30 hours per week.
Activity requirementHours must be devoted to providing direct client care as defined in the Agreement.
Progress Report
Definition & frequencyProgress Report is completed by the Grantee and signed by their employer certifying the Grantee meets the minimum direct client care hours; Progress Reports are due every six months.
Employer attestationThe Progress Report must be signed by the employer to verify the Grantee's compliance with hourly requirements at an approved practice site.
Reporting relationProgress Reports align with Employment Verification Forms submitted on a six-month schedule during the service obligation.
Executive Order N-6-22
PurposeExecutive Order N-6-22 directs state agencies to terminate or refrain from contracts with individuals or entities determined to be targets of economic sanctions related to Russia.
Grounds for terminationIf the State determines the contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned parties, that is grounds for termination of the Agreement.
Notice and responseThe State will provide advance written notice and allow the contractor at least 30 calendar days to provide a written response before termination.
Nondiscrimination and compliance
Non-discrimination requirementDuring performance of the Agreement, Grantee and subcontractors shall not deny benefits or unlawfully discriminate on protected characteristics listed (e.g., race, religion, color, national origin, disability, gender identity, sexual orientation, age, military/veteran status).
Compliance obligationsGrantee must ensure evaluation and treatment of employees and applicants are free of prohibited discrimination and include the non‑discrimination clause in subcontracts.
Audit and accessGrantee must maintain records and permit audits and access by HCAI and designated auditors to verify compliance with Agreement terms, including non‑discrimination provisions.
Policy Summary
Payerhealthplanofsanjoaquin
PolicyMedi‑Cal Behavioral Health Student Loan Repayment Program
Policy CodePolicy Policy 13
Change TypeNo material changes
Effective Date
Next Review Date
Key ActionGrantees must notify the Program Officer by email within specified timeframes (15 or 30 calendar days) for status changes and submit Employment Verification Forms via the HCAI eApp Funding Portal every six months.
SourceLink
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