Contractor fiscal and billing

This page is to support fiscal staff for entities contracted with the Washington State Health Care Authority (HCA), Division of Behavioral Health and Recovery (DBHR) for prevention and mental health promotion services, specifically Community Prevention and Wellness Initiative and community-based organization grantees. For more information on billing for Tribes and Urban Indian Organizations, visit Tribal Prevention and Wellness Program page.

Training for new contractors is held annually to review funding sources, unallowable costs, contracting and billing. Check the Athena Forum Training Calendar for upcoming events. You can also review the presentation from the 2023 Annual Contractor Meeting. 

The Substance Use Disorder Prevention and Mental Health Promotion Online Report System (Minerva) is the reporting system used by contractors to report on services.

Additional guidance

• Billing tips – Instructions for successful billing of prevention services expenditures and how to submit prevention reimbursement invoices (A-19s).
• Contractor Tips for PDFs – Guidance to support fiscal staff with submitting invoices, specifically PDFs that are legible and include all template columns.
• Digital Signature Set-up – Step-by-step instructions for creating a digital signature in Adobe Acrobat Pro DC.
• Electronic Signature Set-up – Step-by-step instructions for adding an electronic signature to a PDF. 
• Program Cost Clarification – Options for billing for certain program costs that are incurred prior to face-to-face direct services beginning.
• Substance Use Disorder Prevention and Mental Health Promotion Services Billing Guide – DBHR fiscal and program requirements, including standards for reimbursable costs.