Reimbursed Services

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Reimbursement Requests

The Boone County Family Resources (BCFR) Reimbursement Program enables families to have more choices in selecting their service providers.  Families may be reimbursed for payment to eligible providers who do not have a contract with our agency.  If you have questions about our reimbursement program, please contact your Support Coordinator at 874-1995.

 

Conditions for Participation in the Reimbursement Program

  • The Boone County Family Resources Reimbursement Program is limited to services and/or supports that have been prior authorized in the Agency’s authorization system. Before submitting a Reimbursement Request, please contact your Support Coordinator to ensure prior authorization is in place.
  • You may submit authorized reimbursement requests at any time during the authorized month or within 95 days after the month of service. All required documentation must be fully completed and submitted together at the same time. Submit all dates of service together for a given month. Additional dates for the month will not be reimbursed after Boone County Family Resources payment has been processed for that month. Find and print your Reimbursement Request Deadlines for 2025 – 2028, here!
  • The appropriate, complete, and accurate reimbursement request form must be completed and submitted via mail or email to the attention of the BCFR Service Procurement Specialist. Requests shall be submitted by 5:00 pm on the 5th of the month to allow for reimbursement by the 20th of that month. For any request received after the 5th of the month or that were not fully completed by the 5th of the month, payment will be sent by the 20th of the following month, once fully completed. If the 5th falls on a weekend or holiday of which the Agency is closed, submission of requests are due by 5:00 pm on the following business day.
  • Reimbursement from Boone County Family Resources will not exceed the established agency service limits, units costs, or authorized amounts.
  • To receive reimbursement, submit the accurate and completed form, with the required documentation attached, to the Service Procurement Specialist at:

 

To submit via email: serviceprocurement@bcfr.org

To submit via mail: Boone County Family Resources

Attn: Service Procurement Specialist
2700 West Ash Street
Columbia, MO 65203

To submit in person: 2700 West Ash Street, Columbia, MO 65203

Dropbox is located in the circle drive or to the left of the front doors

Boone County Family Resources is open 8:00 am –

5:00 pm to hand deliver

Please Note: SUPPORT COORDINATORS CANNOT RECEIVE REIMBURSEMENT REQUESTS OR SUBMIT REQUESTS ON YOUR BEHALF

 

Reimbursement Request Forms

For prior authorized Physical Therapy, Occupational Therapy, Speech Therapy, ABA Therapy, Evaluations, and Crisis Counseling, download the Therapy Reimbursement Request Form here. 

For prior authorized Reimbursed Mileage and Reimbursed Paratransit, download the Transportation Reimbursement Request Form here.

For prior authorized Toileting Supplies, Miscellaneous Family Supports, Assistive Technology, Developmental Disability Education Assistance, download the Reimbursement Request Form here.

For general questions regarding BCFR’s Reimbursement Program, contact your Support Coordinator.

For questions regarding reimbursement paperwork or completion of reimbursement request, contact serviceprocurement@bcfr.org

Find your 2025 - 2028 Reimbursement Deadlines Here!

Payment

To sign up to receive your payment via Direct Deposit, please complete the Direct Deposit Election Form.

*The Direct Deposit Election Form must be original, complete and submitted via paper. Electronic Election Forms will NOT be accepted.

If you have any questions relating to the Direct Deposit Election Form, please contact accountspayable@bcfr.org.

Frequently Asked Questions

Therapy Reimbursement Documentation Questions

EOB stands for Explanation of Benefits. This is a document provided by your health insurance company that shows details about your medical services and how much your insurance has paid for them.

 

Different insurance companies have different ways of handling this. Contact your insurance provider to find out their process.

  • Mail
  • Email
  • Online Portal – Most insurance companies have a website or an app you can access on your phone

You can also email serviceprocurement@bcfr.org with your document attached and ask if it meets the requirements.

Yes! You have 95 days from the last month of service to submit the paperwork.

    • Example: If the service date is in February 2024, the deadline to submit is June 5, 2024.
  • The amount billed to your insurance company
  • The amount paid by insurance
  • The amount your family is responsible for paying
  • The service provided
  • The date of service
    • Some insurance companies group a month of services into one date range. This is fine, as long as it includes all of the information listed above.
  • EOB (Explanation of Benefits)
  • Invoice – Some invoices may have the details needed.
  • Provider Summary of Therapy Charges – A form BCFR can provide to your service provider to complete.
  • Account Summary – Another common document with the required details.

Yes, it’s important! This helps BCFR confirm the right amount to reimburse you.

    • For example, if you list 4 appointments for March but BCFR only sees 3 appointments in your documents, BCFR will know something is missing and can ask for the right information before sending your check.
    • BCFR can only reimburse one time per month per service, so it’s crucial to have the number of appointments correct.

You can download the needed form at the link above or pick up a form at the BCFR Main Office front desk.

    • If you are looking for a Home Based Support Services (HBSS) Reimbursement form, please contact Jennifer Gremmel at jgremmel@bcfr.org.

Reimbursement Request Submission and Payment

After you send in your paperwork, the Service Procurement Specialist or your Support Coordinator will contact you if anything else is needed.

 

  • Email to: serviceprocurement@bcfr.org
  • Mail to:
    Boone County Family Resources
    Attn: Service Procurement
    2700 W Ash Street
    Columbia, MO 65203
  • In Person at 2700 W Ash Street:
    • You can submit your documents to the staff at the front desk
    • Or you can use one of the two drop boxes:
      • One by the mailbox in the circle drive
      • One by the front doors

Paperwork is due by 5:00 PM on the 5th of every month.

    • If the 5th is a holiday or weekend, the due date is the next business day.

If your paperwork is incomplete and the missing document is not submitted by 5:00 PM on the 5th, it will be processed the following month once the missing documentation is received.

Contact your Support Coordinator or email serviceprocurement@bcfr.org to check what’s pending.

You can request an extension by emailing serviceprocurement@bcfr.org. Please include:

      • Why you need an extension
      • The month(s) you need the extension for.

Yes! BCFR will accept a Reimbursement Request for multiple months of service as long as the month of service is specified on the form correctly.

 

If you’re unsure, contact your Support Coordinator because all services must be authorized before they are provided and reimbursement is issued.

  • If you are receiving a check, please wait 10 mail days after the 20th before inquiring.
    • If you still haven’t received your check, email serviceprocurement@bcfr.org for help.
      • If the check hasn’t cleared the bank, BCFR can reissue it.
  • If you are receiving a Direct Deposit, please wait until the next banking day before inquiring.
    • If you still haven’t received your Direct Deposit, email serviceprocurement@bcfr.org for help.

No, please wait until you have all the necessary documents to submit your request. BCFR is not responsible for tracking partially submitted requests.

No, BCFR can only reimburse once per month per service.

BCFR may be able to review your reimbursement early, but this is not guaranteed. They will review it as soon as possible and follow up with you if any additional information is needed.

No, you don’t need to submit receipts or proof of payment for therapy reimbursements if the document you provide has all the required information for BCFR to process the therapy reimbursement.

Reimbursements are sent out on the 20th of every month.

    • If the 20th falls on a holiday or weekend, the payment will be sent on the business day before the 20th.

Please contact serviceprocurement@bcfr.org to look into the discrepancy.

No, checks are not available for pick-up.

Yes! BCFR currently offers for reimbursements to be Direct Deposited into your elected account. Please see the above ‘Payment’ section to locate the Direct Deposit Election Form. Once your Election Form is complete and returned to the BCFR Accountant, you will begin to receive your reimbursement via Direct Deposit.

For questions, please email serviceprocurement@bcfr.org or accountspayable@bcfr.org.

Contact your Support Coordinator as soon as possible.

    • BCFR may still be able to stop the check and update your address.
    • If you email your Support Coordinator, copy serviceprocurement@bcfr.org to ensure your request is seen quickly.