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Aug 13
Memo Monday (Aug 13, 2018)

Video: Authorization to Exceed Budget Limit for Adult Day Waiver Services

Attention: COGs, County Boards, SSAs, Superintendents

The Ohio Department of Developmental Disabilities has released a video detailing the process of authorizing services in excess of the budget limitation for adult day waiver services (e.g. Budget Override).

Watch Video

Update Coming for Match Source Data

Attention: Business Managers, COG Directors, County Boards, Finance Managers, Superintendents

On August 23, DODD will be updating match source for all people who were previously on the TDD Waiver who have transitioned to the Individual Options, Level One, or Self-Empowered Life Funding (SELF) waivers. 

Read Memo

Guidance: County-to-County Transfers

Attention: Business Managers, COG Directors, SSAs, Superintendents

Several county boards of developmental disabilities have requested clarification regarding the process that should be followed when a person relocates from one county to another.  

Read Memo

Waiver Letter Issues Corrected

Attention: County Boards, SSAs, Superintendents

DODD retired Waiver Management System (WMS) in June. Since then, a few issues were identified with the way letters were generated in the new system. Those issues have since been corrected. A summary of the identified issues and resolutions is provided in this memo.

Read Memo


Aug 10
Guidance: County-to-County Transfers

Several county boards of developmental disabilities have requested clarification regarding the process that should be followed when a person relocates from one county to another. 

Best practice

  • Ideally, a person receiving services from a county board of developmental disabilities will notify the current county of his or her intent to move to another county in advance. That will allow the boards to work together to minimize any potential disruption in service during the transition.  Important things to consider for people relocating to other counties include
    • Notification of change of address to the local county department of job and family services is critical to prevent a termination of benefits and/or missed notifications pertaining to benefits eligibility.

    • Availability of local resources and priorities for use of local funding vary from county to county. 

    • When a relocation requires new or additional paid care providers:

      • it may take time to recruit, interview, and/or select new providers.

      • service plans need to be updated to reflect any changes in service and who provides them.

      • authorizations for payment must be updated by the county boards to ensure providers are paid for approved services.

  • Whenever a county board is aware of either a person's intent to move to another county or becomes aware that a person has moved, it is imperative that the board contacts the other county immediately. It is important to note that a transfer cannot be "denied" by any county. When a person moves to a new county, the board in the person's legal county of residence is ultimately responsible for providing service and support administration, in accordance with Ohio Administrative Code 5123:2-1-11.  
  • Best practice is that the initial conversation about the planned or actual date of the move occur between the boards prior to the date of transfer being entered in the Individual Transfer Record (ITR). At the end of this conversation, both boards should be aware of the transfer date that will be entered in ITR and the county who will take the initiative to enter the information. There is no longer a requirement for a letter to be sent from one county board Superintendent to the other.  Entering the date of the transfer in ITR is the official documentation of the person's transfer.
  • A person's electronic record contained within DODD's web-based application(s) is automatically transferred to the new county on whatever date is entered into the ITR. There is no longer a waiting period or a request for agreement.  Both counties will receive an alert through the county transfers dashboard in DODD's web-based application, whether the date is entered by the sending or receiving county. 

Operational considerations

  • There is no requirement for a county board eligibility assessment to be conducted prior to the transfer date entered into ITR. 
    • In accordance with 5123:2-1-11, county boards must provide SSA services to people enrolled in waivers, regardless of county board eligibility.

    • In accordance with 5123:2-1-02, anyone moving from one county to another shall be deemed eligible by the new board. The new county may choose to review the person's eligibility. During that review period, the person maintains eligibility.  

  • Waiver allocations do not transfer from one county to another. As a result, it is important for the waiver enrollment to be complete prior to the date entered into ITR.  Otherwise, the person would need to request a waiver from the new county. The receiving county may only enroll the person in a waiver in accordance with the waiting list (5123:2-1-08 until September 1, 2018, or 5123-9-04 after September 1, 2018) and waiver enrollment (5123:2-9-01) rules.
  • For people enrolled in waivers, changes in the Medicaid Services System (MSS) must be coordinated by both counties.  he transfer date entered in ITR will have no impact on services projected or authorized in MSS.
    • The previous county must take necessary steps to end-date or short-span the waiver authorization.

    • The new county will need to re-authorize waiver services.

  • When boards receive no advanced notice of a move, they are not expected to have a brand new, comprehensive individual service plan effective on the date of the transfer.  There are different planning options available to boards, depending upon the person's circumstances.
    • When someone is keeping the same providers upon changing counties, it is permissible for the new county to maintain the plan written by the previous board until the new county has time to get to know the person and update assessments, as needed.

    • A county may also develop an abbreviated, interim plan that addresses immediately apparent needs, while more comprehensive assessments are being conducted.

    • When the person requires new services and/or providers upon relocation, and the board received no advanced notice, it is possible the person will experience a gap in service while assessments are conducted, a plan is developed, and providers are selected.  In these instances, the receiving board is obligated to develop a plan and authorize services, as quickly as possible.

Match transfer

When a person is enrolled in a locally funded Individual Options (IO) or Self-Empowered Life Funding (SELF) waiver, DODD will transfer state allocation from the sending to the receiving county, using the process below.

  •  DODD calculates the per day value of the PAWS (Payment Authorization for Waiver Services) plan for services authorized by the sending county.
  • The per day PAWS value will be multiplied by the days remaining in the current fiscal year. That amount of state waiver allocation will be transferred by DODD from the sending county to the receiving county.
  • The following fiscal year, the total annualized value of the PAWS plan will be moved from the sending county to the receiving county. 
  • The annualized amount remains in the receiving county's allocation and is not returned to the sending county at any point.
  • In instances where a county enrolls a person, and the person moves without having an authorized PAWS, the receiving county will complete the PAWS, and DODD will then follow the process outlined above to transfer state waiver.

For people enrolled in the Level One Waiver or state-funded waivers,

  • no state waiver allocation is transferred from the sending to the receiving county.
  • the receiving county will be responsible for match for Level One waivers transferred from other counties.
  • DODD will continue to pay the match for state-funded waivers.
Aug 10
Waiver Letter Issues Corrected

The Ohio Department of Developmental Disabilities retired WMS on June 10, 2018. Since then, a few issues were identified with the way letters were generated in the new system.  Those issues have since been corrected.  A summary of the identified issues and resolutions is provided below.

"Pending" letters:

The system generates a "late redetermination" letter automatically when there is no attestation verifying the person continues to meet the level of care (LOC) criteria submitted within 15 days of the LOC end date.

Several letters were generated on July 24 and 25 that were "pending" and did not get pushed to printing. After the letters were generated, but before they were sent, county boards attested that the person meets the LOC criteria. Once the attestation was entered, the date on the letter was updated from 2018 to 2019. Those letters that reflect a late redetermination for 2019 can be disregarded. The issue with the letters remaining in "pending" status has been corrected to prevent this from occurring again.

Returned letters:

Prior to June 10, 2018, letters were generated using the address in legacy IDS. When addresses were updated in CRM, the updates were not consistently made in legacy IDS. That resulted in some letters being sent to incorrect addresses. The letter generation is now pulling addresses from CRM based on the residence address.

Missing letters: 

Some letters that should have been generated based on LOC attestations entered between June 10, 2018, and July 1, 2018, were not generated by the system. That issue has been resolved and letters are being generated upon attestations. If you are missing letters from the June 10, 2018, to July 1, 2018, period, please contact DODD staff, who can regenerate them.

Please contact Jessica McGonigle at jessica.mcgonigle@dodd.ohio.gov or Jhamerra Smith at Jhamerra.smith@dodd.ohio.gov with questions or concerns.

Aug 10
Update Coming for Match Source Data

On August 23, 2018, the Ohio Department of Developmental Disabilities (DODD) will be updating match source for all people who were previously on the TDD Waiver who have transitioned to the Individual Options, Level One, or Self-Empowered Life Funding (SELF) waivers.

The update will reflect the new match source code to indicate that the match for residential services is funded by DODD and that the match for Adult Day Waiver services is funded by the county.

That means that the next download of PAWS data the county gets through the web service will include the most recent enrolled PAWS for all waiver years that the people in question have been enrolled following their switch to one of the DODD waivers.

The only change to the data will be the match source, but the department believes that will allow counties to update all of the records with the corrected code and make it easier to track match obligations.


Aug 08
Pipeline Weekly (Aug 8, 2018)

DODD Newsletter

August 8, 2018

Annual Report Features Local Stories

"During the past year, the department benefited significantly from collaboration with our stakeholders," says Director John Martin in DODD's 2018 Annual Report. "People are better off because of it."

 

Check out stories about Ohioans with developmental disabilities who have used services and supports to live more inclusive and independent lives on the new Stories @ DODD page.

This Week @ DODD

New Tools for SSAs

As service and support administrators meet with families about the Waiting List assessment, share these new tools now available on the DODD Apps page.

ICF Reimbursement Changes Focus of Live Chat

PEAT Offers Tool for Tech Accessible Workplace

Providers: Back to Basics

Back to Basics is a comprehensive training series that will help you become a higher quality provider by focusing on the fundamentals. August training sessions are open to all Ohio providers.

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Aug 06
Memo Monday (Aug 6, 2018)

Imagine Portal Changes Name to MyPortal

On August 23, 2018, the name of the Imagine Portal will be changed to MyPortal. All people with disabilities, guardians, providers, and agency personnel will continue to log in using the same username and password.

Read Memo


New Guidance: Vocational Habilitation

Attention: Providers

The Ohio Department of Developmental Disabilities has received numerous calls and emails regarding the vocational habilitation service. This memo will help to answer those questions and address the department’s plans moving forward.

Read Memo

ICF Rate Packages, Fee Invoices in MITS

Attention: ICFs

Fiscal Year 2019 rate packages and franchise permit fee invoices for intermediate care facilities are now available in the Medicaid Information Technology System (MITS).  

Read Memo

Data Team To Discuss Serving Rural Ohio

Join DODD's Data, Analytics and Research Team for its presentation about serving people with developmental disabilities in rural Ohio 11 AM Friday, August 10, in-person at the Rhodes Tower, room 806, or via webinar.

Register

Update: Claim Edit on Level of Care in MITS

Attention: DCs, ICF Providers

The effective date for the intermediate care facility claim edit has been moved to October 2018. Along with this change, the denial codes of 1046 and 1047 will also change to 1141 and 1142. At this time, you will continue to see 1046 and 1047 until the change in October.

Read Memo

ODM: EVV Phase 2 Communication

Attention: All Providers, Provider Agencies

The Ohio Department of Medicaid (ODM) is preparing for Phase 2 implementation of electronic visit verification (EVV). Phase 2 involves use of EVV for Homemaker/Personal Care services billed in 15-minute units and Individual Options Waiver Nursing services.

Read Memo


Aug 03
ODM: EVV Phase 2 Communication

The Ohio Department of Medicaid (ODM) is preparing for Phase 2 implementation of electronic visit verification (EVV). Phase 2 involves use of EVV for Homemaker/Personal Care services billed in 15-minute units and Individual Options Waiver Nursing services. 

ODM is planning to implement Phase 2 in May 2019. 

All communications to providers regarding EVV are being sent to the email address that ODM has on record in the Medicaid Information Technology System (MITS). Please ensure that email address is up to date by following the step-by-step instructions that were included in the ODM EVV newsletter, June 2018 Newsletter.

It is also posted on the ODM EVV website.

Aug 03
ICF FY19 Rate Packages, Franchise Permit Fee Invoices Available

This is a guidance memo from the Ohio Department of Developmental Disabilities. To print this memo, select "CTRL" and "P" on your keyboard.

Fiscal Year 2019 rate packages and franchise permit fee invoices for intermediate care facilities are now available in the Medicaid Information Technology System (MITS). 

For assistance on how to access those files, reference

Rate Package Instructions

Franchise Permit Fee Invoice Instructions


Aug 01
Pipeline Weekly (Aug 1, 2018)

DODD Newsletter

August 1, 2018

24/7 Transportation Offers More Choice

In Pickaway County, the county board of developmental disabilities has contracted with Pickaway County Community Action Organization, better known as PICCA, to offer people access to uninterrupted transportation services in the area. With 24/7 availability, people with disabilities have more opportunities to work evenings and weekends or, like Sara, join friends for lunch with little hassle. Watch her story.

This Week @ DODD

Rental Assistance Program

Learn which counties are anticipating available Ohio 811 Project Rental Assistance Program units soon and how the program helps people with developmental disabilities find housing.

VIDEO: 7 Tips for Smooth Provider Recertification

Providers Can Earn More Money with This Training

County Boards: Waiting List Assessment Training

As implementation of changes to Ohio's waiver Waiting List gets closer, assessment training is available to support county board staff at DODD MyLearning.

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Jul 31
Ohio 811 Project Rental Assistance Program Units Available Soon

811.png

Watch more about the Ohio 811 Project Rental Assistance Program here.

The Ohio 811 Project Rental Assistance Program, a rental subsidy program administered by the Ohio Housing Finance Agency (OHFA), provides affordable housing options to people with disabilities.

As 811 units become available across the state, the Capital Housing division at the Ohio Department of Developmental Disabilities (DODD) would like to remind service and support administrators (SSAs) that 811 referral agent training is available through the Ohio Housing Finance Agency.

811 Units are being developed across Ohio, and counties expecting to have units available soon are Allen, Athens, Cuyahoga, Franklin, Gallia, Guernsey, Hamilton, Lucas, Lawrence, Medina, Montgomery, Portage, and Tuscarawas. 

After completing training, SSAs and those identified by DODD can refer eligible people who have Level One, SELF, and IO waivers to the Ohio 811 program.

Interested SSAs can take the August 6 webinar to become a referral agent.

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