ICF Opening: Pre-move |
| | Complete | | Activity | | Completed by | Sent to |
| 1 | | | If the opening of new facility is part of larger downsizing plan or if any unique circumstances exist, contact DODD to discuss plans for development. Please contact Ann Weisent at 614-949-8792 or Ann.Weisent@dodd.ohio.gov. | | Provider | DODD |
| 2 | | | Provider contacts OPSR to get development application, and completes development application at least 60 days prior to when the home will be ready for inspection and sends to DODD. Please contact Ann Weisent at 614-949-8792 or Ann.Weisent@dodd.ohio.gov. | | Provider | DODD |
| 3 | | | Provider completes application for new Medicaid provider agreement in MITS (www.medicaid.ohio.gov/Providers /EnrollmentandSupport/ProviderEnrollment .aspx) | | Provider | Medicaid/ MITS |
| 4 | | | Medicaid sends new provider application to the Ohio Department of Health (ODH) and DODD. | | Medicaid | ODH, DODD |
| 5 | | | Medicaid begins reviewing the new provider application and attached documents. | | Medicaid | |
| 6 | | | DODD will review, research, and, when able, approve the development application and notify Provider, Medicaid, and ODH. OAC 5123:2-3-26(F) (2) gives DODD 60 days to respond to a development application. | | DODD | Provider, Medicaid, ODH |
7 | | | | | Provider contacts DODD to schedule feasibility study when home is ready for inspection to ensure that the home meets all requirements according to Licensure rules. Provider can contact Ann Weisent at 614-949-8792 or Ann.Weisent@dodd.ohio.gov. | Provider | DODD |
8 | | | | | DODD conducts on site feasibility study for licensure survey (per OAC 5123:2-3-02) typically within 30 days of notification from provider that facility is ready for the feasibility study. | DODD | |
9 | | | | | DODD issues a 30-day interim license as a residential facility (per OAC 5123:2-3-23). The interim license is made effective, and issued to the provider based on the date that the provider informs DODD that they will be moving individuals into the home. It may be renewed for up to an additional 150 days. | DODD | Provider |
10 | | | | | Once provider is ready to be in compliance with all certification requirements, provider submits readiness letter[1] to ODH. Letter can be emailed to LicCert@odh.ohio.gov with a copy to Brian.Jackson@odh.ohio.gov. | Provider | ODH |
11 | | | | | Provider calls EIDC help desk at 614-995-4263 to set up account for new facility. This allows the provider to see their report and submit plan of correction (POC) online, if needed. Provider should include an email address to receive notification when reports are available. | Provider | ODH |
12 | | | | | ODH schedules initial certification survey (approximately 30 days from date the readiness letter is received). | ODH | Provider |
13 | | | | | Provider must have at least one individual living in the residence when ODH comes for initial certification survey | Provider | |
14 | | | | | ODH performs initial certification survey; this is an on-site survey. | ODH | |
15 | | | | | ODH issues results of initial certification survey (statement of deficiencies) via EIDC (approximately 10 days after survey is conducted). Provider will receive an email notification of results if they included an email address when the EIDC account was created. | ODH | Provider |
| 16 | | | | If there are deficiencies listed, provider can submit a Plan of Correction (POC) if they intend to be certified. POC must include an Allegation of compliance date (which is the date by which the provider will come into compliance). | Provider | ODH |
| 17 | | | | ODH reviews and accepts POC (approximately 10 days after receiving POC). Provider will be notified of acceptance through EIDC. | ODH | Provider |
| 18 | | | | ODH schedules provider for re-visit to ensure deficiencies are corrected (typically less than 30 days from allegation of compliance date included in POC). | ODH | Provider |
| 19 | | | | ODH completes re-visit and, if deficiencies are corrected, recommends initial certification with effective certification date. Facilities cannot be certified until they are in compliance. | ODH | Provider |
| 20 | | | | If there are no deficiencies, ODH recommends initial certification with effective certification date. | ODH | Provider, Medicaid & DODD |
| 21 | | | | ODH sends initial certification letter to provider and copies DODD and Medicaid. | ODH | Provider, DODD, & Medicaid |
| 22 | | | | After receiving notification from ODH, DODD contacts provider and informs them that they can move individuals into the residence (typically within 1 business day). | DODD | Provider |
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