New Requirements

There are new requirements that all providers must meet, as well as new requirements specific to the type of provider – independent providers or agency providers. Be sure to read both sections so you are aware of what changes affect you.

Changes Affecting All Providers

Below is a summary of changes affecting all providers – regardless of your provider type (independent providers or agency providers).

  • Providers must disclose in writing to the Department if they are a related party of a person or entity for which certification has been denied or revoked.
  • Providers must maintain a current email address on file with the Department.
  • Providers must participate, as requested by the Department, in service delivery system data collection initiatives.
  • Topics of the initial eight-hour training for independent providers and direct services staff of agency providers have been adjusted:
Prior to October 1, 2015Beginning October 1, 2015
Overview of serving individuals with developmental disabilities Overview of serving individuals with developmental disabilities including implementation of individual service plans
Overview of basic principles and requirements of providing Home and Community-Based Services Role and responsibilities with regard to services including person-centered planning, community integration, self-determination, and self-advocacy
The provisions governing rights of individuals set forth in sections 5123.62 to 5123.64 of the Revised Code The rights of individuals set forth in section 5123.62 to 5123.64 of the Revised Code
Universal precautions for infection control, including hand washing and the disposal of bodily waste Universal precautions for infection control, including hand washing and the disposal of bodily waste
The requirements of rule 5123:2-17-02 of the Administrative Code relating to incidents adversely affecting health and safety The requirements of rule 5123:2-17-02 of the Administrative Code including a review of Health and Welfare Alerts issued by the Department


  • In addition to annual training in rights of individuals and rule 5123:2-17-02, independent providers and direct services staff of agency providers must annually complete training in role and responsibilities with regard to services including person-centered planning, community integration, self-determination, and self-advocacy.
  • The term of initial certification changed from one year to three years. (Term of renewal certification remains unchanged at three years.)
  • Providers are prohibited from using or being under the influence of alcohol or drugs while providing services.

Changes by Provider Type

Below is a summary of changes affecting providers based on provider type (independent providers or agency providers). These changes are in addition to the changes affecting all providers, listed above.

Independent Providers

  • New independent providers must complete Department-provided web-based Orientation prior to submitting application.
  • Within 60 days of first providing services, new independent providers must complete training in service documentation, and billing for services.
  • Independent providers must consent to be enrolled in Rapback.
  • Independent providers must meet with a representative of the County Board after being selected by an individual to provide services and prior to providing services.

Agency Providers

  • Agency providers must have:
    • Certificate from Secretary of State demonstrating status as a for-profit corporation, nonprofit corporation, limited liability company, or limited liability partnership
    • Internal Revenue Service employer identification number
    • Bureau of Workers' Compensation employer identification number
  • Agency providers must be current in payment of payroll taxes, workers' compensation premiums, and unemployment compensation premiums.
  • Agency providers must have comprehensive general liability insurance in the amount of $500,000.
  • Agency providers must report in writing to the Department the name, country of birth, date of birth, and Social Security number for any person owning a financial interest of 5 percent or more in the agency provider.
  • Agency providers must demonstrate an established internal system to ensure compliance with requirements for:
    • Provider certification
    • Background investigations and appropriate actions in accordance with rule 5123:2-2-02
    • Service delivery, service documentation, and billing for services for specific Home and Community-Based Services provided
  • Chief Executive Officers (CEOS) must be at least 21 years age.
  • New CEOs must complete Department-provided web-based Orientation within 30 days of initial certification or hire.
  • Within 60 days of initial certification or hire, new CEOs must complete training in:
    • Service documentation
    • Billing for services
    • Internal compliance programs
    • Rights of individuals
    • Rule 5123:2-17-02
  • In addition to annual training in rights of individuals and rule 5123:2-17-02, CEOs must annually complete training in agency provider's role and responsibilities with regard to services including person-centered planning, community integration, self-determination, and self-advocacy.
  • The CEO or a person designated by the CEO must be directly and actively involved in day-to-day operation of the agency provider and oversee provision of services.
  • Agency providers must report in writing to the Department when the CEO designates another person to be responsible for administration of the agency.
  • Agency providers must report in writing to the Department when the CEO or other person responsible for administration leaves the agency's employ.
  • The CEO and person responsible for administration must consent to be enrolled in Rapback.
  • By January 1, 2016, agency providers must begin enrolling newly hired direct services staff in Rapback. Agency providers may phase-in Rapback for existing direct services staff as staff are next subject to a criminal records check in accordance with rule 5123:2-2-02.
  • Prior to providing direct services, staff of agency providers must complete training specific to each individual he or she will support that includes:
    • What is important to the individual and what is important for the individual, and
    • The individual's support needs including behavioral support strategy, management of the individual's funds, and medication administration/delegated nursing.
  • Supervisors of direct services staff must complete training, within 90 days of becoming a supervisor, in:
    • Service documentation
    • Billing for services
    • Management of individuals' funds