Skip Navigation

Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICF-IID)

Intermediate Care Facility (ICF) for individuals with developmental disabilities is licensed by the Ohio Department of Developmental Disabilities (DODD), to be operated by a specific provider at a specific location. The Department of Health (DOH) certifies the licensed facility as meeting the Federal requirements for funding as an ICF-IID. The provider is responsible for all aspects of care for the individual, including financial matters, transportation, habilitation, and medical needs.​

ANNOUNCEMENTS
 

IAF Case Mix Score recalculations for 6 RAC Groups

Recently a communication was sent out to all ICF providers notifying them of the change from 4 to 6 Resident Assessment Classification (RAC) groups.  That communication can be found here:  http://dodd.ohio.gov/medicaid/Documents/ICF-IID IAF RAC Group Communication Feb 2014.pdf

Based on these changes, the Department has recalculated provider case mix scores for previously issued Reporting Period End Dates (RPEDs) that are affected by this change.  Recalculated Final Quarterly reports for the March 31, June 30, September 30, and December 31, 2013 RPEDs are now available in the IAF application on the web portal (Note: the recalculated reports will all have a “Received” date of 2/27/14).   Submission agents will be able to access these reports for all provider numbers to which they have been associated. Instructions for how to access reports online can be found here: http://dodd.ohio.gov/medicaid/Documents/How to View IAF Reports Online.pdf

Should you have further questions on the recalculation of case mix scores please contact Josh Anderson at Joshua.Anderson@dodd.ohio.gov.

IAF Online Update: Reports now posted online

As the next step in the development of IAF online submission all informational reports will now be posted online.  These include Submission Tracking, Preliminary Quarterly, Final Quarterly, and Final Annual IAF reports.  Beginning with the Final Quarterly report for the June 30, 2013 Reporting Period End Date (RPED), they will no longer be distributed via the old process of certified email or regular mail.  Submission agents will be able to view reports for all provider numbers for which they are associated. 

The following Job Aide briefly demonstrates how to view reports online:

How to View IAF Reports Online

Please see the security access information below if you would like to become a Submission Agent or if you are a provider that needs to associate with a Submission Agent.

IAF Online Submission Project – NOW LIVE

The IAF Application to submit IAF assessments online is now available through the DODD web portal!  ICF Providers will still use the IAF program they have used previously to create the file that in the past would have been saved to a floppy disk, CD, or flash drive and sent to DODD through the mail.  Now that file will be uploaded directly to DODD through the DODD web portal.  The certification page which was printed and included in the mailing in the past will now be filled out online as well. In addition, the assessor for each active resident assessment is now required to be selected.

Access to the IAF Online Submission system is via the DODD portal https://doddportal.dodd.ohio.gov 

A training guide has been created to help navigate users through the online submission process.  It can be found here under ICF Resources: http://dodd.ohio.gov/medicaid/Pages/ICF-IID.aspx

 
Obtaining access to DODD IAF Online Submission system
 

If you have not already done so, there are a few security steps needed before portal access can be granted.  Anyone uploading an IAF on behalf of a provider (called “Submission Agents”) will need to complete a security affidavit to be granted portal access.  Providers will need to associate at least one Submission Agent to their provider number.  Specific instructions are as follows:

IAF Submission Agent

  1. IAF submission agent who currently does not have access to any of the DODD system will have to submit a security affidavit from the following location https://sra.prodapps.dodd.ohio.gov/default2.aspx
  2. The submission agent needs to select Account Type as IAF Submission Agent and fill in the all the other fields with the appropriate information and click next. (note that contract number is not needed)
  3. Specify the Address information in the screen and click next.
  4. Review your completed information in the next screen and click next.
  5. Read and accept the DODD policy on data security on the next screen by the selecting the check-box to indicate this and click finish.
  6. Print the form, sign it and fax it / mail it to the Fax number or Mail address shown on the screen and exit the wizard.

Once the DODD security team receives your application, they will create a new user account and will email you the account access information.

If you already have an existing user account with DODD and have access to some of DODD systems then in step b) above specify Account type: IAF submission Agent and Request type: Change system access. In the next screen specify your current username in the contract number field.

Associating a Submission Agent to a Provider
 

Each Provider number will have to request association with an IAF Submission agent to allow the submission agent to submit individual assessment information on their behalf for the Report Period End Date and also specify the assessors and complete the facility certification form.

This form is located on the DODD website at:

https://doddportal.dodd.ohio.gov/PRV/IAFprov/Documents/IAF.pdf

The provider will complete this form and fax it to the DODD security fax number on the form.  Note that multiple submission agents (titled “IAF Agent” on the form itself) can be associated to a provider.  They can be listed separately on one form. Also, if the submission agent user code is not available, first and last name will suffice. Once the security team receives this form and verifies the Provider they will complete the association of the Submission agent to the Provider.

Important Information

Please be aware that in order for a provider to submit IAFs for the 6/30/13 RPED they MUST HAVE AT LEAST ONE SUBMISSION AGENT ASSOCIATED TO THEIR PROVIDER NUMBER to submit on their behalf.  So, it’s critical that submission agents fill out and submit the security affidavit and all providers associate themselves to submission agents as soon as possible if not already completed.

We are happy to be able to do what many providers have requested for quite some time and finally move the IAF submission process into the 21st century! Keep checking the website for more information on this project and other ICF initiatives.  If you have questions about this information, the training guide or other questions about this project, please contact Josh Anderson via phone at (614) 387-0576 or email at josh.anderson@dodd.ohio.gov

 

ICF PROGRAM UPDATES
 

As this program has recently transferred to DODD from the Ohio Department of Job & Family Services (ODJFS), DODD is reviewing the program.  A policy workgroup, made up of state staff and industry stakeholders, will lead the review of several aspects of the program including the vision for the future of the program, the current Individual Assessment Form (IAF) and the reimbursement structure.  Updates from those groups, as well as other program updates will be posted here as they occur.

 

Updated 2/12/14 – The department has issued the following communication regarding changes to the Resident Assessment Classification (RAC) system used with the IAF beginning with FY15 rate setting. 

Updated 11/5/13 – The department has issued the following memo regarding FY15 rate methodology changes for LARGE (9 beds or more) ICFs.

Updated 10/17/13 – The department has issued the following memo regarding ICF cost reports and the BWC payout for 2013.

*Updated 5/2/13 – The department is keeping a list of frequently asked questions regarding the IAF.  These are being updated as trainings take place and providers have questions related to the IAF.  Please continue to check back here for updates to the FAQs.  If you have questions related to the IAF, please email ICFDOC@dodd.ohio.gov. 

*Updated 12/4/12 – Department communication regarding Individual Assessment Forms.

*Update 8/6/12 – DODD releases “White Paper” outlining the future of the ICF Program

ICF PROGRAM INITIATIVES
 
ICF Voluntary Conversion

ICF Providers have the opportunity to participate in a voluntary conversion initiative for individuals who would prefer to receive Home and Community Based Services (HCBS) through a waiver.  The individual would have the opportunity to use the funding they currently receive in the ICF to fund a HCBS waiver.  Since the funding will be used for the waiver, the provider will surrender the ICF certification for the bed that the individual is currently occupying.  This effort will not only assist the state in our long-term care rebalancing efforts, but will provide individuals with the opportunity to receive services in their preferred setting. 

DC Downsizing

DODD Developmental Centers (DCs) are continuing their efforts to allow individuals to move into Home and Community Based waiver settings or private ICFs.  There are several options available to individuals in our DCs, including the option to move to a non-state operated ICF.  In this case, the ICF provider may either have the individual from the DC fill a current vacancy or if there is an individual currently residing in that ICF who would like to be served o​n a waiver, the individual from the ICF can move to a waiver setting, creating a vacancy for the individual from the DC.  In this effort, the funding from the DC individual will be used to fund the waiver of the individual leaving the ICF.  Since the ICF will be serving the individual from the DC, they will not need to surrender their ICF certification for the bed.

 
ICF Licensure Process: Changing from Health to DODD 

ICF Providers who are currently licensed by the Ohio Department of Health (ODH) will need to terminate their ODH license and obtain a license through the Ohio Department of Developmental Disabilities (DODD) by June 30, 2013.  Once complete, all ICFs will be licensed under one agency with the same licensure requirements.  DODD will be working with these providers to provide technical assistance around the DODD licensure rules and to assist providers with developing plans to come into compliance with these rules over time.​​

ICF RULES
 
 
​Intermediate care facilities - definitions
​Intermediate care facilities - provider agreements
​Intermediate care facilities - institutions eligible to participate in medicaid
Intermediate care facilities - payment during the Ohio office of medical assistance administrative appeals process for termination of a provider agreement
Intermediate care facilities - payment during the state survey agency's administrative appeals process for termination or non-renewal of medicaid certification
Intermediate care facilities - level of care review process
Intermediate care facilities - resource assessment notice
Intermediate care facilities - coverage of bed-hold days for medical necessity and other limited absences
Intermediate care facilities - personal needs allowance accounts and other resident funds
Intermediate care facilities - outlier services for behavioral redirection and medical monitoring
Intermediate care facilities - relationship of other covered medicaid services
Intermediate care facilities - medicaid cost report, record retention, and disclosure requirements
Intermediate care facilities - rate recalculations, interest on overpayments, penalties, repayment of overpayments, and deposit of repayment of overpayments
Intermediate care facilities - debt estimation, debt summary report, and successor liability agreements for change of operator, facility closure, voluntary termination, involuntary termination, or voluntary withdrawal
Intermediate care facilities - payment and adjustment process
Intermediate care facilities - chart of accounts
Appendix - Chart of Accounts
Intermediate care facilities - leased staff services
Intermediate care facilities - capital asset and depreciation guidelines
Appendix - Estimated Useful Lives of Capital Assets
Intermediate care facilities - nonreimbursable costs
Intermediate care facilities - resident assessment classification and case mix payment system
Intermediate care facilities - compensation cost limits, reasonable costs for compensation, and compensation disallowances if any for owners and relatives of owners
Intermediate care facilities - compensation cost limits, reasonable costs for compensation, and compensation disallowances if any for administrators
Intermediate care facilities - method for establishing the other protected costs component of the prospective rate
Intermediate care facilities - cost of ownership, efficiency incentive, and reporting of accumulated depreciation
Intermediate care facilities - nonextensive renovation
Intermediate care facilities - active treatment day programming
Intermediate care facilities - prospective rate reconsideration on the basis of possible calculation errors
Intermediate care facilities - prospective rate reconsideration on the basis of extreme hardship upon admission of a resident from a state-operated developmental center
 
ICF Forms  
 
 
 
ICF Resources  
Sending an email to webmaster@list.dodd.ohio.gov and request to be added.  
       
ICF Related Articles
Link to Assistant Attorney General Perez testimony before Senate HELP Committee summarizing Olmstead enforcement activity: 
Link to Hilltop Institute report on Rebalancing Long-term Services and Supports: 
​​​​​​​​​​