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Become a Provider Agency or DOO

A provider agency employs a Director of Operations, or DOO, and at least one other person that directly provides services to people with developmental disabilities. 

Among other requirements, provider agencies must submit: 

  • A certificate of good standing from the Ohio Secretary of State demonstrating the agency provider’s status as a for-profit corporation, non-profit corporation, LLC, or LLP.
  • Proof of an unencumbered line of credit in the agency provider’s name of at least $10,000.
  • A certificate of general liability insurance of at least $1 million which includes coverage for individuals’ losses due to theft or property damage. 
  • Proof that the agency provider employs a director of operations who meets the requirements outlined in the rule.
  • Proof that in addition to employing a director of operations, the agency provider employs at least one other person to provide services.
  • An employer identification number from the IRS.
  • A certificate of policy from the Ohio Bureau of Workers’ Compensation.
  • Proof that the agency provider is current in payment of payroll taxes, workers’ compensation premiums, and unemployment compensation premiums. 
  • The name, country of birth, and social security number for any person having a financial interest of five percent or more in the agency provider.
  • Written policies and procedures that address the agency provider’s management practices regarding the confidentiality of individual’s records, management of individual’s funds, reporting and investigation of major unusual incidents and unusual incidents, and documentation and billing for services. 
  • The criminal records check by the Ohio Bureau of Criminal Identification and Investigation, and when applicable, by the Federal Bureau of Investigation, for the DOO.
  • Certificate or transcript showing completion of the Director of Operations Orientation Training for Initial Certification located on DODD MyLearning. 
  • A non-refundable application fee of $800 for agencies that serve 50 people or fewer or $1,600 for agencies that serve 51 people or more.

Agency DOO

The DOO or DOO designee must be the person actively involved in the day-to-day operation of the agency and oversee the delivery of services.  

Among other requirements, the DOO or DOO designee must submit: 

  • A birth certificate showing the DODD or DOO designee is at least 21 years of age.
  • A social security card.
  • A government-issued photo identification.
  • A high school diploma or certificate of high school equivalence. 
  • Certificate or transcript showing completion of the Director of Operations Orientation Training for Initial Certification located on DODD MyLearning. 
  • A background report from the Bureau of Criminal Identification and Investigation (BCI) and request that the report is sent directly to DODD by the Ohio Attorney General’s office.

The DOO or DOO designee must provide proof of the following experience and degree or diploma: 

At least one year of paid work experience in the provision of services designed and operated to serve primarily individuals with developmental disabilities or four years of experience providing care to a family member with a developmental disability. 

At least one year of paid work experience in: 

  • Supervision of employees: You must have held a position where staff reported directly to you;
  • Development, oversight, and/or supervision of programs or services; and
  • Financial management of an organization: This would include, but is not limited to, budget development, financial reporting, contract management, grant management, account management, access to agency accounts and expenditure approvals beyond petty cash or client funds, billing for services, paying business taxes. 
  • Please note positions in which a person manages the funds of individuals do not qualify as financial management experience of an organization. 

Holds either: 

  • A bachelor’s degree or,
  • A high school diploma and has at least four years of full-time paid work experience as a supervisor of services designed and operated to serve primarily individuals with developmental disabilities or four years of experience providing care to a family member with a developmental disability. 

Change in Agency DOO 

A change in agency DOO must be reported to DODD within 14 days. In PSM, click on Update DOO to enter new DOO information. 

The new DOO of an existing agency will need to map their PSM User ID to the agency’s DODD contract number. 

On company letterhead, include the name of the new DOO, the DOO’s newly created PSM User ID, and the DODD contract number for the agency, signed by the agency owner or DOO. Email the document as an attachment to provider.certification@dodd.ohio.gov

Provider Agency Certification Process Tab

Provider Agency Certification Process

Background Check

CEO visits a WebCheck location for fingerprinting and a background report from
the Bureau of Criminal Identification and Investigation (BCII).

Create an Account

Create an OH|ID account and subscribe to My DODD to access Provider Services Management (PSM) to create and submit your application to become a certified DODD agency provider.

 

Complete the Initial Overview Online Course

Use DODD MyLearning to complete the web-based orientation for the Director of Operations. A certificate of completion is offered at the end of the course and will be required as part of your application packet.

 

Complete the application packet

The application packet includes the PSM application and all required supporting documents, like a birth certificate, training certificates, and background check. Upload required documents into PSM. The EVV training requirement is suspended due to the COVID-19 State of Emergency. Applicants should upload a page stating “This item is waived due to the COVID pandemic” when asked in the application for the EVV requirement document.

Application Fee and Submission

Pay the non-refundable fee, electronically sign, and submit the application.

All components needed to demonstrate that the applicant meets the standards for the requested certification must be submitted within 30 days of the submission of the application and application fee.

If after 30 days of the submission of the application and fee, all components needed to demonstrate that the applicant meets the standards for the requested certification have not been submitted, the application will be closed, and a new application and application fee will be required.

Application Review

DODD may request additional documents as needed.

If the application is approved, DODD will send the application to the Ohio Department of Medicaid who will conduct a site visit with the potential new agency.

Final Approval Letter

Sent via email, the approval will list the DODD contract number, Medicaid provider number, certification effective date, and expiration date.

 

Tips for a Smoother Process

Start with the background check

The 30-day review period for your application packet does not begin until all supporting documents are available for review, including background checks.

Because the results of a background check can take up to 45 days, visit a WebCheck location for fingerprinting early in the process, while gathering additional documents and completing training.

   

Consistency is key

For consistency, always use the full name of agency and the DOO. Avoid abbreviating the agency name in PSM and when submitting required documentation.

Choose services carefully

In PSM, click Add Services to add services that the agency will provide. Click Withdraw Services and uncheck any service to end the agency’s certification for that service. Be aware that some services may require
additional documentation.

Check your work

It sounds simple, but the most common reasons that applications
are delayed for review include 

  • documents missing a signature or date where one is required

  • documents scanned and uploaded are too dark or too fuzzy for
    reviewers to read, or 

  • the document title does not match the document that was scanned and submitted.