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Level of Care Assessment

The Level of Care assessment, or LOC, is used to determine whether a person has a developmental disabilities level of care. Establishing the level of care a person may need is necessary for admission to an intermediate care facility or for enrollment in a home and community-based services waiver.

The LOC is not intended to be a comprehensive assessment of the person but serves as a foundation for other assessment and service planning. 

County board of developmental disabilities staff, intermediate care facilities staff, or a person designated by DODD can give the LOC assessment after completing department-approved training.

Assessment information may be collected using the LOC assessment paper tool with results entered into DODD's LOC App.

An initial Level of Care recommendation must be submitted to the department before a person is admitted to an intermediate care facility unless the admission is determined to be an emergency. 

  • If the admission is determined to be an emergency, intermediate care facility staff have seven calendar days to complete the Level of Care assessment and recommendation. 

A Level of Care must be re-determined every 12 months and whenever circumstances suggest the person may have experienced a significant change of condition. A significant change of condition as defined in OAC 5123-8-01 means that a person has experienced a change in physical or mental condition or functional abilities that may result in a change to the level of care they need.

Notice of Individual Change in Status

Notice of Individual Change in Status is also known as a NICS. When a person has a developmental disabilities level of care and is enrolled in a home and community-based services waiver, is a resident of an intermediate care facility (ICF) or a developmental center (DC), and they experience a change in status, the county board or the ICF use NICS to inform DODD of the change. 

OAC 5123-8-01 says the notification must take place within three business days of the change. Learn more about NICS with this list of frequently asked questions.

The following are types of NICS.

NICS Submitted by the County Board

Suspension NICS is used to suspend a home and community-based services waiver when a person is in a non-waiver setting.  

Disenrollment NICS is used to disenroll a person from a home and community-based services waiver. 

ICF/DC to Waiver NICS is used when a person is being discharged from an ICF or a DC and enrolling in a home and community-based services waiver. This NICS must be submitted prior to discharge from the facility to ensure there is no gap in waiver services.

Change of Waiver NICS is used when a county board is changing the type of waiver the person is enrolled in. If the person is currently on a Level One Waiver and their waiver is being changed to a SELF or an Individual Options Waiver, a Change of Waiver NICS is submitted after the allocation for the new waiver type has been made.

NICS Submitted by ICF or DC

Admission NICS is used when a person with an existing home and community-based services waiver or ICF Level of Care is admitted to an ICF or DC.

Jail/hospital NICS is used when a person is a resident of an ICF or DC and is temporarily absent for a hospitalization or incarceration.

Bed hold NICS is used when a person in an ICF is temporarily absent from the ICF for hospitalization, temporary incarceration, therapeutic leave, or to visit with friends and family.

Discharge NICS is used when a person is discharged from an ICF or DC.