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Become a Provider Agency or DOO

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

Provider agencies must

  • be a for-profit corporation, non-profit corporation, LLC, or LLP,
  • have an employer identification number from the IRS,
  • have an employer identification number from the bureau of workers' compensation,
  • have comprehensive general liability insurance in the amount of at least five hundred thousand dollars,
  • have established internal system to ensure compliance with requirements for providers, employees, and contractors,
  • submit a non-refundable application fee: $800 for agencies that serve 50 people or fewer, $1,600 for agencies that serve 51 people or more,
  • and employ a DOO — or another person designated in writing by the DOO — that will be actively involved in the day-to-day operation of the agency and oversee the delivery of services.

Agency DOO

What a DOO does:

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.

Preliminary requirements for DOO or DOO designees: 

  • be at least 21 years old,
  • be able to read, write, and understand English,
  • visit a WebCheck location for fingerprinting and a background report from the Bureau of Criminal Identification and Investigation (BCI) and request that the report be sent directly to DODD by the Ohio Attorney General’s office.

Please see the Background Check rule (5123-2-02) for a listing that includes, but is not limited to, the offenses that exclude a person from serving as an agency DOO.

  • certificate of completion for Orientation for Agency Providers, located on DODD MyLearning,
  • copy of social security card,
  • copy of birth certificate,
  • copy of driver license or state ID,
  • copy of high school diploma or GED.

 Experience requirements for a DOO or DOO designee: 

Have a Bachelor's degree or hold a supervisor position for 4 years (full time experience or part-time equivalent) overseeing programs or services for people with developmental disabilities. 

AND

Have at least 1 year of experience in a position with responsibility for the following areas of agency management: 

The experience must be with an agency currently or previously delivering services primarily to individuals with developmental disabilities, for example, an agency certified by DODD.

Experience with health agencies that do not primarily serve individuals with developmental disabilities (e.g. nursing homes, home health agencies, mental/behavioral health services agencies) is not accepted. 

Responsibility for the following areas means that you, or someone you supervise (directly or indirectly) performs the following tasks:

A. Personnel matters – includes but is not limited to hiring/interviewing employees, conducting performance evaluations, complying with employment law, and performing registry checks. Experience in personnel matters can be direct, or through administrative oversight of human resource job positions. 

B. Supervision of employees - you must have held a position where staff reported directly to you.

C. Program Services - includes but is not limited to overseeing the delivery of services to people with developmental disabilities in a manner which reflects appropriate implementation of service needs.

Experience must be with an agency or organization that primarily serves people with developmental disabilities, rather than incidentally while serving populations such as older adults or people with other chronic medical conditions.

D. Financial Management - includes 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: Responsibility for financial management of an agency or other organization cannot be substituted by financial responsibility for an area or department. Positions in which a person manages the funds of individuals does not qualify the person as having financial management of an agency or other organization. For example, home managers may handle individuals' funds or house funds but this does not qualify the person as having financial management of an agency. 

Positions that typically do not qualify:

  • Home Managers
  • Team Leads
  • Bus Drivers 
  • Nursing Supervisors without additional management experience
  • Intervention or other clinical specialists without additional management experience
  • Case Managers or Service and Support Administrators
  • Direct Support Professionals who have not yet accumulated required experience as described above. DODD encourages DSPs to grow in their careers by working in positions which allow them to gain experience required to become an agency DOO. Please reach out to the Department for more information. 

DOO Documents

The DOO or DOO designee must submit

  • certificate of completion for Orientation for Agency Providers, located on DODD MyLearning,
  • copy of social security card,
  • copy of birth certificate,
  • copy of driver license or state ID,
  • copy of high school diploma or GED.
  • copy of bachelor’s degree or documentation of the required work experience (four or more years of full-time, or equivalent part-time, paid work experience as a supervisor of programs or services for people with developmental disabilities),
  • and documentation of at least one year of full-time paid work experience, or equivalent part-time, in the provision of services for people with developmental disabilities.

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

Background Check

DOO 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 Initial Overview and Orientation for Provider Agencies. 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 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 non-refundable fee, electronically sign, and submit the application.

All supporting documents must be submitted within 30 days of submitting the application and application fee.

The date that all supporting documents have been submitted and the background check results are received by DODD, the application is considered complete, this becomes the application submission date.

After 30 days applications missing documentation are closed and a new application and application fee will be required.

Application Review

DODD will review and respond to your application within 30 days of the application submission date.

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.