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Become a Provider Agency or CEO

A provider agency employs a chief executive officer, or CEO, 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 CEO — or another person designated in writing by the CEO — that will be actively involved in the day-to-day operation of the agency and oversee the delivery of services.

Agency CEO 

The CEO or CEO designee must

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

CEO Documents

The CEO or CEO 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 CEO

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

The new CEO 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 CEO, the CEO’s newly created PSM User ID, and the DODD contract number for the agency, signed by the agency owner or CEO. Email the document as an attachment to provider.certification@dodd.ohio.gov.

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 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.

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 CEO. 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.