Provider Qualification Documentation Record Changes
Tab / Change MadeOHCDS AWC Vendors / Created this new tab for OHCDS and AWC Vendors which includes the following columns: Vendor Name, Address, Vendor Service Provided, PUC License #, General Liability Insurance Cert #, Expiration Date, Workmen's Comp Cert #, Expiration Date, Specialized Qualification Standard Documentation, and Miscellaneous, Additional Information, Corrective Actions, etc.
Instructions Tab / Added the following instructions as it relates to the new OHCDS Vendors Tab: Organized Health Care Delivery System (OHCDS) – An arrangement in which a provider that renders at least one direct MA waiver service also chooses to offer a different vendor HCBS by subcontracting with a vendor to facilitate the delivery of vendor goods or services to a participant. Please list the subcontracting vendor.
Documentation Requirements Tab / Under Life Sharing, Residential Habilitation UNLICENSED and LICENSED [Child Residential (3800), Community Home (6400), Community Residential Rehabilitation (5310)], and Supported Living under Chief Financial Officer, changed to or “evidence of a contract with a financial management service.”
Documentation Requirements Tab / Under Residential Habilitation UNLICENSED and LICENSED [Child Residential (3800), Community Home (6400), Community Residential Rehabilitation (5310)], removed reference to “enhanced” from LPN and RN.
Documentation Requirements Tab / Under Life Sharing, removed reference to Program Specialist and moved that information under Life Sharing Specialist.
Documentation Requirements Tab / Under Transportation, changed validation documentation information to indicate “license issued by the PUC.”
Electronic Fingerprinting Tab / Modified the entire tab to reflect a change in the electronic fingerprinting process required under the Older Adults Protective Services Act.
Effective November 28, 2017, MorphoTrust will be the commonwealth’s new electronic fingerprinting vendor, for the Federal Bureau of Investigation (FBI) criminal history background check process.
All information related to Applicant Registration & Fingerprinting, Processing FBI Reports, Inquiries or Questions, and Types of Facilities/Agencies mandated under the OAPSA has been updated.
Documentation Requirements Tab / Under Assistive Technology, validation documentation was updated to reflect the addition of the following word in red:
Copy of policy outlining the process for providing emergency replacement devices or parts within one business day if the devices installed at the participant’s residence fail and cannot be repaired if identified in the assessment. If device failure occurs on a weekend or holiday, the replacement devices or parts may require one or two additional business days; AND Documentation to prove that company has a secure and encrypted website (this information can be on the website itself, in a brochure, or in company literature); AND Brochure, contract, website, policy and/or written references (from clients) that describe how personnel such as police, fire, emergency medical services and psychiatric crisis response entities are notified; AND Documentation to substantiate that the technology system provider has been in this line of business a minimum of 3 years (incorporation documents, tax returns, etc.)
Documentation Requirements Tab / Changed the language regarding staff required to have a CESP credential or ACRE certificate from 11/1/18 to 7/1/18 for the following services: Community Participation Support, Small Group Employment and Supported Employment
COMMUNITY PARTICIPATION SUPPORT:PROGRAM SPECIALISTS & SUPERVISORS: Certified Employment Support Professional OR Association of Community Rehabilitation Educators Employment Services Certificate, effective 1/1/19 OR within 180 days of hire if hired after 7/1/18.
SMALL GROUP EMPLOYMENT & SUPPORTED EMPLOYMENT:
Staff must have one of the following by 1/1/19 or within 180 days of hire if hired after 7/1/18: Certified Employment Support Professional (CESP) credential from the Association of People Supporting Employment First (APSE); or • Basic Employment Services Certificate of Achievement or a Professional Certificate of Achievement in Employment Services from an Association of Community Rehabilitation Educators (ACRE) organizational member that has ACRE-approved training. Effective 7/1/18, newly hired staff who do not have the required certification when hired must work under the supervision of someone who is certified. This can occur no longer than 180 days from the date of hire to allow the new staff time to obtain the certification.
Documentation Requirements Tab / Under “Respite, Licensed; Unlicensed” added specialty “030. Respite, NH/ICF.”
Documentation Requirements Tab / Under “Respite, Licensed; Unlicensed” removed specialty “036. Respite Care.”
Documentation Requirements Tab / Under “Residential Habilitation, Licensed; Unlicensed,” modified procedure codes to be in line with HCSIS Procedure Code Master List.
Documentation Requirements Tab / Under “Family/Caregiver Training & Support” added specialty “533. Educational Services.”
Documentation Requirements Tab / Added Procedure code W9057, Needs Exception Allowance (NEA)-under Supported Living.
Questions and Answers Tab / New questions and answers were provided regarding Advanced Supported Employment.
Questions and Answers Tab / Removed Residential Habilitation as a service that has an enhanced service option.
Documentation Requirements Tab / Under Advanced Supported Employment: validation documentation was updated to reflect the following language: Copy of Bachelor’s Degree (official or unofficial transcripts are sufficient if graduation date is indicated) OR Copy of Diploma AND copy of resume of professional experience, OR Diploma and written reference to validate personal experience as a parent, sibling or primary caretaker of an individual with an intellectual disability, autism, or other disability that involved significant medical, physical, cognitive or developmental challenges. Certificates that are currently acceptable for validation purposes include the Griffin Hammis Associates ODP Advanced Supported Employment Certification or the Marc Gold & Associates performance-based certification in the area of Discovery, Job Development, or Systematic Instruction. If there are additional questions regarding acceptable certification, ask ODP for guidance.
Documentation Requirements Tab / Under Advanced Supported Employment the procedure code was changed from H0223 to the correct code which is H2023
Instructions Tab / The following clarification was added :
The term “hire or hired” refers to all “staff” (employee, contractor, consultant or volunteer) of the agency seeking qualification. The hire date of a staff member refers to the date the staff is either hired as an employee or retained directly or indirectly as a contractor, consultant or volunteer. The agency is responsible to ensure that all staff meet qualification requirements prior to working directly with individuals.
Documentation Requirements Tab / Under Behavioral Support; ● Level 1-Initial/Ongoing; ● Level 2-Initial/Ongoing, for W8996, removed Provider Type “51. Home & Community Habilitation” and Specialty “508. Behavioral Support – ODP.”
Documentation Requirements Tab / Removed Chapter 2380 under specialty from Licensed Day Habilitation, Older Adult Daily Living Centers
Documentation Requirements Tab / Under Advanced Supported Employment: for validation documentation, updated the certificates that are currently acceptable for validation purposes to include Griffin Hammis.
Documentation Requirements Tab / Under Behavioral Supports: qualification language was updated under all staff to include the following: “Copies of training curriculum and documentation of completion of training in conducting and using a Functional Behavioral Assessment and in positive behavioral support; AND Copy of resume to indicate 2 years’ experience working with individuals with ID/autism.”
Documentation Requirements Tab / Updated Lifesharing validation documentation requirements to coincide with the approved July 1, 2017 Consolidated and P/FDS Waiver Renewals.
Staff Qualification Tab / Added a column with the Specialty and then included a drop down box with all the specialties listed on the documentation requirements tab. A column has been added between Service Provided (AJ) and SQS Documentation (AK) which lists the Specialty Codes. The reason for the change was to easily tell what specific code the AE is qualifying and to be able to tell if it is recorded correctly on the DP 1059.
Questions and Answers Tab / Under the questions for the DP 1059, changed the time period the AE must approve the DP 1059 from 120 days to 30 days to be line with Communication #51-17.
Documentation Requirements Tab / Under Respite: the validation documentation for licensed respite was updated to include a copy of the license and the rows were split to avoid confusion.
Documentation Requirements Tab / Changed heading of Residential Habilitation to include the following: UNLICENSED and LICENSED [Child Residential (3800), Community Home (6400), Community Residential Rehabilitation (5310)]
Documentation Requirements Tab / Under Residential Habilitation: added Program Specialist (unlicensed).
Questions and Answers Tab / All references to provider qualification application were changed to DP 1059.
Questions and Answers Tab / All acronyms such as BCBA, EPSDT, BHRS, CESP, etc. were spelled out.
Throughout / All references to biennial were changed to triennial.
Questions and Answers Tab / Changed all reference to “waivers” to “the approved July 1, 2017 Consolidated and P/FDS Waiver Renewals
Questions and Answers Tab / Changed all language to reflect that DP 1059 should be completed when “enrolling a new site, enrolling a new specialty, or revalidating their service location.”
Questions and Answers Tab / Included all ODP Communication numbers, titles, and path within my ODP to locate the document
Instructions Tab / Under “Clearances Required for Provision of Services to Adults”: change date of “application” to date of “hire” as it relates to clearances.
Documentation Requirements Tab / Under Respite: For licensed and unlicensed enhanced added effective date of January 1, 2018, as it pertains to the following: at least one Support Service Professional providing enhanced levels of Respite must have one of the following professional certifications or degrees: NADD Competency-Based Clinical Certification; OR • NADD Competency-Based Dual Diagnosis Certification; OR • NADD Competency-Based Direct-Support Professional Certification; OR • Registered Behavior Technician; OR • Certified Nursing Assistant; • Board Certified Assistant Behavior Analyst; OR • Bachelor’s Degree in Psychology, Special Education, Education, Counseling, Social Work or Gerontology.
Questions and Answers Tab / Updated the list of services that have an enhanced service option to the following:
● Community Participation Support
● In-Home and Community Support
● Licensed Day Habilitation
● Prevocational Services
● Respite
Staff Qualification Tab / Under Staff Driver's Information, added a column to include the expiration date of the inspectionand corresponding instructions.
Automobile Qualification Tab / Added column for the inspection expiration date and corresponding instructions.
Questions and Answers Tab / Clarified the requirement to validate current inspections for staff vehicles. The answer now indicates that following: “Yes, this is a requirement in the approved July 1, 2017 Consolidated and P/FDS Waiver Renewals and therefore listed on the Provider Qualification Documentation Record. An annually inspected vehicle will receive an inspection for 1 year from the expiration of the safety inspection sticker which is about to expire. Please enter the expiration date of the inspection on the spreadsheet. Cells for expired inspection dates will show up as red fill with bold white text. Providers are not required to submit hard copies of staff vehicle documentation to the Assigned AE for qualification however, the provider is required to validate the vehicle has a current inspection by either viewing the inspection sticker on the automobile or by reviewing a copy of the inspection invoice from an official Inspection Station.”
Instructions Tab / Under “Staff Driver's Information" updated to include the following: Enter current driver's license for all staff who transport waiver participants. If staff use their own vehicle to transport participants, include the automobile insurance information and registration and inspection expiration dates. Cells for expired license, registration, inspection and auto insurance dates will show up as red fill with bold white text. Providers are not required to submit hard copies of staff vehicle documentation to the Assigned AE for qualification.
Documentation Requirements Tab / Under Community Participation Support, LEVEL 3 OR 4 ENHANCED SERVICES added the following: If the individual does not have a need for nursing, effective January 1, 2018, at least one staff person must have one of the following certifications or degrees NADD Competency Based Clinical Certification, NADD Competency Based Dual Diagnosis, NADD Competency Based Direct Support Professional Certification, Registered Behavior Technician, Certified Nursing Assistant, Board Certified Assistant Behavior Analyst, Bachelor's Degree in Psychology, Education, Special Education, Counseling, Social Work or Gerontology.
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