State of Washington s26

STATE OF WASHINGTON DEPARTMENT OF SOCIAL AND HEALTH SERVICES Developmental Disabilities Administration * P.O. Box 45310 * Olympia, WA 98504-5310

DDA MANAGEMENT BULLETIN D14-009 – Procedure June 10, 2014 Revised June 1, 2017

TO: Regional Administrators Regional Operations Managers Residential Habilitation Center Superintendents Field Services Administrators Case Resource Managers DSHS Central Institution Business Services Staff at Residential Habilitation Centers FROM: Don Clintsman, Deputy Assistant Secretary Developmental Disabilities Administration SUBJECT: CHANGES TO BARCODE FOR COMMUNICATION WITH THE LONG-TERM CARE SPECIALTY UNIT PURPOSE: This bulletin describes changes to Barcode to promote communication with financial workers in the DDA Long-Term Care (LTC) Specialty Unit and to:

 Inform Case Resource Managers (CRMs) that Barcode form DDA 15-345 will be submitted only if a client enrolls in a new program or if there are changes in a client’s residence, finances, or other situation that requires communication to the LTC unit.

 Inform CRMs to open the Program Recipient Aid Category (RAC) at the time an individual enrolls on the program.

 Inform CRMs that the DSHS 07-104, Financial Communication to Social Services form will be used by financial workers to communicate with social services staff and case managers. Social services and case managers will use DDA 15-345 to communicate with financial workers.

 Remind CRMs about the importance of completing tasks on their Barcode’s To-Do List daily as best practice and weekly at a minimum.

 Remind CRMs to indicate all programs a client is receiving such as Roads to Community Living (RCL), Community First Choice (CFC), State Supplementary Payment (SSP), Basic

D14-009 Page 1 of 5 June 1, 2017 Plus, Individual and Family Services (IFS), Children’s Intensive In-Home Behavioral Support (CIIBS), Core, or Community Protection Waivers on Barcode form DDA 15-345, Communication.

 Remind Residential Habilitation Centers (RHCs) and RHC- assigned Central Institution Business Services (CIBS) staff of the requirement to use DDA 15-345 to communicate with the LTC Specialty Unit concerning specific events and changes for residents. BACKGROUND: CRMs have been using DDA 15-345 to report information to the LTC Specialty Unit regarding client residence status, functional eligibility and approval, client responsibility, etc. This form is submitted annually regardless of changes to a client’s situation. This results in high volumes of assignments for financial workers.

LTC financial workers have not been able to communicate with Case Resource Managers using the barcode system, and have only been able to communicate using e-mail or telephone, making it difficult to track communication history. WHAT’S NEW, Effective immediately: CHANGED, OR CLARIFIED DDA 15-345 must be submitted only if a client’s situation changes, such as a change in the client’s:

 Name;  Residence status or address, including institutional setting where the client has resided for more than 30 days;  Authorized representative;  Financial responsibility;  Response to DSHS 07-104;  State supplementary payments; or  Programs.

LTC financial workers will communicate with DDA staff using DSHS 07-104. This form will appear in CRM’s Barcode/DMS To- Do List.

CRMs must review their Barcode/DMS To-Do list regularly.

CRMs will open Program RAC as the final step in waiver, SSP, RCL, or CFC enrollment. ACTION: The following procedures are effective immediately:

 Field Services and RHC staff must avoid using email, phone,

D14-009 Page 2 of 5 June 1, 2017 or fax to communicate with the LTC Specialty Unit for typical client issues that can be communicated using DDA 15-345.

 Field Services and RHC staff must use DDA 15-345 to report all changes as described above, new services, termination, and to inquire about eligibility.

 CRMs will discontinue annual submission of DDA 15-345 unless the client’s situation changes.

 CRMs must review their Barcode/DMS To-Do list daily as a best practice and weekly at a minimum. The CRM will work all items that require action immediately.

 LTC financial workers will use the DSHS 07-104 in Barcode as the communication tool to social services staff and CRMs.

 CRMs must open the Program RAC as the final step in waiver, SSP, CFC, or RCL enrollment.

For CRMs

DSHS 07-104, Financial Communication to Social Services  CRMs must review the instructions for DSHS 07-104.  CRMs must check their Barcode To-Do list for letters requiring action and DSHS 07-104 daily as a best practice and weekly at a minimum. CRMs must check their Barcode To-Do list 11 days before the end of the month to work any action items that require a PAN.

DDA 15-345, Communication  When using Barcode Form DDA 15-345 Communication, CRMs must select all appropriate program check boxes. This will identify clients who are enrolled in one or more programs or newly approved and meet functional eligibility for:

o An HCBS Waiver; o CFC; o SSP; or o RCL.

 If the client is new to the waiver, the CRM must continue to check the “This is a 15-345 New Waiver” checkbox.

 CRM will continue the process of sending the DSHS 10-

D14-009 Page 3 of 5 June 1, 2017 257, Voluntary Placement Services Foster Care Medical Team (FCMT) Communication form instead of DDA 15-345 for children on D-track medical in foster care.

 CRMs must identify the date when the client needs their Waiver, CFC, SSP, or RCL services to begin.

 CRMs must send DDA 15-345 once the client has received approval for enrollment in the HCBS waiver, CFC, SSP, or RCL program with the anticipated begin date.

 DDA 15-345 must be submitted only if a client enrolls in a new program, is terminated from a program, or there are changes in a client’s residence, finances, employment, authorized representative, SSP amount or other situation that requires communication to the LTC unit. CRMs will no longer submit DDA 15-345 at the time of a client’s annual assessment if there is no change to report.

 CRMs must read their To-Do List in Barcode/DMS and complete actions requested of them from the LTC Unit staff daily as best practice and weekly at a minimum. This includes documenting changes in a client’s programmatic or financial eligibility or residential status such as completing a Service Episode Record, sending a PAN, ending or beginning authorization, adjusting the Person- Centered Service Plan/Individual Service Plan (PCSP/ISP) or taking other necessary action.

 If the CRM receives notification in the To-Do List that a client has lost financial eligibility and has verified that another related financial eligibility program has not been opened, the CRM must create and send the client a termination Planned Action Notice for programs and services that apply and end any appropriate service authorizations for the PAN effective date and contact the client to offer assistance to reinstate financial eligibility if it is possible to do so.

Program Recipient Aid Category (RAC):

After a client has been confirmed as eligible for a program (waiver, SSP, RCL, and CFC) and the DDA Assessment has been moved to current with the appropriate programs entered into the Assessment and PCSP/ISP and the PCSP signature page has been received, the CRM must open a corresponding Program RAC(s). This will communicate program eligibility. Authorization

D14-009 Page 4 of 5 June 1, 2017 of services may follow after the Program RAC is entered.

For Central Institution Business Services (CIBS) Staff assigned to RHCs:

Use DDA 15-345 to communicate all changes in a resident’s status to the LTC Specialty Unit, changes in ATP wages, excess resources and lump sum payments. RELATED DSHS 07-104, Financial Communication to Social Services REFERENCES: DSHS 07-104 Instructions Management Bulletin D10-006, Communication between Community Services Offices and Division of Developmental Disabilities Management Bulletin D10-008, Communication Between the Foster Care Medical Team and Voluntary Placement Services Social Workers ATTACHMENTS: CONTACT: Ann Whitehall, Waiver Services Unit Manager [email protected] 360/407-1551

Marcell Birdsall, DDA Long-Term Care Specialty Team Unit Manager [email protected] 360/725-3248

D14-009 Page 5 of 5 June 1, 2017