July 26, 2021
Care and Case Management (CCM) Assessment & Support Plan Soft Launch Rescheduled to Nov. 8, 2021
It is official, the new Soft Launch date is Nov. 8, 2021. The Soft Launch meetings with participating CMAs will resume in August in preparation for implementation. Thank you to those Case Management Agencies (CMAs) that have volunteered to participate!  

Participating Single Entry Points (SEP)
  • Otero County Dept. of Human Services
  • Bent County Public Health
  • Delta County Dept. of Health & Human Services
  • Prowers County Public Health and Environment
  • Rio Grande County Options for Long-term Care (OLTC)
  • Jefferson County Dept. of Human Services
  • Rocky Mountain Health Plans
  • Larimer County Dept. of Human Services
  • Montrose County Dept. of Health & Human Services
  • Pueblo County Dept. of Social Services
  • Nursing and Therapy Services of Colorado
  • Weld County Area Agency on Aging

Participating Community Centered Boards (CCB)
  • Community Options
  • Developmental Pathways
  • Foothills Gateway
  • Eastern Colorado Services
  • North Metro Community Services
  • Envision
  • Community Connections Inc.
  • Horizon Specialized Services
  • Rocky Mountain Human Services
  • The Resource Exchange (TRE)
  • Mountain Valley Developmental Services 
  • Developmental Disabilities Resource Center

Quick Recap: What to Expect from the new Care and Case Management system 

Assessment and Person-Centered Support Plan Soft Launch
The Department of Health Care Policy & Financing (the Department) will conduct a soft launch of the new Assessment and Person-Centered Support Plan functionality in the CCM system. During the soft launch, we hope to partner with CMAs and case managers who participated in the original pilot and time study. If time and resources allow, we will reach out to expand participation among interested agencies. 

CCM system Go Live
One of the main benefits of the new CCM system is systems consolidation to simplify daily work for case managers. 
  • Includes & replaces DDD Web and Benefits Utilization System (BUS) functionality.
  • Interfaces with the Bridge, Colorado Benefits Management System (CBMS) and PEAKPro.
  • Eventual replacement of Bridge functionality.
 
The CCM system will also provide many system enhancements to simplify the work case managers do every day.
  • Automated workflow for the New Assessment and Person-Centered Support Plan process.
  • Off-line capabilities.
  • Auto Save, Time Tracking/Stamping, Alerts.
 
Sneak Peak of the CCM system
The screenshots shared below are previews of the CCM system screens. Please note, we are still working with the vendor to customize each screen, so we expect some formatting and content changes.
Reminder to Cleanup Duplicate Clients in the BUS

In preparation for the implementation of the new CCM system, the BUS team has been working with the Governor’s Office of Information (OIT) to identify and merge the records of duplicate clients found in the BUS.

Over the last year, 420 duplicate client records have been identified and merged by the BUS team and OIT. The identification and merging of duplicate clients in the BUS is an essential part of the CCM client data migration plan and will play a big part in making the plan a success. If all duplicate clients are not identified and merged before the data migration, there is a genuine risk of case managers being unable to locate their full caseload in the CCM system.

Between now and the implementation of the CCM system, the Department requests that all CMAs take extra care when entering new clients in the BUS. The BUS does not have sophisticated logic for preventing duplicate clients. Please always remember to search for clients using all available methods before creating a new client in the BUS.

Below are ways to search for a client in the BUS to ensure you are not creating a duplicate, as well as other tips to avoid creating duplicate clients.

Searching for clients in the BUS to avoid the creation of duplicate clients:
  • State ID – Most clients in the BUS with Open Statuses have State IDs. Newer clients may not have one.
  • Last Name – If the client’s name is hyphenated, try using only one of the names. They might have an older record that needs to be updated.
  • SSN – Please verify the client’s SSN. The majority of duplicates are created because the SSN has a mistake. Clients are sometimes entered in the BUS with the placeholder SSN of 111-11-1111, so this should not be the only search performed before adding a client.
  • Date of Birth – If one or two of the other methods are not available to check, this is a good way to make sure the client doesn’t already exist in the BUS.

Other tips to avoid creating duplicate clients in the BUS:
  • Remove the check mark in the Limit to Agency box. This will allow the BUS to search all clients in the BUS regardless of the agency the client is associated with.
  • Use a combination search if the last name is common. If the last name is Smith, try searching with Smith and the Date of Birth.
  • When searching for a client you can search by any method individually, or in combination. 

Should you have any questions about locating or merging duplicate clients in the BUS please contact Rhonda Johnson.
Case Management Redesign
Each month, we will share a FAQ about Case Management Redesign. You can learn more by visiting our website.

What is Case Management Redesign?
Case Management Redesign refers to several initiatives that will help make accessing long-term services and supports easier by changing case management agencies to serve all HCBS waivers so people have one place to go, making sure there are the right number of case management agencies in Colorado, and increasing the quality of case management services.
Sign up for this email on the