Provider Newsletter

Statewide Updates
Provider Forum
Proposed Rule Updates
HCDDS Updates
Training Opportunities
New Compliance Tool
As part of our ongoing efforts to equip and empower providers, we've launched a newsletter just for you. This periodic update will include information on important rule and billing changes, training opportunities, and more. If there's other information you'd like to see in these newsletters, let us know! 
HCDDS completed a successful accreditation with DODD OPSR in mid-May. We would like to thank all of the providers that assisted in coordinating and executing meetings with individuals and reviewers to make the week seamless and successful. 
We'd like to recognize Tammy Stahlgren, Assistant Executive Director for Sonny Spot Day Program, for volunteering with People for DD Services at their Mile 25 water station during the Flying Pig Marathon. Tammy, who brought three family members to volunteer with her, said her niece was running the Flying Pig for the first time and helping out at the water station was a great way to see her.
"We all had fun. It was a lot of work, but the runners were all appreciative," she said. "It was so rewarding to give back and be able to help out."
Thanks, Tammy, and all the other Flying Pig volunteers!
As a part of the Employment First Rule, 5123:2-2-05, providers of employment services (career planning, group employment support, individual employment support, and vocational habilitation) are required to submit a progress report at least once every 12 months to the team.
This is a requirement on the new Agency Review Tool and will be something OPSR will look for during upcoming compliance reviews. We have developed the attached progress report that meets rule requirements and is available for use.
HCDDS is pleased to share that the provider revision request form (form- CSDSL033) has been updated. You will also notice that there is a separate form to use if the request is only about moving units (form- CSDSL033-A). These changes were made based on feedback from providers. We hope you find that the new forms better meet your needs. Please direct questions about the forms to Nancy Bystry-  
DODD recently sent out a memo on additional guidance for providers certified for Adult Day Array services. The memo provides clarification that individuals receiving Adult Day Support should not receive payment or wages for time periods when they are receiving this waiver service.
The memo additionally stressed that Vocational Habilitation is a time-limited service that provides opportunities to learn and gain experience to develop skills that lead to competitive, integrated employment. An individual receiving Vocational Habilitation must have community employment outcome(s) in their My Plan.
The memo also addresses inducements and the penalties a provider may incur if gifts are accepted and this law is violated. 
ProviderGuidePlus a new, online tool that allows people with DD and their families to find, compare and rate DD service providers is now live statewide. The tool is the result of a collaborative effort between OACB, the Ohio Provider Resource Association, DODD and parent and family groups.
ProviderGuidePlus functions similarly to Angie's List and other popular consumer rating websites. The site is free to use and reviews are submitted anonymously. To view this database, visit .
The provider search for ICF facilities has been developed to allow people with developmental disabilities to find ICF facilities that are accepting new people. If you operate an ICF accepting new people, please go into the PSM portal and update your facility information. For more information, DODD has developed the attached Guide . 

July 11, 9-10:30 AM
HCDDS Kingsley Offices
5093 Kingsley Drive, 45227
New compliance review tools went into effect 4/1/18 for Agency Providers and also Independent Providers . The areas of the tool in which changes were made are; Service Planning, Medication Administration, Service Delivery and Documentation, Personnel, and Title XX.
The tool for ICFIIDs was also updated with most sections having a question added or revised.  
The attached April 2018 Updates summarizes which questions the tools have been added, updated or revised.

Electronic Visit Verification, also known as EVV, is part of the 21st Century Cures Act. It is a federal requirement for all states to verify all waiver-funded personal care services and all home health services. In Ohio, mobile devises purchased by Medicaid will be mailed to the home of people receiving an impacted service. Providers will use the device to document that a service has been provided. This will affect independent and agency providers and require training for anyone using the device (for agency providers, all staff will need to participate in the training).
EVV is currently being used in Ohio for state plan services and will expand to include DD waivers in the fall of 2018 for HPC services. Claims will be compared with the EVV records for each visit. If the EVV record does not support the claim, the units will not be paid. Due to the complexity of group settings, DRA and shared living, there continues to be discussions about the details of implementation.
To learn more about EVV, please look at EVV FAQ or visit Medicaid EVV . We know that this has had hiccups during the initial release for state plan services and we expect that this will also cause frustrations with DD wavier providers. For these reasons, we encourage you to be involved and informed in these changes that will greatly impact your work and ability to receive compensation for services provided.

Agency employers are responsible for ensuring applicants, new employees, and veteran employees in direct services positions have adequate background checks. Below is the order OPSR recommends agency providers use to conduct initial background checks. This order, if followed, could alleviate unnecessary costs and time for the agency provider.  
Step 1: Online Database Checks
Complete the six free online database checks before you hire. If an applicant has a negative finding on any of the six database checks they are not eligible to be employed in a direct services position. You will save money by eliminating unqualified candidates before investing money in a BCII check. If an applicant will provide transportation, a driver's abstract is required at hire and every 3 years, also free online.  
ARCS: The Automatic Registry Check System -
ARCS is a free service. Enroll employees into ARCS to meet the requirement for 5-year database checks. ARCS notifies the employer if an employee's name shows up on any of the six database checks. This is a time saver. Get the details here.
 Step 2: Attestation Statement
Applicants sign an Attestation Statement to attest they have no criminal history. If they are found to have disqualifying convictions at a later time the employee may be terminated.  

Step 3: BCII & FBI Checks
If the agency is considering the applicant for employment the next step is to run a BCII check before the hire date. If the applicant is new to Ohio, the employer will also run a FBI check. Use the correct BCII/FBI codes, you will want to get this right the first time. The investment here is between $30 and $40 per applicant.  
Step 4: Rapback
Enroll employees into the Attorney General's Retained Applicant Fingerprint Background Check or Rapback. Rapback will automatically notify provider agencies of employees' arrests, criminal charges & convictions, the annual cost is $5 per employee. Rapback enrollment is required. Employees enrolled in Rapback will not need subsequent fingerprint checks for BCII which saves the provider time and money.

If an employee lives out of state an FBI check is required every 5 years. Employees not in Rapback due to inability to obtain fingerprints must have a BCII and FBI (if they live out of state) completed every 5 years. 

The state-funded Longevity and Competency Based Add-On goes into effect July 1, 2018. This add-on is $.39/ 15-minute unit for independent providers and agency staff that have at least 24 months of experience directly supporting people with DD and at least 60 hours of approved training courses.
For independent providers, proof of training must be submitted and approved through PSM by DODD to be eligible. For agency staff, the employer is responsible for verifying the appropriate training and requirements have been received prior to submitting claims.
Approved trainings include completion of Ohio DS PATHS Certificate of Initial or Advanced Proficiency or 60 hours of courses accredited by the National Alliance of DSPs offered through Relias and Direct Course College of Direct Support on DODD's website. Hours for regular certification don't count in the 60 hours.
DODD has developed the Longevity Add-On Guide to provide additional guidance.

The Fix the List Coalition has been working over the past 20 months to address the critical issues surrounding the waiting list to receive HCBS waivers. The new rule will identify those that have a current (within twelve months) unmet need(s) and attempt to pair them with more timely resources or alternative services as available.
Although strongly supported by county boards, the rule was delayed to ensure that the implementation of the new rule runs smoothly. The delayed timeline will provide adequate time ensure database changes are executed, to train SSAs and inform individuals and families served of the changes. To learn more about the waiting list changes, visit Fix The List or review the new rule at 5123-9-04 .


Cincinnati Fragile X Conference for Families and Professionals July 11-15 with single day options available.  Register and learn more at:


New Provider Training-Agency Providers.  
1:00 p.m. to 4:00 p.m. Wednesday, June 27.
New Provider Training-Independent Providers.  
9:30 a.m. to 11:30 a.m. Wednesday, August 22.
New Provider Training-Independent Providers.
                 9:30 a.m. to 11:30 a.m. Wednesday, September 26.
New Provider Training-Agency Providers
                 1:00 p.m. to 4:00 p.m. Wednesday, September 26. 
These trainings will be held at the HCDDS Support Center, 1520 Madison Road. They are designed to inform new independent and agency providers about Medicaid and waiver requirements and review tips for meeting compliance.  Please register by contacting