Office of Aging and Adult Services OAAS Community

Office of Aging and Adult Services (OAAS) - Community Choices (CCW) and Adult Day Health Care Waiver (ADHC) Transitions to the… Office for Citizen with Developmental Disabilities (OCDD) Residential Options Waiver (ROW) Louisiana Department of Health Office for Citizens with Developmental Disabilities 628 North 4 th Street, Baton Rouge, Louisiana 70802 (225) 342 -0095

1 - Objective/Purpose

Objectives Explain why this transition is taking place. Provide overview of the OCDD Residential Options Waiver (ROW) Outline the Transition Process Define Roles during the transition process; Individuals/participants identified to transition Office of Aging and Adult Services (OAAS) Support Coordinators Office for Citizens with Developmental Disabilities (OCDD) Support Coordinators OCDD Local Governing Entities (LGE) Offices OAAS Regional Offices

Where are we going? OAAS participants with a Statement of Approval (SOA) with OCDD and currently receiving CCW or ADHC will be transitioned to the ROW ØApproximately 230 CCW or ADHC identified participants will impacted ØTransition process will be a phased in process and based upon OAAS plan of care expiration dates ØThis change will result in greater access to services specifically designed to support the needs as persons with ID/DD.

When will transition phase be initiated? Ø The transitions will begin with the CCW and ADHC plans due to expire February 2018 and moving forward Ø During the 90 days prior to each participant’s OAAS annual planning Ø OCDD and OAAS Support Coordinators will work together to ensure person-centered planning occurs related to the transition with a focus on maintaining independence and continuing to live safely in the community.

2 - Residential Options Waiver (ROW) Overview Jeannathan Anderson, ROW Program Manager

What is the ROW? Ø Residential Options Waiver (1 of 4 OCDD HCBS Waivers) Ø Offered to eligible individuals through OCDD Ø There are multiple services available that were initially designed to support individuals as transition from more restrictive environments into the community

Who is Eligible for the ROW? ØIndividuals meeting from birth to end of life that meet the following eligibility criteria: Have a Developmental Disability as defined in the DD Law Have a Statement of Approval (SOA) Meet both financial and non-financial eligibility criteria for Home and Community Based Waiver Services (HCBS) Meet ICF/DD level of care criteria All other non-financial requirements US citizenship and Louisiana Residency

What services are available? Support Coordination (Required Service) Residential Services (Required Service) Must choose one of the 4 types of Residential Services in the ROW: Community Living Supports (CCW- Personal Assistance Service (PAS)/ADHC-Long Term. Personal Care Service(LT-PCS) (May be Self – Directed) Companion Care Host Home Shared Living Note: ROW requires use of SC and residential support each month to maintain waiver

Additional ROW Services • Center-Based Respite • Vocational/Habilitation • Permanent Supportive Housing Services • Nursing • Professional Services Dietician PT/OT Speech Social Worker Psychological * This is not a complete list of all ROW services

What is the Required Assessment Tool? Ø An Inventory for Client and Agency Planning (ICAP) is a widely used assessment tool which can measure both Adaptive and Maladaptive behaviors and gathers additional information; Ø Completed by the LGE Initially and as needed, Ø Requested prior to the development of a ROW plan of care

What is the Required Assessment Tool? The ICAP assessment instrument provides: Identification of the skills requiring assistance to allow the individual to live as independently as possible information used to identify home and community-based support needs the primary mechanism for establishing an individual’s budget in the ROW.

Are there Limits on Budgets in the ROW? Ø Yes, § ROW is a Capped Waiver § There are four (4) budget levels Ø Participant’s Annual Budget is Based on… his/her ICAP Level which must be completed prior to planning begins Ø Budget amounts may change as changes occur in assessment ICAP levels

ICAP Service Level and ROW Individual Budget Limits Correlation

ROW Planning Requirements! ü Complete and/or review any required assessments ICAP (Completed by LGE – Entry Staff) New 90 -L (Completed/Signed by Medical Doctor) Personal Outcomes Assessment ü Review current available records and/or assessment information ü Identify Vision and Goals for the individual ü Set Personal Goals (Based on Vision) ü Develop Action/Support Plan ü Identify any areas of unmet needs and determine which ROW services will address those needs.

3 - Transition Process

Transition Process Ø OAAS will generate a list by region and POC end date of participants to be transitioned. List will be updated monthly. This list will be shared with OCDD LGEs and Medicaid. OAAS Area Managers will forward list to RO Managers. Ø OAAS will share list with OAAS Support Coordination Agencies (SCAs). Ø OCDD will share list with the LGEs. Ø Based on the list provided, the OCDD LGE office will schedule and complete the ICAP.

Transition Process (continued) Ø OCDD will notify Statistical Resources Incorporated (SRI) to send the participant packet. Ø SRI will send the participant packet that includes: Information regarding transition, 90 -L, and Freedom of Choice (FOC) for Support Coordination Agency. If the current SC agency is also an OCDD SC agency-the participant will be able to remain with that SC agency.

Transition Process (cont’d) Ø Participant will need to return the 90 -L and the FOC to SRI. OAAS SC will actively assist in the completion and return of the participant packet Follow up during monthly and face to face contacts regarding the completion of the 90 -L by the physician. Ø SRI will link the participant to the appropriate SCA after receipt of FOC and 90 -L If the FOC is not received in 14 days from receipt, the individual will be autoassigned to an SC agency. SRI may link without the 90 -L. SRI will send the link to SC agency and Medicaid.

Transition Process (cont’d) Ø OCDD SCA will: Obtain ICAP score and SOA, Call the participant within 3 days of linkage, Meet with participant within 7 days of linkage, Complete the ROW FOC, Hold planning meeting within 30 days of linkage, and Make sure the Service Provider, OAAS SC, and others as identified by the participant are invited and participate in this meeting. Submit POC and 148 to the LGE within 35 days of linkage.

Transition Process (cont’d) Ø LGE Waiver staff will: Review the POC, Approve or return the POC within 10 working days of receiving it, Conduct pre-cert visit with participant, and Send 142 and 148 to Medicaid once pre-cert visit is completed.

Transition Process (cont’d) Medicaid will: Change type case and close segment, and Issue decision notice 18 W to LGE, participant/family, OCDD SC, OAAS, and OCDD. LGE Waiver staff will: Issue 51 NH (transition start date 14 days out), Initiate 2 week transition process if provider is changing, Notify SRI that 18 W is issued and submit appropriate documentation (budget pages, etc. ), and Notify OAAS State Office identified staff via email.

Transition Process (cont’d) Ø SRI will issue the following on transition date: Prior PA If Authorization (PA) for OCDD SCA and remove PA for OAAS SCA, for providers changes from OAAS waivers to ROW, and the provider is changing the OCDD SCA will need to notify both providers of the change date once the approved POC is received from the LGE.

4 Roles

Role of the Participant Ø Receive notification about transition, Ø Ask questions, Ø Schedule ICAP and Participate in completion of ICAP, Ø Return SCA FOC documents to SRI Ø Schedule doctor’s appointment to complete 90 -L, Ø Return 90 -L to SRI or SC, Ø Participate in Discovery/Planning process.

Role of OCDD LGE Ø Complete the ICAP – Entry Staff, Ø Share ICAP score and SOA with OCDD SC (staff TBD by DD Director), Ø Review/Approve plan of care – Waiver Staff, Ø Complete standard initial plan of care certification process – Waiver, and Ø Issue 51 NH-assure all appropriate documents are submitted to SRI. 51 NH should be handled as other transfers are addressed (i. e. , the start date should be 14 days after the 18 W) –Waiver.

Role of OCDD SC Ø Facilitate Discovery/Planning meetings, Ø Request/obtain ICAP and SOA from LGE timely, Ø Develop the Plan of Care, Ø Invite – OAAS SC, provider and others important to individual to POC meeting, Ø Assure that all documents necessary for plan approval are complete, Ø Confirm with OAAS SC any open CIRs are closed prior to ROW certification, and Ø Provide resources/referral as needed to address participants needs.

Role of OAAS SC Ø Serve as a resource for the OCDD SC: Participate as a respondent in the POC meeting, Assist with explaining changes to the individuals, including communications sent by OAAS/OCDD State Office, Assist with making sure participant completes and returns FOC to SRI, and Assist with making sure that the 90 -L is completed and returned to SRI. Ø Coordinate with OCDD SC to set up meetings, Ø Provide copy of the assessments/plan of care, Ø Close any existing Critical Incident Reports (CIRs), and Ø Continue Monthly/Quarterly Requirements.

Role of the Regional Office (OAAS) Ø Tracking/monitoring of the transition process: Ensure outstanding CIRs are closed prior to transition. Ø Provide technical assistance to OAAS SCAs.

Role of SRI Ø Send individual packet (90 -L, FOC for OCDD SCA), Ø Process linkage, Ø Send linkage to SCA and Medicaid, Ø Issues PA for OCDD SCA and removes PA for OAAS SCA, and Ø Issues PA for service providers.

Role of Medicaid Ø Changes type cases and closes OAAS waiver, Ø Issues decision notice 18 W to LGE, family/individual, OCDD SC, OAAS, and OCDD regarding ROW waiver approval

Role of OAAS/OCDD State Office Ø Provide list of Individuals to be transitioned to SRI, Medicaid, and OCDD LGE offices, Ø Develop/Send communications as necessary to individuals and stakeholders as appropriate, Ø Track/Monitor the Transition process, and Ø Provide Technical support to OCDD LGE/OAAS Regional offices.

6 Next Steps

Moving Forward Ø OCDD will send list of participants impacted to the LGE office, Ø ICAPs for individuals identified to transition will need to be scheduled and completed (by timeframe), Ø OCDD will request SRI forward Freedom of Choice (FOC) packet to identified participants, Ø OCDD SC agency should begin discovery/planning process including requesting ICAP score/SOA from OCDD LGE, and Ø OAAS SCA will assist throughout transition process.

Resources Ø ROW – webpage - http: //new. dhh. louisiana. gov/index. cfm/page/1875 Ø ROW Fact Sheet http: //new. dhh. louisiana. gov/assets/docs/OCDD/waiver/ROWFact. Sheet 111015. pdf Ø Where to find OCDD Local Governing Entity’s Office near you! http: //new. dhh. louisiana. gov/index. cfm/page/134/n/137 Ø REQUEST FOR MEDICAL ELIGIBILITY DETERMINATION - 90 L http: //new. dhh. louisiana. gov/assets/docs/OCDD/waiver/NOW/90 LForm. Rev 6117 Fillable. pdf

Resources (cont’d) Ø OAAS Help Line at 1 -866 -758 -5035 Ø OCDD ROW Program Manager – Jeannathan H. Anderson (225) 342 -5647