Date: Dec. 7, 2017
To: Lead agencies and all other interested stakeholders
From: Waiver policy staff in the DHS Disability Services and Aging and Adult Services divisions
Purpose: To share updates about the environmental accessibility adaptations service, vendor tracking log (DHS-7004A), exclusions from 245D licensure and reimbursement for unforeseen circumstances
Contact: For BI, CAC, CADI and DD waivers: firstname.lastname@example.org; for AC and EW: email@example.com
DHS recently made multiple updates to the Community-Based Services Manual (CBSM) about:
Lead agency staff should review the following CBSM pages for updates:
On the updated pages, DHS added information related to:
Lead agency staff should become familiar with these changes and ensure all staff follow the guidance.
Specifically, note the following updates:
Installation of vehicle modifications
Under all HCBS waivers and the AC program, installation of vehicle modifications is now an approval-option: direct-delivery service. (It was previously a DHS enrollment-required service.)
This update also is reflected on the CBSM pages Waiver/AC service provider overview and Lead agency oversight of waiver/AC approval-option service vendors and in the applicable lead agency approval materials. Lead agency staff should consult these resources and tools and integrate them into their processes.
New construction/unfinished rooms
DHS also updated the policy for authorizing modifications for new construction or unfinished rooms, following an approved waiver amendment change. See CBSM – Additional information about EAA for more information.
Service limit exception (BI, CAC, CADI and DD only)
Lead agency staff may request an exception to exceed the annual $40,000 EAA service limit for a person on the BI, CAC, CADI or DD waiver. For more information, including criteria that must be met and the process to follow, see the service amount section on CBSM – Environmental accessibility adaptations (EAA).
To help lead agencies document their review and approval of all non-enrolled, approval-option service vendors, DHS updated the Approval-Option Service Vendor Tracking Log, DHS-7004A (PDF). It now includes instructions about how to sort vendor data. Look for this updated information on the “log instructions” tab.
Sorting vendor data may help you identify:
DHS programmed the tracking log to direct you through the federal and state requirements an approval-option service vendor must meet. This programming is “locked down” with data protections that disable the log’s data sorting capability. The log instructions referred to above provide a “work-around,” allowing you to sort your agency’s vendor entries.
DHS recently created a new CBSM page to help lead agencies recover costs when there are unforeseen circumstances.
If the person does not enroll on a waiver/AC program for any unforeseen reason (i.e., death or a significant change in condition) the lead agency may request reimbursement for expense(s) it incurred in anticipation of the person enrolling.
For more information, see CBSM – Waiver/AC reimbursement for unforeseen circumstances.
To reflect the changes, DHS:
1. Updated the Reimbursement Request for Unforeseen Circumstances form, DHS-5504, (PDF)
DHS added a new CBSM page to address exclusions for 245D licensure. In some cases, a person who receives specific services can use an individual provider who meets requirements for exclusion from 245D licensure. For more information, see CBSM – Exclusions from 245D licensure.
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