Intellectual and Developmental Disabilities

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Transmittals request action from or provide policy, training, and other information related to the delivery of developmental disabilities services. 

Engagement and Innovation

  • ODDS is committed to engaging individuals, families, providers, and case management partners to gather feedback on policy or guidance proposals through the Engagement and Innovation site to the greatest extent possible.  
  • Responses to comments and feedback are posted at the Engagement and Innovation Archive​.

​​Looking for a specific transmittal?

The search feature may be used to search for any key words, a specific transmittal number, status (active/obsolete), or specific date. Only the information that appears in the list of transmittals is searchable. The search feature does not search through the content of the transmittal.​​​

In addition:

  • The ODDS Transmittals Spreadsheet is updated weekly and provides the ability to filter and sort the list of transmittals. 
  • The list of transmittals includes all active ODDS transmittals (regardless of date) and obsolete transmittals starting in 2015. ODDS transmittals dated from 1999 to December 31, 2020 may continue to be found at: http://www.dhs.state.or.us/policy/spd/transmit/transmit.htm​​ 
  • If a transmittal was updated after November 1, 2020, a pdf of the original transmittal is included in the archive/note column. Archived transmittals include an "ARCHIVED" watermark.​
  • ​​Obsolete transmittals include an "OBSOLETE" watermark.

Monthly Transmittal Review

Transmittals will be discussed the second Wednesday of every month at 2 pm using the TEAMS platform. The link to participate is:  Join Microsoft Teams Meeting , or you may call 971-277-2343 using conference ID: 403 980 561#  to hear only the audio portion of the meeting. Please send questions in advance to ODDS.Questions@dhsoha.state.or.us

Everyone has a right to know about and use ODDS programs and services. ODDS provides free help. Some examples of the free help ODDS can provide are written materials in other languages, braille, large print, audio, or a format you prefer. If you need help or have questions, please email ODDS.Questions@dhsoha.state.or.us or call ODDS at 503-945-5811. ODDS accepts calls from all forms of relay service. ​​​​​​
  
  
  
Summary
  
Archive/Notes
6/11/2021DD-IM-21-043CAM Classic Shut Off on June 11th 4pm

​ODDS would like to inform CAM (Centralized Abuse Management system) users that the removal of CAM Classic has been pushed back to June 11th at 4pm. CAM Lightning should see no interference in performance. 

Active
6/11/2021DD-IM-21-044Reminder of Transition from iLearn to Workday Learning

​ODHS and ODDS are changing their learning management system from iLearn to Workday Learning. iLearn will be shutdown on June 15th, 2021 and Workday Learning will become operational on June 16th, 2021.

Active
6/3/2021DD-IM-21-042Resuming In-Person Visits for the Development of Scopes of Work

​On June 7, 2021, ODDS will be resuming in-person home visits to develop scopes of work for home modifications. ​

Active
5/28/2021DD-IM-21-041PPL Enrollment Changes

​We are excited for PPL to implement the High Touch Enrollment process beginning June 1, 2021. This is a web portal where Employers and PSWs can securely complete paperwork online with the assistance of a PPL Enrollment specialist in their required language.

Active
5/26/2021DD-AR-21-040End of the 2019-2021 Biennium Processes

​Outlines the actions to prepare for the end of the 2019-2021 biennium.

Active
5/21/2021APD-IM-20-122Update to 2021 Health Care Advocate (HCA) Training Schedule
This transmittal provides information on webinar trainings for case managers and ISP team members, location of the HCA appointment form and training requirements for HCAs, which differ from the training requirements of ISP team members appointing an HCA.

HCA Webinars: June 4, July 1, September 13, November 8
Active
5/17/2021DD-PT-21-038Core Competency Training Options During LMS Transition

Many ODDS required trainings related to core competencies, credentialing and licensing are available on-demand in iLearn, the state’s current learning management system (LMS). The state is transitioning from iLearn to a new LMS called Workday Learning. Access to iLearn will end on June 15, 2021 and Workday Learning access will begin on June 16, 2021.

It is anticipated that the LMS transition will happen smoothly, but to help minimize the impact of this transition, ODDS is providing two options for Employment Professionals, Direct Support Professionals and Case Managers to complete Core Competency trainings.

Active
5/17/2021DD-PT-21-039Contingency Plan for Training Requirements During LMS Transition

Many ODDS required trainings related to core competencies, credentialing and licensing are available on-demand in iLearn, the state’s current learning management system (LMS). Beginning June 16th, 2021, the state’s new LMS will be Workday Learning.

In rare circumstances, the state’s LMS system may become unavailable for an extended period due to a technical issue. When such an event happens, ODDS will send out a communication about the LMS being unavailable and that the contingency plans listed in the Training Contingency Plan Worker's Guide will be implemented.

Active
5/12/2021DD-IM-21-033Oregon State Hospital Discharge Types and Procedures

​The Worker's Guide for Admission Types and Discharge Processes from the Oregon State Hospital (OSH) is intended to provide guidance to the field when working with individuals being discharged from OSH back into the community.

Active
5/12/2021DD-IM-21-036Potential CAM Outage May 2021

​ODDS would like to inform CAM (Centralized Abuse Management system) users of potential outages.

Active
5/12/2021DD-IM-21-037Updates to Children’s 24-Hour Residential Service Rate Exception Request Form and Exception Request Decision Notification Memo

​ODDS has updated the Children’s 24-Hour Residential Service Rate Exception Request Form and Exception Request Decision Memo.  The updates include clarity in the form and itemization in the decision memo.

Active
5/5/2021DD-IM-21-034New CAM Enhancements Coming on May 10th 2021

​ODDS would like to make all CAM users aware of updates to the system that will be available May 10th of 2021. These updates add additional fields to Person Records and Serious Incident records. 

Active
5/5/2021DD-IM-21-035Provider Agency Worker Classification

​This IM addresses three issues that have come to the attention of ODDS regarding provider agencies: DSP employment status; incentives for individuals; and Medicaid payments.

Active
4/27/2021APD-PT-20-074ODDS Reopening Policy Worker's Guides and Updates

The residential and CME guides have been updated with information regarding the reduction of certain provider rates and ending exceptions. New or renewing COVID related exceptions will begin to use the typical form (SDS 0514DD) and process beginning 5/1/21.

The Employment and DSA guides have been updated to clarify vaccination requirements for group services in “high” and “extreme” risk categories. Also clarified that all physical distancing and mask requirements continue in all service settings. Finally, clarifies that ODDS should be notified before beginning any overnight services as it relates to camps.

COVID-19 Worker's Guides: 

Active
4/22/2021DD-AR-21-032Civil Commitment Actions and Worker Guide

In compliance with federal and state reporting requirements, case management entities must implement use of the 427 Civil Commitment Worker Guide for all civil commitment processes under ORS 427.

Active

​Replaced APD-AR-17-014

4/20/2021DD-IM-21-031ODDS Assessment Unit "Did You Know"

​ODDS maintains a Compass Project: Case Manager Resources web page. The Assessment Unit will post a monthly document titled 'Did You Know' on this site. The ‘Did You Know’ is an informational document which includes tips and reminders for case managers who complete annual ONAs.

Active
4/14/2021DD-IM-21-028Eligibility Determination Notice Guide Version 2

The Eligibility Notice Worker Guide Version 2 is available beginning April 14, 2021. This guide contains the current rule citations from the 10/15/2020 eligibility rule cited in OAR 411-320 – Community Developmental Disabilities Programs.

Active
4/14/2021DD-IM-21-029Documents Added to the ONA Assessor Resource Page

​The following documents were added to the ONA Assessor Resource Page
- 2020-2021 Training Schedule.
- ONA Item Essential Elements.
- QAT Area Assignments.

Active
4/14/2021DD-IM-21-030Verification of a Child's Health Care Plan During Health Care Visits

​Child Foster Home and 24-hour Residential program providers serving children with intellectual or developmental disabilities are not required to present a child’s Oregon Health ID card for the child to receive health care services. The health care provider is required to verify the child’s Oregon Health Plan (OHP) eligibility and enrollment using one of the verification options offered through the Oregon Health Authority.

Active
4/9/2021APD-IM-21-032Oregon Home Care Commission’s Registry Changes

New features for the OHCC Registry:
• Password reset
• Customer Service contact information updates
• Expanded time for students to self-cancel for classes
• Viewing Help Wanted Ads for CIIS and DD Personal Support Workers

Active

​OHCC

4/8/2021DD-AR-21-026Guidance for Assisting Families with Medicaid Applications in ONE

​Case Management Entities (CMEs) working with families who have requested I/DD Medicaid-funded services will be assisting families with applying for Medicaid through the new OregONEligibility (ONE) system.

To support CMEs with this function, ODDS, in collaboration with Community Developmental Disabilities Programs (CDDPs), developed the following four Guides:
1. Guide for CDDPs Assisting with Application for Child Referred for Medicaid Funded In-home Services;
2. Guide for CDDP’s Assisting with Application for Medicaid for Child Referred for Children’s Foster Care; and
3. ODDS Medicaid Guide for Families of Children who Experience Intellectual or Developmental Disabilities provided in English, Russian, Simplified Chinese, Somali, Spanish and Vietnamese.
4. ODDS Medicaid Renewal Guide for Families of Children who Experience Intellectual or Developmental Disabilities provided in: English, Russian, Simplified Chinese, Somali, Spanish and Vietnamese.

Active
4/8/2021DD-IM-21-027Training on ODDS Community Transportation and Local Match Transportation

​ODDS is hosting a training on May 4, 2021 on Local Match Transportation, as it will be expanding Local Match Transportation to Brokerages as of July 1, 2021. This training is for case management representative specifically appointed to as a liaison to facilitate local match, as well as for local match transit providers.

Active
4/7/2021DD-AR-21-002Incident Management Team Meetings Draft Quarterly Reporting Form

​Changes have been made to the Incident Management Team (IMT) Simplified Report. Calendar quarters have been changed to match the federal waiver year.

During 2021, incident management teams must review all abuse and serious incidents and submit a report according to the schedule listed in the transmittal.

Active
4/7/2021DD-IM-21-024iLearn to Workday Transition - Information and FAQ Calls

​ODDS is happy to announce a series of Zoom meetings to discuss the iLearn to Workday transition, planned for June 2021.

Active
4/7/2021DD-AR-21-025OregONEligibility Medicaid Renewal Notifications

​CDDP’s will receive a list of the names from ODDS of children who are due for Medicaid renewals each month. CDDP’s are required to contact these families directly and ask them to be aware that they will receive a packet in the mail and explain the importance of completing the renewal in the time allotted.

Active
4/5/2021DD-PT-21-021Training Requirements for ONA Case Manager Assessments

​OAR 411-425-0035(2) requires that services coordinators and personal agents complete training prior to completing an Oregon Needs Assessment (ONA). The required ONA training is now available in the State approved learning management system.

Active
4/5/2021DD-IM-21-023Updates to the Centralized Abuse Management (CAM) System

​The Centralized Abuse Management (CAM) system is undergoing updates through the Salesforce vendor, the platform upon which CAM is built. This informational memorandum covers the following updates:
- Transitioning to the new Lightning platform
- Accessing the Classic platform
- Knowledge tab
- Reports in Lightning
- Contacts for technical assistance or questions

Active
4/1/2021DD-IM-21-020Updated County-to-County Transfer Worker Guide

​An updated County-to-County transfer worker guide is now posted in the Staff Tools page.

Active
4/1/2021DD-IM-21-022Monthly Nursing Webinar Series

ODDS will be offering a monthly webinar series on various medically focused topics to help support case managers in their coordination of care for people with complex medical support needs. The topics will vary from how to access nursing programs that are funded by ODHS to presentations by the Oregon State Board of Nursing.

Active
3/25/2021DD-AR-21-018Discovery Changes

All Discovery services authorized on or after September 1, 2021 must:
1. Utilize the new ODDS Discovery Profile;
2. Meet the requirements as outlined in the new Discovery policy including the ODDS Discovery Profile, and the ODDS Worker’s Guides: The Discovery Guidelines for Services Coordinators/Personal Agents and Discovery Providers, and The Experiential Components of Discovery.

Active
3/25/2021DD-IM-21-019Updated Employment Professional Qualifications and Training Worker's GuideActive
3/24/2021APD-PT-21-012Changes to Medicaid COVID-19 Adverse Action Provisions

​The Center for Medicare and Medicaid Services (CMS) adopted 42 CFR 433.400 effective 11/2/20. This rule represented a change in the federal interpretation of the CARES Act, specifically regarding what adverse actions were allowable during the COVID-19 emergency period. States were instructed to implement these changes as soon as possible given unavoidable delays in making the necessary changes to states’ eligibility systems. As a result, the Oregon Department of Human Services will be making the following changes to its COVID-19 emergency period provisions effective March 25, 2021:
• All changes affecting patient/service liability and EPD Participant Fees should be acted upon. This means we can now increase service liability and EPD Participant Fees.
• All ongoing special needs payments (Medical-Related Payments (MRPs)) for which individuals are no longer eligible should be ended.
• Reductions to special needs payments should be acted upon as needed.

Active

​APD Medicaid

3/23/2021DD-IM-21-017Vocational Rehabilitation and ODDS Service Crosswalk with VR Crosswalk Addendum

​To assist in employment planning, Vocational Rehabilitation (VR) and the Office of Developmental Disabilities Services (ODDS) have created a crosswalk between ODDS and VR employment services.​

VR-DD Services Crosswalk with VR Services Addendum

Active
3/19/2021DD-IM-21-014Investigating and Screening Abuse or Neglect Related to COVID-19 Infection Control Measures

​OTIS has prepared guidance related to allegations of neglect or abuse related to a caregiver’s failure to adhere to the COVID-19 safety practices, rule or policy expectations related to mitigating the transmission of the COVID 19 virus.

Covid-19 Screening Tool

Active

​OTIS

3/19/2021DD-AR-21-015eXPRS Enhanced Funding Requirements

​CMS is requiring we provide the proof of the time the field is working on tasks to receive match. Using the spreadsheet, each month complete the necessary fields for specific use in eXPRS. The spreadsheet contains two tabs, POC and Eligibility; please complete the ones applicable for your CME.

Active
3/19/2021DD-AR-21-016ODDS Diagnoses & Evaluation Coordinator Eligibility Consultations

​CDDP Program Managers and Eligibility Specialists must implement the ODDS D&E Eligibility Consultation Worker Guide & Protocols. The worker guide and D&E Consultation Form must be used for all formal ODDS eligibility consultations which may result in a determination of eligibility by the CDDP.

Active
3/15/2021DD-AR-21-013NCI 2020 Staff Stability Survey Requirement

​The National Core Indicators, often referred to as NCI, supports states in gathering data about services for people with I/DD. Oregon will again participate in the Staff Stability Survey this year. This survey gathers information about employees providing direct “hands on” services and supports, often referred to as Direct Support Professionals (DSP). This survey gathers information on staffing levels, job stability, wages and compensation, and focuses on the DSP workforce employed between 1/1/2020 -12/31/20.

Active
3/15/2021APD-IM-21-025OHCC Conditional Certifications

​In-person CPR/First Aid courses approved by the Oregon Home Care Commission (OHCC) are suspended during the COVID-19 pandemic. This directly impacts the ability of homecare workers, personal support workers, and personal care attendants to earn and maintain a certification offered by the OHCC because an unexpired CPR/First Aid certification is required for all OHCC certifications. To remedy this situation, the OHCC is offering conditional certifications to workers who meet all other certification requirements except CPR/First Aid certification.

Active

​OHCC

3/11/2021DD-IM-21-012Zoom Call to Discuss Local Match Transportation

ODDS is hosting a call on Thursday, March 25, to discuss local match transportation.

Active
3/9/2021SS-PT-21-005Non-Citizen Eligibility Changes for COFA Residents

​With the passing of the Consolidated Appropriations Act (CAA) of 2021, Compact of Free Association (COFA) residents are now considered Qualified Non-Citizens (QNCs) who are not subject to the 5-year bar for Medicaid.

Active

​APD Medicaid

3/4/2021DD-IM-21-011Eligibility Specialist Core Competency Training - 2021

​In accordance with OAR 411-320-0030 eligibility specialists must attend and complete Eligibility Core Competency training within the first year of entering into the position. Annually, all eligibility specialists must participate in Department sponsored eligibility trainings and complete 20 hours of training related to intellectual and developmental disabilities.

2021 Initial Eligibility Core Competency Training Schedule
• Tuesday, May 4th – Thursday, May 6th, 2021 8:30 a.m. to 4:30 p.m.: Spring Core Competency
• Tuesday, October 5th – Thursday, October 7th, 2021 8:30 a.m. to 4:30 p.m.: Fall Core Competency

Active
3/4/2021APD-IM-21-022Carewell SEIU 503 Refresher Training Pilot

​Training becomes mandatory for all homecare and personal support workers and personal care attendants on Sept.1, 2021 and will be provided by our partner, Carewell SEIU 503 Training. Carewell is hosting webinars for local office staff to learn about the refresher training pilot.

Active

​OHCC

3/3/2021DD-IM-21-010Notification of Pending Status Form

​The Notification of Pending Status (form DHS 2853) is available for use when a request for a service requires additional information or documentation from the applicant or individual.

Active
2/26/2021APD-IM-21-019Oregon Home Care Commission’s Registry Changes

​Oregon Home Care Commission’s (OHCC) Registry will be adding some new and updated features on Friday, Feb. 26, 2021 at 5:00 p.m. The Registry will be offline to complete these changes and should be available again by Saturday, Feb. 27, 2021 at 8:00 a.m.

New Features:
• Password reset
• Customer Service contact information updates
• Expanded time for students to self-cancel for classes
• Viewing Help Wanted Ads for CIIS and DD Personal Support Workers

Active

​OHCC

2/24/2021DD-IM-21-004ODDS Expenditure Guidelines v.12 Update

​The Expenditure Guidelines version 12 has been updated to reflect a temporary, legislatively approved 5% rate increase for certain services and provider types. These rates are in effect through 6/30/21.

Active
2/24/2021DD-IM-21-0071099 Information for Foster Providers

​ODDS emailed foster care providers on 1/22/2021 about 1099s. ODDS is sharing the email with CDDPs to answer inquiries you might receive regarding 1099s for foster providers.

Active
2/24/2021DD-PT-21-008Resuming Developmental Disabilities Eligibility Redeterminations

​​This policy provides guidance for reopening of all eligibility redeterminations.

Active
2/24/2021DD-PT-21-009Presumed Eligible Policy - COVID19

​This policy replaces Presumed Eligible determination guidance for COVID19. For information about eligibility redeterminations for developmental disabilities, see DD-PT-21-008.

Active

​Replaced APD-PT-20-025

2/18/2021APD-AR-20-099COVID-19 Scenarios Update and Required Reporting Form
As the COVID-19 pandemic continues, ODDS acknowledges that maintaining records and reporting for individuals eligible for ODDS services and providers delivering service is challenging for all providers and case management entities. For that reason, ODDS has updated information and requirements in the COVID-19 Scenarios document and the COVID-19 Reporting Form.
Active
2/5/2021APD-AR-20-108Rate Changes for Employment and DSA Services - Update
​Due to the COVID-19 requirement that services be limited to remote or 1:1 services in extreme and high risk counties to ensure health and safety, ODDS is temporarily allowing a 1:1 rate for 1:1 DSA facility and 1:1 Employment Path services.

As of 1/1/2021 Employment and DSA services received a 5% increase, effective until 6/31/2021.
Active
2/5/2021APD-AR-21-006Removal of the APD 539 Forms Series

​Effective 02/01/2021 the APD 539 Series of forms/applications will be removed from the online Forms Server and Oregon ACCESS. This includes the APD 539A, 539B, 539C, 539D, 539F, 539G, 539H, 539I, 539L, 539R, 539S, and 539V as well as the SDS 445. Local offices should discontinue supplying this series of forms/applications to new applicants for medical and SNAP benefits as of this date.

Active

​APD Medicaid

1/28/2021APD-IM-21-009COVID-19 Vaccine Informational Flyer Sent to Personal Support Workers

​On Jan. 13, 2021, the Oregon Home Care Commission sent a Covid-19 vaccine informational flyer via email to all personal support workers. The flyer was also shared via social media.

Active

​OHCC

1/27/2021DD-IM-21-006OregONEligibility (ONE) Training for Oregon Health Authority Community Partners

​During October and November 2020, ODDS co-facilitated initial Community Partner (CP) Oregon Health Plan (OHP) application assister training with OHA Regional Outreach Coordinators (ROC) as part of the ONE Medicaid application transition plan. Case Management Entities (CME’s) interested in future training may access generic training for community partners through the OHA website, or work with the ROC staff to identify if an individualized training may be more appropriate.

Active
1/19/2021APD-IM-21-004Carewell SEIU 503 Refresher Training Pilot

​Training becomes mandatory for all homecare and personal support workers and personal care attendants on Sept.1, 2021 and will be provided by our partner, Carewell SEIU 503 Training. Carewell is launching a refresher training pilot in February 2021 for the current workforce of homecare workers, personal support workers, and personal care attendants.

Active

​OHCC

1/14/2021DD-IM-21-005Quality Assurance and Core Competency Reviews for ODDS

​Beginning January 1, 2021, ODDS will no longer be conducting eligibility Quality Assurance Field Reviews (QAFR) for Community Developmental Disabilities Program (CDDP) offices. Rather, ODDS Diagnosis and Evaluations (D&E) Coordinators will be evaluating eligibility determinations via the Individual Core Competency review process.

Active
1/12/2021DD-AR-21-003Parent Personal Support Workers (PSWs)

​ODDS received permission from CMS to support families of children under 18 with the most significant need by allowing parents to temporarily provide paid hourly supports to their children as Personal Support Workers (PSWs).

Worker's Guide: Case Management Activities During COVID-19

Active
1/5/2021DD-IM-21-001New DD Licensing Email Notification Box

​ODDS Licensing has created a new email box to send information, referrals, and notifications regarding providers, licensing, and corrective action needs. New Email Box: DDLicensing.Notifications@dhsoha.state.or.us

Active
12/28/2020APD-PT-20-120CHIP Medicaid Eligible for K Plan Services and Coding

​Children on CHIP are now eligible for K Plan Services. They are not eligible for Waiver Services. The eXPRS, mainframe Service Eligibility and MMIS systems have all been updated to accept CHIP case coding.

Active
12/28/2020APD-IM-20-142ODDS Transmittals

​ODDS has a new distribution process and website for transmittals relating to developmental disabilities services.

Active
12/21/2020APD-PT-20-119OR310 Service Authorizations for Youth in Residential Settings

​Youth residing in a Children’s Residential Setting (Service Element 142) who have been assigned to service group five and have a behavior support score through the Oregon Needs Assessment (ONA) process, may have maintenance of the Positive Behavior Support Plan (OR310) authorized by their Children’s Residential Specialist for up to 30 hours per plan year.

Active
12/11/2020APD-PT-20-1152021 Cost of Living Adjustments

​This Policy Transmittal explains the impact of SSA Cost of Living Adjustments (COLAs) on OSIPM and Medicare Savings Program (QMB/SMB/SMF) eligibility for 2021.

Active

​APD Medicaid

12/9/2020APD-IM-20-131New Worker Training Series for Homecare and Personal Support Workers Now Available Statewide
​Training becomes mandatory for all homecare and personal support workers and personal care attendants on Sept. 1, 2021 and will be provided by our partner, Carewell SEIU 503 Training.

Active

​OHCC

12/7/2020APD-AR-20-104DD 56 Provider Rent Subsidy and DD 156 General Fund Room & Board
​The Social Security Administration will be implementing a 1.3% Cost of Living Adjustment (COLA) for Social Security recipients as of January 1, 2021. This transmittal informs I/DD Providers of Room and Board rate changes for SSI recipients and requirements for continued funding for DD 56 Rent Subsidy and DD 156 General Fund Room and Board.

Active
11/25/2020APD-AR-20-103ONA Procedures
​Includes procedures expected to occur regarding the Oregon Needs Assessment (ONA) to ensure that the most current support needs are accurately captured on the ONA and that the resulting Service Group is indicative of the current support needs.
Active
11/24/2020APD-PT-20-113ONA Service Groups and Children's Residential Services
​On January 1, 2021, for a child in the Children’s Residential Program (SE142), the child’s service group will determine a payment category. The payment category will establish a rate paid to a provider for that child’s care. The rate setting process will not change for any other service elements at this time.
Active
11/20/2020APD-AR-20-101Keys Amendment - Annual Public Notification of Standards for Residential Facilities
​Section 1616(e) of the Social Security Act (the Keys Amendment) requires, in part, that States annually make available for public review a summary of standards (rules) developed for residential facilities. Letter and rules summary must be posted in a public place during the month of December 2020.
Active
11/20/2020APD-IM-20-125COVID Compliance Assistance
​Considering the Governor’s recent “freeze” order, as well as previously existing restrictions and requirements, ODDS would like to give Personal Agents and Services Coordinators a few points to keep in mind when having challenging conversations with individuals, families and providers who may not want to comply.
Active
11/20/2020APD-AR-20-102Contacts for Central Coordination Unit (CCU) OregONEligibility DD Service Referrals
Case Management Entities must submit contact information for Long-Term Care Service (LTCS) request referrals from ONE to the Office of Developmental Disabilities Services (ODDS) for inclusion in the DD directory. The contact list will be utilized by the Oregon Department of Human Services (ODHS), Aging and People with Disabilities (APD), Central Coordination Unit (CCU) when a ONE system application has generated a service request for a child whose application is noted as needing a LTCS and has a disability.
Active
11/17/2020APD-IM-20-123Monthly Transmittal Call
​​ODDS will resume the monthly transmittal webinars it had been conducting prior to the onset of the COVID-19 pandemic. The purpose of the webinars is to review guidance published by ODDS during the previous month. They will occur regularly on the second Wednesday of each month at 2 p.m., beginning in December.
Active
11/13/2020APD-IM-20-121New Oregon OSHA COVID Rules for Workplaces - Effective 11/16/2020
Oregon OSHA issued new COVID rules for workplaces that take effect on November 16, 2020. Many DD Services providers are subject to these rules and will be impacted by the requirements.
Active
11/12/2020APD-IM-20-120Mandatory Training: Mass Mailing to Consumers, Common-Law Employers, Homecare Workers, Personal Support Workers, and Personal Care Attendants
Senate Bill 1534 makes training mandatory for all homecare and personal support workers, including personal care attendants. The new requirement goes into effect on September 1, 2021. Letters and required training flyers are being mailed to consumers, common-law employers, homecare and personal support workers, and personal care attendants on November 13, 2020 to provide basic information about the upcoming training requirements.
Active

​OHCC

11/6/2020APD-PT-20-111OIS Expiration Extension for Independent Providers of Professional Behavior Services
OIS has extended the expiration date of all instructors to April 30, 2021. Due to ongoing difficulties accessing OIS classes to renew an OIS “G” certification, ODDS will be extending the OIS expiration date of all Independent Providers of Professional Behavior Services to align with the expiration date of OIS instructors. 
Active
11/2/2020APD-IM-20-117ONE DD Referrals for Long-Term Care Services Processes
The OregONEligibility (ONE) online portal for Medicaid applications generates Long-Term Care Service (LTCS) requests, including requests for DD services, when an applicant indicates they have a service need. This information memorandum provides guidance on how DD service referrals generated by ONE will be communicated to Community Developmental Disabilities Programs (CDDPs) and the Aging and People with Disabilities (APD) Presumptive Medicaid Disability Determination Team (PMDDT). 
Active
10/28/2020APD-AR-20-092Annual Privacy and Security (ISPO) Training and CAM Users
Privacy and security (ISPO) training is required annually for all staff who use the Centralized Abuse Management (CAM) system. Users must complete ISPO training by December 31, 2020.
Active
10/23/2020APD-PT-20-107Amending Definitions Used in Abuse Investigations (Adults w/DD)
The Office of Training Investigation and Safety (OTIS) has filed a Permanent Order to amend two definitions in OAR 407-045-0260. These definitions are used along with ORS 430.735 for conducting abuse investigations involving adults with I/DD as the alleged victim. This rule change became effective 10/01/2020.
Active

​OTIS

10/23/2020APD-PT-20-025Presumed Eligibility Guidance
ODDS is implementing temporary presumed eligibility (P.E.) until such time this policy may be lifted. For all actions, staff must clearly progress note changes due to the COVID-19 emergency policy.
Obsolete
10/19/2020APD-IM-20-116Attendant Care Services and School
ODDS is releasing guidance (Navigating the 2020-2021 School Year) to help families of children and the professionals that support them understand the role of ODDS-funded services during the 2020-21 school year.
Active

10/16/2020APD-IM-20-115OregONEligibility Frequently Asked Questions (FAQ) and New Email Address
ODDS is working on developing future frameworks for Medicaid eligibility determinations, referrals and redeterminations in the OregONEligibility (ONE) system. As the future framework is being developed, communication and clarification about ONE is a top priority to ODDS. As the future frameworks are being developed and individual questions are identified, Case Management Entities (CMEs) may submit questions to ODDS.ONEquestions@dhsoha.state.or.us. ODDS will review questions and update a Frequently Asked Questions (FAQs) on a weekly basis.
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10/13/2020APD-PT-20-105Purchasing Personal Air Purifiers Through OR 562
On September 8, 2020 as a result of the consequences of the wildfires on the State of Oregon it was determined by the Secretary of Health and Human Services that a public health emergency exists. Many individuals have had their independence negatively impacted by the air quality resulting from these fires. Individuals whose independence in performing activities of daily living (ADL) or instrumental activities of daily living (IADL) has been reduced due to the air quality inside their home may be eligible to use department funds to purchase a personal air purifier. Whole home air purifiers will not be authorized.
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10/13/2020APD-PT-18-052Udated Day of Service for Adult Foster Home Providers

​This policy applies to adult foster care services delivered to individuals with Developmental Disabilities and whose services are paid out of eXPRS.

Active
10/9/2020APD-PT-20-109AFH Licensing Inspections and CBA
As part of the 2019-2021 Collective Bargaining Agreement (CBA) between the Department of Administrative Services on behalf of the State of Oregon and the Service Employees International Union (SEIU) local 503, Adult Foster Homes (AFH), the two parties agreed to language in a new article (14) related to licensing inspection visits across all Oregon Department of Human Services (ODHS)/ Oregon Health Authority (OHA) Adult Foster home settings covered under the CBA.
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10/9/2020APD-IM-20-113Contractor Working with Direct Nursing Service Criteria
ODDS has contracted with “Elderwise Inc.” for the purpose of assisting with the completion of Direct Nursing Services (DNS) Criteria’s to determine eligibility for DNS services.
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10/9/2020APD-IM-20-112ODDS Children's Residential Group Home ONA Service Group Rate Implementation
On January 1, 2021, the rates paid to children’s group home providers will change. There is no change in how any child will receive services.
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10/9/2020APD-PT-18-017Update to 24 Hour Residential Day of Service

​New 24-Hour Residential Program and Settings rules were filed which allows providers to claim a day of service for an individual who is admitted to an acute care hospital where the individual’s ISP authorizes attendant care in the hospital setting and who has met the day of service criteria in section 411-325-0490(3(a) including service conditions under 411-325-0490(2)(b).

Active
10/6/2020APD-AR-20-082Incident Management Team Meetings Draft Quarterly Reporting Form
Given the combined factors of the pandemic and wildfires, it was identified that requiring Case Management Entities (CME) to complete the full statistical review by October 1, 2020 was not realistic. The full report and statistical analysis of Serious Incidents (SI) and abuse trends will be required of CMEs at a future date which will be announced in a future Action Request (AR). Until that date, ODDS has created a simplified report.
Obsolete
10/5/2020APD-PT-18-056Day of Service for Child Foster Home Providers Update

​This policy applies to children residing in a child foster home and receiving foster care services for children with intellectual or developmental disabilities in accordance with OAR 411-346. Child foster home providers who are paid out of the eXPRS payment system may file a claim for a day of service under this policy for services provided on or after January 1, 2019.

Active
10/2/2020APD-IM-20-111DD 53 Transportation Budget Tool No Longer Required
The DD 53 Community Transportation budget tool is no longer required and has been removed from the ODDS website. Please use the Expenditure Guidelines to establish rates for DD 53.
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10/1/2020APD-PT-20-108How to Use the ONA Risk Report
Services Coordinators and Personal Agents for those receiving in-home services may now use the ONA Risk Report or the Risk Identification Tool (RIT).
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9/30/2020APD-PT-20-100Replacement of Previously Authorized Items Lost or Missing Due to Fire or Evacuation
Oregon Governor Kate Brown has declared a statewide emergency in response to the wildfires that are currently occurring in Oregon. Many individuals have been evacuated from their homes. Individuals who had to evacuate from their home due to the wildfire may not have brought their specialized medical supplies, assistive devices, or assistive technology with them or these items may have been lost in a fire and will need replacement as soon as possible.
Active
9/29/2020APD-IM-20-109Changes Related to OregONEligibility Online Application Portal
The rollout of the new Integrated Eligibility system for Medicaid and other services, OregONEligibility (ONE) will have significant impacts on ODDS’ processes, beyond even accessing Medicaid eligibility. ODDS staff have been working with the APD Central Coordination Unit (CCU) team to problem solve how to address these changes. The timeframe for rolling out implementation is January 2021. This will require adapting processes on a very short timeframe. The purpose of this IM is to provide a broad overview of the changes that will take place.
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9/28/2020APD-PT-20-106ONE Medicaid Application Assistance - Oregon Health Authority Community Partnership Program for Medicaid Applications or Redeterminations
The Oregon Health Authority (OHA) has implemented a new application portal and process for individuals applying for Medicaid. This new system is called the OregONEligibility (ONE) portal. For individuals receiving services from Developmental Disability (DD) programs, additional processes need to be put into place to ensure that individuals have and/or do not lose Medicaid or Medicaid funded services.
Active

9/28/2020APD-PT-20-081DD Medicaid Application Changes
​​Aging and People with Disabilities (APD) uses both online and paper application forms. Beginning July 6, 2020, APD will begin phasing out various paper applications and will transition to a single paper application for all medical programs. This is due to requirements by the U.S. Centers for Medicaid/Medicare Services (CMS). This change applies to the 539 application form series, including the APD 539a and APD 539d (Children’s Medical Eligibility Unit – CMEU).
Active
9/21/2020APD-PT-20-102Temporary Housing Due to Wildfire Emergency
ODDS has established new guidelines for providing temporary housing to people receiving in-home services or ODDS-funded children’s foster care services who have either lost their home (house, apartment, etc.) or have been evacuated due to wildfire impacts.
Active
9/15/2020APD-IM-20-100Print Plant Issue Sending Checks, Resolution
DHS was made aware of an issue where checks authorized in the ONE system were sent to the Print Plant, but the Print Plant did not print and mail out the checks. This is affecting checks authorized starting 8/6 until the issue was identified on 9/13. Please Note: this was not a system issue in an eligibility system or an issue with worker action. Also note that EFT payments were not affected by this issue. Checks were reprinted/reissued on 9/13 and mailed to consumers on 9/14.
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​APD

9/14/2020APD-PT-20-099Attendant Care in a Hospital Setting Worker Guide
With the passage of the CARES Act, Congress recognized that some people with intellectual and developmental disabilities benefit from having a familiar caregiver with them in a hospital setting. Prior to the act, funding for attendant care services was prohibited in a hospital. Now, under certain conditions it is permissible.

Worker's Guide: Attendant Care During an Inpatient Hospital Stay During the COVID-19 Pandemic
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9/11/2020APD-IM-20-097Wildfire Evacuations and Pandemic Precautions
The COVID-19 pandemic continues to be an active threat while communities are finding themselves readying for and evacuating their homes due to wildfires. With the focus on keeping people safe and the need to move quickly, we are not issuing specific COVID-19 guidance for evacuation settings at this time. ODDS asks that all providers, including In-Home agencies and Personal Support Workers (PSWs), continue their best efforts in implementing precautionary measures to limit the risk of exposure and outbreak of COVID-19. Wherever and whenever possible, providers are asked to continue to follow ODDS and Public Health-issued COVID-19 guidelines while supporting and sheltering individuals and households being relocated due to emergency events, including wildfire-related evacuations.
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9/10/2020APD-IM-20-096Developmental Disabilities Services and Residential Mental Health Treatment
From time to time an individual enrolled to ODDS’ services may require behavioral health services in a Residential Treatment Home (RTH) or Facility (RTF). During a stay in such a setting an individual may remain enrolled in DD services, however they cannot access any form of attendant care because the services the RTH/RTF is required to provide are indistinguishable from attendant care and are Medicaid funded. Foster care, 24-hour residential (DD), and supported living providers cannot claim a day of service for days spent in an RTF/RTH. Day Support Activities are also not permitted. Only case management and employment services may continue while an individual is receiving care in one of these settings.
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9/9/2020APD-AR-20-083ODDS Extension of COVID-19 Related Exceptions
Case Management Entities (CMEs) must update the service authorization in eXPRS for service hours or service rates based on a COVID-19-related exception for residential settings and in-home plans. Authorization end dates may be updated to extend up to the end of the CPA or Plan of Care period, as necessary and appropriate.
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8/19/2020APD-PT-20-092Summer Hours Extended; Attendant Care During 2020-2021 School Year
Summer hours listed on Children’s Needs Assessments (CNAs) are in effect until further notice for children receiving in-home services. Plans of care must be updated manually for individual children by each CME to reflect this extension. (COVID-19)
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8/18/2020APD-IM-20-093Updates to ODDS Guidance Related to Senate Bill 1606
ODDS is updating previously issued guidance documents to align with Senate Bill 1606 passed during the 2020 special legislative session.
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8/11/2020APD-PT-20-091Standardized Child Placement Referral Form and Checklist
ODDS requires all Community Developmental Disabilities Programs (CDDPs) and Children’s Intensive In-Home Services (CIIS) programs to use a single ODDS Child Placement Referral Form and Checklist for all referrals to DD-licensed or certified 24-hour group homes, inclusive of the Stabilization and Crisis Unit (SACU), Host Homes, and Child Foster Homes regardless of location of the home.
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8/10/2020APD-IM-20-089Voiding Service Deliveries for DD Personal Support Workers in eXPRS
In order to maintain compliance with the DD Personal Support Worker (PSW) collective bargaining agreement (CBA), anytime that a paid service delivered (SD) is voided by a Case Management Entity (CME) in eXPRS for a DD PSW, a notification must be sent to ODDS. This new process will allow our staff to research and notify PSW providers if any liabilities or overpayments are created.
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8/10/2020APD-IM-20-090Agency Provider County Specific Service Location (Employment) in eXPRS
In order to simplify the Provider Enrollment Process and the transition of individuals across county lines for employment services, multiple counties can now be housed in a single service record in eXPRS for agency providers who are endorsed to provide employment services.
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8/4/2020APD-AR-20-014Health Care Advocate (HCA) Webinar Training Schedule for 2020

​OAR 411-365 about ISP team appointed Health Care Representatives (HCRs) is being repealed March 1, 2020. It is being replaced with the adoption of OAR 411-390 which allows for the appointment of an ISP team appointed Health Care Advocate (HCA) for eligible adults. OAR 411-390-0160 requires that the person being considered as HCA completes Department-approved training prior to their appointment as HCA and prior to making any health care decisions on behalf of the individual. This transmittal provides information on webinar trainings for case managers and ISP team members, the training packet for HCAs, and the HCA appointment form information for case managers.

Obsolete
8/3/2020APD-AR-20-076Expanded Family Support: Outstanding Approvals
CDDPs must provide ODDS with data on Expanded Family Support purchases that have not yet been entered into eXPRS.
Active
8/3/2020APD-PT-20-089DD Expanded Family Support Funds and DD Family Support Services
ODDS is ending the Family Support Services and Expanded Family Support programs while we assess the budget situation. Effective immediately, no new approvals and/or authorizations for Family Support Services or Expanded Family Support Funds are allowable. All expenditures under OAR 411-305 and OAR 411-306 that were approved up to and including July 28, 2020 will be funded.
Active
7/24/2020APD-AR-20-074Supported Living Budget Tool Update
The ODDS Supported Living Budget Tool has been revised to implement a legislatively approved 5% rate increase.
Active
7/23/2020APD-IM-20-084Civil Penalties and COVID-19
ORS 427.900, adopted following the 2019 legislative session, granted ODDS the authority to impose a civil penalty “on any provider contracting with the department to provide intellectual or developmental disability services for a violation of a statutory requirement or a rule adopted by the department applicable to the provision of services…” ODDS intends to keep the people we serve and their caregivers as healthy and safe as it is possible for us to do during the COVID-19 pandemic. In order to assist with this, ODDS is adopting administrative rules that will make non-compliance with measures intended to slow the spread of COVID-19 subject to a civil penalty of up to $500 per violation.
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7/16/2020APD-AR-20-072COVID-19 Points of Contact at ODDS Case Management Entities
Each Case Management Entity (CME) must submit information for a primary point of contact in their respective office no later than July 22, 2020. The intent is for these persons to be the point of contact for LPHA to reach out to when there is a COVID-19 positive person who is suspected of having an intellectual or developmental disability so that the CME may provide wrap around supports and potentially support the LPHA with contact tracing efforts.
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7/16/2020APD-IM-20-083CME 300%/PMDDT Monthly Data
As OSIPM cases for individuals with I/DD are converted into the ONE system, data which is used to determine those individuals on the monthly 300% and PMDDT data will no longer be available for accurate reporting. The July 2020 data sent to CMEs on 7/9/20 will be the last monthly data distributed until the data becomes available for internal reporting at some point in the future.
Obsolete

7/9/2020APD-AR-20-067Removal of the APD 539 Series from the Forms Server
Effective 07/06/2020 the APD 539 Series of forms/applications will be removed from the online Forms Server.
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​APD Medicaid

7/9/2020APD-AR-20-069Contingency Funds/ Retainer Payments
Upon updated guidance from CMS, ODDS has directed providers to bill all services rendered, as outlined in the COVID-19 Employment and DSA Re Opening Worker's Guide, including for the month of April. At this time, it is critical that Employment and DSA providers remain up to date with their billing so that contingency funds can be calculated.
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7/7/2020APD-IM-20-076COVID-19 Toolkit for Foster Care and 24-Hour Residential Providers
In collaboration with state partners and public health, ODDS put together a toolkit for providers of home and community-based services in licensed or certified residential settings. The toolkit is designed to support providers, including 24-hour and foster care setting providers, during the COVID-19 pandemic.
Active
7/7/2020APD-IM-20-078Pandemic Precautions for Foster Care (COVID-19)
Foster care providers are expected to follow all Department policies described in the reopening guides, the direction of the Governor’s office, direction from Local Public Health Authorities and the Oregon Health Agency Public Health Department.
Active
7/7/2020APD-IM-20-077Pandemic Precautions for Case Management Entities (COVID-19)
​Case Management Entities are expected to follow all Department policies described in the reopening guides, the direction of the Governor’s office, direction from Local Public Health Authorities and the Oregon Health Agency Public Health Department.
Active
7/2/2020APD-IM-20-075COLA for Adult Foster Home Service Rates & 2:1 Attendant Care Hourly Rates
As part of the 2019-21 Adult Foster Home Collective Bargaining Agreement (CBA) between the State of Oregon Department of Administrative Services and The Service Employees International Union 503, effective July 1, 2020 Adult Foster Home providers will receive a 7.15% Cost of Living Adjustment to individual service rates. ODDS will adjust the current service rates in eXPRS SE158 -ORAFC-NA Plan of Care.
Active
7/2/2020APD-IM-20-074OregONEligibility (the ONE Portal System) Updates
The Oregon Health Authority and Department of Human Services announced a change to the medical (Oregon Health Plan) application process.

This is the first phase of a project that will eventually allow all Oregonians to use the OregONEligibility (Oregon Eligibility) portal system, or ONE, single online application to apply for cash, childcare, food and medical benefits.

Individuals who receive services through ODDS may benefit from receiving support to access this new system. It’s important to know how to refer people seeking Medicaid as part of their I/DD eligibility.
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6/30/2020APD-IM-20-070Scenarios document - NEW EMAIL ADDRESS
​In accordance with APD-PT-20-075, all Medicaid providers of Developmental Disability services and Case Management Entities (CMEs) must report concerns of COVID-19 to ODDS and the CME.

Obsolete
6/30/2020APD-PT-20-083COVID-19 and CAM Reporting for Abuse Investigations and Death Reviews
​ODDS acknowledges the need to track data related to the correlation between client deaths, abuse screening/investigations, and the COVID-19 pandemic. The Centralized Abuse Management system (CAM) can be used to collect this data.
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6/26/2020APD-IM-20-064DD Service Rate Increases to Implement the Remaining $10 Million GF Approved in the 19-21 Legislative Approved Budget
​In support of implementing the remaining $10 million in General Funds that had been approved in the 2019-21 biennium Legislative Approved Budget, ODDS will implement rate increases for additional services provided to individuals with Intellectual and Developmental Disabilities, effective July 1, 2020.
Active
6/24/2020APD-IM-20-063ODDS Expenditure Guidelines v.11 Update
​The Expenditure Guidelines version 11 has been updated to reflect PSW hourly rates (increased by $0.77/hr. for all PSWs), foster care 2:1 rates, PSW relief care rates, and to provide additional clarification to certain aspects. Rates are effective 7/1/2020.
Obsolete
6/24/2020APD-PT-20-080Investigations of Case Management Entities or Case Managers as the Accused Person
​ODDS and the Office of Training, Investigations and Safety (OTIS) is providing guidance to Community Developmental Disabilities Programs (CDDP), Support Service Brokerages and OTIS staff when naming a Case Management Entity (CME) or a case manager (OAR 411-317-0000 (29) (31)) as an accused provider/person (AP) associated with a report of alleged abuse.
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​OTIS

6/24/2020APD-PT-20-079COVID-19 and CAM Reporting
​ODDS acknowledges the need to track data related to the correlation between serious incidences and the COVID-19 pandemic. The Centralized Abuse Management system (CAM) can be used to collect this data.
Active
6/19/2020APD-AR-20-065DD Agency Provider Full Implementation of Electronic Visit Verification
​DD Agency Providers who provide In-Home Attendant Care services must be using one of two Electronic Visit Verification (EVV) options no later than October 1, 2020.
Active
6/19/2020APD-IM-20-060Personal Support Worker Rate Increase of $0.77, Effective July 1, 2020
​As a result of the 19-21 Collective Bargaining Agreement for Personal Support Workers, ODDS will be increasing rates for PSW services provided beginning July 1, 2020.
Active
6/19/2020APD-IM-20-059Rate Increase for DD Adult Foster Care Services July 2020
​DD Adult Foster Care services will receive a 7.15% rate increase effective for service dates starting July 1, 2020.
Active
6/11/2020APD-PT-20-075Scenarios and Reporting Requirements for COVID-19
​ODDS is asking all Provider Agencies, PSWs and Case Management Entities (CMEs) to report concerns of COVID-19 illnesses to both ODDS and CMEs.
Active
6/11/2020APD-PT-20-064COVID-19 CARES Act Benefits and Resources
​The Coronavirus Aide, Relief, and Economic Security (CARES) Act and Families First Coronavirus Response Act (FFCRA) provide benefits, stimulus payments and additional unemployment benefits to people who qualify. This policy guidance is for people who experience intellectual/developmental disabilities and ODDS service providers who may have questions about how CARE payments might interact with public benefits such as SSI and Medicaid.

Active
6/9/2020APD-IM-20-058Adult Foster Home Training Opportunity (COVID-19)
Training opportunity for adult foster care providers who want to access more information about Covid-19.
Active
6/1/2020APD-AR-20-063Stipend Payments for PSWs with Job Coach Specialty
​The 2019-2021 Collective Bargaining Agreement (CBA) between the Oregon Home Care Commission (OHCC) and Service Employees International Union (SEIU) was ratified on April 14, 2020. Under this agreement, Personal Support Workers who have obtained a Job Coach specialty are eligible to receive an hourly stipend for completing training required under OAR 411-345. Per the CBA, eligibility for this stipend will begin on April 14, 2020.

Worker's Guide: Hourly Stipend Payment for Required PSW Job Coach Training
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5/29/2020APD-PT-20-073ODDS Phase 1 Reopening Policy Worker's Guides
​ODDS responded rapidly to the COVID-19 pandemic and state of emergency. This was done primarily through a series of transmittals and supporting documents describing various temporary changes to normal policy and operations. As Oregon begins reopening, it is ODDS’ desire to consolidate these COVID-19 related changes into six guides, each targeted to a specific audience.
Obsolete
5/29/2020APD-PT-20-048Temporary Policy Changes to Pre-Admission Screening and Resident Review (PASRR) Process for DD Assessments During COVID-19 Pandemic
​This policy guidance is to inform those who are involved in the Pre-Admission Screening and Resident Review (PASRR) program of temporary policy changes related to Novel Coronavirus (COVID-19). Under federal policy the PASRR program requires individuals entering nursing facilities (NF) who have been identified as having
an intellectual or developmental disability to have a PASRR Level II or Resident Review under certain conditions. This policy is currently being suspended under CMS (Centers for Medicaid Services) approval.
Active
5/21/2020APD-AR-20-060Billing for Remote Employment and Day Services
Due to further direction from the Centers for Medicare and Medicaid Services (CMS), ODDS is updating its current policy on billing for Employment and DSA services. This transmittal replaces billing guidance and contingency fund guidance issued in AR 20-40 and AR 20-57. As of June 4, 2020, contingency funds for Employment and Day Support Activities (DSA) services may no longer be available. In order to request contingency funds, all actions outlined in AR 20-40 must be completed on or before June 4, 2020.
Obsolete
5/21/2020APD-AR-20-049Information to Report to ODDS re: Individual and Paid Providers with Suspected or Positive Case of COVID-19 or Quarantine Due to Exposure
​If an individual has a suspected or positive case of COVID-19, or has been advised to quarantine due to exposure to someone who has a positive case of COVID-19, the notification procedures outlined in the ODDS Scenarios Tool, (AR-20-031) must be followed. This AR clarifies what information must be included in that notification to ODDS.

Active
5/20/2020APD-PT-20-030ODDS State Licensing Review Changes - State of Emergency COVID-19
In response to the continued concerns regarding the Novel Coronavirus (COVID-19), ODDS is suspending all in person on-site licensing and certification reviews until further notice.
Obsolete
5/19/2020APD-AR-20-042Temporary Changes to CDDP/CMHP Adult Abuse Investigation Practice Due to COVID-19 Precautions
​CMHP and CDDP offices that conduct adult abuse protective service and investigation activities under ORS 430.735 and OAR Chapter 407, Division 045, are directed to immediately implement changes in protective service and abuse investigation activities, to reduce the risk of exposure to COVID-19 by CMHP and CDDP adult abuse investigators and vulnerable Oregonians by limiting in-person contact.

Active
5/19/2020APD-AR-20-059Notification of Potential COVID-19 Exposure
​In the event that an individual who is eligible for ODDS services, their guardian, family or staff have been exposed to COVID-19 in a residential setting (including 24 Hour Residential Services, Foster Care, or Supported Living), or an in-home setting utilizing provider agency support, the provider agency must notify those with a potential exposure to protect the health and safety of all involved.

Active
5/15/2020APD-PT-20-042Service Authorization Changes Due to COVID-19
​The COVID-19 pandemic is impacting case management entities (CME) ability to authorize services within timelines established in Oregon Administrative Rules. Individuals, families and case managers have decreased ability to meet and discuss services. Therefore, ODDS is immediately making changes to existing expectations for certain situations.

Obsolete
5/11/2020APD-AR-20-058Masks for COVID-19
​Due to the increased risk of COVID-19 for people with I/DD, ODDS is requiring that on or before May 22, 2020 all DSPs or Employment Specialists, including Job Coaches providing direct service to an individual with I/DD wear, at a minimum, a face covering at all times during the delivery of direct care.

Obsolete
5/8/2020APD-AR-20-057Contingency Funds / Retainer Payments
Due to COVID-19 protection measures, individuals with Intellectual and Developmental Disabilities (IDD) are not able to participate in day or employment services at the same level that they had prior to COVID-19 precautions.

ODDS previously requested that providers not bill for services they received contingency funding for, from the date of funding forward 30 days. New CMS guidance requires funding to be tied to individuals, and that billing for service rendered occurs. Therefore, ODDS is requiring that all services rendered, including the month of April (or the 30 days that would have otherwise been captured by the contingency funding) be entered into eXPRS within 5 business days of issuance of this transmittal (on or before close of business on May 15, 2020).
Obsolete
5/8/2020APD-IM-20-050Resources to Assist Child and Adult Foster Home Providers in Accessing Personal Protective Equipment (PPE)
​When the use of Personal Protective Equipment (PPE) is required in a Child or Adult Foster Home to safely provide services and prevent the spread of COVID-19, foster providers should work with their local county emergency managers to obtain PPEs.

Obsolete
5/7/2020APD-IM-20-048Allowance of Elective Medical Procedures (COVID-19)
​On or after May 1, 2020 Governor Brown has issued the allowance of elective and non-urgent medical procedures across all care settings in Executive Order 20-22.

Obsolete
5/6/2020APD-PT-20-071Department Funding of Assistive Technology During the Stay Home, Save Lives Executive Order
An individual may be eligible for temporary Department funding for assistive technology during the COVID-19 pandemic.

Active
5/5/2020APD-PT-20-070ODDS CAM Serious Incident Training – New Users
​All persons working within an ODDS Case Management Entity (CME) who will be accessing Serious Incidents within the Centralized Abuse Management (CAM) system are required to take a series of trainings prior to receiving a license to access the CAM system.

Active
5/4/2020APD-AR-20-055Training Opportunity Through Open Future Learning
​Due to the restrictions of the COVID-19 virus response, ODDS recognizes that employment service providers, residential agency providers, and case management entities are in need of high quality, on-demand training opportunities. To help meet this need, ODDS has purchased a four months subscription to the Open Future Learning (OFL) training service. OFL provides a variety of videos and training modules that are specifically related to topics about intellectual and developmental disabilities. The OFL service will be available, without cost, beginning May 1, 2020 through August 31, 2020.

Active
5/4/2020APD-PT-20-069LTCR Extension for DD Providers in eXPRS
​As of March 1, 2020, the Background Check Unit (BCU) has extended expiration dates for one year for all active providers with an approved to work status on the Long Term Care Registry (LTCR). For providers NOT on the LTCR, ODDS has issued a 90-day extension on approved Criminal History Checks (CHCs).

Active
5/1/2020APD-PT-20-018DD Field Offices (CDDP and Brokerages) Invoice Gloves and Masks for PSWs
​Personal Protective Equipment (PPE) is available to PSWs from local AAA/APD offices who need to be able to safely provide services.
Obsolete
5/1/2020APD-IM-20-045Responsibilities for Providers with COVID-19 Symptoms
​ODDS requires that people who are showing symptoms of COVID-19 or have a confirmed case of COVID-19 not provide direct care until their symptoms have subsided for 72 hours or they are released to work by their doctor. Additionally, ODDS requires screening for any non-resident (and preferably, resident if they leave the home) entering the home, to prevent the spread of COVID-19.

Obsolete
5/1/2020APD-PT-20-068CME Responsibility to Report COVID-19 Infected Providers
​Outlines requirements when a CME becomes aware of any provider delivering services in-person to an individual while being diagnosed with COVID-19 or while having COVID-19-like symptoms.

Obsolete
4/29/2020APD-PT-20-067COVID-19 Testing Requests for Individuals with I/DD
​ODDS, in collaboration with the Oregon Health Authority (OHA), has made available a letter template that may be provided to individuals with COVID-19 symptoms to assist then in requesting COVID-19 testing from a healthcare provider.

Obsolete
4/28/2020APD-PT-20-066Case Management Monitoring During COVID-19
​The purpose of this transmittal is to provide support and guidance to case management entities around monitoring of health and safety of individuals during the COVID-19 pandemic.

Obsolete
4/24/2020APD-IM-20-041PPE Masks and Gloves for Homecare Workers, Personal Support Workers, and Personal Care Attendants in Response to COVID-19
​PPE distribution process to homecare workers (HCWs), personal support workers (PSWs), and personal care attendants (PCAs) in response to COVID-19.

Active

​OHCC

4/24/2020APD-PT-20-043Extend ONA Expiration Dates
​ODDS is immediately extending the expiration date up to 12 months for all annual functional needs’ assessments during the COVID-19 pandemic.

Obsolete
4/22/2020APD-AR-20-051PSW Payment Processing Changes
​Includes a summary of PSW payment processing changes that impact Case Management Entities.

Active
4/21/2020APD-IM-20-031Temporary Suspension of ODDS QA Reviews - COVID-19 Response
​On March 20, 2020, an email was sent to CDDP Program Managers, Brokerage Directors, and other select Case Management Entity (CME) personnel announcing the temporary suspension of all quality assurance onsite visits performed by the ODDS Quality Assurance team. The suspension of quality assurance activities also pertains to onsite reviews performed by the ODDS Eligibility and Employment teams. In addition to the suspension of all QA onsite visits, most remediation requirement timelines related to the completion of QA Corrective Action Plans (CAP) will be temporarily suspended; this applies to CAPs issued by the ODDS QA, Eligibility, and Employment teams.

Obsolete
4/17/2020APD-PT-20-063Capacity Changes in 24-Hour Residential Settings
​Residential setting providers, including 24-hour residential and adult and child foster homes, may request temporary capacity changes to homes in response to the COVID-19 pandemic emergency.

Obsolete
4/16/2020APD-IM-20-040Reminder of Mandatory Reporting During COVID-19 Pandemic
​Governor Brown has issued Executive Order 20-03, allowing for state agencies to develop and implement procedures that are in response to COVID-19 (novel coronavirus). This has prompted numerous changes to procedures and practices across the state and has resulted in a significant decrease in reporting of suspected abuse. Given the decrease in reporting, the Department believes it is imperative that individuals working with people with developmental disabilities understand their obligation and responsibilities related to mandatory reporting under Oregon Law and know how to make a report of suspected abuse.

Obsolete
4/14/2020APD-PT-20-015Provider Expectations: COVID-19 (Coronavirus) Risk Mitigation and Response
​Providers are asked to take specific action in response to the current public health risk presented by COVID-19.
Obsolete
4/13/2020APD-PT-20-045Stay at Home, Save Lives, Executive Order 20-12
​In order to apply Executive Order 20-12 to Providers and Contractors for the Office of Developmental Disabilities to help support individuals with Intellectual and Developmental Disabilities (I/DD) to stay safe during the COVID-19 state of emergency, ODDS is outlining expectations specific to Developmental Disabilities Programs.

Active
4/10/2020APD-PT-20-062Stay at Home, Save Lives, Executive Order 20-12
​On March 23, 2020 Governor Brown issued Executive Order (EO) 20-12, “Stay Home, Save Lives.” Executive Order 20-12 outlines the requirements that for essential health, safety and welfare of the State of Oregon, individuals stay home or at their place of residence. ODDS is outlining expectations specific to Developmental Disabilities Programs.

Obsolete
4/9/2020APD-PT-20-061In-Home Exception Renewals (COVID-19)
​Previous in-home hour exceptions authorized by ODDS do not need to be submitted to ODDS for renewal and may be extended without additional ODDS authorization.

Obsolete
4/8/2020APD-PT-20-044Temporary Residential Setting Rate Exception Requests Related to COVID-19
​24-Hour residential settings and children’s foster care providers may request an exception to current rates to address the temporary COVID-19 emergency situation when needed to address imminent health and safety.

Obsolete
4/8/2020APD-PT-20-057Temporary DD 24-hour Residential Provider Rate Increase
​Effective April 1, 2020 through June 30, 2020, Developmental Disability (DD) Medicaid Certified licensed and endorsed 24-hour residential setting providers will receive an additional 10% increase to current service rates due to the increased costs that are being incurred as a result of COVID-19.

Obsolete
4/8/2020APD-PT-20-058COVID-19 Testing for DSPs and Caregivers in Residential Settings
​ODDS, in collaboration with the Oregon Health Authority (OHA), has made available a letter template that may be used by a provider to request prioritization of COVID-19 testing for a Direct Support Professional (DSP) or caregiver in a 24-hour residential or Foster Care setting.

Obsolete
4/8/2020APD-PT-20-059Temporary Suspension of Service Rate Reductions (COVID-19)
​ODDS is temporarily suspending reductions in 24-hour residential setting, foster care, employment and DSA service rates.

Obsolete
4/6/2020APD-PT-20-055Expanded Supports for Families During COVID-19
​The COVID-19 pandemic and extended school closures in Oregon are putting stress on many families who are supporting their children at home. As an additional step for supporting families during this time, ODDS is temporarily making changes to the Family Support program. ODDS has expanded the Family Support program and broadened criteria for Family Support purchases.
Obsolete
4/6/2020APD-AR-20-011NCI Staff Stability Survey Requirement
​To ease demands on Providers so priority can be given to the immediate health and safety needs of individuals during the COVID-19 pandemic, the deadline for responding to the National Core Indicators Staff Stability Survey has been extended from May 31, 2020 to July 31, 2020.
Obsolete
4/6/2020APD-PT-20-050Sustainability Payments for I/DD Child Foster Home Providers
​In an effort to prevent a disruption in services during the COVID-19 pandemic, ODDS will allow eligible I/DD CFH providers to receive Sustainability Payments for up to twenty-one days when a child is absent from the foster home overnight due to visiting with family or hospitalization.

Obsolete
4/6/2020APD-PT-20-056COVID-19 Related Temporary Waiver of Residential Setting HCBS Requirements
​Due to the current COVID-19 pandemic crisis, and in alignment with the Governor’s Executive Order 20-12, some Home and Community Based Setting (HCBS) rule requirements specific to residential service settings may be waived.

Obsolete
4/2/2020APD-PT-20-053Foster Care License Extension Requests - State of Emergency COVID-19
​In response to the continued concerns regarding the Novel Coronavirus (COVID-19), ODDS suspended the CDDP I/DD Adult and Children’s Foster care licensing and certification on-site reviews until further notice. Due to the suspension of licensing activity in foster homes, ODDS will be issuing 90-day license extensions for providers effected by the State of Emergency for homes that expire 3/18/2020 until the suspension of reviews is lifted.

Obsolete
4/1/2020APD-PT-20-052Temporary AFH Training Requirements
​Due to the COVID-19 pandemic, ODDS has determined it necessary to implement temporary policies to its Adult Foster Home (AFH) training requirements in order to help providers find, maintain and onboard staff as quickly as possible.

Obsolete
3/31/2020APD-IM-20-032Case Management Entities and Executive Order 20-12 (COVID-19)
​The functions of a Case Management Entity (CME) are crucial to the ability of Oregon to provide supports to individuals with intellectual or developmental disabilities. The Governor’s executive order 20-12, Stay at Home, Save Lives, is having substantial impact on how those functions are carried out. Fortunately, even though far less than ideal, most of the fundamental tasks of a CME can be carried out remotely.

Obsolete
3/31/2020APD-PT-20-049Training Requirements for DSP
​The COVID-19 pandemic has worsened a pre-existing shortage of direct support professionals (DSP). DSPs serve a critical function in the delivery of supports to people with intellectual and developmental disabilities in all setting types. ODDS is forced to take emergency steps to make it easier for provider organizations to find, keep, and efficiently utilize DSPs.

Obsolete
3/30/2020APD-PT-20-035Authorization for PSW OT - Temporary Emergency
​Due to the actions necessary to reduce the spread of COVID-19, Case Management Entities are authorized to grant exceptional PSW hours by email or text.

Obsolete
3/30/2020APD-PT-20-046CHC and PEAA Extensions
​ODDS has received an approved variance for the rules requiring criminal history check approvals. Subject Individuals are permitted to work unsupervised with a preliminary fitness determination and the expiration date of the criminal history check is being extended. In addition to criminal history checks being extended, ODDS is also extending Provider Enrollment Agreements and Applications (PEAAs).

Obsolete
3/26/2020APD-PT-20-028DD Residential and Adult Foster Home Setting Visitation Restriction
​COVID-19 policies to:
• Restrict non-essential persons in 24-hour residential group homes licensed under OAR 411-325, adult foster home under OAR 411-360 and Supported Living settings endorsed under OAR 411-328 when the setting is provider owned, controlled and operated;
• Require screening of all Essential Persons who are allowed to enter the homes;
• Require providers to have documentation of screening procedures for all allowable Essential persons;
• Cancel all in-person meetings or hold meetings via phone or other source of technology;
• Limit community activities that include large gatherings of people; and
• Restrict group community activities when there is a risk of congregating in the area of the activity.

Obsolete
3/26/2020APD-PT-20-037Notice of Exit in Foster Care and 24-Hour Residential Settings Limited to Emergency Medical and Behavioral Conditions Notice
​During the COVID-19 state of emergency situation in Oregon, ODDS providers of Foster Care and 24-Hour Residential Service settings may only issue a notice of exit to individuals on the basis of a serious medical or behavioral emergency situation.

Obsolete
3/25/2020APD-AR-20-036ODDS COVID-19 Staffing Support
​ODDS anticipates that an impact of the COVID-19 pandemic will be an increasing shortage of Direct Support Professionals (DSPs) in DD residential programs and for individuals living in their own homes with and without their families. This transmittal outlines a temporary emergency process for Medicaid-funded Residential, DSA, Employment, and In-Home Community Living Support Provider agencies to notify ODDS regarding availability of their DSPs available to work additional hours in alternative settings. The goal is to help connect DSPs with entities where staffing shortages threaten health and safety supports for adults and children.
Obsolete
3/25/2020APD-PT-20-036Essential Work During a Mandated Stay at Home Order
​On March 23, 2020 Governor Brown issued Executive Order 20-12, “Stay at Home, Save Lives” which requires that people stay at home except to provide or obtain essential services. At this time, it is important to clarify that supporting an individual with Intellectual or Developmental Disabilities in a residential setting or in their home is an essential function or considered essential and will continue under the “Stay at Home” order.

Obsolete
3/25/2020APD-PT-20-038Criminal History Check Process (COVID-19)
ODDS has requested and receive an approved variance on the current rules regarding Background Check fingerprinting requirements.

Obsolete
3/25/2020APD-PT-20-039Temporary Emergency Policy for Employment and DSA Services During the COVID-19 Virus Response
​This policy outlines temporary emergency measures as well as some best practices to ensure ODDS providers are working to prevent the spread of the COVID-19 virus in ways that align with Oregon’s Employment First initiatives.

Obsolete
3/25/2020APD-AR-20-037ODDS COVID-19 Staffing Support
​An impact of the COVID-19 pandemic is an increasing shortage of direct support staffing in DD residential programs and for individuals living in their own homes with and without their families. ODDS is coordinating a staffing support team to provide technical assistance and information about available Relief Care and about available Direct Support Professionals (DSPs) to work in residential sites and in the homes of individuals.

Active
3/24/2020APD-AR-20-040DSA and Employment Contingency Funding
​Due to COVID-19, ODDS issued guidance that limited services to groups of 10 or fewer including DSA and Employment Path services. For that reason, ODDS authorized contingency funding to Day Support Activity Providers as well as Employment Path providers who were required to make changes.

At this time, because all DSA and Employment Services are being impacted by the on-going need for social distancing and the requirements of Executive Order 20-12 in order to ensure the health and safety of all Oregonians, but particularly those who may be more vulnerable to the effects of COVID-19, this is being expanded to Supported Employment services as well.

This funding will be made available as a grant, using Service Element DD57, and will be issued to DSA and Employment Providers who request this funding and have billed DSA or Employment services in the last quarter of 2019.
Obsolete
3/24/2020APD-AR-20-039PSW Request for Lost Payment Hardship Benefit (PTO)
​A PSW may receive up to 40 hours of additional paid time off (PTO) through the Supplemental Benefit Trust, if a PSW missed work or lost wages between 03/22/2020 and 05/16/2020 due to COVID-19.

Active
3/20/2020APD-IM-20-028COVID-19 Impact to eXPRS
​A COVID-19 mitigation strategy is now in place which is putting a restriction on non-critical deployments for statewide information systems. To help in maintaining the stability of systems, the scheduled release of enhancements to the eXPRS Payment and Reporting System scheduled for March of 2020 will be delayed, including the release of the Agency Electronic Visit Verification solution for Direct Support Professionals.

Obsolete
3/20/2020APD-PT-20-021EVV Exceptions for Agency DSPs
​Agency providers who choose to use the eXPRS Mobile-EVV system were given a variance to rule compliance until April 1, 2020. With the COVID-19 developments in Oregon, these variances will continue until ODDS is able to deploy the new system enhancements.

Obsolete
3/20/2020APD-PT-20-029Temporary Changes to Developmental Disabilities Services
​ODDS is immediately altering requirements around certain case management and other services in response to the COVID-19 pandemic.

Obsolete
3/20/2020APD-AR-19-050Electronic Visit Verification Agency SD Import

​ODDS is implementing Electronic Visit Verification (EVV) as required in the Cures Act, a federal law that passed in 2016. It requires states to verify the delivery of Medicaid-funded In-Home Attendant or Personal Care services in real time (at the time the service is occurring) from providers.

Active
3/18/2020APD-PT-20-023Policy Change in Response to Statewide School Closures
​To slow the spread of Novel Coronavirus (COVID-19), Gov. Kate Brown has announced that all K-12 public schools in the state of Oregon will be closed effective Monday, 3/16/20 until at least 4/28/20. In response, the Office of Developmental Disabilities Services (ODDS) will not consider school as a prior resource for the purposes of allocating and utilizing in-home attendant care hours through the end of August 2020. This means that all children under 18 receiving in-home supports who would otherwise be attending school can access, if the need arises, the summer hours identified in their current Child Needs Assessment (CNA) for the duration of the statewide school closure.
Obsolete
3/18/2020APD-PT-20-031Foster Care Licensing Review Changes - State of Emergency COVID-19
​Effective immediately: In response to the continued concerns regarding the Novel Coronavirus (COVID-19), ODDS is suspending CDDP I/DD Adult and Children’s Foster care licensing and certification on-site reviews until further notice.
Obsolete
3/18/2020APD-AR-20-028Case Management Entities Reporting Implementation of Emergency Plans – Responding to Infectious Disease and COVID-19 (Coronavirus)
​All DD case management entities are required to immediately review their written emergency plans, polices, and procedures, to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/18/2020APD-AR-20-029Community Living Services - COVID-19 Precautions
​The wellbeing of individuals with intellectual and/or developmental disabilities living in their own homes or family homes and the valued workforce that assists them every day throughout Oregon are essential. As the Oregon Health Authority continues to identify additional presumptive positive cases of COVID-19 throughout the state, in-home provider agencies need to continue to provide supports to individuals while maintaining contact with their staff and the individuals they support their family to ensure that appropriate measures are being taken to promote health and safety of all involved.
Obsolete
3/18/2020APD-AR-20-033DSA and Employment Path Contingency Funding
​Due to COVID-19 concerns around the potential spread of COVID-19 to vulnerable individuals in Oregon, ODDS issued PT 20-024 which limits group services for people with I/DD to 10 or less individuals. That being said, some programs have started limiting service to smaller groups, or initiated some closures due to health and safety concerns. For that reason, ODDS is offering contingency funding to Day Support Activity providers as well as Employment Path providers who have been required to make changes.
Obsolete
3/18/2020APD-AR-20-030Behavior Professionals with “G” Level OIS Certificates Expiring Soon
​During this time of purposeful social distancing many OIS recertification classes are being postponed. This may have an effect on Behavior Professional qualifications and ability to invoice and bill in eXPRS. OIS Instructors with an OIS expiration date of 04/30/2020 will automatically be extended to 10/31/2020.

Active
3/18/2020APD-AR-20-031COVID-19 Scenarios Tools (Guidance for Providers and CMEs on How to Respond to Symptoms and Cases of COVID-19)
​ODDS has developed a COVID-19 Scenarios Tool that outlines various responses and scenarios related to presumptive positive and suspected cases of COVID-19 in each of the following:
• 24 Hour/Foster Care Resident
• In-Home Resident
• Employment or DSA setting
• Agency employee
• Case Management staff
• 24 Hour/Foster Care Resident quarantined due to potential exposure to COVID-19

Active
3/18/2020APD-IM-20-026Behavior Professionals and Home Visits During COVID-19
​Includes COVID-19 guidance for behavior professionals.

Active
3/16/2020APD-PT-20-027AFH Restricting Visitors
​Includes COVID-19 policies to:
• Restrict and limit entry of individuals into Adult Foster Homes;
• Require screening of all individuals who are allowed to enter the foster home;
• Document screening procedures for all visitors; and
• Limit community and group activities.
Obsolete
3/13/2020APD-PT-20-024Temporary Closures for Some Congregate DSA and Employment Sites Due to COVID-19 Risk
Congregate Day Support Activities and Employment service settings are where Oregonians with I/DD may be vulnerable for transmitting COVID-19. By March 18, 2020 all DSA Facility, Employment Path Facility, DSA Community and Employment Path Community providers must temporarily discontinue congregate DSA or employment path services for more than 10 individuals at a given time at any one location within the county.
Obsolete
3/12/2020APD-AR-20-018Emergency Plans for ODDS Adult and Child Foster Care Providers - Responding to Infectious Disease and COVID-19 (Coronavirus)
All DD licensed/certified Adult and Child Foster Care Providers are required to immediately review their written emergency plans to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/12/2020APD-AR-20-019Case Management Follow Up on Emergency Plans for ODDS Foster Care Providers - Responding to Infectious Disease and COVID-19 (Coronavirus)
Case management entities are required to review written emergency plans for DD licensed/certified Adult and Child Foster Care providers to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/12/2020APD-AR-20-020Emergency Plans for ODDS 24-Hour Residential Providers - Responding to Infectious Disease and COVID-19 (Coronavirus)
​ODDS requires that all 24-hour residential provider agencies immediately review their written emergency plans, as well as their policies and procedures for maintaining health and safety, in order to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/12/2020APD-AR-20-021Emergency Plans for ODDS Community Living Supports (In Home Agency Services and DSA Providers) - Responding to Infectious Disease and COVID-19 (Coronavirus)
​ODDS requires that Community Living Supports provider agencies immediately review their written emergency plans, as well as their policies and procedures for maintaining health and safety, in order to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/12/2020APD-AR-20-022Emergency Plans for ODDS Employment Providers - Responding to Infectious Disease and COVID-19 (Coronavirus)
​ODDS requires that all employment provider agencies immediately review their written emergency plans, as well as their policies and procedures for maintaining health and safety, in order to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/12/2020APD-AR-20-023Emergency Plans for ODDS Supported Living Providers - Responding to Infectious Disease and COVID-19 (Coronavirus)
​ODDS requires that all Supported Living provider agencies immediately review their written plans, policies, and procedures to ensure they sufficiently address strategies to mitigate and respond to an outbreak or pandemic of infectious disease including COVID-19.
Obsolete
3/12/2020APD-AR-20-024COVID-19 High Risk Population Assessment
​COVID-19 has shown to have more significant symptoms for individuals who have pre-existing conditions (including, but not limited to: chronic lung conditions, diabetes, and chronic heart conditions). At this time ODDS is asking that each CME put together a list for the CME and ODDS to assess who at your CME may be at high risk.
Obsolete
3/6/2020APD-IM-20-024Flu Season and Novel Coronavirus (COVID-19) Prevention for Homecare and Personal Support Workers
​Communication regarding Seasonal Flu and Novel Coronavirus (COVID-19) prevention for Homecare and Personal Support Workers.

Obsolete
3/6/2020APD-AR-20-016New Change of Information Form for PSW / IC Providers
​Effective 4/1/2020, personal support workers and independent providers are to use the new “Change of Information” form if they wish to change information on their provider record or eXPRS user account.

Active
3/6/2020APD-IM-20-02224-Hour Agency Endorsement to OAR 411-304
​Services Coordinators should be aware that 24-Hour Residential agencies who anticipate delivering Professional Behavior Services after the Burns & Associates rate models are implemented (anticipated 01/01/2021) must become endorsed and enrolled to OAR 411-304.

Active
3/6/2020APD-IM-20-023Appropriate Use of Collective Including COVID-19 and Corona Virus
​Workers may notice that Novel Coronavirus (COVID-19) diagnoses are starting to appear in Collective (formerly PreManage) encounter data, as some people become ill and seek medical care. Given the sensitive, confidential nature of this medical information, this transmittal reviews the policy on the appropriate use of Collective data.

Active
2/21/2020APD-AR-20-010Expansion of ACRE Training Certification Program

​Last year, due to a request from multiple stakeholders, ODDS, through its Training and Technical Assistance Contract with Wise, set up a reimbursement program for Medicaid-Enrolled Provider Agencies endorsed to deliver Employment Services (Agency) in rural Oregon. This was designed to make trainings more accessible to Employment Agencies in rural areas. Funding is still available for this program and ODDS has decided to open this opportunity to all Agencies that provide services in Oregon. Eligible Agencies will be reimbursed for the registration cost of pre-approved online Association of Community Rehabilitation Educators (ACRE) curriculums.

Active
2/21/2020APD-IM-20-015Webinar Training and Technical Assistance – The Guide To Assistive Devices and Assistive Technology

​​ODDS will be hosting a webinar training and technical assistance regarding the new Guide To Assistive Devices and Assistive Technology. Monday, March 2nd from 9:30 am until 10:30 am.

Obsolete
2/21/2020APD-IM-20-016Professional Behavior Services TA Webinar Schedule Posted

​The 2020 Professional Behavior Services Technical Assistance schedule is available: http://www.oregon.gov/DHS/SENIORS-DISABILITIES/DD/PROVIDERS-PARTNERS/Pages/behavior-professional-resources.aspx.

Obsolete
2/7/2020APD-AR-20-004Required training for services coordinators, provider agency staff and ISP team appointed Health Care Representatives (HCRs) to appoint Health Care Advocates (HCAs) under the new rule going into effect March 1, 2020

​Webinars are being offered to services coordinators and provider agency staff to educate them on the new rule for health care advocates (HCA) and assist them to meet necessary training requirements included in the HCA rule.

Obsolete
2/7/2020APD-PT-20-001DSP/Case Manager training requirements

​ODDS administrative rules and Department policy require that some Direct Support Professionals (DSP) and all Case Managers (CM) complete certain initial training activities known as Core Competencies. The Department relies on the iLearn system to make them available and to record the outcomes. The iLearn system was unavailable beginning at least 12/26/19 through 1/15/20.

Obsolete
2/7/2020APD-PT-20-011Expectations of DSPs (Direct Support Professionals) Supporting Individuals in 24-Hour Residential Program Settings when there is a POLST (Portable Orders for Life-Sustaining Treatment) or DNR (Do Not Resuscitate)

​Direct Support Professionals (DSPs) are expected to be aware of and follow official documents that direct how an individual desires to have medical treatment, including life-sustaining support, emergency care, or end-of-life treatment.

Active
1/24/2020APD-PT-20-005The Guide To Assistive Devices and Assistive Technology

The Guide to Assistive Devices and Assistive Technology has been updated and published to the Staff Tools page. This guide outlines OAR 411-435 Assistive Devices and Assistive Technology available under the Community First Choice K-plan.

Active
1/24/2020APD-PT-20-004Waiver Services and Child Welfare Medicaid

​Individuals eligible for Medicaid through Child Welfare can now access developmental disabilities waiver services in addition to Community First Choice (“K-Plan”) services. Other requirements for waiver services and K-Plan eligibility remain unchanged.

Active
1/24/2020APD-IM-20-010Collective Bargaining Updates Regarding Personal Support Workers

​The 2019 – 2021 Collective Bargaining Agreement (CBA) between the Department of Administrative Services (DAS) and the Service Employees for International Union (SEIU) for Personal Support Workers (PSWs) has been ratified and finalized.
This transmittal includes a summary of the changes that impact Case Management Entities.

Active
1/24/2020APD-IM-20-009ODDS Oregon Administrative Rule (OAR) Websites

ODDS has two new websites for their Oregon Administrative Rules. The "ODDS Rules" site (https://www.oregon.gov/DHS/SENIORS-DISABILITIES/DD/Pages/ODDS-Rules.aspx)  and the "ODDS Rules History" site (https://www.oregon.gov/DHS/SENIORS-DISABILITIES/DD/Pages/ODDS-Rules-History.aspx).

Active
1/24/2020APD-IM-20-008Foster Care 2:1 Staffing Authorization ProcedureActive
1/24/2020APD-AR-20-006Required Union Bulletin Boards at Case Management Entities

​In order to comply with the Local 503 SEIU and State Office of the Oregon Home Care Commission 2019-2021 Collective Bargaining Agreement, each Case Management Entity (CME) shall reserve and maintain a bulletin board space that is accessible to all individuals at their location as permitted by facilities management. A designated space is required for all Union communications.

Active
1/17/2020APD-AR-17-027Updated ANA/CNA submission procedures and training requirement

​This action request updates the process for submitting Adult In-Home Needs Assessments (ANA) and Children In-Home Needs Assessments (CNA) and clarifies the current standards for ANA/CNA training.

Active
1/15/2020APD-PT-19-047Request for new entries when Imposition of Conditions restricts new entries or transfers without CDDP and ODDS approval

​When a foster care provider, certified or licensed by Developmental Disabilities or a Developmental Disabilities Medicaid Certified Agency receives a Notice of Imposition of Conditions on Medicaid Agency Certificate or Foster Care license or certificate that includes an Imposition of Conditions that restrict admissions and/or transfers unless approved by both the Community Developmental Disabilities Program (CDDP) and the Office of Developmental Disabilities Services (ODDS) the foster care provider or Medicaid Certified Agency must work closely with their CDDP prior to accepting any new entries or approving an internal transfer.

Active
1/10/2020APD-PT-20-002Allegations of abuse of children and adults with DD by an educational provider’s school employee, contractor, agent, or volunteer

​Effective January 1, 2020, new Department rules for abuse investigations in schools are being adopted by the Office of Training, Investigations and Safety (OTIS) for reports of abuse received by the Department’s Safeline for Child Abuse reporting. This is due to the passage of 2019 Senate Bill 155.

Active

​OTIS

1/10/2020APD-IM-20-002Updated Department Approved Continuing Education Credit Training List

​ODDS employment service providers are required to complete 12 continuing education credits (CECs) annually. The Department maintains a list of trainings that it has determined will count towards the annual CEC requirement. This list can be found at: https://www.oregon.gov/DHS/SENIORS-DISABILITIES/DD/Documents/Department-Approved%20Employment%20Service%20Provider%20Training%20Courses.pdf.

Active
1/10/2020APD-IM-20-001Competitive Integrated Employment: ODDS and VR guidance on requirements for employment services

​Vocational Rehabilitation (VR) and ODDS have published tools to help evaluate whether a specific job is Competitive Integrated Employment (CIE) to meet federal and state requirements for the VR program as well as ODDS job coaching and job development services.

Active
1/10/2020APD-AR-20-002Temporary Lodging Worker Guide

Temporary Lodging Worker's Guide for children at risk for or experiencing Temporary Lodging.

Active
12/20/2019APD-IM-19-109Personal Support Worker rate increase of $.35, effective January 1, 2020

​As a result of the 19-21 Collective Bargaining Agreement for Personal Support Workers, ODDS will be increasing rates for PSW providers by $.35 beginning January 1, 2020.

Active
12/20/2019APD-IM-19-1082019 Senate Bill 917- Prohibition on Provider Practices Interfering with Disclosure of Information Related to Concerns of Abuse or Mistreatment of an Individual

​The 2019 Oregon legislature passed Senate Bill 917 with an effective date of January 1, 2020. The bill, signed into law by the Governor, restricts residential setting providers from interfering with the good faith disclosure of information by employees or volunteers.

Active
12/20/2019APD-AR-19-053ODDS DD 56 Provider Rent Subsidy and DD 156 General Fund Room & Board

​The Social Security Administration will be implementing a 1.6% Cost of Living Adjustment (COLA) for Social Security recipients as of January 1, 2020. The full Supplemental Security Income (SSI) standard (known as the Federal Benefit Rate or FBR) for one person will increase from $771.00 to $783.00 per month.

Active
12/17/2019APD-IM-19-08711/1/2019 Permanent ODDS Oregon Administrative Rules (OARs)

Includes a summary of the permanent rule changes that became effective on November 1, 2019.

Active
12/13/2019APD-IM-19-103Social Security Cards and CMEU Applications

​Provides alternatives when a child’s Social Security card cannot be located or obtained.

Active
12/13/2019APD-AR-19-055Adult Abuse Investigations or Death Reviews: Temporary Pre-CAM Form for Office of Training, Investigations and Safety Notifications

​As detailed in the October 16, 2019 email from OTIS to Community Developmental Disabilities Programs (CDDP) Adult Abuse Investigators and Program Managers related to “OTIS Abuse Investigation Number Assignments”: The actions required are an interim OTIS process to be followed until the CDDP has access to the Department’s Centralized Abuse Management (CAM) system for notification of an abuse investigation or death review being opened by the Department’s CDDP designee.

Active

​OTIS

12/13/2019APD-AR-19-054The Centralized Abuse Management System (CAM) will replace Serious Event Report Team (SERT)

​The Centralized Abuse Management System (CAM) will replace Serious Event Report Team (SERT). After a Case Management Entity (CME) has been certified to use the CAM system, each incident that raises to the level of a Serious Incident must be entered in the CAM system and not SERT.

Active
12/6/2019APD-PT-19-043Death report form and process

​ODDS will be removing the Death Report form (0705) from the forms server in January 2020. Once a Case Management Entity has become certified in the Centralized Abuse Management (CAM) system, all death reports from that CME will be made by completing a Serious Incident report in CAM.

Active
12/6/2019APD-IM-19-099Senate Bill 905 and School Residency for Children

​Senate Bill 905 (SB 905) was passed during Oregon’s 2019 Legislative Session and took effect on July 1, 2019. SB 905 impacts school-age children who are not under custody of the Department of Human Services (DHS) and are voluntarily placed in foster or residential care. This includes children who are voluntarily placed in: (1) a foster home for children with intellectual or developmental disabilities (I/DD); (2) a group home for children with I/DD; or (3) a voluntary placement through Child Welfare where the parent/guardian retains guardianship. SB 905 describes school residency determination for these children.

Active
11/22/2019APD-PT-19-041Employer Responsibilities Form

​Oregon Administrative Rule (OAR) 411-375-0055(5) requires that employers agree in writing to their responsibilities on a Department approved form. Prior to 01/01/2020, existing employers were exempt from this rule. ODDS rules are expanding to require ALL employers to have a signed agreement to their responsibilities.

Active
11/22/2019APD-PT-19-040Freedom of Choice Form Amendments

​Any time an individual transitions between the waivers which utilize the ICF/IDD Level of Care (LOC) including the CIIS Behavior, Children or Adult waivers it is required that the current LOC is reviewed by the CME and the offer of appropriate waiver services is provided. The Freedom of Choice form has been amended to provide documentation that an individual’s current support needs are accurately reflected in the Level of Care/Oregon Needs Assessment and that the individual continues to choose waiver or k-plan services.

Active
11/22/2019APD-IM-19-096Agency exit notification requirements

​ODDS would like to highlight a rule change that went into effect November 1, 2019. Agency providers of non-DSA attendant care (procedure code OR526 in eXPRS) are no longer required to provide a Notice of Involuntary Exit when the end date of an ISP or Service Agreement is reached, and the agency elects not to renew the agreement. The agency is required to give 30 days’ advanced written notification of its decision not to renew, but such a notification does not come with the right for an individual to challenge the ending of the service through the administrative hearings process. This change took place in OAR 411-450-0040.

Active
11/22/2019APD-IM-19-095PSW EVV Exceptions Worker Guide

​The EVV Case Management Entity Worker's Guide provides guidance on the expectations for case management entities in receiving and processing requests for exceptions to using EVV from PSWs.

Active
11/22/2019APD-AR-19-048New Forms - Notice of Exit, Transfer, Suspension, or Reduction

​ODDS has updated the Notice of Exit, Transfer, Reduction, or Suspension form (DHS 0719) by creating three versions of the Notice form. These forms are to be used whenever a provider is giving notice to an individual of an involuntary exit, suspension, transfer, or reduction of services.

Active
11/6/2019APD-IM-19-091ODDS Expenditure Guidelines Version 11

​Version 11 of the ODDS Expenditure Guidelines has been prepared and is effective for all services authorized for implementation on or after 11/1/19 unless as noted in the Guidelines.

Obsolete
11/6/2019APD-IM-19-090Additional FAQs regarding the Statewide Release of Information (DHS form 3010) have been published

Additional FAQs regarding the Statewide Release of Information (DHS form 3010) have been published. This transmittal includes more information and technical assistances resources.

Active
11/6/2019APD-IM-19-089Revised ODDS guidance related to planning for employment services to maximize work hours

​ODDS and Vocational Rehabilitation (VR) have guidance related to planning for employment services to maximize work hours and the standard of working at least 20 hours a week (consistent with the person’s preferences and interests).

Active
10/25/2019APD-PT-19-037PSW/DSP Dual Roles Transition

​ODDS is adopting administrative rule changes November 1, 2019. Included in those changes are expanded restrictions on providers who have dual role with an individual receiving services, effective January 1, 2020.

Active
10/25/2019APD-IM-19-082Authorized Representatives and DD Services

​On March 1, 2019, the administrative rules for Aging and People with Disabilities (APD) and Self Sufficiency Program (SSP) benefits around Authorized Representatives were changed. Individuals receiving developmental disabilities services who also get certain other benefits through the Department (e.g. TANF, SNAP, OSIP) may receive or have received a letter that informs them they may only have one Authorized Representative for these other benefits.

Active
10/25/2019APD-IM-19-081Exits, Entries, and Hearing Rights for Individuals Supported in Residential Service Settings - New Oregon Administrative Rule (OAR) Language

​Effective November 1, 2019, there are new Oregon Administrative Rules (OARs) related to Entry, Exits, and Hearing Rights for individuals supported in residential service settings.

Active
10/25/2019APD-IM-19-080Host Homes

​ODDS is introducing a new service setting option for children receiving out of home K-plan services in residential settings. Beginning November 1, 2019, Host Homes will be a setting type under new Oregon Administrative Rules (OARs) Chapter 411, Division 348.

Active
10/25/2019APD-IM-19-077Health Care Representative Trainings Online

​​Oregon Administrative Rule 411-365 allows for the appointment of an ISP team appointed Health Care Representative (HCR) for eligible adults. OAR 411-365-0030(4) requires that a minimum of two ISP team members who have completed the Department approved training participate in the appointment of an HCR. One of the ISP members must be the service coordinator of the individual.

Obsolete
10/18/2019APD-PT-19-036Reporting child foster care placement changes

​Due to eXPRS system changes (refer to APD-AR-19-043), the Children’s Foster Care Unit, Children’s Medical Eligibility Unit, and Federal Resource/SSI Unit will no longer receive the DDEE (0337) for notification of changes to child foster care placements. As a result, changes must now be reported using the ODDS Child Foster Care Update Reporting Form (DHS 2755).

Active
10/18/2019APD-IM-19-076Home screening tool for individuals and families

​ODDS worked with a group of Stakeholders to develop a tool to assist individuals and their families when visiting potential group or foster homes. The tool was developed with the intent of being provided to individuals or their family members when they have identified a vacancy that they want to visit and consider moving in to.

Active
10/18/2019APD-AR-19-046Employment Outcomes System Report (EOS) Due November 30, 2019

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
10/3/2019APD-PT-19-035Notice of Functional Needs Assessment

​The standard Notice of Functional Needs Assessment (DHS 0378SC for use by CDDPs and DHS 0378PA for use by Support Service Brokerages) must be sent to an individual at least 14 days prior to a planned reassessment using the ONA.

Active
10/3/2019APD-IM-19-072Updated Loss of Medicaid Worker Guide

​The Loss of Medicaid Worker's Guide has been updated. This worker guide provides guidance on the expectations for case managers in meeting the requirement in OARs 411-415-0050 to assist people who have lost Medicaid in identifying why they are no longer eligible and assisting them with regaining Medicaid.

Active
9/30/2019APD-AR-19-043DDEE (0337) Worker Guide

​ODDS is releasing a DDEE (0337) Worker's Guide to provide guidance for Case Management Entities (CMEs) for required I/DD eligibility and/or enrollment into funded services through the DDEE (0337) in eXPRS. This guide explains the service enrollment process following eligibility determination.

Active
9/30/2019APD-IM-19-070Provider Claim Audits

​ODDS’ second audit for claims paid in the months of April 1, 2019 through June 30, 2019 is now underway.

Active
9/27/2019APD-IM-19-069Minor changes to The Guide to Home Modifications

​A minor change to The Guide to Home Modifications has been made to clarify that final invoices from the construction contractor must be included along with photos of the completed construction project, the signed Provisional Memo, and any required permits.

Active
9/27/2019APD-IM-19-068Updated Provider and Partners CAM training in iLearn

​ODDS providers and partners should be made aware of the iLearn training to understand the changes in Serious Incident reporting requirements and upcoming changes to rule language anticipated in Fall of 2019.

Active
9/27/2019APD-AR-19-038Serious Incident and Centralized Abuse Management (CAM) System Training

​All persons who will be entering or using Serious Incidents into the Centralized Abuse Management system must be trained to use the system.

Active
9/20/2019APD-IM-19-064The Oregon legislature passed SB 494, prohibiting payment of subminimum wages to employees with disabilities. This requirement will be phased in between 2020 and 2023.

​Senate Bill 494 became law during Oregon’s 2019 legislative session, under which Oregon will phase out subminimum wages paid on the basis of disability.

Active
9/20/2019APD-IM-19-065A revised Statewide Release of Information (Form 3010) has been posted on the DHS forms page

​A revised Statewide Release of Information (Form 3010) has been posted on the DHS forms page. The revision, posted on 08/16/2019, must be used for new releases going forward.

Active
9/13/2019APD-IM-19-063Removal of some eXPRS reports

​The state OIS has purchased a new reporting tool that all state software must now use. eXPRS is transitioning to this new report tool. In order to clean up the list of reports, we have reviewed usage data on current reports in eXPRS. The reports listed in this transmittal will be deleted from the report server, effective October 1, 2019.

Active
9/13/2019APD-AR-19-041Agency Electronic Visit Verification Requirements and Survey

​A new federal law requires that states implement an electronic way for verifying attendant care services, called Electronic Visit Verification (EVV). EVV is required for all Medicaid personal care services and home health services that require an in-home visit by a provider.

Active
9/6/2019APD-IM-19-061Family Support (SE150) funding limits

​The expenditure guidelines v.10 is being updated to reflect AR-19-011, which increased the Family Support annual limit per child from $1215 to $1227.15. This increase is reflected in Appendix C of the guidelines, on pages 89 and 91.

Active
8/30/2019APD-PT-19-028Death Review form and process policy

​ODDS has made changes to the Death Reporting Form (0705).

Active
8/30/2019APD-PT-19-027Implementation of New Service Rates & Unbundling of Services - ODDS Children's 24-Hour Residential Programs

​Effective September 1, 2019, ODDS will be implementing a new rate model for Children’s 24-Hour Residential Program Settings. The new rate unbundles and requires separate authorization and billing for Professional Behavior Services.

Active
8/30/2019APD-IM-19-059Core Competency Training Requirements and a List to the 12 Core Competency CoursesActive
8/30/2019APD-IM-19-058Direct Nursing Services for adults residing in 24 Hour residential settings

​Any agency intending to deliver Direct Nursing Services (DNS) to eligible individuals, 21 years of age and older, with intellectual or developmental disabilities, must be endorsed to deliver Direct Nursing Services per OAR 411-380 at the time that ODDS implements the Burns and Associates proposed group home rates.

Active
8/30/2019APD-IM-19-057Expenditure Guidelines v.10 correction

​The expenditure guidelines v.10 published at the time of a provider rate increase (APD-IM-19-052) on 8/1/19 contained an error. The rate for an adult assessed at tier five, living in a 4-5 resident SE 50 home, was incorrect. The correct rate is $10,649.27. The guidelines have been corrected.

Obsolete
7/29/2019APD-PT-19-025DD Worker Guide: Case Management Activities and the ONA

​The Case Management activities and the ONA worker’s guide is being updated to version 3. It reflects the end of the transition period that implemented the ONA and incorporates certain details that have changed or were not originally included.

Active
7/29/2019APD-IM-19-052Agency Provided Residential, Employment & Attendant Care 4% rate increase, effective Aug 1, 2019

​As a result of the funding made available by the ODDS Budget Bill SB 5026 and guidance provided in the corresponding Budget Note, ODDS will be increasing provider rates by 4% for agency providers delivering the following services starting August 1, 2019:
- Adult 24 Hour Residential services,
- Agency Attendant Care,
- Supported Living,
- DSA community and facility,
- Employment Path community, facility and benefits counseling; and
- Small Group Employment.

Active
7/19/2019APD-IM-19-051Updated Employment Professional Qualifications and Training Worker's GuideActive
7/19/2019APD-AR-19-036Update to Form and Instructions for Case Management Entities to Request ODDS Exceptions and Funding Reviews (SDS 0514dd and SDS 0514ddi)

The Funding Review and Exceptions Request Form SDS 0514dd and instructions for the form (SDS 0514ddi) have been updated. Effective September 1, 2019, ONLY the July 2019 updated version of Form SDS 0514dd will be accepted from CMEs who request an ODDS funding review or exception.

Active
7/19/2019APD-AR-19-035Opportunities for ODDS providers and partners to learn about reporting requirements and upcoming changes to rule language anticipated in Fall of 2019

​ODDS providers and partners should be made aware of opportunities for ODDS providers and partners to learn about reporting requirements and upcoming changes to rule language anticipated in Fall of 2019.

Obsolete
7/12/2019APD-PT-19-024Licensing Conditions when a Death Results in a Protective Services Investigation

​The Department shall impose conditions on an ODDS-licensed, endorsed, or certified provider when the death of an individual receiving services results in a protective services investigation.

Active
7/12/2019APD-PT-19-023Modificaton Maintenance and Repair

​Home maintenance and repair are the responsibility of the homeowner and cannot be funded utilizing Department funds. Prior to an Environmental Modification or Environmental Safety Modification Scope of Work being completed, a home must be in good repair and free of asbestos.

Active
7/12/2019APD-IM-19-047Updated PSW Enrollment Worker's GuideActive
6/21/2019APD-AR-19-021ODDS Long Term Care Community Nursing Prior Authorizations

​ODDS and the Office of Aging and People with Disabilities (APD) will be delaying the planned implementation of ODDS case management entities entering their own Long-Term Care Community Nursing (LTCCN) Prior Authorizations into the Medicaid Management Information System (MMIS) from July 1, 2019 to September 1, 2019. This will allow time for the completion of MMIS User enrollment and LTCCN specific prior authorization training.

Active
5/31/2019APD-AR-19-029Agency Endorsement to OAR 411-304

​At the time that ODDS implements the Burns & Associates proposed rates and the Oregon Needs assessment (ONA) Service Groups are implemented (otherwise referred to as ‘unbundling’), any agency intending to deliver Professional Behavior Services to any individual regardless of the individual’s residency within the 24-Hour Residential setting, must become endorsed to OAR 411-304 to continue to deliver these services.

Active
5/17/2019APD-AR-19-028End of the Biennium Processes

​Includes actions needed to ensure all CPAs and POC SPAs are reviewed and prepared for the end of the biennium rollover.

Active
5/1/2019APD-AR-19-024Employment Outcomes System Report (EOS) Due May 31, 2019

​Includes actions needed to complete the Employment Outcomes System (EOS) report covering the month of March 2019.

Obsolete
5/1/2019APD-IM-19-025Updated Balancing Test Form (APD 4110) Available

​ODDS has updated the “Balancing Test Form” required by Oregon Administrative Rule for individuals in foster care or 24-hour residential program settings when a psychotropic medication is prescribed to the individual.

Active
5/1/2019APD-IM-19-026PPL Packet Printing

​Effective April 28, 2019, the ability for CME’s to print PPL packets was removed.

Active
5/1/2019APD-IM-19-027Updated Eligibility Determination Notice Worker Guide

​The “Eligibility Determination Notice Worker's Guide” provides instruction for completing decision notices regarding eligibility on forms prescribed by the Department; the Notice of Determination is used for eligibility determinations, and Notification of Planned Action (NOPA) for denials and terminations of developmental disability services.

Obsolete
5/1/2019APD-PT-19-016Individual contributions to provider supported travel

​This policy transmittal is intended to provide clarification for individuals receiving ODDS authorized Community First Choice (K-Plan) state plan and Medicaid waiver services and traveling away overnight from their licensed, DD50, DD142 or DD 58 setting or from DD51 services while continuing to receive Activities of Daily Living (ADL) and Instrumental and Activities of Daily Living (IADL) supports.

Active
4/19/2019APD-IM-19-021Requesting TA Through the ODDS Mentoring Program

​Qualified Medicaid providers with an employment endorsement (or providers seeking an employment endorsement) can now apply for training and technical assistance on topics including Discovery, Job Development, Budgeting, Business Operation, Job Development Modeling, Rule Compliance, Behavioral Support and Protocol Development.

Active
4/5/2019APD-IM-19-018Statewide Release of Information (Form 3010)

​The Statewide Authorization for Sharing Individual Information (Form 3010, commonly referred to as the Statewide Release of Information) is available for statewide use as of April 1, 2019.

Active
4/5/2019APD-IM-19-019Statewide Referral for Employment Services (Form 4130) and Statewide Release of Information (Form 3010)

​The Employment First Statewide Referral & Statewide Release of Information tools are available for statewide use, effective April 1, 2019, to refer a person for employment services through Vocational Rehabilitation (VR), Office of Developmental Disabilities Services (ODDS), or both agencies simultaneously.

Active
3/29/2019APD-PT-19-014Interim tiers

​This transmittal clarifies when it would be appropriate to use an ANA tier conversion for 24-hour residential programs (DD50) and Employment & Community Inclusion Services (Employment and Day Support Activities [DSA] that require a tier or category rate). It also extends the time frame that the interim tier may be used.

Active
3/15/2019APD-IM-19-015The Guide To Home Modifications

The updated Guide to Home Modifications is available on both the DD Brokerage Personal Agent Tools as well as the DD Case Management Tools webpages.

Active
3/8/2019APD-IM-19-014State Plan Personal Care

​Historically, ODDS and APD share the State Plan Personal Care (SPPC) program rules and provider payment system, which has been a challenge to align policies and procedures with other ODDS funded services. As of January 1, 2017, ODDS began to implement changes for SPPC service authorization and payment processes through eXPRS Plan of Care (POC). Effective immediately, ODDS is implementing temporary program rules Chapter 411 division 455 to complete necessary policy and procedure changes for this program.

Active
3/8/2019APD-PT-19-011Benefits Counseling for Transition Age Students and Youth

​Guidance has been updated to clarify when ODDS funded benefits counseling is available for transition age individuals and youth.

Worker's Guides:

Active
3/1/2019APD-AR-19-014NCI Staff Stability Survey Requirement

​The National Core Indicators, often referred to as NCI, supports states in gathering data about services for people with I/DD. NCI is a collaborative effort that began in 1997 between the National Association of State Directors of Developmental Disabilities Services (NASDDDS) and the Human Services Research Institute (HSRI). Oregon will again participate in the Staff Stability Survey this year.

Obsolete
2/22/2019APD-PT-18-020Hiring on a Preliminary Basis

​Employees of a certified provider agency may be immediately hired using the Long Term Care Registry (LTCR) run through the Criminal Records Information Management System (CRIMS) of the Department’s Background Check Unit (BCU).

Active
2/15/2019APD-AR-19-011Family Support Annual Limits Change

​Per eXPRS Release Notes for system change v2.5.2 email sent to CMEs on 10/10/18, the POC maximum financial limit was corrected to allow the annual limit for Family Support services set forth as of 4/1/18. The change is due to the PSW pay increase outlined in PT-17-053.

Obsolete
2/15/2019APD-AR-19-012ONA deadline variance option

​If a Case Management Entity (CME) is unable to complete an ONA on an individual by June 30, 2019, they must submit a variance request (form 6001) against OAR 411-425-0060(5).

Active
2/15/2019APD-PT-19-007Health Care Representative

​Service Coordinators and Personal Agents may now access the HCR appointment form on the DHS website rather than contacting ODDS when NCR forms are needed.

Obsolete
2/15/2019APD-PT-19-008Employer Responsiblities Form

OAR 411-375-0055(5) requires that employers agree in writing to their responsibilities on a Department approved form. ODDS has developed a standardized form to meet this OAR requirement. Form DHS2933 is available for use on the Forms server

Active
2/8/2019APD-IM-17-022Professional Development Certification for PSWs

​Starting January 1st, 2017 Personal Support Workers (PSWs) who met certain training requirements are eligible to receive Professional Development Certification (PDC). This transmittal has been updated to provide more detail about the process for ODDS and CMEs to authorize the correct rate to PSWs who have the Professional Development Credential.

Active
2/1/2019APD-PT-19-004AFH Provider Expectations When Individuals are Admitted to a Hospital or Nursing Facility

​Medicaid payments are considered payment in full for services. When an individual is admitted to a hospital or nursing facility the payment to the hospital or nursing facility covers all services required during the individual’s stay including ADL, IADL, and behavior supports. Adult Foster Home providers may not be paid when the individual has been admitted to the hospital overnight or to a nursing facility.

Active
2/1/2019APD-IM-19-008PSW Rates Workers' Guide

​ODDS has developed a worker guide for Case Management Entities to determine the correct rate of pay for PSWs with non-standard rates or differentials.

Worker's Guide: PSW Differentials and Non-Standard Rates

Active
1/28/2019APD-PT-19-003Agency Billing Activities

​ODDS requires CMEs to monitor services and verify that services delivered align with those authorized. There is a need to streamline this process for consistency and ease of use.

Effective February 1, 2019, the review flags for agency providers will be set to default to NO for review. This review will no longer take effect in the field but will instead be conducted at ODDS as a provider claim QA process. This change is to agencies only and does not affect the review of PSW timesheet entries. Review flags may only be turned on for agency providers when using the specific proc codes: OR539, OR570 or OR310.

Worker's Guide: Indirect Case Management Monitoring

Active
1/25/2019APD-IM-19-007Serious Incidents Workshop Schedule

​The incident management process will be updated in 2019. A series of Serious Incident workshops is planned to assist Case Management Entity staff to learn about serious incidents, the changes in business process, and impacts to your work.

Obsolete
1/25/2019APD-AR-19-008Provider Profiles and Vacancy Tracking

​The Department is developing a searchable residential provider vacancy list inclusive of ODDS-licensed Adult 24-hour Programs and Adult Foster Homes, Multnomah County DD-Licensed Adult Care Homes, and ODDS-certified Supported Living Programs.

Active
1/24/2019APD-PT-19-002Retention Payment through ODDS when not available through VR

​ODDS released the “Employment Stabilization” Worker's Guide that outlines the process by which an individual may access ODDS for Job Coaching supports when they did not utilize VR services.

Active
1/24/2019APD-AR-19-004ACRE training cost reimbursement for rural Medicaid Agencies with Employment Endorsement

​Due to a request from multiple stakeholders, ODDS, through its Training and Technical Assistance Contract with Wise, is setting up a reimbursement program for Medicaid-Enrolled Provider Agencies Endorsed to deliver Employment Services (Agency) in rural Oregon. This is designed to make trainings more accessible to Employment Agencies in rural areas. Eligible Agencies will be reimbursed for the registration costs of pre-approved online Association of Community Rehabilitation Educators (ACRE) curriculums.

Obsolete
1/24/2019APD-AR-19-003Request to be authorized to be paid to provide mentoring for employment services

​ODDS has made funding available for a Mentoring Program that will pay qualified Agencies to provide mentoring for employment related services to Employment Provider Agencies seeking assistance on such topics as: Discovery, Job Development, Budgeting, Business Operation, Job Development Modeling, Rule Compliance, Behavioral Support, Protocol Development and other related topics.

Obsolete
1/11/2019APD-IM-19-004Professional Behavior Services Technical Assistance Webinar 2019 Schedule

​The 2019 schedule for Professional Behavior Services technical assistance webinars is available.

Obsolete
12/28/2018APD-AR-18-068ODDS DD 56 Rent Subsidy and DD 156 General Fund Room & Board

​The Social Security Administration will be implementing a 2.8% Cost of Living Adjustment (COLA) for Social Security recipients as of January 1, 2019.

Obsolete
12/20/2018APD-PT-18-059Worker Guide for Admin Exams & Procedure Coding Review

​Effective January 1, 2019 Community Developmental Disabilities Program offices must use the Admin Exam Procedure Code Worker's Guide, and the Current Procedural Technology (CPT) codes released by the Centers for Medicaid (CMS) for Admin Exams ordered for CDDP purposes.

Active
12/19/2018APD-AR-18-065Job Coach Rates

​Due to CMS guidance and waiver requirements, job coaching rates must be adjusted annually based on direct contact time provided.

Active
12/14/2018APD-PT-18-055Maintenance Job Coaching Approval

​Effective 1 January 2019, requests for Maintenance Rate Job Coaching Approvals will no longer require ODDS Central Office approval. Case Management Entities are now authorized to review and approve maintenance job coaching funding requests at the local level in most instances.

Active
12/14/2018APD-IM-18-094Employment Service Provider Self-Assessment

​The link to the ODDS non-residential provider self-assessment has changed. The following link should be used for future provider self-assessments.
https://www.surveygizmo.com/s3/4521621/Oregon-Office-of-Developmental-Disabilities-Non-residential-Provider-Assessment

Active
12/7/2018APD-PT-18-051Entering ISP dates in eXPRS

​ISP dates for individuals enrolled in DD50, DD51, and DD142 who do not have services authorized in a Plan of Care must be entered in eXPRS for all ISPs starting 1/1/2019 or later. ISP dates must be entered in eXPRS for all authorized ISPs by 12/31/2019.

Active
12/7/2018APD-IM-18-090Out of Cycle Fee language

​This Information Memo clarifies that the Out of Cycle Fee language, which is unchanged in the latest amendments, is only charged to each entity per run submission, not per Personal Support Worker on the run. The only change in the amendment is the cost of the fee from $50 to $125 per run submission.

Active
11/2/2018APD-IM-18-085Discovery Pilot

​ODDS will launch a pilot from November 2018 to March 28, 2019, regarding our proposed Discovery Profile and the accompanying policy.

Obsolete
11/2/2018APD-AR-18-061Emergency Reporting to the Department

​CMEs must report to ODDS in the event of an emergency. By utilizing the levels provided a CME can determine when to report to ODDS and what information to provide.

Active
11/2/2018APD-AR-18-058Keys Amendment - Annual Public Notification of Standards for Residential Facilities

​Section 1616(e) of the Social Security Act (the Keys Amendment) requires, in part, that States annually make available for public review a summary of standards (rules) developed for residential facilities.

Obsolete
11/2/2018APD-AR-18-059Employment Outcomes System Report (EOS) Due November 30, 2018

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy. Completing the EOS report is required under the terms of your provider agreement.

Obsolete
11/2/2018APD-AR-18-060Direct Nursing Services in ODDS 24 Hour Residential Group Homes

​In anticipation of unbundling existing residential rates which currently include funding to support individuals with complex medical supports needs, ODDS is proposing to expand Direct Nursing services (DNS) to individuals in 24-hour residential settings. Individuals who live in a 24-residential setting must be determined eligible for DNS under OAR 411-380.

Active
10/26/2018APD-PT-18-043Annual Functional Needs Assessment

​All individuals in DD services (beyond General Fund Case Management only) must have an Oregon Needs Assessment (ONA) conducted annually. All people who are currently in services must have an initial ONA conducted per OAR 411-425. Anyone new to services must have an ONA conducted by a trained and authorized ONA assessor prior to receiving any paid services.

Active
10/19/2018APD-IM-18-078Updates to eligibility in eXPRS

​Recently, there have been questions regarding county-to-county transfers for eligibility in eXPRS. Additionally, eligibility updates were made October 9, 2018. Attached, please find an FAQ update to help clarify eligibility transfer requirements in eXPRS.

Worker's Guide: County-to-County Transfer Procedures

Active
10/19/2018APD-IM-18-079Oregon Needs Assessment (ONA) participation and follow up

​The intent of this transmittal is to clarify the best practices and requirements regarding who participates in the Oregon Needs Assessment (ONA) interview, what documentation is used, who fills out the ONA, and who receives copies of the completed ONA.

Active
9/28/2018APD-PT-18-040Oregon Needs Assessment Worker Guide

​It appears unlikely that all annual ICF/IID Level of Care redeterminations will be able to be made using the Oregon Needs Assessment after 10/1/2018 as originally expected. The use of the previous LOC form and process will be accepted as the LOC redetermination through 12/31/18.

Obsolete
9/28/2018APD-AR-18-046Revised Personal Support Worker (PSW) Provider Enrollment Appliciation and Agreement (PEAA) effective 8/1/2018

​Effective 8/1/2018 a new ODDS Personal Support Worker (PSW) Provider Enrollment Application and Agreement (PEAA) is available and required for use with new ODDS PSW Enrollments.

Active
9/7/2018APD-AR-18-053Funding Review and Exceptions

​Effective October 1, 2018, Community Developmental Disabilities Programs (CDDPs) and Brokerages are required to use the funding review process for services that require prior approval by the Department. Requests for Department prior approval using the updated form and procedures are not required if a request was submitted before 10/1/2018.

Active
9/7/2018APD-AR-18-049Enhanced and Exceptional Process Update

​Currently, the criteria for enhanced and exceptional status in the ONA is incorrect. A fix is in process, but at this time those flagged for an enhanced or exceptional review or with an enhanced or exceptional result should be disregarded.

Worker's Guide: Assessing Enhanced or Exceptional Medical or Behavior Needs

Active
8/31/2018APD-PT-18-037Abuse Investigation and Protective Services for Adults with Developmental Disabilities in Community Programs & Facilities

​On March 1, 2018, the Office of Training, Investigations and Safety (OTIS, formerly known as OAAPI) filed DHSD 3-2018, temporary amend filed 02/27/2018, effective 03/01/2018 through 08/27/2018. Following the rulemaking process, OTIS filed the Notice of Proposed Rulemaking, effective date 08/27/18.

Active

​OTIS

8/31/2018APD-AR-18-051DD Abuse Investigation's Notice of Outcome

​The Department’s Office of Training, Investigations and Safety (OTIS) is requesting CDDP abuse investigation specialists to continue to provide upon approved closure of an allegation with a not substantiated abuse finding; the Notice of Outcome to the Accused Person/Provider (AP, formerly known as alleged perpetrator) through September 30, 2018.

Active

​OTIS

8/10/2018APD-IM-18-070Not meeting Level of Care

​Recently, there have been questions regarding the process when someone does not meet Level of Care (LOC) requirements in the ONA as outlined in OAR 411-425. Between July 1, 2018 and September 30, 2018, when the ONA is used, all LOCs will pend for Diagnosis and Evaluation (D&E) Coordinator approval. This is to ensure the LOC is functioning as designed. Beginning October 1, 2018 LOCs will only pend for D&E approval in the event that someone does not meet LOC. These will get additional review by ODDS.

Active
8/10/2018APD-IM-18-069Enrollment with Eligibility in eXPRS

​Recently, ODDS has received several questions regarding the process to enroll an individual into services. A worker guide is in process, but until it is complete, this transmittal includes the current steps for enrollment.

Active
8/10/2018APD-IM-18-068Community Transportation

​The Community Transportation Worker's Guide Version 2 is available. This guide may be used when authorizing Community Transportation using Plan of Care Codes, OR 003, 004, 553, 257 or 554.

Active
7/31/2018APD-IM-18-066Update to Foster Care 2:1 SNAP Exception Process Guidelines Form

​ODDS has revised its “Foster Care 2:1 Support Needs Assessment Profile Exception Process Guidelines”. The guidelines identify funding rate information for service coordinators requesting 2:1 staffing supports for children or adults in foster homes.

Active
7/31/2018APD-IM-18-065Enhanced/Exceptional Worker Guide Update

​On July 1, 2018 ODDS began using the Oregon Needs Assessment (ONA) as one of the assessment tools that will determine an individual’s eligibility for enhanced or exceptional status. A PSW who has completed the appropriate training qualifies for a higher rate when the individuals qualifies for enhanced or exceptional status.

Worker's Guide: Assessing Enhanced or Exceptional Medical or Behavior Needs

Obsolete
7/31/2018APD-IM-18-064OTIS (OAAPI) Requests for Redacted Abuse Investigation Reports

​The Office of Training, Investigation and Safety (OTIS, formerly known as OAAPI) now has a dedicated email address to send copies of redacted abuse investigation reports that have a substantiated abuse allegation. OTIS (OAAPI) Due Process email address: OTIS.DueProcess@state.or.us

Active

​OTIS

7/23/2018APD-IM-18-063OAR 411-375 Temp Emergency Changes

​On July 1, 2018 ODDS adopted emergency temporary changes to OAR 411-375-0070 and 411-375-0080. These changes are focused on implementing a process to request a hearing for independent providers who are inactivated by ODDS during an investigation for an accusation which poses imminent danger to current or future individuals.

Active
7/23/2018APD-PT-18-033Case Management Contact Requirements Technical Guide

​On July 2, 2018, The Centers for Medicare and Medicaid Services approved revisions to Oregon’s 1915(k) Community First Choice State Plan Amendment (“K plan”). One of those revisions broadened the methods available to fulfill the requirements around Case Management Contacts. The Case Management Contacts Technical Guide has been updated to reflect the revision.

Active
7/9/2018APD-PT-18-030ODDS HCBS Compliance Deadline- 9/1/18

​All ODDS settings and service plans must be compliant with Home and Community-Based Services (HCBS) requirements by September 1, 2018.

Obsolete
6/28/2018APD-IM-18-056Expenditure Guidelines V.8

​Version 8 of the ODDS Expenditure Guidelines has been prepared and is effective for all services authorized for implementation on or after 7/1/18 unless as noted in the Guidelines.

Obsolete
6/28/2018APD-IM-18-057Oregon Administrative Rule Temporary Changes

​Effective July 1, 2018, ODDS is adopting temporary administrative rules that reflect changes related to the use of the Oregon Needs Assessment (ONA) tool and updates to the 1915(c) Waivers and 1915(k) Community First Choice State Plan Amendment (“K Plan”).

Active
6/28/2018APD-IM-18-058Benefits Counseling Worker Guides

​Beginning 7-1-2018 Benefits Counseling will be included as an Employment Path Community service in the new Children and Adult Waivers.

Worker's Guide: Benefits Counseling for Employment Path Services

Active
6/28/2018APD-PT-18-028Case Management activities and the ONA

​ODDS is adopting a new assessment tool known as the Oregon Needs Assessment (ONA). It is available to function as a Functional Needs Assessment and ICF/IID Level of Care determination tool as of July 1, 2018. It will be required to be used as the Functional Needs Assessment and Level of Care determination tool as of July 1, 2018, except as described in the worker’s guide.

Worker's Guide: Case Management Activities and the ONA

Obsolete
6/27/2018APD-AR-18-042New Level of Care form for Eligibility in eXPRS enrollment – Update June 2018

​Beginning 6-14-18 with the release of Eligibility and Enrollment in eXPRS, the Level of Care (LOC) form APD0520 dated 3.18 must be used for any individual who requires a new Level of Care, until 7-1-2018 when the ONA is released.

Obsolete
6/27/2018APD-IM-18-053Employment Professional TrainingActive
6/27/2018APD-PT-18-027Agencies and providers hiring staff from temporary hiring agencies

​When agencies who are certified as Medicaid Certified agencies via OAR 411-323, or foster care through OAR 411-346 or OAR 411-360 use staff from a temporary staffing agency, have volunteers or use contractors (who have direct contact or access to individuals or their information), the Medicaid Certified agency or foster care provider must ensure that the staff person meets all of the same criminal history check and training expectations as employees of the Medicaid Certified agency.

Active
6/19/2018APD-IM-18-051Rate Increase for DD Foster Care Services July 2018

​Some DD Foster Care services will receive a 2% rate increase effective for service dates starting July 1, 2018.

The 2% rate increase for DD Adult Foster Care services per the SEIU/Adult Foster Care Collective Bargaining Agreement applies to:
• DD Adult Foster Care services (SE158-ORAFC-NA)
• Attendant Care 2:1 staff support hours (SE257-OR526-ZE)

A 2% rate increase will also be applied to:
• Attendant Care 2:1 staff support hours (SE257-OR526-ZE) for Children’s Foster Care

Active
6/19/2018APD-IM-18-052Technical Assistance Webinar Repeat - Minimum Requirements for Professional Behavior Services Documents

​Technical Assistance Webinar focusing on the minimum requirements for the Professional Behavior Services documents: a Temporary Emergency Safety Plan, Functional Behavior Assessment and Positive Behavior Support Plan.

Obsolete
6/19/2018APD-PT-18-026Foster Homes for Children with Intellectual or Developmental Disabilities; 24-Hour Residential Programs and Settings for Children and Adults with Intellectual or Developmental Disabilities

​On August 15, 2017, Governor Kate Brown signed Senate Bill 243 into law. Senate Bill (SB) 243 increases the oversight of children and young adults in out-of-home settings, and ensures the continued safety and well-being of children and young adults in these settings.

Active
5/22/2018APD-IM-18-046June Technical Assistance Webinar Topic Announcement

​Each month ODDS hosts a technical assistance webinar for OAR 411-304.

Obsolete
5/17/2018APD-IM-18-043Guide to Professional Behavior Services

​The Guide to Professional Behavior Services is a comprehensive manual and handbook explaining the service itself including minimum expectations for the documents of a Temporary Emergency Safety Plan, Functional Behavior Assessment and Positive Behavior Support plan; eligibility for individuals receiving the service; education and experience requirements for anyone doing the work of a Behavior Professional; and what’s expected from an invoice and payment.

Active
5/16/2018APD-IM-18-042Eligibility in eXPRS release date and trainings!

​The eXPRS release which contains the Eligibility and Enrollment functionality which was anticipated 3/14/2018 was delayed. It was anticipated that the release would occur in May for a June 4th roll out. Due to some other required ONA work in eXPRS, it is now anticipated eligibility in eXPRS will be released June 12, 2018 for a June 13, 2018 implementation. Once this release occurs, it will be the only way to enroll individuals, so we are requesting that staff participate in the trainings being held around this release, as the implementation turn around will be very quick.

Active
5/11/2018APD-AR-18-034Adult Residential Referral Forms

​Service Coordinators and Personal Agents (SCs and PAs) must complete and utilize a statewide standardized Adult Residential Services Referral Form (DHS 4123) when assisting an individual to find an adult residential setting including foster care, 24-hour group home, or supported living settings.

Active
5/7/2018APD-AR-18-032Notice of waiver enrollment change

​Effective July 1, 2018 ODDS is reorganizing its existing Comprehensive and Support Services Waiver into Children’s and Adult’s Waivers. This new structure will simplify and streamline the federal authorities under which I/DD services are provided in Oregon and will allow ODDS to tailor services to children and adults in the future. This will convert the Comprehensive Waiver to serve children up to age 18 in all settings, and convert the Support Services Waiver to serve adults 18 and older in all settings.

Active
5/7/2018APD-IM-18-040Electronic Reports, Licensing Renewals and Plan of Improvements

​DD Licensing now has the ability to send all licensing renewal packets and licensing reports electronically. Electronic Report, Licensing Renewals and Plan of Improvements will go into effect May 7, 2018.

Active
4/27/2018APD-IM-18-039Eligibility in eXPRS release date and trainings!

​The eXPRS release which contains the Eligibility and Enrollment functionality which was anticipated 3/14/2018 was delayed. Although an eXPRS release will occur during the month of April, it will not contain the eligibility requirements. The eligibility in eXPRS release is formally set for June 4, 2018.

Obsolete
4/27/2018APD-IM-18-038ODDS Policy and Field Liaison unit contact list

​Updated policy and field liaison list of staff.

Obsolete
4/20/2018APD-IM-18-036ODDS Employment Services for Transition-age Individuals and Youth

​A new worker’s guide has been published to incorporate PT-15-011 regarding “ODDS Employment Services for Transition-age Individuals and Youth.”

Active
4/19/2018APD-IM-18-034eXPRS release delay - AR 18-010 and 18-019 dates delayed

​The eXPRS release which contains the Eligibility and Enrollment functionality which was anticipated 3/14/2018 was delayed. At this time, it is anticipated that the eXPRS release will take place the week of 4/16/2018 and no later than the last week of April.

Obsolete
4/13/2018APD-AR-18-029Individuals receiving nursing or complex medical support services in a 24-Hour Residential service setting (DD50) as part of the all-inclusive rate paid to the provider

​ODDS requests that CDDPs submit info for adults who are enrolled in 24-hour residential setting and receiving nursing services by May 14, 2018.

Obsolete
4/13/2018APD-AR-18-030Employment Outcomes System Report (EOS) Due May 31, 2018

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
4/13/2018APD-PT-18-016Entering Childen's Foster Care (SE258) into eXPRS

​Effective immediately, when submitting DD Eligibility and Enrollment forms (0337s) in eXPRS for new enrollments in Service Element SE258 (Children’s Foster Care) or changes that occur to children currently enrolled in SE258, Community Developmental Disabilities Programs (CDDPS) must complete all relevant foster care information, including Section 5.

Obsolete
4/13/2018APD-AR-15-051Living situations for individuals enrolled with DD

​In order to be eligible to recieve in-home services as a child or an adult, the individual/customer must reside in their own home or the home of their family member (SE49, SE149; SE151).

Active
3/30/2018APD-AR-18-025Use SNAP Version 18 for foster care assessments

​The newest version of the SNAP assessment tool, Version 18, has been available and authorized to be used for all foster care assessments (SE158 Adult Foster Care and SE 258 Children’s Foster Care) since January 1, 2018 and is required to be used for all SNAP assessments conducted from this day forward.

Active
3/23/2018APD-PT-18-013Request for Additional Time for Transforming Sheltered Work Settings

​The worker guide outlines policies, procedures, and a timeline for ODDS employment service providers requesting a rule variance for additional time to transform sheltered work settings and come into compliance with HCBS setting requirements.

Obsolete
3/23/2018APD-PT-17-053PSW Collective Bargaining Agreement Updates

​Collective Bargaining with SEIU for Personal Support Workers (PSWs) was completed September 22, 2017. This transmittal includes a summary of the changes to the Collective Bargaining Agreement (CBA) impacting Case Management Entities (CMEs).

Obsolete
3/23/2018APD-IM-18-027Professional Behavior Services Invoicing Requirements

​The Worker Guide explaining Agency and Independent Providers of Professional Behavior Services invoicing requirements for billing in Plan of Care has been updated.

Active
3/16/2018APD-PT-18-011Notification and Review of Abuse Determinations Resulting From Investigations Conducted Under ORS chapter 430

​The DHS Office of Adult Abuse Prevention & Investigations (OAAPI) is modifying the process by which alleged perpetrators in CDDP and OAAPI investigations conducted under OAR 407-045-0250 through 407-045-0370 are notified of the substantiated abuse finding, to assure they are afforded a notice for rights to request an administrative review of the substantiated abuse finding prior to the issuance of a Department final order.

Active

​OTIS

3/9/2018APD-PT-18-010Abuse Investigation & Protective Services for Adults with DD

​The Department’s Office of Adult Abuse Prevention and Investigations (OAAPI) needed to immediately amend their rules to comply with the laws related to abuse reporting, investigation and protective services for adults with developmental disabilities (DD).

Obsolete

​OTIS
See APD-PT-18-037

3/9/2018APD-IM-18-021eXPRS release delay - AR 18-010 and 18-019 dates delayed

​The eXPRS release which contains the Eligibility and Enrollment functionality which was anticipated 3/14/2018 has been delayed. At this time it is anticipated that the eXPRS release will take place at the soonest 3/27/2018 and may be as late as April 2018.

Obsolete
3/9/2018APD-AR-18-019New Level of Care form for Eligibility in eXPRS enrollment

​Beginning 3-14-18 with the release of Eligibility and Enrollment in eXPRS, the Level of Care (LOC) form APD0520 dated 3.18 (online on the forms page with the release of this transmittal, 3-5-2018) must be used for any individual who requires a new Level of Care.

Active
3/1/2018APD-AR-18-008ODDS Children's Residential Service Referrals Process

​To ensure timely placement coordination for all ODDS children’s group home referrals, the ODDS Children’s Residential Program unit is implementing a referral process change requiring Community Developmental Disabilities Program (CDDP) Designated Referral Contacts (DRCs) to submit all service and referral information to a centralized email inbox.

Active
2/23/2018APD-PT-18-009Behavior Professional Prorated CEU Schedule

This policy sets the pro-rated schedule for ongoing education hour requirements for behavior professionals.

Obsolete
2/23/2018APD-IM-17-073Career Development PlanActive
2/16/2018APD-AR-18-014Citing the Abuse Statute in Investigation Reports

​Starting February 1, 2018, investigators conducting abuse investigations under the authority of ORS 430.731 to 430.768 for adults with developmental disabilities will begin using the specific defined statutory abuse term in reports submitted for approval, rather than administrative rule (OAR 407-045-0260).

Active

​OTIS

2/16/2018APD-AR-18-013NCI Staff Stability Survey Requirement

​Oregon will again participate in the Staff Stability Survey this year. This survey gathers information about employees providing direct “hands on” services and supports, often referred to as Direct Support Professionals (DSP). This survey gathers information on staffing levels, job stability, wages and compensation, and focuses on the DSP workforce employed between 1/1/2017 -12/31/17.

Obsolete
2/16/2018APD-AR-18-009Revised CF 1415 - ODDS Notification Form for Children Entering Foster Care

​Effective immediately, CDDPs must use version 12/17 of CF 1415 - ODDS Notification Form for Children Entering Foster Care, when enrolling children in foster care. This form is available on the Forms website at https://apps.state.or.us/Forms/Served/ce1415.doc

Active
2/15/2018APD-PT-18-004Foster Care Licensing & Certification Renewal Extension Process

​Effective May 1, 2018 all foster care licenses and certificates must be renewed on or prior to the date of expiration. The ODDS Licensing Unit is working to better communicate to foster care providers and CDDP licensors and certifiers, the need for timely responses and actions required to meet licensing renewal timelines. Extensions may be granted on a case by case basis.

Active
2/12/2018APD-PT-16-030PSW Weekly Hours Limitations

​Effective September 1, 2016 Personal Support Workers (PSWs) will have limitations to hours authorized to work. Corrected to replace obsolete link.

Active
2/9/2018APD-IM-18-016ODDS Engagement and Innovation Webpage

​ODDS is committed to gathering feedback from individuals, families, case management entities, and service providers on proposed policies, procedures, and guidance.

To ensure that the widest range of stakeholders are able to provide feedback, ODDS is piloting the use of a new platform for posting proposed policies, procedures, and guidance through the new Engagement and Innovation webpage.

Active
2/9/2018APD-AR-18-010Intake and eligibility updates to eXPRS

ODDS is implementing ​eligibility and enrollment updates to the Express Payment and Reporting System (eXPRS) to streamline the intake, eligibility and enrollment process, in preparation for the Oregon Needs Assessment (ONA).

Obsolete
2/5/2018APD-IM-18-014OAR 411-304 Professional Behavior Services Rule Technical Assistance

​2018 Professional Behavior Services Technical Assistance schedule.

Obsolete
1/26/2018APD-IM-18-009On-Site Reviews for Provider-Owned, Controlled, or Operated HCBS Settings and HCBS Compliance Timelines

​HCBS On-Site Compliance Assessment Reviews must be completed on an ongoing basis. The final deadline for plans and settings to be fully compliant with Home and Community-Based Services and Settings (HCBS) requirements is September 1, 2018.

Active
1/26/2018APD-IM-18-008Adult Foster Care Rules(Temporary) Update

​Effective January 1, 2018, ODDS has filed temporary emergency adult foster care home Oregon Administrative Rules (OAR 411-360) to reflect 2017 legislatively required changes.

Active
1/26/2018APD-AR-18-005Supported Living in Provider-Owned, Controlled or Operated settings - HCBS On-Site Compliance Assessment

​Beginning January 1, 2018, Community Developmental Disabilities Programs must conduct HCBS On-Site Compliance Assessments for individuals residing in provider-owned, controlled, or operated Supported Living settings.

Active
1/12/2018APD-IM-18-003CMS PERM Audit for Oct 2016 - Sept 2017 Service Dates

​The federal Centers for Medicare & Medicaid Services (CMS) is performing a Payment Error Rate Measurement (PERM) audit for Medicaid funded services provided to individuals Intellectual/Developmental Disabilities (I/DD) for service dates Oct 2016 – Sept 2017. PERM is a system of audits conducted by CMS contractors for identification of improper payments in the Medicaid waiver, State Plan and CHIP programs.

Active
1/7/2018APD-IM-19-002Oregon Home Care Commission Brochures

​Oregon Home Care Commission brochures (SDS 0360) are now available through the DHS/OHA Forms and Publication Ordering System (FBOS) and on the forms server.

Active

​OHCC

1/5/2018APD-AR-16-044PSW exceptions to time entry

​​The 2015-2019 Collective Bargaining Agreement (CBA), Article 8, Section 3, requires that Personal Support Workers (PSWs) must enter their time directly into eXPRS Plan of Care, the electronic time capture system.

Active
12/21/2017APD-PT-17-057PSW Credential Lapses due to Processing Delays

​The 2015-2019 Collective Bargaining Agreement, Article 8, requires that Personal Support Workers (PSWs) submit their completed provider credential renewal paperwork to their CDDP or Brokerage office no later than seventy (70) days prior to their provider credential, also known as provider number, expiration date. PSWs who submit all required paperwork at least 70 days prior to the provider credential expiration date may continue working while paperwork is processed.

Active
12/21/2017APD-PT-17-047Entering Foster Care into eXPRS Plan of Care

​In preparation for ODDS funded foster care (SE158 Adult Foster Care and SE 258 Children’s Foster Care) moving from the current CBC (also known as 512) payment system into eXPRS Plan of Care (POC) for payment, ODDS has been working with the Regions and CDDPs to validate the SNAP rates, authorized 2:1 hours, and authorized consultant services. ODDS has compiled this information in a spreadsheet for each CDDP to utilize when creating Foster Care Plan of Care’s in eXPRS through the new service elements SE158 for adult foster care and SE258 for children’s foster care.

Active
12/15/2017APD-AR-17-079PSWs violating weekly limits

​ODDS is taking steps to reduce the amount of unauthorized overtime being worked by PSWs. ODDS is establishing a regular review cycle to monitor PSW overtime.

Active
12/15/2017APD-AR-17-080ODDS DD 56 Rent Subsidy and DD 156 General Fund Room & Board

​The Social Security Administration will be implementing a 2% Cost of Living Adjustment (COLA) for Social Security recipients as of January 1, 2018. The full Supplemental Security Income (SSI) standard (known as the Federal Benefit Rate or FBR) for one person will increase from $735.00 to $750.00 per month.

Obsolete
12/15/2017APD-IM-17-092Professional Behavior Services Rule Technical Assistance Webinar Schedule

​Webinar and conference call for technical assistance with the new Professional Behavior Services rule (OAR 411-304).

Obsolete
12/15/2017APD-IM-17-093DD referrals from Branch 5503

​The ONE system is the eligibility and enrollment system that DHS Branch 5503 uses to determine MAGI-based Medicaid benefits. The ONE system generates referral tasks for Non-MAGI benefits (OSIPM and the Medicare Savings programs like QMB) depending on the responses that applicants provide on their application (7210).
Some of these referrals are for children that indicated the need for Services provided by the Office of Developmental Disabilities Services.

Active
12/15/2017APD-PT-17-054PSW Weekly Hours Limitations

​ODDS has updated the PSW Weekly Hour Limitations worker's guide to clarify when ODDS will review request for exceptions.

Active
12/15/2017APD-PT-17-055Case Management Contacts Worker Guide

​Version 2 of the Case Management Contact Requirements Technical Guide will be effective for all case management contacts effective January 1, 2018.

Obsolete
12/15/2017APD-PT-17-056eXPRS Modifiers for Professional Behavior Services

​Beginning March 1, 2018, ODDS will require modifiers to be used when authorizing OR570, to identify if the individual resides in a standard or underserved county. If Professional Behavior Services are included or added to any ISP on or after March 1, 2018, Professional Behavior Services must be entered into Plan of Care with the appropriate modifier.

Active
12/13/2017APD-PT-17-048eXPRS changes: Foster Care and Ancillary Services Service Elements, Attendant Care procedure code consolidation

​In mid-November, eXPRS Plan of Care will be updated to add three new service elements, including applicable service procedure codes. The date-of-service that can be authorized using procedure codes under these service elements will be Jan 1, 2018.

New Service Elements:
• SE158 for adult foster care (includes procedure code ORAFC)
• SE258 for children’s foster care (includes procedure code ORCFC)
• SE257 for ancillary services for individuals in residential programs (Foster Care, Adult & Children’s 24 hour residential homes, Supported Living).

Active
12/1/2017APD-IM-17-086ODDS Policy and Field unit list

​Updated policy and field liaison list of staff.

Obsolete
11/9/2017APD-PT-17-049Foster Care Transportation Service Moving into Plan of Care

​Starting January 1, 2018, for individuals who live in adult foster care and receive to/from work or DSA transportation from their foster provider, the Client Prior Authorization (CPA) will need to be moved into Plan of Care – Ancillary Services using Service Element 257.

Active
11/6/2017APD-IM-17-082Expenditure Guidelines V.7

​Version 7 of the ODDS Expenditure Guidelines has been prepared and are available for use beginning shortly after 11/1/17, and effective for all services authorized for implementation on or after 1/1/18.

Obsolete
10/13/2017APD-AR-17-066Employment Outcomes System Report (EOS) Due November 30, 2017

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
10/13/2017APD-IM-17-076Transition of Provider Enrollment Services

​Effective October 2, 2017 all Provider Enrollment Services for ODDS will be transferred to the Contracts and Provider Administration Unit (CPAU).

Active
10/13/2017APD-PT-17-046Cannabis acquisition and administration in residential settings

​This policy transmittal is intended to provide clarification for all individuals receiving ODDS authorized Community First Choice (K-Plan) state plan and Medicaid waiver services who may choose to consume medical or recreational cannabis products.

Active
10/10/2017APD-PT-17-045SIS Assessment Effective Dates

​In order to make a more consistent and fair process regarding the SIS tier rates implementation, ODDS has updated some of the procedures concerning tier effective dates and is clarifying policy on existing processing dates.

Active
9/29/2017APD-PT-17-043Notification and Review of SACU Abuse Determinations

​The DHS Office of Adult Abuse Prevention & Investigations (OAAPI) is modifying the process by which ODDS Stabilization and Crisis Unit (SACU) staff that have been substantiated for abuse in an OAAPI investigation may request administrative review of those determinations.

Active

​OTIS

9/29/2017APD-PT-17-044Worker Guide for 2:1 Foster Care Funding Review

​The procedure to request authorization for 2:1 staffing for children and adults in foster care has changed effective 10/01/17.

Worker's Guide: Foster Care 2:1 Staffing Authorization Procedure

Active
9/20/2017APD-IM-17-063Transmittal Review Call In Schedule

​Starting September 21st, 2017 ODDS will be hosting monthly call-ins to review guidance published by ODDS during the previous month.

Obsolete
9/20/2017APD-PT-17-036Submission of Hearing Requests and documents

​When a Developmental Disabilities Service has been denied, reduced, suspended or terminated a Notification of Planned Action must be provided. When the individual chooses to contest the decision/action identified on the Notification of Planned Action, they may request a hearing either orally or in writing. There are very tight and specific timelines that follow when an individual chooses to ask for a hearing. This policy clarification identifies ways to help the Department meet the required timelines.

Active
9/8/2017APD-PT-17-035Annual Functional Needs Assessment

​As a first step in moving toward a single assessment tool and ensuring individuals have an annual functional needs assessment to inform the planning process, the practices in the original version of this document (PT-15-003) were required to be implemented beginning January 31, 2015. The changes made in version 4 are required beginning September 1, 2017. This update changes the expectation to obtain a new SNAP assessment after a move, and updates other items to match current policies.

Obsolete
9/7/2017APD-AR-17-057Five Percent Legislative Increase

​Oregon Legislature approved a 5 percent increase effective October 1, 2017 to support Direct Support Professionals (DSPs) during the 2017 Legislative Session. The purpose of this increase is to support the vital work of DSPs. ODDS will be increasing rates via eXPRS in approved Client Prior Authorizations (CPAs) for Group Homes and Supported Living and Service Prior Authorizations (SPAs) for DSA authorized under OR542 and Employment Path to begin on October 1, 2017. Authorization rate updates will be completed in eXPRS September 13th-15th, 2017.

Obsolete
8/25/2017APD-PT-17-03421 day bed hold allowance

​In the 2017 Legislative Session agency approved budget ODDS was directed to reduce the number of days ODDS pays general funds for absences from 24 hour residential and supported living programs. ODDS has paid these programs for up to 45 days of bed hold per year for individuals who are absent from the setting. Effective September 1, 2017 the maximum number of absences that will be paid by ODDS is being reduced from 45 days to 21 days per year.

Active
8/18/2017APD-AR-17-050Required Exits from DD Case Management

​ODDS has identified individuals enrolled to a case management entity (CME) who appear to have received no services for at least one year. Under the requirement of OAR 411-415-0030(5)(b)(F) a “CME must exit an individual from case management services when the individual either cannot be located or has not responded after a minimum of 30 days of repeated attempts by CME staff to complete ISP development, annual plan development, or monitoring activities, including participation in a functional needs assessment.”

Active
8/18/2017APD-IM-17-060CDP: Writing SMART Goals Online Module

​ODDS has developed a computer based training module entitled “CDP: Writing SMART Goals”. This interactive online module is available in iLearn and complements the Career Development Plan Workshop and CDP Workshop Follow-Up in person trainings hosted throughout the state.

Active
8/4/2017APD-AR-17-048Required use of the PDF version of the Oregon ISP

​The Oregon ISP was revised to a PDF format and released to the field April 27, 2017. ODDS will be requiring use of the PDF version of the ISP beginning in September, 2017 for plans that are due in November, 2017, and for ISP planning with people new to services.

Obsolete
8/4/2017APD-IM-17-058ODDS Policy and Field unit list

​Updated policy and field liaison list of staff.

Obsolete
7/21/2017APD-AR-17-042Designated Referral Contact

​Each CDDP and Brokerage must identify a Designated Referral Contact (DRC) (or a separate DRC for children and a DRC for adults) within each Case Management Entity (CME) by August 4, 2017.

Obsolete
7/21/2017APD-IM-17-054Background Checks for Developmental Disabilities

​Includes information about expedited background checks and preliminary approvals.

Active
7/21/2017APD-PT-17-025Serious Event Review Team (SERT) Reporting

​Reporting of serious events in the Serious Event Review Team (SERT) database is a requirement of Community Developmental Disabilities Programs (CDDPs) and ODDS staff providing case management support to individuals receiving services funded by the ODDS, per OAR 411-415-0050.

Obsolete

​SERT replaced by CAM

7/21/2017APD-AR-17-039Revised ICF/IID level of care form

​ODDS has posted a revised form (APD 0520) as well as a separate annual review signature form (APD 0520a) on the DHS forms website. The form (APD 0520) is used to evaluate an individual’s need for the level of care (LOC) historically provided in an intermediate care facility for individuals with intellectual disabilities (ICF/IID).

Active
6/23/2017APD-AR-17-036Oregon Needs Assessment Pilot

​ODDS has randomly selected 400 individuals and their support teams to participate in an Oregon Needs Assessment (ONA) pilot.

Obsolete
6/23/2017APD-IM-17-049Employment Resources and Tools

​ODDS has developed three new online tools to help facilitate the implementation of employment services.
1. FAQ: Employment Service Provider Training, Credentialing, and Core Competencies.
2. Authorizing Integrated Employment Supports.
3. New Employment Service Provider Enrollment.

Obsolete
6/16/2017APD-AR-17-034Workman’s Compensation

ORS 655.615 requires that DHS provide Worker’s Compensation Insurance to individuals who participate in work experience, job shadow, internship or other unpaid volunteer experience through DHS programs such as Employment Path Community and Discovery. Beginning July 1, 2017 provider agencies providing Employment Path Community and Discovery services may share with the individuals they provide service to and community businesses who currently provide or may provide community based work experience that the individual receiving the Employment Path Community or Discovery service has Worker’s Compensation Insurance through DHS in the event of a workplace injury.

Active
6/9/2017APD-PT-17-017Tier 7 required staffing hours changes

The Tier rate assigned by the SIS assessment does not require a specific number of staffing hours to meet the needs of the individual. While the tiers do increase in funding with an expectation of increased staffing that would be needed to meet the needs of individuals in higher tiers, ODDS does not require or mandate specific hours of staffing requirements. Providers are still expected to staff appropriately to meet the individual’s needs.

Active
5/30/2017APD-PT-17-013ODDS Restoration of Hours - Frequently Asked Questions

​In an effort to provide as much information about the recent litigation injunction signed on April 19, 2017, ODDS has developed a list of Frequently Asked Questions.

Active
5/26/2017APD-IM-17-046Technical Assistance Call-In Opportunities for Home and Community-Based Services (HCBS) Individually-Based Limitations

​Announcing technical assistance opportunities to support the field in implementing HCBS Individually-Based Limitations.

Obsolete
5/12/2017APD-PT-17-015Home and Community-Based Services and Settings and Person-Centered Planning, OAR Chapter 411, Division 004

​Under OAR Chapter 411, Division 4, Developmental Disabilities-funded Child Foster Care Services are considered Home and Community-Based Services (HCBS). The Child Foster Homes where these services are provided are considered Home and Community-Based (HCB) Settings and must be in full compliance with the Residency Agreement requirement by September 1, 2018.

Active
5/5/2017APD-AR-17-0242015-17 End of the Biennium Processes - CDDPs

​To prepare for the end of the 2015-2017 Biennium (BI), CDDPs and CIIS are directed to take the actions included in the transmittal.

Obsolete
5/5/2017APD-AR-17-0252015-17 End of the Biennium Processes - Brokerages

​The end of the 2015-2017 Biennium (BI) is quickly approaching. ODDS would like to take this time to remind all Brokerages of key practices that need to be completed in order for the biennial rollover to occur and to help alleviate settlement issues for the 2015-2017 BI.

Obsolete
5/5/2017APD-AR-17-0262015-17 End of Biennium Processes - DD Provider

​To prepare for the end of the 2015 – 2017 Biennium (BI), Providers are directed to take the actions included in the transmittal.

Obsolete
4/28/2017APD-AR-17-023Employment Outcomes System Report (EOS) Due May 31, 2017

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
4/28/2017APD-IM-17-035I/DD Core Competency Training – Frequently asked questions

​This pertains to AR-17-007 Core Competency Training Requirements for Services Coordinators and Personal Agents and AR 17-008 Core Competency Training Requirements for Direct Support Professionals.

Active
4/26/2017APD-IM-17-034ODDS restoration of hours - Exceptions and Hearings

​Due to the litigation injunction signed on April 19, 2017, ODDS is developing a transition plan. One part of the transition plan is to resolve existing exception and hearing requests to restore the previous ANA-C or CNA-C service level hours.

Active
4/21/2017APD-PT-17-012Updated Administrative Guidelines for SIS, SNAP, ANA/CNA

To ensure compliance with the Code of Federal Regulations (CFR) and the Oregon Administrative Rules (OAR), this transmittal updates and clarifies the procedures for administering the following functional needs assessment tools:
- Supports Intensity Scale (SIS)
- Support Needs Assessment Profile (SNAP)
- Adult Needs Assessment (ANA)
- Children’s Needs Assessment (CNA)

Obsolete
4/21/2017APD-PT-17-010Individually-Based Limitations (IBLs) for individuals receiving Home and Community-Based Services

​This policy is intended to clarify the current roll out of requirements for the use of Individually-Based Limitations (IBLs) for Individuals receiving Home and Community-Based Services (HCBS).

Active
4/21/2017APD-IM-17-033Expenditure Guidelines Version 6

​The Expenditure Guidelines Version 6 are available for immediate reference, and become effective 5/1/17.

Obsolete
4/21/2017APD-AR-17-021HCBS Individually-Based Limitations (IBLs) Required for the Use of Restraints in All Settings

​Beginning July 1, 2017, as ISPs are authorized effective July 1, 2017 or later, all plans that include the use of Safeguarding Interventions or Safeguarding Equipment that meet the threshold of restraint, must have an Individually-Based Limitations in place that comply with OAR 411-004-0040.

Active
3/31/2017APD-AR-17-020Core Competency Training Requirements for Employment Professionals

​ODDS is pleased to announce the release of online training modules designed to help Employment Professionals demonstrate the Core Competencies and Training Standards of Supported Employment Professionals. These online modules will be available in iLearn and will allow ODDS to maintain training records in a centralized Learning Management System.

Active
3/24/2017APD-PT-17-008Screening of Abuse for Adults with DD (Trust Relationship)

​ODDS and the Office of Adult Abuse Prevention and Investigations (OAAPI) received advice from the Oregon Attorney General’s Office to more closely follow statute and rule when screening allegations of abuse. As a result, trust relationships are no longer a factor in deciding if an allegation of abuse is to be opened for an investigation.

Active

​OTIS

3/17/2017APD-IM-17-024Tier-7 Memos

​ODDS has made changes in the Tier-7 approval letters that will be sent to individuals who have had a Tier-7 review on or after March 6, 2017 and for those who have a placement pending (those who will be moving into a yet to be determined SE 50 group home).

Active
3/10/2017APD-IM-17-021Worker Guides posted for employment services

​ODDS has published two Worker Guide documents regarding ODDS Employment Services. These cover the following topics:
1. Employment Stabilization and
2. Competitive Integrated Employment Requirements

Active
3/10/2017APD-PT-17-007State Plan Personal Care services authorized in eXPRS Plan

​ODDS is continuing to implement the use of eXPRS as the primary payment and reporting system for ODDS funded services. The next phase of this effort is to authorize and process payments for State Plan Personal Care (SPPC or “PC20”) using eXPRS Plan of Care (POC).

Active
2/17/2017APD-AR-17-014Reporting Civil Commitment Information

For all future civil commitments under ORS 427.290 in the CDDP’s service area, CDDPs must provide the court’s commitment order to ODDS within five working days of the date the CDDP receives the order. The commitment order, CDDP investigation report and diagnostic evaluation must be sent to ODDS.D&E@state.or.us.

Obsolete
2/10/2017APD-PT-17-005HCBS On-Site Compliance Assessment Reviews for Residential Settings - Expectations for Completion in 2017

​This transmittal is intended to clarify expectations regarding the completion of 2017 HCBS On-Site Compliance Assessment Reviews for DD Licensed/Certified Foster Care Settings and Child Welfare certified Foster Homes receiving a DD-Funded foster care service payment to provide care to individuals with Intellectual and Developmental Disabilities.

Obsolete
2/10/2017APD-AR-17-010New Personal Support Worker Provider Enrollment Application and

​Starting January 1, 2017 for new Personal Support Worker (PSW) enrollments and renewals, PSWs must begin using the PSW Provider Enrollment Application and Agreement (PEA) with the revision date of 6/29/2016.

Obsolete
1/27/2017APD-PT-17-003Direct Nursing MMIS Authorization and Payment Procedures Worker Guide

​ODDS has posted a worker guide identifying the authorization and payment procedures that must be followed by Case Management Entities (CME’s) and providers for the delivery of Direct Nursing Services (DNS).

Worker's Guide: Direct Nursing MMIS Authorization and Payment Procedures

Active
1/27/2017APD-PT-17-002Direct Nursing MMIS Provider Enrollment

​For Direct Nurse Service (DNS) providers planning to work in Adult Foster Care Homes, ODDS has extended the deadline for Direct Nursing Service provider enrollment into the Medicaid Management Information System (MMIS) to April 1, 2017. The deadline of January 1, 2017 will remain for DNS applicants working with individuals in DD49/149 In-Home settings.

Active
1/27/2017APD-IM-17-010Adult Foster Care 2017 Cost of Living Adjustment

​As part of the 2015-19 Adult Foster Care Collective Bargaining Agreement, effective February 1, 2017 Adult Foster Care Providers will receive a 2.5% Cost of Living Adjustment.

Obsolete
1/27/2017APD-AR-17-009Release of revised Oregon ISP

​The release of the revised ISP has been postponed until May 1, 2017 to allow adequate development time, previewing and field testing the interactive PDF features. Content changes include a place to designate Home and Community Based Settings (HCBS) requirements, and recommendations from the field that simplify and clarify the Individual Support Plan (ISP) and related documents.

Obsolete
1/27/2017APD-AR-17-008Core Competency Training Requirements for Direct Support Professionals

​Oregon’s Core Competency training for Direct Support Professionals (DSPs) is in the DHS iLearn system. This is required training for all new and existing DSPs working in 24-hour residential and supported living programs within the field of intellectual and developmental disabilities.

Active
1/27/2017APD-AR-17-007Core Competency Training Requirements for Services Coordinators and Personal Agents

​Oregon’s Core Competency training for Services Coordinators (SCs) and Personal Agents (PAs) is in the DHS iLearn system. This is required training for all new and existing SCs and PAs working within the field of intellectual and developmental disabilities.

Active
1/20/2017APD-IM-17-008ODDS field liaisons

​Effective February 1, 2017, ODDS has identified the role of field liaison in order to better support service coordinators and personal agents.

Obsolete
1/20/2017APD-AR-17-004Maintenance Job Coaching requests after 12/23/16 deadline

​If an individual and/or the employment team determine that an individual will continue to need job coaching after the initial 6 months of job coaching provided through VR/DD and 18 months of Ongoing Job Coaching, a maintenance request must be made at least 30 days prior to the end of the person’s 18 months of Ongoing Job Coaching.

Worker's Guide: Job Coaching Requirements

Active
1/20/2017APD-AR-17-003New Form 539D

​Use this revised version of form 539D for the OSIPM process through CMEU.

Active
1/13/2017APD-IM-17-004SIS assessment tier processing delay in eXPRS

​ODDS is changing Information Technology procedures for adding the SIS tier into the eXPRS system. For those that have a SIS assessment in early 2017, you may experience a delay in between the SIS assessment and the tier being visible in the eXPRS system.

Active
1/5/2017APD-AR-16-079Independent Contractor Employment Service Enrollment

​This transmittal is intended to provide additional guidance regarding the requirements of Independent Contractors (ICs) enrolled, or wanting to enroll as Employment Service Providers, for training and demonstration of Core Competencies and Training Standards of Supported Employment Professionals.

Active
1/5/2017APD-AR-16-077Personal Support Worker Employment Service Enrollment

​This transmittal is intended to provide additional guidance regarding the requirements of Personal Support Worker (PSW), including PSW Specialists, enrolled or wanting to enroll as Employment Service Providers, for training and demonstration of Core Competencies and Training Standards of Supported Employment Professionals.

Active
12/22/2016APD-IM-16-113Change in Ownership, Legal Entity, Legal Status or Management Corporation

​OAR 411-323-0030 requires a new certification and correct enrollment as a DD provider for any change in in the ownership, legal entity, legal status or Management Corporation or ownership interest of an agency 30 days prior to the change.

Active
12/16/2016APD-AR-16-087ODDS DD 56 Rent Subsidy and DD 156 General Fund Room & Board

​The Social Security Administration will be implementing a 0.3% Cost of Living Adjustment (COLA) for Social Security recipients as of January 1, 2017.

Obsolete
12/16/2016APD-AR-16-086eXPRS POC Service Prior Authorization updates for FMAS Payroll Vendor

​In support of the FMAS payroll vendor transition from TNT FI to Public Partnerships LLC (PPL), the “pay to” provider listed on eXPRS POC Service Prior Authorizations (SPAs) for PSW providers will be updated to reflect PPL as the new “pay to” provider for FMAS payroll processing effective Dec 16, 2016.

Obsolete
12/9/2016APD-PT-16-047Extensions of time on the due date for Abuse Investigation and Protective Services Reports

​This transmittal clarifies “workload” as not being “good cause” relating to an extension of time when an abuse investigator cannot complete an investigation conducted under OAR chapter 407, division 45 within 45 days.

Active

​OTIS

12/9/2016APD-AR-16-083Notification to the Department of persons accused of abuse, when the person is either a DHS employee or volunteer, or an independent provider

​Relating to investigations conducted under OAR 407-045-0250 through 407-045-0360, abuse of individuals with developmental disability (DD). Abuse investigators conducting interviews of persons accused are already required to ask if a person is an Oregon Department of Human Services (DHS) employee or volunteer. Additionally, it is now required for abuse investigators to ask if the accused person is an Independent Provider (Personal Support Worker {PSW} or non-PSW independent provider).

Active

​OTIS

12/2/2016APD-PT-16-045Direct Nursing MMIS Authorization and Payment Procedures Worker Guide

​ODDS has posted a worker guide identifying the authorization and payment procedures that must be followed by Case Management Entities (CME's) and Providers for the delivery of Direct Nursing Services (DNS).

Worker's Guide: Direct Nursing MMIS Authorization and Payment Procedures

Active
12/2/2016APD-AR-16-081Change in PSW Timesheet Submission & Review time line for December 1-15, 2016 Pay Period

​For the DD PSW pay period of Dec 1 – 15, 2016, the PSW timesheet submission and CME review by dates have been adjusted.

Obsolete
11/29/2016APD-PT-16-044Direct Nursing MMIS Provider Enrollment Deadline

​Effective January 1, 2017 all providers of waivered Direct Nursing Services (DNS) must be enrolled in the Medicaid Management Information System (MMIS).

Obsolete
11/28/2016APD-AR-16-080Extension for Maintenance Job Coaching Request

​ODDS has received several requests to extend the deadline for submitting Maintenance Job Coaching requests past 12-1-2016 due to the holiday season and in order to give employment teams (including the individual, case manager, and job coach) time to gather and discuss the information related to a potential request for Maintenance Job Coaching. Given that ODDS wants to ensure everyone who needs continued job coaching is able to make this request, the deadline is being extended from 12-1-2016 to 12-23-2016.

Obsolete
11/4/2016APD-PT-16-043ODDS Expenditure Guidelines

​The Expenditure Guidelines Version 5 is available for immediate use.

Obsolete
11/2/2016APD-AR-16-029Employment Outcomes System Report (EOS) Due November 30, 2016

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
10/21/2016APD-PT-16-041Assistive Devices and Assistive Technology Worker Guide – Amendment

​The Assistive Devices and Technology worker’s guide has been updated to reflect the changes articulated in APD-PT-16-037. In addition, the Frequently Asked Questions at the end of the guide have been updated.

Obsolete
10/21/2016APD-IM-16-102On-Line training opportunity - Mandatory Abuse Reporting for Adults with DD

​The Department has developed training that is specific to the laws for mandatory abuse reporting for adults with developmental disabilities. The training is designed for individuals who provide care or services to support adults with developmental disabilities in Department certified or endorsed settings. The free online training is available on the iLearn.oregon.gov website under the course title Mandatory Reporting: People with Developmental Disabilities.

Active
10/21/2016APD-AR-16-075Relief care enrollment for foster care providers

​When a child or adult foster care setting is identified as the chosen relief care setting, the case manager should identify whether the foster care provider is already set up with an eXPRS relief care provider number (Specialty type 70-837) for the time period of service delivery.

Active
10/14/2016APD-AR-16-065New Employment Rate - Roll out and POC

​With the implementation of new provider agency and provider organizations rates for employment, some adjustments will be needed in Plan of Care (POC) to ensure accurate billing. This AR articulates what adjustments are required.

Obsolete
10/7/2016APD-IM-16-097FMAS DD PSW Payroll Vendor Transition Activities

​In order to facilitate as smooth a transition possible to utilizing the new FMAS payroll vendor - PCG Public Partnerships, LLC (PPL) - for DD PSW payroll processing, many transition activities and work must to be completed by Dec 15, 2016.

Obsolete
10/7/2016APD-IM-16-096New Employment Rates Training

​ODDS has developed training on iLearn and YouTube for the new Employment Rates for Job Coaching released in Action Request 16-066, and Plan of Care Changes regarding Job Coaching, Job Development, and Discovery in Action Request 16-065.

Obsolete
10/7/2016APD-IM-16-095New provider type - Community Living Supports program agency

​Community Living Supports (CLS) is the term used to describe Attendant Care, Relief Care, and Skills Training delivered to individuals living in their own or family homes. It also covers non-residential, non-employment services (sometimes called “DSA”) delivered to any individual. CLS is described in OAR chapter 411, division 450. A Medicaid Certified Agency (an agency with a certificate issued under OAR chapter 411 division 323) can be endorsed to OAR 411-450 to operate a CLS program.

Active
9/30/2016APD-PT-16-038ODDS issuing denial notices on exception requests

​Effective September 1st, 2016, ODDS began issuing a Notification of Planned Action (NOPA) any time a Funding Review Request gets Denied. ODDS will remain the contact for the issue related to the Notification of Planned Action but will refer all other case management activities back to the case manager.

Active
9/30/2016APD-PT-16-037Assistive Devices and Technology

​As part of the ODDS funding process, a denial for OHP funding must be obtained prior to considering whether or not to use K-Plan or Waiver funding for Assistive Devices, Assistive Technology or Specialized Supplies.

Obsolete
9/30/2016APD-PT-16-036Rescinding Notification of Planned Actions

​When a Notification of Planned Action (NoPA) ‘action’ is no longer going to be taken by the office that issued the NoPA, the office that issued the NoPA must rescind it, informing the recipient that the action identified in the NoPA will no longer be taken.

Active
9/30/2016APD-AR-16-070Tier Review Practices

​ODDS Tier Review Committee reviews the level of supports needed for individuals with exceptional or unique support needs which may not be fully reflected in their Supports Intensity Scale (SIS) Tier assignment and determines a rate which reflects those supports. This transmittal introduces a document, the ODDS Tier Review Form, DHS 0383, which is to be completed under the oversight of CDDP staff and by provider staff, CDDP staff or in team collaboration.

Obsolete
9/29/2016APD-PT-16-035Terminating Developmental Disabilities Services

​ODDS has developed and posted a Worker’s Guide to provide additional information and guidance related to a case management entity terminating developmental disabilities services when a relevant condition in OAR 411-415-0030(5)(b) has been met.

Worker's Guide: Terminating Case Management Services

Active
9/22/2016APD-PT-16-033HCBS Compliance Monitoring for I/DD-Funded Foster Care for Children in Child Welfare Certified Foster Homes

​CDDPs are responsible for the completion of the HCBS On-Site Compliance Assessment for Residential Service Settings for the home of children receiving DD-funded foster care. Regardless of licensing or certification type (Child Welfare or DD), the CDDP providing case management services to that child is responsible to ensure that an on-site compliance assessment is completed.

Active
9/22/2016APD-IM-16-088HCBS Provider Plan for Correction Guidance Available for Residential Services Setting Providers

​Information material is now available to assist providers in completing the “Provider Plan for Correction” portion of the “HCBS On-Site Compliance Assessments for Residential Services Settings” when providers/settings are found to be out of compliance with the new Home and Community-Based Services (HCBS) rules.

Active
9/22/2016APD-IM-16-087Indirect Case Management Monitoring Worker's Guide Available

ODDS has developed and posted a Worker’s Guide to provide additional information and guidance related to the recent waiver amendments that allow for monitoring the ISP through the review of provider documentation.

Worker's Guide: Indirect Case Management Monitoring

Active
9/16/2016APD-AR-16-059Version D ANA and CNA

​ODDS has developed version ‘D’ of both the Adult Needs Assessment (ANA) and the Child Needs Assessment (CNA) in response to the 2016 Legislative Session SB5701A Budget Note directing ODDS to “take action to more efficiently align service authorization with people’s needs, also consider appropriate limits”. Version ‘D’ of the ANA and CNA will result in new service levels for individuals receiving In-Home supports.

Active
8/26/2016APD-IM-16-079June 29, 2016 DD Oregon Administrative Rule Changes

Effective July 1, 2016 APD authorized the ABLE Act Policy Transmittal and implemented OAR 461-145-0000 which outlines the requirements regarding review of ABLE Act accounts for the purposes of Medicaid benefits.

Active
8/26/2016APD-IM-16-078PSW Hours Limitations and Exceptions Worker Guides Available

ODDS has developed and posted Worker’s Guides to provide additional information and guidance related to the recent changes to PSW overtime and weekly hours limitations.

Worker's Guide:

Active
8/26/2016APD-AR-16-063Relief Care Authorizations in eXPRS Plan of Care

​As of September 1st, 2016 relief care rates for Personal Support Workers (PSWs) have changed. ODDS has adjusted all current OR507 Daily Relief Care authorized to PSWs reflect the change in rate from $175 to $176 per daily unit, effective 9/1/2016.

Active
8/26/2016APD-AR-16-042Provider Service Agreements

​As of November 1, 2016, a Case Management Entity must use a Department approved Service Agreement Form any time a PSW is newly engaged or re-engaged to deliver services. It must also be used for an agency or non-PSW independent provider when the individual elects not to share their ISP with these provider types.

Service Agreement Form Manual

Active
8/19/2016APD-IM-16-072ODDS website updates with resources

​ODDS has created information for individuals, families, personal agents and service coordinators informing you of the changes to the in home assessment tool for service authorizations that will take place beginning September 1, 2016.

Active
8/19/2016APD-IM-16-071OELN Training Series ACRE Certified

​The Washington Initiative for Supported Employment (WISE) submitted the OELN Series for ACRE certification and DHS is pleased to announce that this series will now offer an ACRE Basic Credential to participants who complete the series. The Oregon Employment Learning Network (OELN) provides participants with core supported employment professional training.

Obsolete
8/12/2016APD-IM-16-068Notifications related to Independent Providers (Personal Support Workers or non-PSW Independent Contractors) named in abuse investigations

OAR 411-375 describes circumstances in which an Independent Provider (Personal Support Worker and non-PSW Independent Provider) may have their provider number inactivated or terminated by the Department. The Department is responsible for taking action to terminate or inactivate a provider number when notified of a circumstance warranting that action. These include investigations for suspected abuse of a child or adult, investigations by law enforcement for certain crimes, and Medicaid fraud (allegation or conviction).

Active

​OTIS

8/12/2016APD-AR-16-060Recommendations to Inactivate or Terminate Providers

​Effective 8/1/2016, all recommendations to take action against an Independent Provider (Personal Support Worker or non-agency Independent Provider) must use form 0572, “Recommendation to Take Action Against an Independent Provider (IP).”

Worker's Guide: Independent Provider Terminations and Inactivations

Active
8/5/2016APD-AR-16-058Family Reconnections Process Worker Guide

​If a family member contacts the case management entity for assistance in locating an individual who was discharged from either Fairview Training Center (Fairview) or Eastern Oregon Training Center (EOTC), the case management entity may give the family member Form SDS0290 (Family Reconnection Form) and assist the family member in completing the form if requested.

Worker's Guide: Fairview Training Center and Eastern Oregon Training Center Family Reconnection Procedures

Active
8/5/2016APD-AR-16-057Environmental, Environmental Safety and Vehicle Modifications

​As an effort to reimburse environmental modifications, environmental safety modifications and vehicle modifications only after they are appropriately and correctly completed by the contractor, ODDS will be provisionally approving modifications to allow modification to be completed.

Active
8/5/2016APD-AR-16-056Generic Providers in eXPRS Plan of Care - Family Support

​The Generic Provider in eXPRS transmittal APD-AR-15-055 identifies when it is appropriate to authorize services in eXPRS Plan of Care (POC) using a generic provider. This transmittal further clarifies that generic providers for provider agencies/organizations may continue to be utilized when authorizing Family Support services, specifically for Community Inclusion and Respite.

Active
8/1/2016APD-PT-16-029PSW Relief Care Rate and Hours Worked

​Relief care is provided in daily units. The provider is expected to be responsible for the attendant care needs of the individual for the full 24 hour unit. As of September 1, 2016 relief care rates for Personal Support Workers are changing due to the implementation of changes made by the US Department of Labor.

Active
7/22/2016APD-IM-16-067County transfer procedures (updated Worker Guide, process map, and transfer forms)

​An I/DD county transfer workgroup, which included services coordinators, personal agents, and eligibility specialists, revised the county transfer procedures, county transfer forms, and created a transfer process map.

Worker's Guide: County-to-County Transfer Procedures

Active
7/22/2016APD-IM-16-066Learning Center Transition to iLearnOregon

​The DHS Learning Center is moving training courses and registration to iLearnOregon (iLearn). iLearn is a new training site for DHS and ODDS.

Obsolete
7/22/2016APD-IM-16-065Eligibility Change for Waiver Services

​Effective July 1, 2016, eligibility for services available through a Developmental Disabilities waiver includes individuals who are eligible for Medicaid under MAGI. Level of care requirements are unchanged.

Active
7/22/2016APD-AR-16-055Date Stamping for Provider Credential Documents

​The 2015-2019 Collective Bargaining Agreement, Article 8, requires that Personal Support Workers (PSWs) submit their completed provider credential renewal paperwork to their CDDP or Brokerage office no later than fifty-five (55) days prior to their provider credential, also known as provider number, expiration date. In order to track the 55 day period, CDDP and Brokerage offices must now date-stamp incoming PSW Provider Enrollment Application and Agreements (PEAs) and criminal history check (CHC) renewal paperwork with the date the paperwork was received from the PSW.

Obsolete
7/15/2016APD-IM-16-062June 29, 2016 DD Oregon Administrative Rule Changes

​Oregon Administrative Rules (OARs) have been permanently filed as amended rules on June 29, 2016.

Obsolete
7/8/2016APD-IM-16-059Personal Support Worker Progress Notes Worker Guide Available

​ODDS has developed and posted Personal Support Worker (PSW) Progress Notes Worker Guide to provide information and guidance for Case Management Entities to use in processing PSW Timesheets.

Active
6/24/2016APD-IM-16-055Update to Worker Guides - Career Development Planning: Who is Required to Have a Career Development Plan or Decision Not to Explore Employment and Career Development Planning & Decision Not to Explore Employment Implementation Guide
These two Worker Guides have been updated. The revision date is July 1, 2016. The updates to the two Worker Guides include:
1. Policy regarding that the standard for employment planning is working 20 hours a week.
2. Clarification on the Decision Not to Explore Employment (DNE), including how the ISP Attachment may be used in the creation of a DNE.

Worker's Guides:
Obsolete
6/24/2016APD-AR-16-045ISP Attachment

​A new attachment to the Oregon ISP will be required effective July 1, 2016 at the time of ISP development for a new person entering services, and upon renewal of existing ISPs with a September ISP date. This is a bridge document until the requirements are included within the final revised ISP planned for release on January 1, 2017.

Obsolete
6/17/2016APD-PT-16-021Interim ANA tier assignments for residential services

​This transmittal clarifies when it would be appropriate to use an ANA tier conversion tier for residential services and extends the time frame that the interim tier may be used before it expires.
- It Supersedes PT-14-023 with respect to all interim tiers being used for residential services. (for interim tiers in Vocational services continue to use PT-14-023)
- Extends the timeframe for interim tiers used for residential services.
- Clarifies accurate use of ANA tier conversions.

Obsolete
6/17/2016APD-AR-16-043Use of ANA for Supported Living and SE54 Attendant Care

​Service Coordinators must deduct the average monthly SE54 attendant care hours chosen by the individual to meet their needs from the ANA assessed service level prior to inputting the hours into the “Direct Support Wages” field on the Supported Living Budget tool for all new and renewing Individual Support Plans. By 9/1/2016 all existing Supported Living Budgets must be corrected to reflect a deduction for the average monthly SE54 attendant care hours being used by the individual. Individuals who have been granted an exception to the ANA assessed service level must use the ODDS approved hours as the service level.

Active
6/10/2016APD-AR-16-04020 Hour Per Week Employment Services Training Requirements for Technical Assistance Providers

​Attached are VR and ODDS guidance documents, issued April 29, 2016 and effective June 30, 2016, regarding the 20 hour per week planning standard for employment services.

Worker's Guide: How to Plan Supported Employment Services with the Standard of Working at Least 20 Hours a Week

Active
5/27/2016APD-IM-16-050Updates to the DD Eligibility & Enrollment (0337) and eXPRS view screen

​On May 27, 2016, both the DD Eligibility & Enrollment (0337) and the eXPRS DD eligibility view screen will contain new diagnosis codes and definitions; further some of the current diagnosis codes and definitions will be converted. The changes will reflect current terminology as well as new diagnoses used by qualified professionals.

Active
5/27/2016APD-AR-16-036Behavior Consultation and Foster Care

​Case Management Entities may only authorize behavior consultation services to individuals residing in Foster Care settings when they are provided by a qualified Behavior Consultant who has been approved and enrolled as a Medicaid provider by the Department.

Active
5/13/2016APD-PT-16-018Use of Variances in Residential Program Settings

​Situations that arise where a licensed or certified service provider is unable to comply with an Oregon Administrative Rule (OAR), a temporary variance (exemption to compliance with a specific rule) may be appropriate. This policy provides the guidance to case management and licensing entities on when a variance for a residential service setting provider may be an appropriate action.

Active
5/13/2016APD-IM-16-04420 Hour Per Week Employment Services Planning Requirements for Vocational Rehabilitation Counselors, Service Coordinators, and Personal Agents

​Attached are VR and ODDS guidance documents, issued May 6, 2016 and effective June 30, 2016, regarding the 20 hour per week planning standard for employment services. This standard is required by the Lane v. Brown settlement agreement.

Worker's Guide: How to Plan Supported Employment Services with the Standard of Working at Least 20 Hours a Week

Obsolete
5/6/2016APD-IM-16-043ODDS Death Reporting Worker Guide

​The ODDS Death Reporting Worker's Guide is available. The worker's guide describes the death reporting notification procedures including timelines, forms and ODDS contacts for CDDP, Brokerage and CIIS Case Managers.

Active
4/15/2016APD-AR-16-027CDP Collection

​The Oregon Administrative Rules, which went into in effect on July 1, 2014 require that Career Development Plans (CDPs) be completed for anyone using services in a Sheltered Workshop setting (see OAR 411-345; see also Action Request transmittal 14-042 and 14-043).

Obsolete
4/8/2016APD-IM-16-037Quality Assurance Case Management Training and Technical Assistance Opportunities

​The ODDS Quality Assurance (QA) Training Team will offer regular case management services training and technical assistance opportunities. The intended audience is service coordinators, personal agents and case managers for people with intellectual and developmental disabilities.

Obsolete
4/8/2016APD-AR-16-025Contact information for Nurses and Nursing Agencies
In order to ensure all nurses and nursing agencies are appropriately enrolled in the Medicaid Management Information System (MMIS) provider payment system, service coordinators and personal agents must send contact information for any nurse or nursing agency that is actively delivering Direct Nursing Services (DNS) to an adult who resides in their own or family home through DD49 or DD149 In-Home services. Contact information must be sent via e-mail to ODDS.RNsupport@state.or.us no later than April 25th, 2016.
Obsolete
4/5/2016APD-IM-16-036ODDS Environmental and Environmental Safety Worker Guides

​The Environmental Modifications Policy Worker Guide, Environmental Safety Modification Policy Worker Guide and Modifications Implementation Worker Guide are available for use.

Obsolete
3/25/2016APD-PT-16-011Grant funding for transitions out of Stabilization and Crisis Unit settings

​The 2015 Legislature approved $500,000 in a Policy Option Package which allows ODDS to provide one time grant dollars to Community Based Care residential providers (24-hour residential, supported living – provider owned and controlled, and foster care) to support the needs of individuals transitioning out of the Stabilization and Crisis Unit (SACU).

Obsolete
3/25/2016APD-PT-16-010Exceptional transition rates from SACU setting to other CBC setting

​The policy outlines the eligibility, expectations and procedures for an interim exceptional transition rate for individuals moving from a Stabilization and Crisis Unit (SACU) setting to a non-state-operated community-based setting.

Obsolete
3/4/2016APD-IM-16-028Assessment Pilot Project

​ODDS will soon be piloting the new Oregon Needs Assessment tool in five counties (Washington, Marion, Lane, Deschutes and Klamath) across the state.

Obsolete
3/4/2016APD-AR-16-019Review of Employment Services and Non-Residential Day Services

​ODDS has finalized results from the initial employment and day service provider assessments.

Obsolete
2/17/2016APD-AR-16-012HCBS On-Site Compliance Assessment Reviews for Residential Settings - Expectations for Completion in 2016

​HCBS On-Site Compliance Assessments are to be completed during 2016 by CDDPs for all foster care settings serving individuals within their county territory. The time period for completing the reviews is January 1, 2016 through December 31, 2016, with all foster care assessments completed by December 31, 2016.

Obsolete
2/12/2016APD-PT-16-004Home and Community-Based Services (HCBS) and Settings and Person-Centered Service Planning - New Rules and Rule Changes

​Oregon has created new permanent rules and revised existing rules to comply with new Centers for Medicare and Medicaid Services (CMS) regulations. These rules are effective January 1, 2016. CMS has issued regulations that define the settings in which it is permissible for states to pay for Medicaid Home and Community-Based Services (HCBS).

Active
2/12/2016APD-AR-16-011Expectations of providers of Service Elements 50, 51 and 142 to report absences

​For each instance in which an individual is absent overnight from their residence, the provider must follow the direction included in the transmittal, as well as adhere to applicable standards and procedures to report the individual’s absence.

Active
1/29/2016APD-AR-16-008SNAP version 16a

​The ODDS budget tool, SNAP, for Adult Foster Care services has been revised to comply with the 2015-19 Collective Bargaining Agreement (CBA). This includes the 2.5% COLA increase for 2/1/16.

Obsolete
1/22/2016APD-PT-16-002ISP Authorization Timeline Worker Guides

​With the implementation of the new Individual Support Plan (ISP) format, the ISP start date indicates the authorized service period and carries across service settings. It is no longer necessary for the entry date into a service setting to coincide with the start date of the ISP.

Worker's Guides:

Active
1/22/2016APD-PT-15-014ISP Authorization Timelines

​This transmittal addresses:
I. Individual Support Plans (ISP) start and end dates for those individuals who receive K or Waiver services.
a. Initial ISP Year Start Date
b. Mid-Month ISP Start Dates
c. Initial Year ISP End Dates
d. Subsequent Year Start Dates
II. Changes to an existing ISP (mid-plan year changes)
III. Provider Agreement to Provide Services
IV. Ending or Extending ISP
a. Issuing a NOPA
b. Administrative Errors
c. Other Situations that Cause an ISP to Lapse
V. Implementation/transition instructions

Obsolete
1/22/2016APD-IM-16-010Enhanced and Exceptional Worker Guide Version 2

​The Enhanced/Exceptional Worker Guide has been updated to reflect the Enhanced and Exceptional rates for PSWs as approved in the 2015-2019 CBA and additional information for CIIS Service Coordinators.

Obsolete
1/22/2016APD-AR-16-007Conflict Free Case Management

​The Federal Home and Community Based Settings (HCBS) regulations require that conflict free case management be addressed. ODDS expects that conflict free case management be in place on or before June 30, 2016. Temporary Oregon Administrative Rules implemented effective January 1, 2016 include the expectation for conflict free case management.

Active
1/22/2016APD-AR-16-006NCI Staff Stability Survey Requirement

​This year, Oregon will also participate in the Staff Stability Survey. Providers of 24-hour residential services, supported living, foster care (when additional staff are hired to work for the foster provider), and employment and non-residential day services will be required to participate in the Staff Stability Survey, and report findings to HSRI no later than 6/30/2016.

Obsolete
1/8/2016APD-PT-16-001Updates for Community Based and Nursing Facility Rates

​This IM will supplant IM 14-045 regarding service rates for Residential Care Facilities (RCF) and Assisted Living Facilities (ALF) settings through Developmental Disability funding to update correct internet links. Rates are established by the standards listed at this website: http://www.dhs.state.or.us/policy/spd/transmit/pt/2015/pt15020.pdf.

Active
1/8/2016APD-IM-15-113Adult Foster Care 2016 Cost of Living Adjustment

​The 2015-19 Adult Foster Care Collective Bargaining Agreement has been ratified between the State of Oregon and the representative bargaining unit, SEIU. As part of the CBA, Adult Foster Care Providers will receive a 2.5% Cost of Living Adjustment effective February 1, 2016 and a 2.5% Cost of Living Adjustment effective February 1, 2017.

Obsolete
1/8/2016APD-AR-16-002DD Intake Form

​ODDS has posted a revised DD intake form (SDS 0552) on the DHS forms website. CDDPs may begin using the revised form immediately. Effective February 1, 2016, CDDPs must provide the revised DD intake form for all new requests for services.

Active
1/8/2016APD-AR-16-001Supported Living Budget Tool 2016

​The ODDS Supported Living Budget Tool, has been revised to implement a legislatively approved 4% rate increase.

Obsolete
12/30/2015APD-AR-15-078SNAP for Children's Foster Care

​ODDS budget tool, SNAP, for Children’s Foster Care services has been revised to implement a legislatively approved 4% rate increase. This transmittal is providing the newest version of the SNAP tool for children only.

Obsolete
12/28/2015APD-IM-15-114In Home Expenditure Guidelines Version 4

​The In home Expenditure Guidelines v.4 has been posted.

Obsolete
12/24/2015APD-AR-15-077Personal Support Worker Travel Time Entry

​Beginning January 1, 2016 Personal Support Workers (PSWs) are eligible to receive reimbursement for travel between two or more worksites in a 24 hour period as referenced in PT-15-042.

Active
12/18/2015APD-AR-15-074Core Competencies and Training Standards of Supported Employment Professionals Checklist

​Beginning January 1, 2015, ODDS implemented the requirement that all agency employment staff must:
- Demonstrate the Core Competencies and Training Standards of Supported Employment Professionals within one year of hire; and
- Must complete one competency based training within 90 days of hire; and
- Must complete one competency based training every subsequent year as an ongoing continuing education requirement.

In order to track and maintain records of competencies met, ODDS has developed a checklist to be completed by provider agency management.

Obsolete
12/11/2015APD-PT-15-044Annual Functional Needs Assessment

​As a first step in moving toward a single assessment tool and ensuring individuals have an annual functional needs assessment to inform the planning process, the practices in the original version of this document (PT-15-003) were required to be implemented beginning January 31, 2015. The changes made in version 3 are required beginning December 11, 2015.

Obsolete
12/11/2015APD-IM-15-101State Plan Personal Care (SPPC) Voucher and Time Entry Screen

​This informational memo relates to PSWs and HCWs who provide State Plan Personal Care Services (SPPC or PC20) and are paid out of the CEP system.

Obsolete
12/11/2015APD-IM-15-100Forthcoming action request: Review of Assessment Determinations regarding Employment Services and Non-Residential Day Services

​Attached to this transmittal, please find preliminary service determination results. As outlined below, we are requesting that CDDPS and Brokerages review these preliminary results and submit feedback on or before Friday January 8, 2016.

Obsolete
12/11/2015APD-AR-15-072Developmental Disabilities DD 56 Rent Subsidy and DD 156 General Fund Room & Board

​The Social Security Administration will not be implementing Cost of Living Adjustment (COLA) for Social Security recipients as of January 1, 2016.

Obsolete
12/11/2015APD-AR-15-067PSW-IC Transition UPDATED

​All PSW-ICs must transition to another provider classification no later than March 31, 2016.

Obsolete
12/4/2015APD-PT-15-042Pay for travel between worksites for Personal Support Workers and Home Care Workers

​Effective January 1, 2016, to meet revised Department of Labor standards, Personal Support Workers (PSW) and Home Care Workers (HCW) are eligible to receive pay for travel time spent between individuals served.

Active
12/4/2015APD-IM-15-0982016 Rate Increase Process for eXPRS Authorized Services

​There are several rate increases that are scheduled to be implemented for specific services and provider types authorized for I/DD individuals to be effective January 1, 2016. These rate increases include:
- 4% increase for Medicaid Agency providers for employment, day support, residential services (adult and child) and Child Foster Homes.
- Rate increase for all DD Personal Support Workers to bring them to the rate outlined in the HCC-SEIU 15-17 Collective Bargaining Agreement.
- Rate changes for Adult Foster Care providers will be communicated upon ratification of that contract.

Obsolete
12/4/2015APD-AR-15-070Adjustments to Agency Provider SD Import Process

​DD Agency Providers who have access/permissions to utilize the Service Delivered (SD) Import functionality in eXPRS to submit their Service Delivered billing entry data for POC services provided may need to make modifications to their internal systems to accommodate coming eXPRS system changes for how Direct Support Hours/Time (DSH/T) is handled for service codes:
- OR401-W5 - Supported Employment, Initial Job Coaching
- OR401-W6 - Supported Employment, Ongoing Job Coaching

Active
11/20/2015APD-PT-15-039Individual contributions to provider supported travel

​This policy transmittal is intended to provide clarification for individuals receiving ODDS authorized Community First Choice (K-Plan) state plan and Medicaid waiver services and traveling away overnight from their licensed, DD50, DD142 or DD 58 setting or from DD51 services while continuing to receive ADL and IADL supports.

Obsolete
11/13/2015APD-IM-15-094Payment voucher and schedule change for SPPC-PSWs

​As a result of Department of Labor (DOL) Fair Labor Standards Act (FLSA) requirements, the Department of Human Services (DHS) has modified the data entry process in the Client Employed Provider (CEP) payment system, as well as distributing new vouchers to In-Home Hourly Home Care Workers (HCWs). While this new process is driven by a modification for the Aging and People with Disabilities (APD) payment system to HCWs, it also impacts SPPC-PSWs who are currently paid out of the CEP system (as opposed to the eXPRS Plan of Care payment system).

Obsolete
11/13/2015APD-AR-15-064Version C ANA and CNA - Enhanced and Exceptional

​The Adult Needs Assessment (ANA) and the Children’s Needs Assessment (CNA) have been revised. The revised version of each assessment is identified as version “C”.

Obsolete
11/3/2015APD-AR-15-055Generic Providers in eXPRS Plan of Care

​This Action Request identifies when it is appropriate to authorize services in eXPRS Plan of Care (POC) by a ‘generic provider’ type.

Active
10/23/2015APD-AR-15-062Employment Outcomes System Report (EOS) Due November 30, 2015

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
10/15/2015APD-IM-15-082ODDS Assistive Devices and Assistive Technology Worker Guide

​The Assistive Devices and Assistive Technology Worker Guide is available for use.

Obsolete
10/15/2015APD-IM-15-081Loss of Medicaid Eligibility Worker Guide available

​ODDS has posted the Worker Guide on Loss of Medicaid Eligiblity to provide information and guidance to staff around what to do when notified that a individual has lost OSIPM or OHP Plus Medicaid Eligibility and how to end Medicaid funded Developmental Disability services.

Obsolete
10/12/2015APD-PT-15-034Career Development Plans & Decision not to Explore Employment

​The Department of Human Services (DHS) is issuing two Workers' Guides:
- Who Gets a Career Development Plan or Decision not to Explore Employment
- CDP & DNE Implementation
 

Obsolete
10/9/2015APD-PT-15-035Updates for Community Based and Nursing Facility Rates

​ODDS has adjusted the rates to reflect the current rate for individuals receiving services in an ALF or RCF.

Obsolete
9/30/2015APD-IM-15-077New Process for PASRR II Respite stays at SNF/IFC's

​The purpose of this transmittal is to inform field staff of changes in the PASRR II process.

Active
9/11/2015APD-IM-15-070Medicaid - Access to K-Plan/Waiver Services for Children with I/DD

​The Medicaid and Pathways to K-Plan/Waiver Services for Children Worker Guide, with links to supporting documents and flowcharts, is available for use.

Obsolete
8/28/2015APD-IM-15-066 Notification of Planned Action Worker Guide Version 2 available

​ODDS has updated and posted the Worker's Guide on issuing Notification of Planned Action version 2, to provide additional information and guidance to staff who write/issue Notifications of Planned Actions.

Active
8/28/2015APD-IM-15-054Timesheet and Invoice Worker’s Guides Available

​ODDS has developed and posted Worker’s Guides to provide additional information and guidance to process Agency/Independent Provider Invoices and PSW Timesheets in eXPRS Plan of Care.

Obsolete
8/13/2015APD-IM-15-058ODDS Transportation Worker Guide: Authorizing Community Transportation

​The Community Transportation Worker Guide is available for use.

Obsolete
8/13/2015APD-AR-15-052Plan of Care Changes for Enforcement of No New Entry to Sheltered Work

​In order to further Oregon’s Employment First policy and implement Executive Order 15-01, on July 1, 2015, ODDS discontinued funding to Sheltered Work or Sheltered Workshop settings for individuals who are newly eligible for services, or individuals already using services but not in a Sheltered Workshop setting.

Obsolete
8/4/2015APD-AR-14-073PSW Timesheets

​As ODDS, CDDPs and Brokerages transition to Plan of Care, Personal Support Workers (PSWs) who provide services to individuals with Intellectual and Developmental Disabilities in their home or community must use the Plan of Care Services Delivered Report (DHS timesheet) or other Department-approved timesheet to bill for services provided in Plan of Care (POC).

Obsolete
7/10/2015APD-IM-15-051Training for Service Coordinators and Personal Agents on “Limit on authorized hours a PSW may work per Individual Support Plan”

​ODDS will be providing training to Service Coordinators and Personal Agents on the new policy “starting September 1, 2015, all Personal Support Workers (PSWs) new to an Individual Support Plan (ISP) are limited to working a maximum of 50 hours per week for each individual”.

Obsolete
7/10/2015APD-AR-15-046ODDS Invoice Deadlines for 2013-2015 Biennium

​Informs providers of the end of the biennium deadlines for invoices for Developmental Disability services.

Obsolete
7/2/2015APD-AR-15-044Expenditure Guidelines Version 3

​Effective no later than 8/1/15, all services that are authorized on the following plans are required to be consistent with the Expenditure Guidelines Version 3:
- New ISPs
- Renewal ISPs
- Revised ISPs

Obsolete
6/29/2015APD-PT-15-022Oregon’s Identified Sheltered Workshop Settings: No New Entry after July 1, 2015

​In order to further Oregon’s Employment First policy, effective July 1, 2015, ODDS will no longer fund Sheltered Work or services in a Sheltered Workshop setting, for individuals who are newly eligible for services, or individuals already using services but not in a Sheltered Workshop setting.

Active
6/26/2015APD-PT-15-021Limit on authorized hours a PSW may work per Individual Support Plan

​ODDS will be implementing a new policy on September 1, 2015 on the authorization of hours worked by Personal Support Workers (PSWs).

Obsolete
6/19/2015APD-PT-15-019Annual Functional Needs Assessment

​Includes the practices that must be implemented beginning January 31, 2015 as a first step in moving toward a single assessment tool and ensuring individuals have an annual functional needs assessment to inform the planning process.

Obsolete
6/19/2015APD-IM-15-048Family Support (DD150) Funding - First Quarter FY2015-16

​As the Legislatively Approved Budget is still in development, and as FY2015-16 is rapidly approaching, ODDS is taking the following action regarding funding for Family Support (DD150). CDDPs will be allocated funding for the first quarter (July through September) based on current funding levels. Funds will be released on a monthly basis.

Obsolete
6/19/2015APD-AR-15-040Hours of Direct Support for Job Coaching

​As of 06-19-2015, Plan of Care (POC) will include a field to indicate the hours of direct support provided by an Agency Provider job coach. This is a data point and is not associated with a new or different rate.

Active
6/15/2015APD-PT-15-017New Wage Requirements for ODDS Employment Services

​Oregon’s Employment First policy is being implemented through a number of ongoing initiatives, including implementation of new wage requirements for Supported Employment services.

Obsolete
5/15/2015APD-AR-15-033Authorization of Behavioral Consultation FBA and BSP

​Behavioral Consultants may submit an invoice upon completion of each report and the culmination of each event (FBA, BSP and PPI training if prior authorized). The invoice must reflect total hours of service provided in pursuit of the final deliverable/event. Billing for each of these work events in eXPRS/POC is done as a single event for each report. The invoice should be for the total number of hours worked not to exceed the amount clarified in the Expenditure Guidelines.

Obsolete
5/1/2015APD-AR-15-030Brokerage Capacity and Enrollments

​Adoption of the Community First Choice state plan amendment and revisions to the Home and Community Based waivers allowed for changes in how in home services are delivered. Brokerage capacity remains limited. In order for the maximum number of individuals to access necessary services, and to preserve individual choice, when capacity is not available at a local brokerage, CDDPs will serve individuals until capacity is available at a brokerage, for individuals who continue to want it.

Active
4/27/2015APD-IM-15-033Current Tier 7 review policy

​THIS TRANSMITTAL IS INTENDED TO CLARIFY:
- How to interpret and apply a Tier 7 Notification Memo
- How the need for a Tier 7 Review is indicated
- The documentation and material considered during a Review for an Exceptional Tier Level or Tier 7 rate
- Tier 7 Review Committee composition and process

Obsolete
4/27/2015APD-AR-15-026Position Title Provider Designations for Background Check

​Qualified Entity Designees (QED), in coordination with CDDP Service Coordinators and Brokerage Personal Agents need to use the appropriate position title designations when submitting back ground checks.

Active
4/27/2015APD-AR-15-025Employment Outcomes System Report (EOS) Due May 29, 2015

​The Employment Outcomes System (EOS) is a semi-annual report that has been collected since 2003. The data gathered is used to inform and monitor policy.

Obsolete
4/27/2015APD-AR-14-019Funding Review and Exceptions

​ODDS is implementing a process for requesting authorization of funds for individuals when a necessary item or service:
- Exceeds what is available through the State Plan and waivers;
- Requires a payment rate above ODDS published rate guidelines; or
- Requires the use of General Funds.

Active
4/13/2015APD-AR-15-021End of the Biennium Processes - DD Provider Agencies

​ODDS would like to take this time to remind all Provider agencies of key practices that need to be completed in order for the biennial rollover to occur and to help alleviate settlement issues for the 2013-2015 BI.

Obsolete
4/13/2015APD-AR-15-020End of the Biennium Processes - Brokerages

​ODDS would like to take this time to remind all Brokerages of key practices that need to be completed in order for the biennial rollover to occur and to help alleviate settlement issues for the 2013-2015 BI.

Obsolete
4/13/2015APD-AR-15-019End of the Biennium Processes - CDDPs

​ODDS would like to take this time to remind all Community Developmental Disability Programs (CDDPs) of key practices that need to be completed in order for the biennial rollover to occur and to help alleviate settlement issues for the 2013-2015 BI.

Obsolete
4/2/2015APD-PT-15-012Annual Functional Needs Assessment

​It has been requested that Services Coordinators be allowed to conduct Adult Needs Assessments (ANA) for individuals enrolled in DD50 services, if the individual does not also need a SIS assessment.

Obsolete
4/2/2015APD-IM-15-026 ANA/CNA training

​Powerpoint video training will no longer be available for the Adult Needs Assessment (ANA) and Children's Needs Assessment (CNA) tools. There have been many changes to the ANA and CNA tools and in efforts to keep training current, the old video training will no longer be available. The Assessment Unit (ReBAR) is offering in person classroom training around the state. Services Coordinators, Personal Agents, and new staff are encouraged to attend one of the classroom trainings.

Obsolete
4/2/2015APD-IM-15-025Change to request for assessment form (0744)

​With the intent of making it easier and more streamlined to request a desk review of an assessment, the "Request for ReBAR Assessment" form (0744) has been updated to "Request for ReBAR Assessment or Assessment Review" form (0744).

Active
4/2/2015APD-AR-15-017Determining Service Rates for Children who are Enrolled in DD58 Children's Foster Care and Receiving CIIS Nursing Services

​Effective immediately, the most current version of the SNAP must be implemented to determine the service rate for children who are enrolled in DD58 Children's Foster Care and receiving nursing services authorized through the Children's Intensive Inhome Services (CIIS) program.

Active
4/2/2015APD-AR-15-016 Updates to service plans in Plan of Care

​No later than the May 15, 2015, all Plans of Care in eXPRS must be updated to accurately identify the ISP end date of each individual’s ISP.

No later than June 30, 2015, all Plans of Care in eXPRS must be updated to reflect the following:
1. Actual ANA and CNA hours
2. Generic providers as applicable

Obsolete
3/27/2015APD-PT-15-011 ODDS Employment Services for Transition Age Individuals and Youth while Special Education and Related Services Remain Available under IDEA

​Transition age individuals and youth may access a Medicaid-funded Employment Service, through ODDS, when the service is not available through the local educational agency, as part of special education and related services available under the Individuals with Disabilities Education Act (IDEA), and when the service is not available through Vocational Rehabilitation.

Obsolete
3/20/2015APD-AR-15-013DD Hearing requests and processing

​When services are being terminated, reduced or suspended, AND the individual or their representative wants services to continue during the hearing process, there are deadlines that must be met in order for an individual’s services to continue to be received at the same level of service during the hearing.

Active
3/20/2015APD-AR-15-014eXPRS DD eligibility and enrollment updates; changes to replace part of the 4111 process and permit Brokerages to enter service enrollment information for Brokerage clients

​To expedite the service enrollment and client service eligibility coding process for individuals enrolled with a Brokerage, eXPRS has been updated to support Brokerage use of the DD Eligibility Enrollment pages.

Obsolete
3/3/2015APD-PT-15-009Conflict of Interest

​A conflict of interest exists when there is a situation in which a person is in a position to derive personal benefit from actions or decisions made in their capacity. There are many opportunities for a conflict of interest to arise in the delivery of services funded by ODDS.

Active
3/3/2015APD-PT-15-008Amendment of In-Home Expenditure Guidelines & Authorization of Ongoing Behavior Consultation

​ODDS is amending the current In Home Expenditure Guidelines (version 2) related to the authorization of Ongoing Behavior Consultation Services.

Obsolete
3/3/2015APD-IM-15-019Notification of Planned Action Worker Guide available for use

​ODDS has developed and posted a Worker Guide to provide additional information and guidance to staff who write/issue Notifications of Planned Action.

Obsolete
2/25/2015APD-PT-15-007No new services in Sheltered Workshop settings (SC/PA)

​In order to further Oregon’s Employment First policy, effective July 1, 2015, ODDS will no longer fund services in Sheltered Workshop settings for individuals who are newly eligible for services, or individuals already using services but not in a Sheltered Workshop setting.

Obsolete
2/25/2015APD-PT-15-006No new services in Sheltered Workshop settings (Provider)

​In order to further Oregon’s Employment First policy, effective July 1, 2015, ODDS will no longer fund services in Sheltered Workshop settings for individuals who are newly eligible for services, or individuals already using services but not in a Sheltered Workshop setting.

Obsolete
2/25/2015APD-IM-15-015Payment for Behavior Consultation services provided to children and adults in foster care settings

​Until further notice, roll out of the eXPRS Plan of Care (POC) implementation will exclude Behavior Consultation (BC) services delivered to children and adults in foster care settings.

Obsolete
1/30/2015APD-PT-15-003Annual Functional Needs Assessment

​As a first step in moving toward a single assessment tool and ensuring individuals have an annual functional needs assessment to inform the planning process, the transmittal includes the practices that must be implemented beginning January 31, 2015

Obsolete
1/30/2015APD-IM-15-011Updated Administrative Hearing Request Form to be used to request hearings about DD services (SDS 0443DD)

​Effective 2/1/2015, a revised version of the Administrative Hearing Request Form (SDS 0443DD) should be used to request hearings.

Obsolete
1/30/2015APD-AR-15-004Training and Credentialing Requirements for Employment Service Providers

​This transmittal is in response to numerous inquiries for clarification of what trainings will satisfy the training and credentialing requirements outlined in the final 411-345 Employment Rule, including those pertaining to Discovery.

Obsolete
1/16/2015APD-AR-15-003Entering Service Plans into Plan of Care (POC)

​All CDDPs, Brokerages and CIIS must enter new and existing in-home service plans for DD 49, 149, 145, 150 and 151 into the new eXPRS Plan of Care (POC).

Obsolete
1/13/2015APD-IM-15-004Revised form regarding Written Notice of Involuntary Reduction of Service, Transfer or Exit (SDS 0719DD)

​OAR 411-318-0030 requires that all Medicaid agency providers provide individuals receiving services a Notice of Involuntary Reduction of Service, Transfer or Exit (form SDS 0719DD) if the change isn’t one agreed to by the individual.

Active
1/9/2015APD-IM-14-042 ODDS generic/ secure email addresses

​List of ODDS secure email addresses.

Obsolete
12/12/2014APD-PT-14-040Requirements for DD 53 Non-Medical Transportation, DD 50 Residential Services and DD 51 Supported Living Client Prior Authorizations

This policy outlines the process for DD 53 Non-Medical Transportation (DD 53), DD 50 Residential Services (DD 50) and DD 51 Supported Living (DD 51) services. ​

Active
12/5/2014APD-AR-14-063Notification of Rights

​Effective July 1, 2014 , the Department adopted OAR 411-318-0000 that provides updated individual rights and uniform complaints and hearings process. The revised Notification of Rights form SDS 0948 provides consistency, convenience, and accountability while meeting the notification compliance requirement as stated in the rule.

Active
11/13/2014APD-AR-14-064New Notification of Planned Action Form (SDS 0947) and Instructions; Replaces Notice of Eligibility Determination (SDS 5104)

​A new version of the Notification of Planned Action Form (SDS 0947) must be used for all denials, terminations, reductions, or suspensions of developmental disability services. This version of the Notification of Planned Action replaces the Notice of Eligibility Determination (SDS 5104). The Notice of Eligibility Determination (SDS 5104) should not be used after November 24, 2014.

Active
11/13/2014APD-PT-14-038Services for children under 18 years old, with intellectual or developmental disabilities (I/DD) and residing in a child welfare-funded foster family setting

​ODDS now has the ability to offer in-home supports to children with Intellectual/Developmental Disabilities (I/DD) who are in the legal custody of Child Welfare (CW) and in a CW-paid relative caregiver or foster care (CW-FC) placement.

Active
10/17/2014APD-AR-14-057Complaint Acknowledgement Letter

​Effective July 1, 2014, the Department adopted OAR 411-318-0000 that provides a uniform complaints and hearings process. With the implementation of the Complaint Acknowledgement form DHS 0373, this provides consistency, convenience, and accountability while meeting the compliance acknowledgement requirement as stated in the rule.

Active
10/17/2014APD-IM-14-057Revised DD 156 Room & Board General Fund Standards and ProceduresActive
10/10/2014APD-AR-14-056Provider Enrollment Agreement for Consultation Services

​Anyone currently providing a Behavior or Sex Offender consultation service must complete and submit a Consultant Provider Enrollment Packet in order to receive authorization or continue current authorization and payment.

Active
10/10/2014APD-IM-14-056Technical Guides available to use

​ODDS has developed and posted Technical Guides to provide additional information and guidance to implement Oregon Administrative Rule, k-plan, and/or HCBS waiver requirements related to Case Management Contacts and Waiver Service Requirements.

Active
9/26/2014APD-IM-14-051Home Delivered Meals for In-Home Services

​Individuals eligible to receive Community First Choice (K Plan) services may elect to receive Home Delivered Meals as a state plan service, if the individual meets the eligibility criteria for this specific service type.

Active
9/19/2014APD-IM-14-049Personal Support Worker requests for gloves and masks

​The 2013-2015 Collective Bargaining Agreement between Home Care Commission and Service Employees International Union Local 503 OPEU states in Article 20.2 that gloves and masks will be made available to Personal Support Workers (PSW) when these supplies are not available at the Consumer/Employer’s residence or through the Consumer/Employer’s health plan or service plan.

Active
8/29/2014APD-AR-14-050New ODDS CPMS codes

​New CPMS codes for Service Elements 49, 149, and 151 became effective July 1, 2014 and must be used to report claims and data.

Active
8/20/2014APD-IM-14-045 Service Rates for RCF and ALF settings through DD funding

​Individuals eligible for and receiving case management services through ODDS may access ALF and RCF settings. Please refer to the policy guide “Process for Determining Service Rates for RCF and ALF Settings Through DD Funding” to apply DD assessment tools to the established provider payment rate structure for these facilities.

Active
7/24/2014APD-IM-14-038Revised DD 57 Special Projects Standards and Procedures

​The DD 57 Special Projects Standards and Procedures have been revised and posted to the Provider Tools website at http://www.oregon.gov/DHS/spd/Pages/provtools/index.aspx .

Active
6/27/2014APD-AR-14-036Request for ReBAR assessments

​Reassessment requests may be made directly to ReBAR by the CDDP or Brokerage. Per Federal regulations, 42 CFR 441.535 needs assessments must be conducted face-to-face annually, when the individual’s support needs or circumstances significantly change, or when the individual requests a reassessment.

Active
6/13/2014APD-AR-14-033K Plan Eligibility and CHIP

​Individuals qualified for medical benefits through Children’s Health Insurance Program Title XXI (CHIP TXXI) are not eligible for K-plan services. Other available services and supports must be accessed until Medicaid Title XIX (TXIX) eligibility is in place.

Active
5/27/2014APD-IM-14-025General Fund Policy for Developmental Disability Services

ODDS has developed and posted the policy regarding the authorization process by which to access Department General Funds (GF) for services for individuals who are eligible for DD services per Oregon Administrative Rules (OAR) 411-320-0080.

Obsolete
5/9/2014APD-AR-14-028Long-Term Care Community Nursing Program for Support Services Brokerages

​Due to a change in the Long-Term Care (LTC) Community Nursing (CN) Services rule (OAR 411-048-0170), individuals enrolled in Support Services Brokerages are now eligible to receive their long-term nursing services through the LTC Community Nursing (LTCCN) Program.

Active
4/18/2014APD-AR-14-023Provider Enrollment Process for New DD Individual In-Home Services Providers for eXPRS Plan of Care

CDDP and Brokerage staff shall submit to DHS the required provider enrollment information, utilizing the designated ODDS forms and process, to facilitate the enrollment of new individual in-home services providers (including DD Personal Support Workers, Independent Contractor Personal Support Workers, and other individual in-home providers) for providers not yet enrolled to the SPD provider database.

Active
2/10/2014APD-IM-14-009Revised SE 51, SE 53 and SE 54 Budget Tools

​The Budget tools for SE 51 Supported Living, SE 53 Non-Medical Transportation and SE 54 Vocational/Alternative to Employment services have been revised.

Active
11/5/2013APD-PT-13-019Choice Advising

​Individuals with Intellectual or Developmental Disabilities their families, and legal or designated representative, if applicable, must be informed of an individual’s service options at least annually or at anytime information is requested by the individual, their legal or designated representative, or parent of a child.

Active
9/25/2013APD-AR-13-070Agreement approvals, eXPRS security authorization and SEPA approval

​It has been determined by the Oregon Department of Justice that ODDS can allow Counties to sub-contract for DD02 (Local Administration), 48 (Case Management), 55 (Abuse Investigation) and 157 (Regional Crisis and Backup Services) services but the Counties cannot delegate their signature authority to their sub-contractors.

Active
8/7/2013APD-AR-13-060Individuals under the jurisdiction of the Psychiatric Security Review Board (PSRB) considered to be indigent and who require treatment services not covered by OHP or other resources

​The Contract Amendment Request (CAR) Policy is the standardized system in which our County Developmental Disabilities (CDDP) partners submit mental health funding requests for review and consideration. This process should be adopted for all individuals considered indigent, while under the jurisdiction of the PSRB and under the supervision of the PSRB Supervisor designated by the CDDP.

Active
7/30/2013APD-AR-13-057Level of Care Assessment

​CDDPs, brokerages and other Developmental Disabilities case managers who assess or review for Level of Care (LOC) are to begin using the updated LOC form DHS 0520 (dated 07/13).

Active
7/10/2013APD-AR-13-055ODDS CAU Invoices Information

​As of 7/8/2013 the Office of Developmental Disability Services (ODDS) Contract Administration Unit (CAU) has an email box set up specifically for providers and contractors to submit their invoices for processing and payment. The email address is CAU.Invoice@State.OR.US.

Active
6/7/2013APD-IM-13-028High School Transition Service - Interagency Memorandum of Understanding

​On May 16, 2013, the Oregon Department of Education, Oregon Council on Developmental Disabilities, Office of Vocational Rehabilitation Services and Office of Developmental Disability Services finalized and signed a Memorandum of Understanding (MOU) that will focus on helping youth with intellectual and other developmental disabilities (I/DD) leave school with integrated, community employment or a post secondary education plan.

Active
6/18/2012APD-AR-12-024Adult Foster Home (AFH-DD) Notice of Exit Requirements

​Effective immediately the Notice of Exit form (SDS 0719DD) is required for all exits, transfers or discharges from the AFH-DD, for those who are receiving care, except for Multnomah County, which has, it’s own forms and procedures for the Adult Care Home Program.

Active
5/24/2012SPD-IM-12-030DD Foster Care Forms - Update

ODDS and the DD Licensing Unit have now posted the foster care “Referral for Corrective Action” (SDS 0517 afh-dd) on the DHS forms website for licensors and certifiers. The form is intended for both adult and child foster care programs.

Active
4/18/2012SPD-AR-12-017Children's Residential Services: Children's Turning 18/21 Transition Checklist

​A “Children Turning 18 Transition Action Plan” has been developed by ODDS. ODDS is requesting CDDP Service Coordinators begin using the action plan immediately for children currently between 16.5 and 18 years of age that are transitioning from Children’s Residential Services (SE 142) and Children’s Proctor Care Services (SE 143) to a developmental disability adult service. This transition action plan may also be used for individuals living in Proctor or Foster homes between the ages of 18 to 21 years old.

Active
4/10/2012SPD-IM-12-018SIS and Tier information available via eXPRS

​On March 28, 2012, the Express Payment and Reporting System (eXPRS) was updated to include new functionality for processing DD Supports Intensity Scale (SIS) assessment results and reporting client support Tier results.

Active
4/9/2012SPD-AR-12-015Tracking and Monitoring Children's SSI Funds

​As a result of an audit by the Social Security Administration (SSA), ODDS is implementing actions to assure that SSA requirements for monitoring children’s room and board and personal spending funds are followed.

Active
1/18/2012SPD-IM-12-003Implementation of HB 2283

The passage of House Bill (HB) 2283 is causing some confusion regarding the implementation of services for youth with disabilities ages 18 through 21. The two main areas of concern are the provision of “other” services by non-educational agencies and the interagency agreement. The purpose of this transmittal is to inform the field that the Oregon Department of Education (ODE), Office of Vocational Rehabilitation (VR), the Office of Developmental Disability Services (DD), and the Oregon Council on Developmental Disabilities (OCDD) have joined forces to clarify implementation of HB 2283, so that all partners can continue to focus on the outcomes for this group of students.

Active
9/21/2011SPD-AR-11-071DD Intake Application

​The Developmental Disability (DD) Intake Application has been modified to accurately capture information specific to the intake process and eligibility determination. The DD Intake Application is form SE0552.

Active
9/19/2011SPD-AR-11-069DD (eligible) Notice of Eligibility Determination

​The Notice of Eligibility Determination (eligible), form 5103, has been modified to include an area for the specific (primary) DD eligibility condition to be identified on the form.

Active
7/20/2011SPD-AR-11-053Requesting cases for DD Admin Exams

​An Administrative Examination (Admin Exam) is an evaluation used by the Department of Human Services (DHS) to help determine eligibility, assist with case planning for various programs, or for commitment purposes. For DD program eligibility, the Admin Exam can only be requested and authorized by the individual’s CDDP service coordinator or DD eligibility specialist.

Active
7/15/2011SPD-IM-11-051Contested Cases for Children in DHS Custody

​This joint transmittal is for both DHS Child Welfare and Developmental Disability Services, in order to clarify the process to be followed when a child in the State’s custody is determined to be ineligible for developmental disability (DD) services.

Active
5/4/2011SPD-AR-11-041DD eligibility termination process

​Includes the action required following an eligibility decision that an individual no longer meets DD eligibility as outlined in OAR 411-320-0080.

Active
1/31/2011SPD-IM-11-015How to find clients who will be turning 18 years old in eXPRS

​There have been many questions received recently about how to quickly find clients who are due to turn 18 years old in the near future for adult DD Eligibility redetermination planning. CDDPs are able to find this information in eXPRS.

Active
1/19/2011SPD-AR-11-007SPD DD Licensing Access to electronic records

​Providers utilizing Therap or other electronic systems to track incident reports, MARs, ISP goals, appointments and other information related to the care of individuals receiving DD services are asked to confirm with Therap your agency’s understanding (via email or phone call) that SPD OLQC will be utilizing a single administrative log-on that accesses individual information.

Active
1/6/2011SPD-AR-11-003Submission of one page Emergency Plan Summary

​All AFH-DD and CFH-DD homes are required to submit the one page Emergency Plan Summary (DHS 0938) to SPD January 14th, 2011, and every year thereafter on January 15th.

Active
12/20/2010SPD-AR-10-117Workers' Compensation Consent and Agreement form (SDS 0353)

​As required by HB 3618, Personal Support Workers will be covered by Workers’ Compensation Insurance effective January 1, 2011.

Active
12/7/2010SPD-IM-10-090Referral/Entry Documentation Process for Children's Residentia

​Effective immediately, if a child entering an SPD residential group home or proctor home does not have a birth certificate and a social security card (or a letter from the SSI department to document that a SSI card was ordered), he/she will be denied entry to the program.

Active
10/19/2010SPD-AR-10-095Revised Budget Rate Tools for SE 51, 53, and 54

​EFFECTIVE October 1, 2010, the revised budget rate tool(s) must be completed when requesting funding for Employment/Alternative to Employment (SE54), Transportation (SE53), and Supported Living (SE51). The revised budget tools reflect the legislatively mandated 6% rate reduction for the respective service elements.

Active
9/8/2010SPD-AR-10-077Additional documentation required with submission of the DD Foster Care Data Change Form (DHS-4547)

​Effective immediately, when submitting a DD Foster Care Data Change Form (DHS-4547) for new placements, provider changes or rate changes, CDDPs must now submit copies of the three budget pages from the client’s most current DD Foster Care Support Needs Assessment Profile (SNAP).

Active
8/4/2010SPD-PT-10-030Union representation and AFH-DD licensing

​As agreed in the 2009-2011 Collective Bargaining Agreement between the State of Oregon and SEIU for Adult Foster Care, Article 11, “DHS shall not preclude the Provider from having a Union representative present (either in person or by phone) to provide assistance and support to the Provider during an abuse or neglect investigation, a licensing visit, or informal conference between the Provider and the licensing authority of the State.

Active
7/29/2010SPD-IM-10-062New DD Foster Care Data Change Form (SDS 4547)

​Effective immediately, CDDPs shall use the new DD Foster Care Data Change form with the 0337 form to report client absences from foster care services.

Active
6/2/2010SPD-IM-10-042Service Enrollment End Dates For Individuals Who Have Left Services or Are Deceased

​This transmittal is to clarify which date is to be used as the service end date on the DHS 0337, the Foster Care Data Change form, and Client Prior Authorizations (CPAs) in eXPRS for individuals who have terminated services, or are deceased.

Active
6/2/2010SPD-PT-10-016 Sterilization

​SPD has been asked several times recently about the laws around sterilization of a person with a developmental disability and who can give consent. This transmittal is to remind CDDP and provider staff about who and how consent must be obtained.

Active
4/13/2010SPD-PT-10-013eXPRS Provider Claim Submission and Correction Timelines

​To ensure that Medicaid payments are being issued to providers in accordance with established State and Federal billing and payment requirements, eXPRS has been updated to activate and enforce stipulated timelines for claim submission and claims corrections.

Active
3/5/2010SPD-PT-10-011DD Service Eligibility System Coding for Children

​This transmittal is a clarification of DD service eligibility system coding policy and procedures as implemented by the DD Provider Technical Support Unit (formerly DD Provider Payment Unit – DDPPU).

Active
11/4/2009SPD-AR-09-048Revised Application or Referral for Developmental Disabilities

​The intent of this policy is to assure that eligibility for services based on citizenship status is consistent with state and federal requirements and those of other DHS programs.

Active
9/16/2009SPD-AR-09-036New Admin Exam Process

​An Administrative Examination (Admin Exam) is an evaluation used by the Department of Human Services (DHS) to help determine eligibility, assist with case planning for various programs, or for commitment purposes.

Active
7/24/2009SPD-AR-09-025Child Foster Care transfers from Child Welfare

​Effective immediately SPD will notify DHS-CW of the need to close the CW medical cases and sub care payments when service responsibility transfers to the CDDP.

Active
1/26/2009SPD-PT-09-003DD 50 Capacity Change Policy

​Since rates established by SIS assessments connect the assessed level of a person with the licensed DD50 site size, SPD has established criteria and guidelines to assist in reaching a standardized implementation of site licensing.

Active
6/19/2008SPD-AR-08-040Accessing 9-1-1 and Hospice Services

​The included policy advisory addresses program expectations and medical emergencies for individuals receiving Hospice Services.

Active
12/19/2007SPD-AR-07-052Accessing 911 and Emergency Services

​Using the included policy advisory, review your policies and procedures to ensure that calling 911 is addressed. Policies and procedures must not require staff to first call a manager; supervisor or a doctor if they believe an emergency exists.

Active
3/29/2007SPD-PT-07-005Nursing Home Placements for Children with Developmental Disabilities

​Beginning immediately, nursing home admissions for children with developmental disabilities will require SPD central office approval. Admissions for respite, rehabilitative care, hospice level of care and short term emergencies will continue.

Active