Department of Human Services
Division of Developmental Disabilities
Information Bulletin
DD.10.003

Closure of a CILA Agency

11-19-2010


Purpose

The Division of Developmental Disabilities (DDD) has established procedures for a licensed Community Integrated Living Arrangement (CILA) agency's emergency full CILA program closure in order to ensure a smooth and safe transition of persons with developmental disabilities to alternative residential or in-home services. 

DDD will work in partnership with the persons, guardians, family, Illinois Department of Human Services' Bureau of Licensure, Accreditation, and Certification (BALC), and the local Pre-Admission Screening/Independent Service Coordinator/Individual Service & Support Advocacy (PAS/ISC/ISSA) agency during an emergency full CILA program closure of a licensed CILA agency.  We will work together with the program to:

  1. To achieve a smooth and consistent emergency full CILA program closure process.
  2. To ensure that individuals are afforded all alternative services during an emergency full CILA program closure.
  3. To ensure that individuals are transitioned to an alternative residential or in-home service in a smooth, safe, and efficient manner that fosters the least amount of disruption to their daily schedules and services.

Definition

  1. Bureau of Accreditation, Licensure, and Certification (BALC)
  2. Bureau of Community Reimbursement (BCR)
  3. Bureau of Quality Management (BQM)
  4. Community Integrated Living Arrangement (CILA)
  5. Community Support Team (CST)
  6. Developmental Training (DT)
  7. Division of Developmental Disabilities (DDD)
  8. Home-Based Support Services (HBS)
  9. Illinois Department of Human Services (DHS)
  10. Independent Service Coordination (ISC)
  11. Individual Service & Support Advocacy (ISSA)
  12. Individual Service Plan (ISP)
  13. Interdisciplinary Team (IDT)
  14. Intermediate Care Facility for Persons with Developmental Disabilities (ICF/DD)
  15. Long Term Care Unit (LTC) -- Bureau of Community Reimbursement
  16. Office of Clinical Administrative and Program Support (OCAPS)
  17. Pre-Admission Screening (PAS)
  18. Service Termination Authorization Request (STAR)

Process and Procedure

The procedures provide guidance regarding a licensed CILA agency's emergency full CILA program closure when persons served by the agency must be transitioned to alternative residential services.

The policy and procedures do not address a planned full CILA program closure, purchase by another CILA agency, or closure of specific CILA sites when the agency is not fully closing on an emergency basis.

  1. The emergency full CILA program closure agency's Board of Directors or owner will send the DDD Network Facilitator a 30-day notice, per the DHS contract, stating its intent to close. If this agency is unable to continue operation for 30 calendar days, the agency and DDD will agree to the continued length of operation. The signed and dated official written notice of closure from the emergency full CILA program closure agency will include the following information:
    • date and time agency will cease operations
    • list of individuals served per CILA site
    • address and phone number for each individual's residence
    • name and phone number of contact CILA employee during full closure process
  2. Once the emergency full CILA program closure agency receives approval (written or verbal) from DDD regarding the content of its notice, the agency will inform the persons, guardians, and family of its intent via phone contact and certified letter.

    The ISSA agency will inform the persons, guardians, and family of its role throughout the emergency full CILA program closure process along with available resources.

  3. The DDD Network Facilitator will notify other entities within the Department of Human Services of the agency's intent of an emergency full CILA program closure. These entities include the Executive staff of DHS, DDD Director's office, BQM, BCR (i.e., POS, CILA, and LTC Units), OCAPS, and BALC.
  4. The ISSA agency will identify and discuss with the persons, guardians, and family all eligible options for temporary, alternative residential settings from items e)-h) until permanent residential or in-home services can be secured for the person(s). The ISSA agency will also secure written approval from the person and/or guardian regarding their choice for temporary alternative residential or in-home support services. The ISSA agency will ensure that the person's service needs are thoroughly reflected in his/her transition plan.
  5. The DDD will identify a temporary, alternative licensed CILA agency to immediately assume total programmatic, managerial, and fiscal operations of the emergency full CILA program closure agency's residential sites until permanent services can be arranged for the persons.

    This will allow the persons to remain in their CILA homes until they identify a permanent residential setting or in-home support services. The following steps will occur:

    • The ISSA agency will inform (written or verbal) the person, guardian, and family of the DDD identified temporary, alternative residential CILA agency.
    • DDD will process a CILA Pre-Award letter (PAL) for the temporary, alternative CILA provider with copies to the person and guardian.
    • The emergency full CILA program closure agency will send to the DDD Network Facilitator the completed STAR Termination form reflecting the new temporary, alternative CILA provider. If this agency is unavailable to complete the STAR form, the ISSA agency will complete this form.
    • The ISSA agency will conduct regular on-site visits to ensure the safety and wellbeing of the persons and that their transition plans continue to reflect current service needs.

    The temporary alternative CILA agency identified by DDD will be in good standing with the Illinois Department of Human Services; possess the programmatic, operational, and managerial experience necessary to operate the CILA services; and be financially able to assume operations of the emergency full CILA program closure agency.

  6. If item e) does not occur because the person or guardian has chosen another alternative, temporary 24-hour residential service agency, the following will occur:
    • The ISSA agency will inform the emergency full CILA program closure agency of the individual's or guardian's decision.
    • If a CILA is selected, BCR will send the person, guardian, and receiving CILA agency a DDD Pre-Award Letter.
    • If an ICF/DD is selected, the receiving ICF/DD will enroll the person at the local Family Community Resource Center, Division of Human Capital Development, to initiate the admission process.
    • The emergency full CILA program closure agency will complete the IDHS/DDD-STAR Termination form. If this agency is unavailable to complete the DDD-STAR form, the ISSA agency will complete this form.
    • The ISSA agency will conduct regular on-site visits to ensure the safety and wellbeing of the persons and that their transition plans continue to reflect current needs.
  7. If item e) does not occur because the person or guardian has chosen Family CILA or HBS, the following will occur:
    • The ISSA agency will inform the emergency full CILA program closure agency of the person's or guardian's decision.
    • The person or guardian will select a Family CILA provider or HBS services. The person or guardian will have 3 months from termination from the emergency full CILA program closure agency to select a 24-hour alternative residential setting should the person experience a change in service need. 
    • DDD (BCR) will send a CILA Pre-Award letter to the person, guardian, and CILA provider. DDD will send an HBS Award letter to the person and guardian. 
    • The emergency full CILA program closure agency will complete a STAR Termination form for each individual. If this agency is unavailable to complete the DDD-STAR form, the ISSA agency will complete this form. 
    • The ISSA agency will conduct regular on-site visits to the family home to ensure that the individual's transition plan continues to reflect current service needs.
  8. If item e) does not occur because the individual or guardian chooses the family home without support services, the following will occur:
    • The ISSA agency will inform the emergency full CILA program closure agency of the person's or guardian's decision.
    • The ISSA agency will send a letter to the person, guardian, and family confirming transition of the person home without supports. The person or guardian will have 3 months from termination from the emergency full CILA program closure agency to select a permanent 24-hour alternative residential setting or HBS.
    • The emergency full CILA program closure agency will complete STAR Termination form for each individual. If this agency is unavailable to complete the DDD-STAR form, the ISSA agency will complete this form.
    • The ISSA agency will continue to provide on-site visits to the person and guardian or family to ensure a smooth transition and, if requested, to discuss alternative 24-hour residential or in-home services with the individual and guardian or family.
  9. If (f) is initiated, the emergency full CILA program closure agency will secure, pack, and transport the following items to the alternative, temporary residential agency. These items include individual records, assessments and/or evaluations (e.g., Diet, Medical, ICAP, Psychological), Social Security Card, ID Card, Insurance/Medicaid Card, Bank/Financial statements, and Name/Contact Information of Physician, Dentist, Therapists, Counselors, other vital records, adaptive equipment, clothing, personal items [e.g., furniture/pictures], special dietary foods/supplements, medications, Savings Account/Check Book, and personal money held in trust at the closing CILA agency.

    All items reflected above should be moved with the individual on the same day of his/her transition because access to and/or contact with the emergency full CILA program closure agency after closure may be difficult.

    If (g) and (h) are initiated, the emergency full CILA program closure agency will secure, pack, and transport all the items reflected in item (i) to the local PAS/ISC/ISSA agency except for the person's personal items [e.g., furniture, pictures, clothing, medication(s), adaptive equipment, special dietary foods/supplements, saving account/check book, and personal funds]. The individual's personal items will be transported to his/her guardian/family home. The PAS/ISC/ISSA agency will store the other documents until the person, guardian, and/or family render a final decision regarding permanent residential or in-home services.

  10. If (f), (g), or (h) is initiated, the emergency full CILA program closure agency will arrange transportation of the individual to his/her alternative temporary 24-hour residential setting or family home.
  11. The emergency full CILA program closure agency will send a final closure notification on last day of CILA operation to DDD Network Facilitator. The DDD Network Facilitator will distribute this inform to entities within DHS, which include the Secretary/DDD Director's offices, BQM, BCR (i.e., POS/CILA/LTC Units), OCAPS, and BALC.
  12. The local PAS/ISC/ISSA agency will secure release of information for completion of the DHS/DDD-PAS Level II process, when necessary. If the person chooses to transition to an alternative CILA or HBS service, a DDD-PAS Level II is not necessary.

    If the individual chooses to transition to an ICF/DD, then the PAS/ISC/ISSA agency will conduct a DDD-PAS Level II. The local PAS/ISC/ISSA agency will present to the person, guardian, and family all alternative residential and/or in-home support services for which the person is eligible to receive.

  13. The person, guardian, and family will explore eligible permanent residential options with the assistance of the local PAS/ISC/ISSA agency. The local PAS/ISC/ISSA agency will arrange on-site visits with potential service agencies and will complete and send to all potential alternative residential agencies referral packets.
  14. The person, guardian, and family will render a final decision regarding permanent placement. If CILA (i.e., 24-hour or Family/Intermittent) or HBS is selected, please proceed to items (o) - (r). If ICF/DD is selected, proceed to items (s) and (t).
  15. The ISSA agency will assure that the DDD Network Facilitator receives the person's CILA or HBS funding request packet. Once received the DDD Network Facilitator will review and forward to BCR in order for a CILA or HBS Award letter to be generated. A copy of the award letter will be sent to the person, guardian, and appropriate service agency.

    The PAS/ISC/ISSA agency will ensure completion of STAR forms, thereby ensuring a smooth and accurate billing process. The DDD Network Facilitator will ensure all needed information from the funding request packets is accurately reflected in DDD Track-It database.

  16. The sending PAS/ISC/ISSA agency will notify the receiving PAS/ISC/ISSA agency of persons relocating to specific residential service providers located within its service area or returning home with family.
  17. The sending and receiving PAS/ISC/ISSA agencies will conduct mandatory face-to-face on-site visits for the first month and quarterly ISSA visits, thereafter, for persons who transition to an alternative CILA or HBS service. The ISC agent within the PAS/ISC/ISSA agency will complete the face-to-face on-site visits if the persons transition to an ICF/DD. These visits will ensure a safe and smooth transition for the person.
  18. The receiving residential agency or HBS Service Facilitator will ensure that all needed team members including the person, guardian, and family, per applicable rule/regulations, are invite to and attend the person's initial and annual Service Plan meeting. This also applies to any other staffing that may be scheduled regarding the person.
  19. The receiving ICF/DD will enroll the persons who transition to another ICF/DD with the local Family Community Resource Center, Division of Human Capital Development, to initiate the admission process.
  20. The receiving ICF/DD will enroll the persons who transition to another ICF/DD with the local licensed DT provider by submitting to DDD the Enrollment/Disenrollment Form IL444-2768.