DDD Communication - ROCS/Billing Update
February 2, 2024
The Division of Developmental Disabilities (DDD) has been working with the Department of Innovation and Technology (DoIT) over the last several months on updating all rate/bill code programming.
The updates to rate/bill code programming are designed to ensure rates effective January 1, 2024, are able to be billed by provider agencies via the Reporting of Community Services (ROCS) at the correct rates.
At this time, the updated programming specific to the regionalization of day programming rates will not be completed until the week of February 18, 2024. Therefore, DDD is asking day program provider agencies in the Chicago Metro region including the City of Chicago, suburban Cook, DuPage, Lake, McHenry, Kane, and Will Counties, to wait until the week of February 18 to bill all January 2024 day program services in order to receive reimbursement for those services at the correct and updated rates.
Please see below for clarity on:
- bill codes that should wait to bill services
- bill codes that are able to bill at the correct rates for January services.
If you have questions, please reach out to DHS.DDDComments@illinois.gov. DDD appreciates your patience regarding updates to all rate/bill code programming.
The above request to delay billings will only impact those provider agencies with day programming sites in the Chicago Metro region as provided. The specific day program bill codes impacted by the regionalization factor are as follows:
31C - Community Day Services (Off-site)
31U - Community Day Services (On-site)
31V - Virtual Day Services
33G - Supported Employment-Small Group
36G - Supported Employment-Large Group
36U - Supported Employment-Individual
37U - Enhanced Residential
38C - SODC Day Training (Off-site)
38U - SODC Day Training (On-site)
53R - Temporary Intensive Staffing-Residential (Temporary and Long-Term)
53D - Temporary Intensive Staffing-Day (Temporary and Long-Term)
53S - Temporary Intensive Staffing SODC Day Training
Those provider agencies (outside of the Chicago Metro region rate area) receiving the statewide rate for the above listed day program services are able to bill for January services and those billings will be reimbursed at the statewide rates effective January 1, 2024. Additionally, those provider agencies receiving either the statewide residential rates or the regionalized residential rates (other than 53R and 37U), will also be able to bill for January services and will be reimbursed at the rates effective January 1, 2024.
If there is a situation in which a day program provider agency in the Chicago Metro region needs to bill before the new ROCS version is available, they can do so, and will be paid at the statewide rates effective January 1, 2024, however, they will have to rebill for those individuals after downloading the new version of ROCS in order to receive the difference between the statewide and Chicago Metro region rates. Therefore, DDD is recommending day program provider agencies in the Chicago Metro region, if they are able, to hold on billing until after they have downloaded the new version of ROCS beginning the week of February 18, 2024.
As it relates to the implementation of the Chicago Metro region rates for day program services, DDD has implemented a DD Site ID which must be billed for the location of all day program sites statewide. The DD Site ID will facilitate DDD in having a record of where day program services are delivered. The DD Site ID is specific for each agency's day program site(s) and will control reimbursement of regionalized rate(s).
In the near future, DDD will mail all provider agencies a list of their day program and residential sites with each site's DD Site ID. The new version of ROCS for each agency will also have their agency's sites with DD Site IDs.
If after a provider agency reviews the DD Site ID data provided, the agency will need to complete and submit to DDD any day program or residential sites that are missing via the DD Site ID Request Form (IL462-5206). An updated version of the DD Site ID Request Form (IL462-5206) will be provided following this communication.
Instructions for completing the DD Site ID Request Form are here (IL462-5025):
In order to bill with the updated ROCS software, provider agencies will need the correct DD Site ID for all day program and residential sites.
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