Good Afternoon,
QUICK NOTES
- Per IDPH, the preliminary seven-day statewide COVID-19 positivity for cases as a percent of total test from November 5-11, 2021 is 2.5%. The preliminary seven-day statewide test positivity from November 5-11, 2021 is 3.0%.
- New DDD Waiver Rate Table that will be effective January 1, 2022, subject to federal CMS approval. Multiple Information Bulletins will be released based on the rate and services changes that will go into effect either January 1, 2022 or upon CMS approval. These IBs will outline changes and expectations. The Rate Table should be used for planning and budgeting purposes.
- REMINDER: There are new links for the Community Provider Trainings being held by the Division this fall. Please make sure to re-register for the training series.
- Also, check out our DRAFT Information Bulletins.
CDS TRAINING UPDATE
The Division received feedback that ending training reimbursement mid fiscal year for CDS providers would create an administrative hardship. The Division will allow for training reimbursement through June 30, 2022 for all CDS providers. Please note the following:
- Each CDS staff person's training must be completed (including any required OJT hours) by June 30, 2022 and documented on the Training Request Reimbursement Form.
- Any CDS Training Reimbursement Requests showing the staff person's training completion date after June 30, 2022 will not be reimbursed.
- All CDS Training Reimbursement Requests must be submitted to and received by the DDD by August 1, 2022 to be processed and paid before the end of the FY21 Lapse Period.
VDS & WAIVER AMENDMENT UPDATE
The Division has been working closely with HFS and Federal Centers for Medicare and Medicaid Services (CMS) to approve the Adult Waiver Amendment with a proposed effective date of 1/1/22. Unfortunately, concerns have been raised around the provision of Virtual Day Services (VDS). In order not to delay the approval of the entire waiver amendment, the Division has decided to remove VDS from the waiver amendment at this time. VDS will remain an option through our Appendix K which will be in place until at least 6/30/22. We will continue to work on the language and policy surrounding VDS for our future waiver renewal. However, upon review of VDS usage, we've found that usage continues to decrease each month. We would like to hear from providers providing, and individuals participating, in VDS. Is this a service that has a future in our waiver? Please contact me directly to let me know how the possibility to continue providing VDS will impact your service delivery options.
RECORD RETENTION
It has been brought to our attention that providers are not complying with appropriate record retention guidelines for maintaining records in regards to the support of the individuals they serve. Pages 11 and 12 of the IMPACT Terms and Conditions specifically state:
The Provider shall maintain all records necessary to fully disclose the nature and extent of services provided to individuals under Articles V, VI, and VII of the Public Aid Code. The Provider shall maintain said records for not less than six (6) years from the date of service or as required by applicable Federal and State laws, whichever is longer, and shall furnish these records upon demand when so requested by Illinois Medical Assistance, the Waiver Agency or their designees. If an Illinois Medical Assistance or a Waiver Agency audit is initiated, the Provider shall retain all original records until the audit is completed and every audit issue has been resolved, even if the retention period extends beyond the required period.
The Division expects that all client records, including Medication Administration Records (MARs), case notes, medical records, or any other documentation that demonstrates support for an individual should be maintained for at least 6 years. In addition, in the event an investigation or audit connects to any of these records, they should be maintained past this period.
CURRENT PROJECTED GUIDEHOUSE TIMELINE REVISION
The Division has revised the Current Projected Guidehouse Timeline to update the timeline for FYs 23 and 24 based on the assumption that moving forward waiver amendments will be approved around the change of the calendar year as opposed to FY. As providers are aware, there needs to be time between approval of the budget from the Illinois General Assembly to draft, submit and receive approval from Federal Centers for Medicare and Medicaid Services (CMS). The specific change to the Current Projected Guidehouse Timeline provides for both the CILA rate calculator and $1.00 increase to Direct Support and ICF Aide wages to begin in January 2023 or pending CMS approval.
ROCS UPDATE
The Division is aware that providers with questions regarding the ROCS System often reach out to JoLee Edwards. The Division wanted to let providers know that as of November 30, 2021, JoLee is retiring from the Department. The Division will provide new contact information for ROCS questions in the coming weeks. We wish JoLee well on her retirement!
Warmly,
- Allison V. Stark
- Director, Division of Developmental Disabilities
- Illinois Department of Human Services
- 600 East Ash-Building 400, Springfield, IL 62703
- Tel: (217) 782 -6803
The information contained herein should not be considered a substitute for the appropriate official statutes, rules, regulations, or the advice of legal counsel.
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