5.4.1: DD Information Glossary

• Mandatory - Date on which the client was registered with the agency. This is the date of the first billable or reportable DD service event or intake interview with the client, parent, or guardian.
    Format:  MMDDYYYY
    MM = month
    DD = day
    YYYY = century and year

Mandatory, if applicable - When RESIDENTIAL ARRANGEMENT is 68 or 69, this field is Mandatory.

Report the number of individuals residing in the DD-funded community or Foster Care setting.

This field must be blank when RESIDENTIAL ARRANGEMENT is NOT 68 or 69.

Mandatory - The geographic location where the client has family or community ties. Refer to the current Directory of Geographic Information.

County Code - Code indicating county, Chicago, out-of-state (10300) or unknown (10400).

Twp/CA - Report Township - if the client resides outside the Chicago city limits, but within the county that requires this further information. The two-digit numeric code must include the zero to the left if the code is less than ten. For example: Berwyn Township in Cook County is '02'.
OR
Report Community Area - if the client resides within the Chicago city limits. This two-digit code must include the zero to the left if the code is less than ten. For example: 400-599 W. Addison St. is '06'.

Zip Code/Suffix - The five position postal zip code plus the four position suffix, if known.

Mandatory - Describes the major mental illnesses or developmental disabilities for which the client is seeking or receiving services. Report any valid diagnosis code for the following fields.

Diagnosis Code 1 -- 9
Report ICD-9-CM or ICD-10-CM
(International Classification of Diseases, 9th Revision Clinical Modification (ICD-9-CM) International Classification of Diseases, 10th Revision Clinical Modification (ICD-10-CM))

Diagnosis Code Type 1 -- 9 -- Report 'A' for ICD-10 diagnosis codes, report '9' for ICD-9 diagnosis codes.
NOTE: Federal and state laws prohibit the disclosure of specific HIV diagnoses and thus, these diagnoses should not be reported on registration. Specific codes should be entered from the official ICD-9-CM Diseases: Tabular List (Volume 1) or Alphabetical List (Volume 2). These are published yearly by the U.S. Department of Health and Human Services, the American Medical Association, or St. Anthony's Press. Additional information may be obtained from the diagnosing clinician. In rare instances where the specific code for the diagnosis is not known, report the code(s) from the list in Appendix C which best reflects the broader applicable diagnostic category.

001XX - Infectious and Parasitic Diseases 140XX - Neoplasms
240XX - Endocrine, Nutritional, and Metabolic Diseases and Immunity Disorders
280XX - Diseases of the Blood and Blood-Forming Organs
303XX - Alcohol Dependence Syndromes 304XX - Drug Dependence Syndromes
320XX - Diseases of the Circulatory System 343XX - Infantile Cerebral Palsy
345XX - Epilepsy
369XX - Blindness and Low Vision 389XX - Hearing Loss (or impairment)
390XX - Diseases and the Circulatory System
460XX - Diseases of the Respiratory System
520XX - Diseases of the Digestive System
580XX - Diseases of the Genitourinary System
630XX - Complications of Pregnancy, Childbirth, and the Puerperium
680XX - Diseases of the Skin and Subcutaneous Tissue
710XX - Diseases of the Musculoskeletal System and Connective Tissue
740XX - Congenital Anomalies
760XX - Certain Conditions Originating in the Perinatal Period
780XX - Symptoms, Signs, and Ill-Defined Conditions
800XX - Injury and Poisoning

Mandatory - Required only for clients with developmental disabilities who are receiving waiver-funded services or for services which require administration of the Inventory for Client and Agency Planning (ICAP) or Scales of Independent Behavior (SIB). The ICAP is currently required for all clients receiving Community-Integrated Living Arrangement (CILA) services or Developmental Training (DT) services, and for all Medicaid waiver clients receiving other waiver-funded services, including adult residential services, (HIP, SHF, CLF) and supported employment.

Service Score:  Report the ICAP or SIB service score that the client received on the most recent ICAP/SIB administered.
Range: 01 to 99
00 - Not Applicable

NOTE:  If the Service Score is not available, but the ICAP Service Level is known, enter the ICAP Service Level as the first digit and enter 5 as the second digit; this is the mid-point of the range.

Behavioral Score Indicator:  Use this field to indicate whether the Behavioral Score is a negative or a positive number.
(-) - Negative value
(+) - Positive value

Behavioral Score:  The General Maladaptive Index (GMI) score that the client received on the most recent ICAP/SIB administered.
Range: -70 to +10
+99 - Not Applicable

SCORE TYPE:  Indicates whether the ICAP or SIB was administered.
I - Inventory for Client & Agency Planning (ICAP)
S - Scales of Independent Behavior (SIB)
N - Not Applicable

From ICAP, Part C, Functional Limitations and Needed Assistance, Question 9.

Valid Values:
1 - Walks with or without aids.
2 - Usually in a wheelchair or does not walk.
3 - Limited to bed most of the day.
4 - Confined to bed for the entire day.

Leave blank if the client is active.

Closing Date:  Mandatory - When closing the Client DD Information, report the closing date.
Format:  MMDDYYYY
MM = month
DD = day
YYYY = century and year

Individuals in Setting At Closing:  Mandatory - for closing when RESIDENTIAL ARRANGEMENT is 68 or 69.
Report the number of individuals residing in the DD-funded community or Foster Care setting.
This field must be blank when RESIDENTIAL ARRANGEMENT AT CLOSING is NOT 68 or 69.

Closing Disposition:  Mandatory - Describes the disposition of the client at the point he/she stops receiving services.
01 - Deceased
02 - Completed treatment: Client no longer needs services from this provider
03 - Refused treatment: client refuses further treatment from this provider
04 - Transfer:  client has been transferred to another community provider, including providers of mental health or developmental disability services, substance abuse treatment, general social services, hospital outpatient services, or other medical care
05 - Moved: client/guardian from service area/out of state, with no transfer to another provider
06 - Transfer to Long Term Care provider setting (ICFDD, IMD, VA inpatient hospital)
07 - Transfer to State-Operated facility
08 - Incarcerated
90 - Other: Includes discharge of long-term inactive clients and of persons who have been lost to contact
99 - Unknown

Residential Arrangement AT Closing:  Mandatory - Describes the client's primary residential situation at the time he/she stops receiving services.
10 - Homeless (e.g., living on the street, in an emergency shelter, or transient)
20 - Family home or own home, may include foster homes that are not DHS-funded
40 - State-Operated Facility (Mental Health Center or Developmental Center)
50 - Jail or correctional facility / institution (e.g., detention centers institutions/training schools)
61 - IMD-Private Institution for persons with Mental Diseases
62 - Private ICF/MI that serves 17 or more clients
63 - Private ICF/MI for 16 or fewer persons
64 - MH-funded community setting
65 - Private ICF/DD for 17 or more clients
66 - Private ICF/DD for 16 or fewer persons
67 - Private Skilled Nursing Facilities for Pediatrics (SNF/Peds)
68 - DD-funded community setting where individuals with disabilities reside
69 - DD-funded Foster Care setting where individuals with disabilities reside
70 - Nursing Facility, including licensed private Intermediate Care facilities ICF) and Skilled Nursing Facilities (SNF)
71 - Licensed Shelter Care Facility
72 - Community Residential Alcoholism home
73 - Alcohol inpatient residential setting
74 - Substance abuse inpatient residential setting
80 - Boarding School
81 - Crisis Care
90 - Other
99 - Unknown