DDD Communication
April 8, 2024
ROCS UPDATES
New ROCS Version 6.16
ROCS version 6.16 is now available for providers to download. Provider agencies using the Illinois Department of Human Services (IDHS) ROCS version can download ROCS version 6.16 now by going to the following website: ROCS Version 6.16 Download Instructions. This updated version of ROCS is necessary to fix some address and site ID issues. It is important for provider agencies using IDHS ROCS who have large quantities of addresses and provider agencies who have addresses in both the Statewide (Tier 1) and the Chicago Metro Regionalized (Tier 2) rates to download ROCS version 6.16 before submitting their next billing. The new version of ROCS (version 6.16) is also required for all billing submitted on or after April 1, 2024, for the following day program bill codes: 31C, 31U, 31V, 32G, 33G, 34G, 34U, 36G, 36U, 37U, 38C, and 38U, as well as the following additional staff support bill codes: 53D, 53R, and 53S.
ROCS Help
ROCS users can find a lot of answers to their questions by going to the ROCS website. This website should be ROCS users first and primary resource to get help with ROCS questions and issues. Any issues with the ROCS application should be reported to the DoIT.ROCS@illinois.gov email account. Questions or problems submitted to the DoIT.ROCS email account may experience some delays in receiving a response, but all inquiries will be answered as quickly as possible. DDD and the Department of Innovation and Technology (DoIT) appreciate provider patience and understanding when delays occur in responding during times of high-volume inquiries.
ROCS Address Updates
DDD and DoIT have received inquiries as to when new sites will be available in ROCS. At this time, DDD and DoIT will create an updated address file for IDHS ROCS users on a monthly basis. It is DDD's intention to have an updated address file available for IDHS ROCS users to download on the last Friday of each month. Downloading an updated address file will only be necessary for IDHS ROCS users in a month in which they submit a DD Site ID Request form. It is recommended provider agencies submit DD Site ID Request forms as soon as they identify a new residential, CDS or SEP location where someone will be served.
REQUEST FOR RESIDENTIAL, CDS AND SEP SITE ID OR CHANGE TO RESIDENTIAL, CDS AND SET SITE RATE DETERMINING FACTORS FORM (pdf)
The above-linked DDD Site ID Request Form must be downloaded locally by the user and opened in Adobe in to be able to complete and save it. Opening the file in the browser will produce a "Please Wait" screen not allowing you to fill it out. Once the form is downloaded, if the form continues to open in a browser (Chrome or Edge), right click the file and click open with Adobe.
Third Party ROCS developers and users can download their updated address list from MOBIUS Report Number: M0446200. This MOBIUS Report cannot be used by IDHS ROCS users to update their address list.
BILLING FOR INDIVIDUALS ATTENDING MULTIPLE DAY PROGRAM (CDS OR SEP) SITES
DDD and DoIT have received inquiries asking for direction as to how to bill for an individual who attends more than one day program location for CDS and/or SEP for the same provider within the same month for a single bill code. Currently, an agency can only bill for one location when an individual participates in the same service (e.g., 31U) delivered by the same agency at two or more locations within the same month. DDD is advising agencies to bill using the DD Site ID for the location where the individual attends or receives the larger portion of services within that month. DDD is currently evaluating a solution to allow agencies to bill for an individual meeting this criteria.
To assist DDD in this effort, it would be most helpful if provider agencies who have an individual or multiple individuals who meet this criteria would inform DDD of the following (via email to George.Bengel@illinois.gov):
- Agency Name
- Number of Individuals
- Program/Bill Code
- Number of locations within the same month.
- Examples would look like:
- CDS Agency Name has 2 people in 31U attending 2 locations.
- SEP Provider Name has 1 person in 33G attending 2 locations.
TIER 2 REIMBURSEMENT
Provider agencies resubmitting billing for January and February day program (CDS or SEP) and/or additional staff supports (53D, 53R, or 53S) need to carefully check MOBIUS Remittance Reports to ensure your agency has received reimbursement for the correct Rate Tier. If your agency billed or rebilled after April 1, 2024, and did not receive reimbursement for the correct Tier 2 rate, please inform DoIT at: DoIT.ROCS@illinois.gov. All MOBIUS Remittance Reports with a Billing Cycle before 04/2024 Sequence 1 will only show Tier 1 rates. Only MOBIUS Remittance Reports on or after Billing Cycle 04/2024 Sequence 1 will show Tier 2 Remittance and payment rates.
DDD ACCEPTING SUPPORTED EMPLOYMENT PROGRAM (SEP) REVALIDATION REQUESTS
DDD is accepting FY24 Revalidation requests, for active DDD SEP authorizations, from April 1st through May 3rd, 2024. Similar to the process followed in previous DDD SEP Revalidations, DDD SEP provider agencies are directed to submit the appropriate documentation to their respective Independent Service Coordination (ISC) agency or agencies for all individuals utilizing an active DDD SEP authorization, both Individual and Group, to maintain Competitive Integrated Employment (CIE). FY24 Revalidation pertains to all DDD SEP authorizations that were Revalidated in FY23 as well as all new/initial awards activated prior to March 1, 2024. New/initial DDD SEP requests which were authorized on or after March 1, 2024, do not require FY24 Revalidations but will be subject to future Revalidation. The process to request New/Initial requests for DDD SEP is not impacted by Revalidation. Detailed information regarding the FY24 Revalidation process can be found on the Division's Employment webpage: DDD SEP FY24 Revalidation Guidelines.
SAVE THE DATE: LIGAS FAMILY TOWNHALL (APRIL 17, 2024 AT 1:00PM)
The Ligas Family Townhall was started two years ago to annually bring together Ligas Class Members, families, and other interested stakeholders to share their stories and hear updates from the Court Monitor, DDD, the Plaintiffs' Counsel, and the Ligas Family Advocates, among others. People will learn about resources and how to stay connected including by joining the Ligas Family Advisory Council's quarterly meetings. In addition, come and share family stories of what the Consent Decree has meant and share experiences with services under the Decree. There is no need to register for the Townhall ahead of time - just join via Webex or phone on Wednesday, April 17, 2024, from 1:00 p.m. to 2:30 p.m.: or by phone: +1-312-535-8110, code 26312072068.
HOME AND COMMUNITY BASED SERVICES (HCBS) SETTINGS RULE UPDATES
DDD continues to perform quality assurance, new validations, and support and training for the stakeholder community on the HCBS Settings Rule best practices. At this time, Heightened Scrutiny site quality assurance has been completed. DDD Settings staff are finishing quality assurance reviews on the compliance action plans of non-Heightened Scrutiny sites and performing initial validations for new Waiver sites after six months of operations. In addition, DDD staff are embarking on two new activities:
Per DDD's Community Integrated Living Arrangement (CILA) Rule (59 Ill. Adm. Code 115), Host Family CILA sites are considered provider-controlled sites if the host family owns or rents the home to the Waiver recipients. These sites will be asked to validate their compliance with the Settings Rule. Additionally, providers supporting individually controlled 24-hour CILA homes of 4 or more will be asked to provide evidence of HCBS Settings Rule compliance. DDD staff will begin reaching out to providers in April 2024.
DDD will provide additional information in the coming weeks, but if there are questions in the immediate, please email DHS.HCBS@illinois.gov. For background on the HCBS Settings Rule, please check out IDHS: HCBS Settings Rule 101 (state.il.us).
SAVE THE DATE: QUARTERLY HCBS SETTINGS RULE OFFICE HOURS (MAY 14, 2024)
The next Quarterly HCBS Settings Rule Office Hours will be held on Tuesday, May 14, 2024, at 10:00 a.m. Bring any questions and concerns to this Office Hours. There is no need to register, please join the call on May 14 at 10:00 a.m. via Webex or phone: or call +1-312-535-8110, pass code: 26334156256.
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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