DDD COMMUNICATION | July 31, 2024
This communication includes the following topics:
- Information about the 3 person CILA incentive
- FY24 Lapse Billing for Providers and Grantees
- EVV Changes
- CILA Long Term Additional Staff Supports
- FY25 CILA Rate Calculator Update
- Virtual Empowerment Group for Autistic and Neurodivergent LGBT+ People
- DDD is hiring
DEPARTMENT OF HUMAN SERVICES, DIVISION OF DEVELOPMENTAL DISABILITIES INFORMATION BULLETIN
Clarifying Three Person Provider-Controlled Community Integrated Living Arrangement (CILA) Incentive Process
Purpose:
DDD is providing $18,000 to support NEW 24-hour provider-controlled CILA homes that are licensed for 3 people with single occupancy bedrooms. With confirmation of a new license of a 3-person home, providers will receive an in payment of $9,000 when the first individuals move in. A second payment of $9,000 will be made when the third person moves.
Scope:
- This incentive is to encourage the development of smaller settings and is allowed once per address. This funding is not duplicative of any Money Follows the Person funding utilized by individuals coming from an SODC.
- The provider must retain the 3-bed license for at least 5 years.
- A provider will request that a new CILA site receive a BALC license for a 3-bed home. This incentive does not apply to any existing homes that providers choose to reduce capacity to a 3-bed home, nor does it apply to 3-bed individually controlled homes.
Process for Payment:
- The provider can submit an incentive request and invoice for the initial payment of $9,000 once the first individual is in the home. After the third individual has moved in, the provider will submit a request for the second payment of $9,000. They will submit these requests to Program Support at DHS.DDDBCR@illinois.gov including documentation showing the incentive home is licensed by BALC for 3 people, the name and social security number of the individual(s) who moved in, and the date(s) they moved into the home. Program Support will send this request to the CILA Rates Unit for verification of individuals, licensure, and dates. The CILA Rates Unit will verify, track, and return to Program Support for payment along with any supporting documentation. Program Support will process a C13 for each payment and the funding will be sent to the provider. All verified documentation will be kept with the C-13 paperwork for historical and review purposes.
- Annually, DDD will review the list of homes that received an incentive payment to ensure the process is working and is appropriate.
Incentive Request/Invoice Letter should include:
- Organizational Name
- Organizational FEIN
- Contact Person
- Contact Phone
- Contact Email
- Home address for Incentive Request
- BALC ID number
- Date the first individual moves in
- Name and social security number of those moving in/living there
- If request for second incentive payment, date of third individual move in
- Requested amount
- Amount previously received if the request is for the second payment
- Attached license showing 3-bed licensed home.
Questions:
For questions about the incentive home process, please email DHS.DDDComments@illinois.gov with "3 Bed Incentive Question" in the subject line.
FY24 LAPSE PERIOD BILLING FOR DDD PROVIDERS AND GRANTEES
FINAL REMINDER for FY24 LAPSE PERIOD BILLING in ROCS is Monday, August 5, 2024, at 5:00pm
All grant and fee-for-services (FFS) reported through ROCS, as provided below, must be submitted by Monday August 5, 2024, by 5:00PM. DDD Grants which require Service Reporting through ROCS include ISSA (51A - 51L) In-Home Respite (87D), and Residential Respite (89D). DDD Fee-For-Service (FFS) providers which require all State Fiscal Year 2024 billing and corrected billing to be submitted through ROCS include but are not limited to: 17D, 19D, 31C, 31U, 31V, 32G, 33G, 34G, 34U, 35U, 36G, 36U, 37U, 38C, 38U, 41D, 42D, 50A, 51A - L, 52O, 52P, 52S, 53D, 53E, 53H, 53R, 53S, 53T, 53V, 55A, 55D, 55L, 55N, 55P, 55T, 56U, 57G, 57U, 58G, 58U, 61H, 62H, 63H, 67D, 67E & 67O, 73D, 75H, 75M, 75O, and 75Z. Billing for 60D CILA only is not subject to this cut off. At this time, DDD is unsure about the lapse period billing deadline for Intermittent CILA (Bill Codes 61H, 62H and 63H), but it should be assumed that these bill codes have the same hard lapse period billing deadline as all other bill codes (other than 60D).
Final billing for DDD Grants must be submitted no later than Friday, August 9, 2024, at 5:00PM. DDD Grants include: Dental (400), Epilepsy (250), Autism Awareness (450-12), Best Buddies (450-03), Family Advocate (450-14), Latinx (450-13), Special Olympics & Special Children's Charities (450-21), Special Olympics (450-04), Lifespan Special Project (450-02), DD Transition (450-18), Access for Illinois Children with Autism (450-27), Illinois Respite Coalition Lifespan Respite Care (450-31), Independent Service Coordination (600), Voucher Respite (880), and Competitive Integrated Employment Capacity Grant (450-40), Autism Awareness Project (450-25), SODC Project (450-28), DSP Training, Person Centered Planning, Special Olympics IL (450-42 ARPA), Special Olympics Children's Charities (450-41 ARPA), Expanded Evaluation of Autism (SSM St. Mary's) (450-36), and Bullying Is Not The Answer (The Answer Inc) (450-43).
As a reminder, the FFS and Grant Service Reporting must be submitted to ROCS and Grant billing must be received by DDD by the above specified dates because all billing must have passed SAP Level 2 approval (Fiscal Services) status by August 16, 2024 (SAP is the State side billing system). The dates specified above allow enough time for the billing to be processed through CRS and SAP and make it to level 2 final approval status before the August 16, 2024, cutoff date set by the Department of Human Services (DHS) Office of Fiscal Services to get voucher information to the Comptroller's Office. Submitting all billings by the above specified dates will avoid the need to go through Court-of-Claims to receive payments.
CILA LONG-TERM ADDITIONAL STAFF SUPPORTS
In the past there were some individuals who had their Long-Term Additional Staff Supports included in their 24-Hour CILA Rate under the Not Elsewhere Classified component of the individual's CILA Rate. Effective July 1, 2024, these Long-Term Additional Staff Supports have been converted to billable under the 53R program code. CILA providers who previously received payment for the Additional Staff Supports as part of the individual's 60D rate will now have to bill 53R to receive payment for the time additional staff supports are provided to the individual served. CILA Providers should pay close attention to the individual CILA Rate Sheets which will be mailed out in mid-August.
FY 25 CILA RATE CALCULATIONS UPDATE
As previously reported, DDD has successfully matched up all available ICAP information from the ISCs and HRST/HCL data from IntellectAbility with the people in CILA. DDD has also successfully entered the Guidehouse (GH) staffing methodology into the CILA rate calculating system. The initial July 1, 2024, CILA rates have been generated. DDD is in our final stages of testing all the changes and we are on target to be able to generate CILA Rates Sheets and Turnaround Forms in early August with mailing to occur in mid-August.
EVV CHANGE EFFECTIVE IMMEDIATELY
HFS has issued a Provider Notice regarding the new, updated requirements for provider agencies and the Financial Management Services entities to track caregivers by the full Social Security Numbers and not just the last 4 digits. This pertains to ALL Personal Support Workers who are required to use Electronic Visit Verification (EVV). This is effective immediately and will be required to be fully compliant, within 90 days and properly entered into the EVV system by October 17, 2024. This applies to all agencies using HHAeXchange for their EVV data transmissions and those who are using third party EVV systems. Please go to this link for further information published by HFS. https://hfs.illinois.gov/medicalproviders/notices/notice.prn240726a.html
SUMMER OF EVV COMPLIANCE UPDATE - CONSISTENCY IS KEY!
"The Summer of EVV Compliance," a three-month effort in partnership with ACES$ to improve the use of the Electronic Visit Verification (EVV) system among PSWs, is in full swing. This initiative targets PSWs who are non-users, inconsistent users, or those with excessive shift edits. We understand that new technologies can be challenging, and ACES$ is here to help!
Visit the ACES$ EVV resources page for instructions and how to videos.
Did you know ACES$ has a Training scheduled for this week on July 25th?
ACES$ will have live support available during training to assist you and answer all your questions! We highly encourage PSWs, Employers, ISCs, and SDAs to participate. Click here to register for a training session. Next training sessions are July 25th and August 15th!
We appreciate your cooperation and support in making The Summer of Compliance a success. Together, we can ensure better compliance and improved service delivery for all.
Don't Forget!
EVV Exemption: If you had your Proof of Residency Application approved LAST summer it's time to renew! Click here to download an application.
VIRTUAL EMPOWERMENT GROUP FOR AUTISTIC AND NEURODIVERGENT LGBTQ+ PEOPLE STARTING SOON!
Are you Autistic or Neurodiverse? Do you identify as LGBTQ+? Do you live in Illinois?
If yes, the Virtual Empowerment Group for Autistic and Neurodivergent LGBTQ+ People may be just what you are looking for!
The Virtual Empowerment Group is held using Zoom and is:
- Facilitated by a person with lived experience
- 9 sessions total
- Starting in August 2024
- Thursdays from 4:30 - 5:30pm
August 15 and 29, September 12 and 26, October 17 and 24, November 14 and 21, and December 5
For more information or to reserve your spot, please send an email to info@selfadvocacyalliance.org.
DDD IS HIRING
DDD is looking for talented, experienced people who want to join the effort to ensure people with I/DD can get the services they want and need. Apply today.
If you are interested in these positions, please visit the new Careers at State of Illinois (jobs2web.com) to apply or apply at the links provided. Please note that while the job posting will have a specific location specified, there could be opportunities for hybrid or other office locations so consider all opportunities!
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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