DRAFT - De-Escalation Training Reimbursement

Illinois Department of Human Services

Division of Developmental Disabilities

Information Bulletin

DD.24.XXX

Purpose:

This information bulletin outlines the guidelines for reimbursement for de-escalation training for Community Day Service (CDS) programs and Community Integrated Living Arrangement (CILA) residential providers.

Definitions:

De-escalation Training: training provided by a nationally recognized organization that teaches crisis intervention techniques and skills that employ positive behavioral supports to mitigate identified maladaptive behaviors.

Frontline Staff Training: This refers to the training that instructs staff on how to appropriately de-escalate a high intensity situation. Any level staff can receive frontline staff training. For example, Qualified Intellectual Disability Professionals (QIDPs), Board Certified Behavior Analysts (BCBAs), behavior therapists, or home managers can all receive frontline staff training.

Policy:

Providers of CDS and CILA waiver services are eligible to be reimbursed up to $16,500 per fiscal year, per organization, for expenses related to de-escalation training.

The following are requirements for curriculum for de-escalation training:

  • The de-escalation training curriculum must be provided by a nationally recognized organization that provides training to organizations serving individuals with intellectual disabilities or developmental disabilities.
  • The training curriculum must be in accordance with best practice standards as determined by the training organization.
  • The training curriculum must use positive behavioral supports and not rely on punishment or restrictive measures.

Waiver service providers of both CDS and CILA services are only able to access up to a maximum of $16,500, once per fiscal year. They are not eligible for up to $16,500 for their program CDS and up to $16,500 for their CILA program. The following items are eligible for reimbursement:

  • The cost of the initial train the trainer class for the trainer(s); $2,200 per trainer
  • The cost of renewing/retraining the trainer(s); $800 per trainer retraining
    • Minimum of 7 hours of continuing education is required
  • The cost of the initial training for the frontline staff training; $400 per frontline staff
    • Minimum of 12 hours of training is required
  • The cost of renewing/retraining frontline staff; $200 per retraining of frontline staff
    • Minimum of 7 hours of continuing education is required

Waiver service providers are reimbursed for these expenses after the training has occurred. The waiver service provider must have the de-escalation training curriculum approved by the Bureau of Clinical Services (BCS) prior to implementing the training.

Evidence of completion of training and re-training must be maintained by providers and is subject to auditing by DDD BCS. This can be documented by sign-in sheets, certificates of completion, or some other equivalent.

Procedure:

  1. The provider must contact BCS by emailing DHS.ClinicalServices@illinois.gov to request prior approval of the proposed training curriculum. The email must indicate the name of the organization that is providing the training curriculum. This is required one time. If the provider changes which organization and curriculum they will be using, the agency must request prior approval again.
  2. After receiving an approval from DDD, the waiver service provider can move forward with scheduling the training(s). The Bureau of Clinical Services will provide you with a training reimbursement form to use when seeking reimbursement until the training reimbursement form can be posted on the DDD website. BCS will keep a list of agencies with organizations approved for reimbursement that the Bureau of Reimbursement and Program Support (BRPS) can access for verification.
  3. After the waiver service provider completes the training(s), the provider should complete the following De-Escalation Training Reimbursement Request and submit to the Bureau of Reimbursement and Program Support (BRPS) at DHS.DDDBCR@ILLINOIS.GOV. BRPS will track funds paid to each service provider by FEIN to verify they do not exceed the $16,500 maximum and verify with BCS they are approved by accessing the shared tracking document. The $16,500 maximum is for CDS and CILA combined, not individually. The BCS training approval tracking and the BRPS funds tracking will be maintained in the same document on the G drive.
  4. The waiver provider will then receive payment from the Comptroller's office once BRPS Program Support Unit enters the necessary information into the SAP payment system.

Effective Date

This Information Bulletin is effective November 15, 2024