Revision to Emergency Closure of a CILA Agency

Department of Human Services
Division of Developmental Disabilities
Information Bulletin
15.DD.052
Revision to Closure of a CILA Agency
April, 2015

Purpose

The Division of Developmental Disabilities (DDD) has established procedures for a licensed Community Integrated Living Arrangement agency's (CILA) emergency closure of its CILA  services in order to ensure a smooth and safe transition of persons with intellectual/developmental disabilities to alternative residential or in-home services. 

DDD will work in partnership with the persons, guardians, family, Department of Human Services' Bureau of Licensure, Accreditation, and Certification, and the local Independent Service Coordination (ISC) agency during an emergency CILA closure of a licensed CILA agency. We will work together with the program to:

  • Achieve a smooth and consistent emergency full CILA program closure process.
  • Ensure that individuals are afforded all alternative services during an emergency CILA closure.
  • Ensure that individuals are transitioned to an alternative residential or in-home service in a smooth, safe, and efficient manner that fosters the least amount of disruption to their daily schedules and services.

Definition of Acronyms

  1. Bureau of Accreditation, Licensure, and Certification (BALC)
  2. Bureau of Community Reimbursement (BCR)
  3. Bureau of Quality Management (BQM)
  4. Bureau of Region Services (BRS)
  5. Community Integrated Living Arrangement (CILA)
  6. Community Support Team (CST)
  7. Developmental Training (DT)
  8. Division of Developmental Disabilities (DDD)
  9. Home-Based Support Services (HBS)
  10. Department of Human Services (DHS)
  11. Independent Service Coordination (ISC)
  12. Individual Service Plan (ISP)
  13. Interdisciplinary Team (IDT)
  14. Intermediate Care Facility for Persons with Developmental Disabilities (ICF/DD)
  15. Long Term Care Unit (LTC), Bureau of Community Reimbursement
  16. Office of Clinical Administrative and Program Support (OCAPS)
  17. Service Termination Authorization Request (STAR)

Process and Procedures

The procedures provide guidance regarding a licensed CILA agency's emergency CILA closure when persons served by the agency must be transitioned to alternative residential and/or in-home services.  The process and procedures do not address a planned CILA closure or purchase by another CILA agency.

  1. The emergency CILA program closure agency's Board of Directors or owner will send the DDD Region Facilitator or Representative a written 30-day notice, per the DHS contract, stating its intent to close. If this agency is unable to continue operation for 30 calendar days, the agency and DDD will agree to the continued length of operation. The signed and dated written notice of the emergency closure from the emergency CILA closure agency will include the following information:
    • date and time agency will cease CILA operations;
    • list of individuals served per CILA site;
    • address and phone number for each individual's residence;
    • name and phone number of contact CILA employee during closure process; and
    • name(s) and contact information of guardian(s).
  2. Once the emergency CILA closure agency receives written approval from DDD regarding the notice, the agency will inform the persons, guardians, and family of its intent via certified letter.

    The ISC agency will inform the persons, guardians, and family of its role throughout the emergency CILA closure process along with available resources.

  3. The DDD's BRS Region Facilitator or Representative will provide written notice to other entities within the DHS of the agency's intent of an emergency CILA closure (e.g., DHS executive staff, DDD Director's office, BQM, BCR, OCAPS, and BALC).
  4. The ISC agency will identify and discuss with the persons, guardians, and family all eligible options for temporary, alternative residential settings from items e.-h. until permanent residential or in-home services can be secured for the persons. The ISC agency will also secure written approval from the person and/or guardian regarding their choice for temporary alternative residential or in-home support services. The ISC agency will ensure that the person's service needs are thoroughly reflected in his/her transition plan. 
  5. The DDD will identify a temporary, alternative licensed CILA agency to immediately assume total programmatic, managerial, and fiscal operations of the emergency full CILA program closure agency's residential sites until permanent services can be arranged for the persons.

    This will allow the persons to remain in their CILA homes until they identify a permanent residential setting or in-home support services. The following steps will occur:

    • The ISC agency will inform the person, guardian, and family in writing of the DDD-funded temporary, alternative residential or in-home support service. 
    • DDD will process a CILA or HBS Pre-Award letter (PAL) for the temporary, alternative support service with copies to the person, guardian, receiving ISC agency, and receiving service provider. 
    • The emergency CILA closure agency will send to the local ISC agency the completed STAR Termination form reflecting the new temporary, alternative DDD-funded provider. If this agency is unavailable to complete the STAR form, the ISC agency will complete this form. The ISC agency will process the STAR form accordingly. 
    • The ISC agency will conduct an on-site visit to ensure the safety and well-being of the persons' service needs.

      During the closure of an entire CILA provider, the temporary alternative CILA agency identified by DDD will be in good standing with the Illinois Department of Human Services; possess the programmatic, operational, and managerial experience necessary to provide the needed services; and be financially able to assume operations of the emergency CILA closure agency. 

  6. If a temporary, alternative licensed CILA agency is not needed because the person or guardian has chosen another alternative, temporary 24-hour residential service agency, the following will occur: 
    • The ISC agency will inform in writing the emergency CILA closure agency of the individual's or guardian's decision. 
    • If a CILA is selected, DDD/BRS Region Facilitator or Representative will send the person, guardian, and receiving ISC and CILA agencies a DDD Pre-Award Letter (PAL). 
    • If an ICF/DD is selected, the individual will transition per the processes of the receiving ICF/DD.
    • The emergency CILA closure agency will complete the STAR form.  If this agency is unavailable to complete the STAR form, the ISC agency will complete this form.
    • The ISC agency will conduct regular on-site visits as directed in writing by DDD to ensure the safety and well-being of the persons. 
  7. If a temporary, alternative licensed CILA agency is not needed because the person or guardian has chosen Family CILA or HBS, the following will occur: 
    • The ISC agency will inform in writing the emergency CILA closure agency of the person's or guardian's decision. 
    • The person or guardian will select a Family CILA provider or HBS services. The person or guardian will have 3 months from termination from the emergency CILA closure agency to select a 24-hour alternative residential setting. 
    • DDD/BRS Region Facilitator or Representative will send a CILA Pre-Award letter (PAL) to the person, guardian, ISC agency, and receiving CILA provider. DDD will send an HBS Award letter to the person, guardian, ISC agency, and HBS provider. 
    • The emergency CILA closure agency will complete a STAR Termination form for each individual. If this agency is unavailable to complete the STAR form, the ISC agency will complete this form. 
    • The ISC agency will conduct regular on-site visits as directed in writing by DDD to the family home to ensure that the safety and well-being of the individuals. 
  8. If a temporary, alternative licensed CILA agency is not needed because the individual or guardian chooses the family home without support services, the following will occur:
    • The ISC agency will inform the emergency CILA closure agency of the person's or guardian's decision. 
    • The ISC agency will send a letter to the person, guardian, and family confirming transition of the person home without supports. The person or guardian will have 3 months from termination from the emergency CILA closure agency to select a permanent 24-hour alternative residential setting or HBS. 
    • The emergency CILA closure agency will complete a STAR Termination form for each individual. If this agency is unavailable to complete the STAR form, the ISC agency will complete this form. 
  9. The ISC agency will continue to provide on-site visits to the person and guardian or family to ensure a smooth transition and, if requested, to discuss alternative 24-hour residential or in-home services. If an individual transitions to another DDD-funded provider, the ISC agency involved in the closure will copy and forward to the receiving provider all relevant information (see checklist below). If the person returns home without services, the ISC agency involved in the closure will copy and forward to the individual or family/guardian all relevant information (see checklist below). All items reflected above must be moved with the individual on the same day of the closure. If needed, the local ISC agency completing the closure may need to store the items until alternative arrangements can be made. The closing CILA provider will cooperate with the ISC agency when securing information contained in the "Personal Information Needed" checklist, "Personal Treatment/Medical Items Needed" checklist, and "Personal Inventory Items Needed" checklist. 
  10. If needed, the emergency CILA closure agency will arrange transportation of the individual to an alternative 24-hour residential setting or family home. 
  11. The emergency CILA closure agency will send a final closure notification on last day of CILA operation to DDD/BRS Region Facilitator or Representative. The DDD/BRS Region Facilitator or Representative will distribute this to entities within DHS. 
  12. The local ISC agency will secure a release of information for completion of the DDD PAS Level II process, when necessary. If the person chooses to transition to HBS or an alternative CILA provider, a DDD PAS Level II is not necessary. 
  13. The person, guardian, and family will explore eligible permanent residential options with the assistance of the local ISC agency. The local ISC agency will arrange on-site visits with potential service agencies and will complete and send to all potential alternative residential agencies referral packets.
  14. The person, guardian and family will render a final decision regarding permanent placement.  If CILA (i.e., 24-hour, Family or Intermittent) or HBS is chosen as the permanent setting, please submit a funding request packet to DDD for processing.  If ICF/DD is selected, proceed accordingly.

Emergency CILA Closure ISC Checklist 

  • Smaller ISC agencies may need to reach out to other ISC agencies and DDD for assistance.
  • A copy of this checklist and any item checked will be sent with the indivuidual to the new provider agency and a copy of the checklist/information will also stay with the sending ISC agency.  Initial each item when secured or note as N/A if not applicable.

______ Stapler/paper clips/pens

______ Portable Copier and/or Scanner (or the ability to fax, scan, or email items)

______ Copy Paper

______ Referral forms

______ Blank releases

______ Large Garbage bags (to use for bags for individuals who do not have suitcases)

______ Labels

______ List of providers statewide with emergency contacts-vacancy list

______ List of other ISC agencies with contact information

______ Cell phones and/or laptop computers

______ Copies of Emergency Closure Checklist of Needed Information of Individuals

Personal Information Needed

______ Family contact information

______ Copy of guardianship papers and guardian contact information

______ Copies of assessments/evaluations and contact information:

______ Physical/physician contact information

______ Dental/dentist contact information

______ Vision/physician contact information

______ Hearing/physician contact information

______ Speech/Communication/therapist contact information

______ Physical therapist contact information

______ Occupational therapist contact information

______ Copy of physician orders and physician contact information, if different from above

______ Copy of most recent diet orders

______ Copy of MARS

______ Copy of most recent ISP (also IEP if children)

______ Copy of daily schedule and day program provider contact information

______ Copy of behavioral program and therapist/counselor contact information

______ Copy of most recent ICAP

______ Copy of psychological evaluations and psychologist/counselor contact information

______ Copy of psychiatric information and psychiatrist contact information

______ Social Security card (copy if original unavailable)

______ ID or driver's license (copy if original unavailable)

______ Medicaid /Medicare/private insurance card (copy if original not available)

______ LINK card (copy if original not available)

______ Birth certificate (copy if original not available)

______ Copy of prepaid burial information

______ Copy of bank/financial statements, including savings account/checkbook information

Personal Treatment/Medical Items Needed

______ All remaining medications (List here and send with person)

______ Special dietary foods/supplements (List here and send with person)

______ Adaptive equipment (List here and send with person)

______ Communication devices (List here and send with person)

______ Specialized medical equipment (List here and send with person)

Personal Inventory Items Needed

______ Personal money on hand (List amount and send with person)

______ Copy of the agency's most recent personal inventory checklist

______ Personal furniture (List and send with person) 

______ Recreational equipment (List and send with person)

______ Electronics (List and send with person)

______ Personal care items (List and send with person)

______ Personal bedding (List and send with person)

______ Room decorations (List and send with person)

______ Clothing, including stored out-of-season clothing (List and send with person)

______ Suitcase and/or other bags (List and send with person)