Independent Service Coordination (ISC) Specialized Additional Monitoring

Policy

This Information Bulletin is intended to update the Individual Service and Support Advocacy (ISSA) Additional Monitoring Report. The title of the form has changed from ISSA Additional Monitoring Report to Independent Service Coordination (ISC) Specialized Additional Monitoring Report (pdf) (IL462-4452). In addition, the form has been revised allowing more space for narrative information so that the ISC agencies are not limited in what they document while on a monitoring visit.

Background

The ISC agencies conduct four standard visits each fiscal year to each individual receiving Waiver services. If there is a concern as to the health, safety and well-being of individuals receiving DDD Waiver services, the Department of Human Services/Division of Developmental Disabilities (DHS/DDD) may request the ISC to conduct special additional on-site monitoring visits. Additional monitoring visits may also be needed in cases involving a provider agency with systemic problems so severe that individuals are put at risk. This form is to be used for specialized additional monitoring visits only; it does not replace the standard ISSA Visiting Notes form. The Specialized Additional Monitoring Report may be used in conjunction with the Request to Exceed 25-Hour ISSA Services Cap form [IL462-4451 (N-12-15)].

Process and Procedures

1. Prior to conducting a specialized monitoring visit, either the DDD or ISC agency will complete the Request to Exceed 25-Hour ISSA Services Cap form. The additional time that will be expended by the Individual Service and Support Advocate (ISSA) to conduct specialized monitoring visits will be authorized thru the Request to Exceed 25-Hour ISSA Services Cap form.
2. After the ISC agency completes a monitoring visit, they will fill out the ISC Specialized Additional Monitoring Report (IL462-4450) form in order to capture and convey their experience.
3. A separate ISC Specialized Monitoring Report will be completed for each visit.
4. Prior to the start of the monitoring visits, the Division and ISC agency shall determine how often the ISCs will send the Specialized Monitoring reports to the Division.
5. If the DHS/DDD has implemented Adminstrative Action toward an agency due to medication administration issues, DHS/DDD will provide the ISC agency a list of provider agency staff that are certified to pass medications.
6. Each ISC agency will develop and utilize an internal process to ensure that the staff who are conducting the monitoring visits are aware of concerns, activities, schedules and other pertinent information regarding the identified site each day of the monitoring schedule.
7. The ISC agency should maintain regular communication with the provider agency to jointly address any concerns and to monitor the progress of follow up actions.

Effective Date

This information bulletin, along with the Independent Service Coordination (ISC) Specialized Additional Monitoring Report form, will be effective immediately upon this release.