Supporting Families Supports Coordination Innovation Workgroup Shares Flyer on Online Safety
SC
ODP Shares Guidance on Annual Review Update Process
Message to Supports Coordinators:
The Office of Developmental Programs (ODP) has shared the following information as part of the Annual Review Update process. It is essential to ensure each individual’s demographic information is accurate and current. Please take a few extra moments during your review to verify that all details are up-to-date and correctly documented.
HCSIS Navigation
- Consumer Demographics: Individual > Demographics > Demo
- Consumer Addresses: Individual > Demographics > Address
- Contacts: Individual > Demographics > Contacts
Completion Guidelines
Please confirm that the following details are correct to the best of your knowledge:
Consumer Demographics
- Living Situation
- County of Residence
- Educational and Vocational Status
- Ensure this is consistent with the information listed under Education/Vocational and Employment/Volunteer sections within Functional Information.
- Telephone Number (if applicable)
Consumer Addresses
- Residential Address
- Mailing Address (if applicable)
- Email Address (if applicable)
Consumer Contacts
- Contact Name
- Relationship to Individual
- Mailing Address (if applicable)
- Phone Numbers (if applicable)
- Email Address (if applicable)
- Preferred Contact Method
- Notes
Accurate information not only supports effective service planning and coordination — it also plays a key role in ensuring a smooth transition as we prepare for Enterprise Case Management (ECM) implementation. Thank you for your attention to detail and your continued commitment to delivering high-quality supports.
If you have any questions, please don’t hesitate to contact your ODP Regional Office.
IM4Q Tip Sheet Now Available for Supports Coordinators
The Office of Development Programs (ODP) and its Independent Monitoring for Quality (IM4Q) technical advisors, in collaboration with the IM4Q Statewide Steering Committee, have begun partnering with Support Coordination Organization (SCO) representatives to enhance SCs’ understanding of IM4Q and their role in the process. The IM4Q SC Tip Sheet outlines the IM4Q process, SC responsibilities, how to inform the individuals they support, and what occurs after the interview. SCOs are encouraged to share the tip sheet as a reference when training new SCs and with experienced SCs as a refresher.
Please review ODPANN 25-051 for further details and information.
Supporting Families Supports Coordination Innovation Work Group Shares Community Safety Strategies
New SC Training for HRST Application
The Office of Developmental Programs (ODP) announced a new training course for all new Supports Coordinators (SC) in the Health Risk Screening Tool (HRST) application. This training will be required for all new SCs after January 20, 2025.
The course is titled “HRST Training for Case Managers.” It takes the place of the all-day live virtual training for new SCs. This training contains all the information new SCs need to use and apply the information found within the HRST. The training lasts approximately 1 hour and 30 minutes. It is a work-at-your-own-pace model.
New SCs who have previously completed this or the all-day live virtual training are not required to take this fully-updated course. However, ODP highly recommends existing SCs complete this course as a refresher.
Please view announcement ODPANN 25-015 for additional information and details.
OLTL Critical Incident Management Notification of Requirements Clarification
The Office of Long-Term Living (OLTL) Critical Incident Management Unit monitors provider compliance in the application of guidance specific to critical incident management. OLTL has identified compliance concerns and is issuing the following clarification.
This communication focuses on required critical incident notification by provider agencies to the participant’s assigned service coordinator and the documentation of such notification in the Enterprise Incident Management (EIM) entry. The OLTL Critical Incident Management Bulletin, which is also available on OLTL’s website, indicates the following:
- Within 48 hours, the Managed Care Organization (MCO), Service Coordinator (SC), provider agency that discovers or has independent knowledge of the critical incident is to submit the First Section of the critical incident report to OLTL using OLTL’s critical incident management system. If the critical incident was discovered on a weekend or holiday, the 48 hours begin at 12:00 am on the first business day after discovery of the critical incident.
- Providers must inform the participant’s SC within 24 hours of discovering or first learning of a critical incident.
Notification to the participant’s SC that a critical incident was discovered must not be made using the HHAeXchange system. The required notification to the participant’s SC must be made by telephone call, electronic mail communication, or any other method that is agreed upon by all parties involved, excluding the HHAeXchange system.
In addition, the notification by the provider to the participant’s SC that a critical incident was discovered must be clearly documented in the EIM incident report, specifically within the “Agencies Contacted” page. Instructions are below:
- Enter the first name of the SC in the Person Contacted (First Name) Field.
- Enter the SC’s last name in the Person Contacted (Last Name) Field.
- Enter the contact phone number. Note that the email address field is not mandatory; however, it should be completed when notification to the SC was made via email.
- Click the SAVE button when all information has been entered.
See an example of page completion below.
Providers who are experiencing difficulty meeting the Critical Incident Management Bulletin requirements may email concerns to the resource account. Additionally, questions related to critical incidents may be emailed to the Critical Incident Management team member identified in any case-specific communication.
ODP Announces Release of Certified Investigator Manual
Residential Vacancy Report for AEs and SCs Now Available
The latest Residential Vacancies Report for Administrative Entities (AEs) and Supports Coordinators (SCs) is now available on MyODP. The latest Residential Vacancy Report reflects residential vacancies reported by providers throughout the Commonwealth as of May 21, 2023.
Highlights From the RCPA BI Provider/CHC-MCO Quarterly Meeting Now Available
ODP Guidance to SCs for Billing Cross-Systems Meetings
The Office of Developmental Programs (ODP) recently shared a One Page Reference for Supports Coordination (SC) Billing for Cross-Systems Meetings. The reference document was developed to help Supports Coordinators in determining when to bill for a multi-agency meeting. If the SC facilitates the meeting, it is a billable activity. If the SC is not the facilitator of the meeting but provides information about resources or ODP services in order to better serve the individual and their support needs for more than 15 minutes, they can bill for the time that they were providing information.
