COMMENT DUE DATE:
July 12, 2010
DATE:
July 1, 2010
Samantha Galloway DDSD (405) 521-4989
Dena Thayer OIRP Programs Administrator (405) 521-4326
Nancy Kelly OIRP (405) 522-6703
RE:
Non-APA WF 10-S
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is July 15, 2010.
CHAPTER 100. DEVELOPMENTAL DISABILITIES SERVICES DIVISION
Subchapter 5. CLIENT SERVICES
Part 3. SERVICE PROVISIONS
OAC 340:100-5-15 [INSTRUCTION TO STAFF ONLY REVISED]
SUMMARY:
OAC 340:100-5-15 is being amended to remove the Instructions to Staff to provide clarification for case managers regarding responsibilities for documenting case notes in Client Contact Manager (CCM).
CHAPTER 100. DEVELOPMENTAL DISABILITIES SERVICES DIVISION
SUBCHAPTER 5. CLIENT SERVICES
PART 3. SERVICE PROVISIONS
340:100-5-15.Developmental Disabilities Services Division case manager activities
Each person receiving Developmental Disabilities Services Division (DDSD) Home and Community Based Services (HCBS) Waivers is assigned a case manager who ensures that individual needs are met through linkage, assessment, brokerage, advocacy, and monitoring activities.The DDSD case manager:
(1) completes or arranges necessary assessments to identify service recipient needs;
(2) has overall responsibility for developing and updating the service recipient's Individual Plan (IP), per OAC 340:100-5-50 through 340:100-5-58, and Plan of Care;
(3) describes service options in sufficient detail to ensure the service recipient, or parent or guardian, as applicable, is able to make an informed choice regarding services;
(4) assists service recipients in gaining access to needed medical, social, educational, and other services and supports;
(5) coordinates and monitors services delivered to determine their effectiveness in meeting the service recipient's needs;
(6) has the authority to implement approved services prescribed in the service recipient's IP and access emergency or crisis services, per OAC 317:40 and OAC 340:100; and
(7) documents case management services in Client Contact Manager (CCM).¢ 1
INSTRUCTIONS TO STAFF 340:100-5-15 [REVOKED]
1.CCM.Client Contact Manager (CCM) is maintained as the official client record.
(1) Developmental Disabilities Services Division (DDSD) case managers:
(A) complete and update information as necessary in accordance with CCM User Manual; and
(B) maintain necessary documentation to describe the justification, frequency, and intensity of services authorized in the service recipient's Plan of Care, including reasons for changes.
(2) Contact notes:
(A) are maintained to document contact with, or on behalf of, the service recipient including:
(i) follow up to ensure the service recipient's interests are pursued;
(ii) status of each outcome and action step included in the service recipient's Individual Plan (IP);
(iii) advocacy on behalf of the service recipient;
(iv) provision of information to ensure informed choice and service recipients' freedom of choice of providers;
(v) efforts to coordinate services on behalf of the service recipient;
(vi) DDSD case manager attendance at meetings related to the service recipient;
(vii) action to assist in maintaining or reinstating the service recipient's eligibility for SoonerCare and other benefits;
(viii) interim Personal Support Team (Team) meetings when documentation is not maintained in an alternative format such as addendum to the IP;
(ix) incidents, significant events or changes, or health changes regarding the service recipient, and any necessary action taken to address these;
(x) activities related to the assessment and monitoring of services, health, and welfare of the service recipient, or problem resolution process per OAC 340:100-3-27;
(xi) Team review of intrusive procedures per OAC 340:100-5-26; and
(xii) Team review of the use of psychotropic medications per OAC 340:100-5-26.1; and
(B) must be completed no later than the 20th of the month following the month in which the contact occurred.The contact note date is the date the contact occurred, not the date the note is documented.
