Home and Community Based Services Waiver
Guidance Document
Division of Children and Families

Policy

ICC Agency Reports to OMH
Specific data is submitted by the ICC Agencies within prescribed timeframes to OMH to assist in assuring that the HCBS Waiver is being implemented effectively within approved guidelines and to assure timely provision of technical assistance by OMH. These include the following.

Annual Administrative Review
This report is completed annually within one month prior to the agency’s scheduled annual site visit. As much of the content will remain the same from year to year, each year any changes or additions are typed in  bold and the bolding is removed from any changes made in the previous year. This is forwarded to the OMH HCBS Waiver Program, Central Office, where it is reviewed and technical assistance is offered as indicated.

Outcome Measures Descriptive Data to be entered on CAIRS

• Admission Record: This data provides demographic and clinical information about the newly enrolled child. It is due within 30 days of enrollment.
• Child and Family Status Six Month Follow-Up: This data is completed at each six-month interval during the child’s HCBS enrollment.
• Child Discharge from HCBS: Completed upon disenrollment from the waiver program, this data demonstrates change over time and final status at discharge.

Semi-Annual Program Report on CAIRS
This report is completed by each agency twice a year on CAIRS. A one month lag is figured into the reporting phases. January through June is due by July 31 and June through December is due January 31.

Semi-Annual Waiver Subcontractor Services Summary on CAIRS
This report provides OMH with data on total utilization and expenditures for the five waiver subcontracted services over a six month period including which subcontractors were used, frequency of services utilized and costs. OMH analyzes these for comparison across the regions as well as statewide. To assure that the information is complete, the Waiver Service Summary is entered on CAIRS in September for the previous January through June and in March of the following year for July through December.

Quarterly Program Specific Fiscal Report on CAIRS
This data entry module in CAIRS has four sections which provide the ability to enter the following information:

• Flexible Service Fund Expenditures: Data is entered for each child for the amount of flexible service funds used during the quarter, per expenditure category, to show that funds are being used, how they are being used and that expenditures are within prescribed caps.
• In-Kind Community Services: This captures information on “waiver-like” services provided per quarter per child in the community but not specifically billed to Medicaid. Instances of in-kind services may result from the provision of services similar to the Waiver by the community itself or by the family through their own means. It is important to account for such differences in service provision when outcomes for enrollees are compared to service utilization.
• Start-Up ICC: This section documents the total units of Waiver five services provided to each child per quarter during the Waiver child’s Start-Up period through Start-Up ICC case management rates.
• Inpatient ICC: This section identifies the units of the Waiver services provided to each child through ICC case management rates while the Waiver enrollee is hospitalized.

OMH HCBS Waiver Reports

OMH Central Office routinely offers a number of reports which agencies may access through CAIRS. These include:

Reports based on agency:

• “Admissions and Discharges” -for all ICC Agencies;
• “Admissions by Gender and Age” - for specific timeframes for three age categories for all ICC agencies;
• “Admissions, Discharges, Census and Length of Stay” - for a specific timeframe by agency;
• “Discharges by Length of Stay” - discharges categorized by length of stay for all ICC agencies with a comparison to quarterly reports for current and past year;
• “Living Situation Prior to Admission for Currently Enrolled Children” – for all ICC agencies;
• “Living Situation Upon Discharge” - for all ICC agencies;
• “Extent to Which Service Goals are Met” - for all ICC agencies by level of accomplishment in five categories;

Reports based on region:

• “Admissions, Discharges, Census and LOS” - graph format by region;
• “Discharge by LOS” - graph format of the quarterly comparison of current and past year;
• “Living Situation Prior to Admission” - graph format by region;
• “Extent to Which Service Goals are Met” - graph format by region.

Reports based on county:

• “Current Census” - by county;
• “Admissions, Discharges and Average Daily Census” - by county.

Client Reports:

• “Child Specific Report” - demographic and clinical information;
• “Current Roster Report” - similar to “Child Specific Report” pertaining to current roster only;
• “Admissions and Discharges Roster Report” - for specific timeframes;
• “Referral Listing” - provides the names of children referred within specific timeframes;
• “Client Enrolled in Service for a Selected LOS Report” - for specific timeframes;
• “Clients Enrolled for Service for Selected Age Report” - for specific timeframes.

Comments or questions about the information on this page can be directed to the Home and Community Based Waiver Program.