SUPPORT COORDINATION DIVISION UPDATES
OCTOBER 28, 2014
SUPPORT COORDINATION RAMP-UP TIMELINE
Please note the release of the Support Coordination Ramp-Up Timeline in preparation for implementation of the Division’s fee-for-service system. The timeline includes the transition to Interim Support Coordination agencies of individuals who are not on the Community Care Waiver (CCW) in Self-Directed Day Services (approximation of at least 1200 individuals) as well as the new graduates in Spring, 2015 (approximately 700 individuals). The Division is in the process of evaluating and preparing SC agencies to approve their own plans in anticipation of this ramp up. As of October 27th, there were 7 agencies authorized to approve their own plans with the expectation of more to follow in the next month.
PAPER PLAN CONVERSION TO IRECORD – DEADLINE JANUARY 1, 2015
All paper plans must be converted to iRecord no later than January 1, 2015 in preparation for the SC ramp up. For those agencies who were authorized to approve their own plans, we are still requesting 30 days to do so as the Division is required to implement monitoring of those plans and that cannot be done with paper plans. In addition, paper plan revisions must come through the Division for approval and thus, it is important that we have a concerted effort to convert paper plans to electronic. PLEASE NOTE THAT PAPER PLANS END THE DAY BEFORE THE IRECORD PLAN APPROVAL. It is imperative that you revise the paper plan to indicate the end date and notify the individual/family and provider in addition to ensuring there are no service gaps between the start of services in the iRecord plan and the end of the paper plan. Please contact your Division mentor immediately if there are issues with paper plan conversions.
REVISED PAYMENT VOUCHER POLICY
The Payment Voucher Policy has been updated to reflect the change in the timeframe indicated on the revised Monitoring Tool. Please note the following changes, explanations, and examples below:
Example for August 2014 Billing (sent to DDD in September):
Item No.Description of Item Quantity Unit Unit Price Amount
01 878990 ISP 8/1/14 1 month $200 $200
02878990 MT 8/2/14 – 8/31/14 1month $200$200
03 952943 MT 7/15/14 – 8/13/14 1 month$200 $200
Total: $600
Example for September 2014 Billing (sent to DDD in October):
Item No.Description of Item Quantity Unit Unit Price Amount
01878990 MT 9/1/14 – 9/30/141month$200$200
02 952943 MT 8/14/14 – 9/12/14 1 month $200 $200
Total: $400
Commodity Code/Description of Item – The description should include the individual’s DDD ID # and deliverable billing. Billing can be completed only after the service has been rendered. An approval date should be listed when billing for an ISP while a timeframe (30 day increments based on plan approval) should be listed when billing for monthly monitoring. Do not include the actual date of monitoring on the voucher but only the timeframe (See example for August/September 2014 billing above). The Monitoring Tool (MT) should be billed on the payment voucher in which the monitoring timeframe ends.
For example, a Monitoring Tool that covers the timeframe 9/10/14 – 10/9/14 should be billed on the October payment voucher. An ISP that is approved in August and a monthly monitoring tool with a timeframe ending in August should both be billed on the August payment voucher, which is sent to the Division the following month in September (See example for billing above).
Agencies cannot bill for two deliverables for the same person for overlapping time frames. Only one payment will be issued per person, per month. For example, an agency cannot bill for an approved ISP and monthly monitoring tool for overlapping dates; however, in instances where the ISP approval and the end date of the monitoring tool fall in the same month but are at least 30 days apart, this is allowable (See example above).
The first month that can be billed and paid for a support coordination service delivered to an individual will be the first month that the individual’s plan is approved. The approval date reflects the prior 30 day timeframe in which the work in developing the plan was completed. For example, an ISP approved on 8/1/14 reflects the timeframe for billing of 7/3/14 – 8/1/14.
Here’s a handy duration calculator you can use for calculating 30-day timeframes until the new version of iRecord is released:
REMINDER: NEXT SC SUPERVISOR MEETING – WITH DVRS
The next SC Supervisor Meeting will be scheduled on:
Friday, November 7
10:00am – 1:00pm
DDD Central Office, 5 Commerce Way, Hamilton
Rooms 199A&B
Representatives from DVRS will be attending for a presentation and discussion with SC Supervisors. Registration is still open. Please email to attend. Supervisors only please as space is limited.
1NJ Division of Developmental Disabilities