Provider/Stakeholder Meetings (including Support Coordinators) 10/20/14 Lafayette 11/6/14 Houma 1/13/15 Rouge 1/14/15 Alexandria 2/12/15 Covington 10/20/14 Lafayette 11/6/14 Houma 1/13/15 Rouge 1/14/15 Alexandria 2/12/15 Covington 10/20/14 Lafayette 11/6/14 Houma 1/13/15 Baton Rouge 1/14/15 Alexandria 2/12/15 Covington 2/12/15 Covington Office of Behavioral Health- Public Comment Plan (http://www.dhh.louisiana.gov/index.cfm/page/1973) Action Coordinated System of Care Section 1915(i) Notice to the Public Website created on 9/30/14 and published white paper and transition plan Website created on 9/30/14 and published paper and transitions plan Appeared in Newspapers 10/10/14 10/10/14 Public Comments Due 11/10/14 3/16/15 Community Forums Public forum held on 11/17/14. Presented information to the following: 1) Statewide Coordinating Council on 9/29/14; 2) CSoC Governance Board meeting on 10/22/14; 3) Call with Wraparound Facilitators on 10/23/14; and 4) Louisiana Behavioral Health Advisory Committee on 11/3/14. Hosted 3 webinars the second and third weeks of February. Provider Notification Distributed letters to providers describing the transition, criteria for HCB Setting, deadlines for compliance and availability of technical assistance. Begins 4/1/14 and ends 5/1/15. Distribute letters to providers describing the transition, criteria for HCB setting, deadlines for compliance, and availability of TA. Begins 4/1/15 and ends 5/1/15.
Office of Aging & Adult Services Plan for Review and Assessment Action Community Choices Waiver Adult Day Health Care Waiver Review licensure, certification, policy and procedures, and provider qualifications 10/17/14 – 11/30/14 10/17/14 – 11/30/14 Draft self-assessment for public review 3/13/15 3/13/15 Post on website for public notice 3/16/15 3/16/15 Circulate to stakeholders 3/16/15 – 4/15/15 3/16/15 – 4/15/15 Distribute assessment to providers 5/1/15 – 5/31/15 5/1/15 – 5/31/15 Conduct site visits 7/1/15 – 12/31/15 7/1/15 – 12/31/15 Assessment from providers due to OAAS 5/31/15 5/31/15 Analyze Findings from self-assessment and site visits Self-Assessment: 6/1/15 – 7/31/15 Site Visits: 3/1/16 – 5/31/16 Self-Assessment: 6/1/15 – 7/31/15 Site Visits: 3/1/16 – 5/31/16 Post Findings Self-Assessment: by 8/31/15 Site Visits: by 5/31/16 Self-Assessment: by 8/31/15 Site Visits: by 5/31/16 Submit to CMS as a Final Report 6/1/16 6/1/16 Draft participant survey for public review By 4/30/15 By 4/30/15 Post on website for public notice 5/1/15 5/1/15 Circulate to stakeholders 5/1/15 5/1/15 Distribute participant survey 9/1/16 (beginning of 1915(c) monitoring period) 9/1/16 (beginning of 1915(c) monitoring period)
Council; 2) 10/22/14 CSoC Governance Board meeting; 3) 10/23/14 Affinity call with CSoC Wraparound Facilitators, & 4) 11/3/14 Louisiana Behavioral Health Advisory Committee. Updating website as needed. Update website as needed. Held listening session on 10/28/14. Additionally 2 public forums were held on 2/11/15 in Shreveport and 2/20/15 in Houma. Additionally, 2 public forums were held on 2/11/15 in Shreveport and 2/20/15 in Houma. Reach-out to providers and provider associations to increase understanding of rule and maintain open lines of communication. Sent ADHC provider letter 3/13/15. Meeting with ADHC providers scheduled 4/15. Distribute letters to providers describing the transition, criteria for HCB setting, deadlines for compliance and availability of TA. Begins 4/1/15 and ends 5/1/15. Distribute letters to providers describing the transition, criteria for HCB Setting, deadlines for compliance, and availability of TA. Begins 4/1/15 and ends 5/1/15. Held 5 provider meetings with OCDD providers, stakeholders and Support Coordinators on 10/20/14 in Lafayette, 11/6/14 in 1/13/15 in Baton Rouge and 1/14/15 in Alexandria and 2/12/15 in Covington. Providers were notified of the Held 5 provider meetings with OCDD providers, stakeholders and Support Coordinators on 10/20/14 in Lafayette, 11/6/14 in Houma, 1/13/15 in Baton Rouge and 1/14/15 in Alexandria and 2/12/15 in Covington. Sent e-mail blasts to all providers and associations of upcoming remaining public forums on 2/3/15. Held Provider meeting on 2/12/15 in Covington.
meetings through the Local Governing Entities. Sent e-mail blasts to all providers and associations of upcoming remaining public forums on 2/3/15. Otherwise notices listed on the website. Providers were notified of the meetings through the Local Governing Entities. Sent e-mail blasts to all providers and associations of upcoming remaining public forums on 2/3/15. Otherwise notices were listed on the website. Create method to track and respond to public comments. Created spreadsheet to track comments 11/14 Created spreadsheet to track comments 12/1/15 and continuing. Created spreadsheet to track comments 3/1/15 and continuing. Created spreadsheet to comments. Completed 1/1/15. Created spreadsheet to comments. Completed 1/1/15. Created spreadsheet to comments. Completed 1/1/15. Collect all public comments. Synthesize comments and develop responses to comments. (Will go into transition plan for CMS). 11/13/14 and completed 3/13/15. Comments and responses are included in the Statewide transition plan. Completed 11/12/14 and included in the Statewide Transition Plan. Public comment just ended 3/16/15. Comments, if any, will be forwarded to CMS at a later date. Began 11/15/14 and completed on 3/13/15. Comments and responses are included in the Statewide Transition Plan. Completed on 3/13/15. Comments and responses are included in the Statewide Transition Plan. Comments are due 4/10/15. Comments and responses will be forwarded to CMS once they are finalized. Louisiana Work Plan Master – Program Review and Assessment
Action Step OAAS Both Waivers OBH CSoC OBH 1915(i) OCDD ID NOW and CCW OCDD Supports Waiver OCDD ROW Program Review and Assessment Review licensure, certification, policy and procedures, and provider qualifications 10/17/14 – 11/30/14 Determined changes to review documents not needed. 10/17/14- 11/30/14 Determined changes to review documents not needed. 10/17/14 – 11/30/14 Determined changes to review documents not needed. 10/1/14 to 10/31/14 Determined changes to review documents not needed. 10/17/14 – 11/30/15 Determined changes to review documents not needed. 10/1/14-10/31/14 Determined changes to review documents not needed. Prepare list of services subject to new rule. Classified as: 1) clearly meets HCBS setting rule; 2) with modifications, will meet new settings rule; 3) meets CMS close scrutiny review; 4) unclear if new setting rule will be met; and 5) services meet the definition of an institution. Completed 10/17/14 Only waiver service impacted is ADHC Completed 10/17/14 Completed 10/17/14 Completed 10/6/14 Completed 11/1/14 – 11/30/14 Completed 10/6/14 Draft a tool that familiarizes providers with the new settings rule and allows an Develop a draft self-assessment tool that assesses residential Develop a draft tool that assesses residential settings and Develop a draft tool that assesses residential settings and Develop a tool that assesses residential settings and Develop a tool that assesses residential settings and settings Develop a draft tool that assesses residential settings and assessment assessment assessment assessment assessment assessment
opportunity to measure compliance with the new requirements. The assessment tool will identify areas for the new rule for which the provider is and will allow providers to target compliance efforts. The tool will include questions that accurately assess provider compliance; and methods to quantify provider results. settings and non-residential settings – 3/13/15 settings 3/25/15 – 3/31/15 settings 3/25/15 – 3/31/15 settings 2/1/15 2/1/15 settings 2/1/15 Post assessments on the website. 3/16/15 4/1/15 4/1/15 3/18/15 3/18/15 3/18/15 Circulate to stakeholder groups 3/16/15 – 4/15/15 4/1/15 – 5/1/15 4/1/15 – 5/1/15 3/18/15 – 4/18/15 3/18/15 – 4/18/15 3/18/15 – 4/18/15 Modify tool and participant survey 4/15/15 5/1/15 5/1/15 4/18/15 4/18/15 4/18/15 assessment
Draft participant survey for public review. 4/30/15 By 4/30/15 By 4/30/15 5/1/15 – 5/31/15 5/1/15 – 5/30/15 5/1/15 – 5/30/15 Post participant survey on the website and circulate to all stakeholders 5/1/15 5/1/15 5/1/15 6/1/15 – 6/30/15 6/1/15 – 6/30/15 6/1/15 – 6/30/15 Modify participant survey based on comments 6/1/15 5/1/15 – 6/1/15 5/1/15 – 6/1/15 6/30/15 6/30/15 6/30/15 Provide training on participant survey 5/1/15 and continuing 6/15/15 – 9/15/15 6/15/15 – 9/15/15 6/1/15 and continuing 6/1/15 and continuing 6/1/15 and continuing Distribute participant survey 9/1/16 (beginning of the 1915(c) monitoring period) 9/30/15 9/30/15 7/1/15 – 9/30/15 7/1/15 – 9/30/15 7/1/15 – 9/30/15 Participant Survey Due 2/18/17 (end of the 1915(c) monitoring period) 10/1/15 – 10/31/15 10/1/15 – 10/31/15 10/1/15 10/1/15 10/1/15 Analyze findings of participant survey 5/31/17 11/30/15 11/30/15 10/1/15 – 12/31/15 10/1/15 – 12/31/15 10/1/15 – 12/31/15
Post Findings on the website 5/31/17 By 4/30/16 By 4/30/16 1/31/16 1/31/16 1/31/16 Submit final report to CMS on assessments and participant surveys 6/30/17 3/30/16 3/30/16 1/31/16 1/31/16 1/31/16 Louisiana Work Plan Master – Remediation Strategies Action Step OAAS Both Waivers OBH CSoC OBH 1915(i) OCDD ID NOW and CCW OCDD Supports Waiver OCDD ROW Ensuring Providers are Compliant Identify and send letters to providers who are not 6/1/15 8/1/15 8/1/15 8/1/15 8/1/15 8/1/15
compliant with HCB settings rule. Providers who are not in compliance and wish to remain enrolled as waiver providers will submit a corrective action plan. may not extend beyond 17, 2019. 3/1/16 – 2/28/17 9/1/15 – 8/30/16 9/1/15 – 8/30/16 9/1/15 9/1/15 9/1/15 Technical assistance will be available to providers to ensure that the interpretation of the HCB setting rule is the same and the provider is implementing necessary changes to meet compliance. 5/1/15 – ongoing 6/1/15 – 8/30/16 6/1/15 – 8/30/16 9/1/15-ongoing 9/1/15-ongoing Louisiana will conduct on-site reviews to evaluate validity of remediation compliance. 9/16 – 2/17 9/1/15 –8/30/16 9/1/15 –8/30/16 10/1/15-ongoing 10/1/15-ongoing A disenrollment process of non-compliant providers will be developed and consist of: 1) provider disenrollment; 2) transition plan for participants; and 3) appeal rights for participants and providers. Developed: 10/1/15 – 12/1/15 Implemented: 3/1/16 – 3/1/17 9/1/15- 8/30/16 9/1/15- 8/30/16 1/1/16 1/1/16 1/1/16 Develop monitoring instrument to ensure setting compliance. May include random, unannounced site visits. Begins 6/1/15 and ends 9/1/15 3/1/15 and ongoing 3/1/15 and ongoing 5/1/15 – 9/30/15 5/1/15 – 9/30/15 5/1/15 – 9/30/15
Number of people served Enter the total number of people served in the setting or settings that are included in this self-assessment. Name and Role of Stakeholder Group For purposes of this self-assessment, “Role” is defined as consumer, family member, agency staff, case managers, and community advocates. Each provider is required to conduct self-assessment activities with a stakeholder group that includes consumers, family agency staff, case managers, and an advocate from an advocacy organization not directly affiliated with the provider agency. In this section, enter the first and last names, and role (e.g., consumer, family member, or advocate) of each stakeholder involved in your process. Methodology for Completing Self-Assessment In this section, please describe your agency’s approach to completing the self-assessment process. For example, how did you determine the persons selected to represent the required roles of the stakeholder group? Did you convene meetings or conference calls? Was each member of the stakeholder group provided with a copy of the tool? Who was responsible for which aspects of the before submission? Section B Section B Questions Instructions Question 1 A “YES” response here means this statement is true for your setting. Question 2 A “YES” response here means this statement is true for your setting. Question 3 If “YES”, your evidence supporting compliance with the HCBS Setting Rule must demonstrate how such a situation is not in violation of the Rule. For example, were the settings grouped together at the request of individuals served, were individuals able to choose to participate in services at this setting from other options made available to them, does participation in services at this setting prohibit individuals from being integrated in their community?