OKDHS.org - OAC 340:100-5-15. Developmental Disabilities Services Division case manager activities

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340:100-5-15. Developmental Disabilities Services Division case manager activities

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Revised 5-11-07

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 STAFF340:100-5-15

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 20^th 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.

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