2018 Memo Series Communications

2018 Policy Memos

Policy Memo – anything that changes Departmental policy because of the federal and/or state legislation, rules or regulations promulgated as a result of previous federal and/or state legislation, rules, regulations, policies, or procedures. A Policy Memo can interpret and provide further guidance to previously promulgated regulations.

2018 Policy Memos
Memo # Memo Title Issue Date Audience Keywords Links & Attachments
PM 18-004 HCBS Settings Final Rule - Announcement of FAQ Part III 11/15/2018 Providers, Case Management Agencies, other stakeholders Home and Community-Based Services Settings Final Rule, HCBS, Frequently Asked Questions, FAQs, Lease, Residential Agreement FAQ Part III
PM 18-003 CBMS Limited Medicaid Benefits for Incarcerated Individuals 10/16/2018 Medicaid-eligible individuals that are involved in Colorado criminal justice system; County Department of Human/Social Services; Medicaid Assistance Sites; state, county, and city corrections and law enforcement agencies Senate Bill 08-006, Incarceration, Medicaid Eligibility, Criminal Justice Involved Populations None
PM 18-002 Consumer Directed Attendant Support Services Implementation in Home and Community Based Services Supported Living Services Waiver 8/3/2018 Stakeholders 
 
Consumer Direction, Support Living Services, Implementation, CDASS		 None
PM 18-001 Implementation of the HCPF Memo Series 12/19/2018 Supervised Agencies, Contracted Entities, and Others Consumer Direction, Support Living Services, Implementation, CDASS None

2018 Operational Memos

Operational Memo – detailed instructions and/or clarifications to contracted entities and county partners to operationalize a new or existing state and/or federal law, new or existing state and/or federal rule, or Department policy.

2018 Operational Memos
Memo # Memo Title Issue Date Audience Keywords

Links & Attachments
OM 18-028 Notice of Action (803) and Recipient Appeals 12/31/2018 HCBS Case Managers Notice of Action, HCBS, 803, Recipient Appeals None
OM 18-027 Provider Choice for Individuals Enrolled in a Home and Community Based Services Waiver 12/14/2018 Case Managers Provider Choice, HCBS, Case Management None
OM 18-026 2019 Social Security Cost of Living Adjustments 12/14/2018 Counties and Eligibility Sites 2019 COLA, 2019 Cost of Living Adjustment, SSI, Home Maintenance Allowance, HMA, Patient Payment, PNA, Personal Needs Allowance, Spousal Protection, Community Spouse, CSRA, Home Equity Maximum None
OM 18-025 Notification of Financial Ineligibility and Discontinuation of Advisement Letters 12/11/2018 Single Entry Point (SEP) Agencies & Community Centered Boards (CCB) Notice of Action, LTC-802, Advisement Letters, Financial Eligibility None
OM 18-024 New Resources and Support for Participant Directed Programs Stakeholders 12/11/2018 All Stakeholders HCBS, IHSS, CDASS, Case Management, IHSS Agencies Care Plan Mediation Request Form
OM 18-023 CDASS Allocation Increase Process For Community Centered Board Case Management Agencies 11/20/018 Community Centered Board (CCB) Management Agencies CDASS, Rate Increase, 3/1/19  CDASS Allocation Increase Workflow Process
OM 18-022 Room and Board and Personal Needs Allowance Amounts (LTSS) 11/20/2018 Case Managers, Participants and Providers Room and Board Rate, Cost of Living Adjustment, Personal Needs Allowance None
OM 18-021 Room and Board and Personal Needs Allowance Amounts 11/20/2018 Case Managers, Participants and Providers Room and Board Rate, Cost of Living Adjustment, Personal Needs Allowance None
OM 18-020 CES, CHCBS, & OCC New Submission Process through eQHealth eQSuite 11/15/2018 Case Management Agencies and Case Managers Children's Extensive Support Waiver (CES), Children's HCBS Waiver (CHCBS), Over Cost Containment (OCC) None
OM 18-019 Children's Extensive Supports Waiver Critical Incident Reports Timely Reporting 10/23/2018 Case Management Agencies CIRS Reporting, BUS CIRS Entry, CES Timelines for CIR's None
OM 18-018 Case Management Over Cost Containment Process for Consumer Directed Attendant Support Services 9/27/2018 Single Entry Point Case Management Agencies CDASS, SEP, Bridge, Over Cost Containment None
OM 18-017 Managed Care Entity Notification Policy 9/27/2018 Managed Care Organizations/Entities Managed Care Organization, Manager Care Entity, Notification Requirements, Overpayments, Changes in Member Circumstances, Changes in Provider Circumstances Monthly Notification Templates
OM 18-016 CDASS Allocation Increase Process for Single Entry Point Case Management Agencies 9/19/2018 Case Management Agencies CDASS, Rate Increase, 1/1/2019 CDASS Allocation Increase Workflow Process
OM 18-015 BUS Log Note Changes 9/17/2018 Case Management Agencies BUS, Log Notes, Report None
OM 18-014 Case Management Agency Notification of 1915(I) State Plan Transition 9/10/2018 Single Entry Points (SEPs), Community Centered Boards (CCBs) SEP, CCB, 1915(I), CDASS None
OM 18-013  Home Maintenance Allowance Increase 9/6/2018 Long Term Care Eligibility Workers at Eligibility Sites, Skilled Nursing Facilities Billing Staff Home Maintenance Allowance, 6-Month Stay, HMA, Patient Payment None
OM 18-012  2018 Minimum Monthly Maintenance Needs Allowance (MMMNA)  9/6/2018 Eligibility Sites, Nursing Facilities, HCBS and PACE providers Minimum Monthly Maintenance Needs Allowance, MMMNA, Monthly Income Allowance, Spousal Allowance None
OM 18-011 HCBS Community Referral Timeline 8/27/2018 HCBS Case Managers ULTC 100.2, Timeline, Home Visit, HCBS None
OM 18-010 Consumer Directed Attendant Support Services (CDASS) PAR Submission Process For Case Management Agencies 8/15/2018 Single Entry Point (SEP) Case Management Agencies CDASS, PAR Submission, Bridge, Consumer Direction, Prior Authorization None
OM 18-009 Suspension of Home Care Agency Licensure 8/9/2018 Case Management Agencies Suspension, HCBS, Licensure, Client Transition, Home Care Agency, CDPHE None
OM 18-008 Implementation of FY 2018-19 Eligibility Timeliness and Backlog Incentive - Corrected 06/28/2018 County
Departments of Human/Social Services		 Timeliness, Backlog, Incentives, FY 18-19, COGNOS None
OM 18-007 Implementation of the FY 2018-19 Training Incentive 06/28/2018 County Departments of Human/Social
Services		 Training Incentive, Staff Development Center, SDC,
Medicaid Training, Incentive, County Incentives Program		 Training Incentive: Approved Trainings List
OM 18-006 Implementation of the FY 2018-19 Child Welfare Incentive - Corrected 06/27/2018 County Departments of Human/Social
Services		 Child Welfare, Incentive, CMP, Collaboration Meetings, County Incentive Program Child Welfare Incentive Template
OM 18-005 Implementation of the FY 2018-19 Case Maintenance Incentive 06/27/2018 County Departments of Human/Social
Services		 Case Maintenance, Case Changes, Incentive, Processing None
OM 18-004 Implementation of the FY 2018-19 Long Term Services and Supports Incentive 06/27/2018 County Departments of Human/Social Services LTSS, Timeliness, Communications Plan, Incentive Long Term Services and Supports Communications Plan
OM 18-003 Implementation of the FY 2018-19 Improving Member Correspondence Incentive 06/27/2018 County Departments of Human/Social
Services		 CBMS, Eligibility Member Correspondence, Incentive,
Data Collection, SB 17-121, County Incentives Program		 None
OM 18-002 Case Management Agency and Eligibility Information Sharing Form 06/01/2018 Case Management Agencies, Eligibility Sites Information Sharing, DSS1, Communication, LTSS, SEP, CCB

CMA and Eligibility Information Sharing Form - Fillable PDF

CMA and Eligibility Information Sharing form - Desk Guide
OM 18-001 FY 2018-19 County Incentives Contract Amendment 06/01/2018 County Departments of Human/Social Services County Incentives, FY 18-19, Incentives, Performance Benchmarks, County Contact List

County Incentives Contract Amendment FY 2018-19

County Incentive funding FY 2018-19

County Contact List template

2018 Informational Memos

Informational Memo – important information for contracted entities, county partners and external stakeholders that is strictly informational and timely.

2018 Informational Memos
Memo # Memo Title Issue Date Audience Keywords Attachments
IM 18-060 Home Accessibility Adaptations Stakeholder Meeting 12/31/2018 All Stakeholders Home Accessibility Adaptations, Home Modifications

Home Accessibility Adaptations Stakeholder Workgroup Agenda for 1/9/2019

 
IM 18-059 HCBS Settings Final Rule - Rights Modification Training Announcement 12/26/2018 Case Management Agencies and HCBS Providers

Home and Community-Based Services Settings Final Rule, HCBS, Rights Modification, Informed Consent, Training

 

 None
IM 18-058 Updates and Resources for the Inpatient Hospital Review Program 12/21/2108 Hospitals Inpatient, Hospital, Review, Cost Control, 18-266 None
IM 18-057 Implementation of House Bill 18-1407, Stabilization of Direct Support Professional Workforce Stakeholder Engagement  12/20/2018 All Stakeholders HB 18-1407, Wage Pass Through, Direct Support Professional  Agenda, Proposed Regulations
IM 18-056 Changes to the County Allocation for the PARIS System 12/19/2018 County Depts of Human/Social Services PARIS, County Allocation, Interstate Match, Out of State None
IM 18-055 Case Management Redesign and Conflict-Free Stakeholder Engagement 12/18/2018 All Stakeholders Case Management Redesign, Stakeholder Engagement, CFCM, Conflict-Free Case Management, Community Impact Survey Meeting Schedule
IM 18-054 Children's Habilitation Residential Program (CHRP) Waiver Support Need Assessment Tool Stakeholder Engagement 12/19/2018 All Stakeholders Children's Habilitation Residential Program (CHRP), Child Welfare, Intellectual and Developmental Disabilities, Children, Stakeholders, Waiver Renewal None
IM 18-053 House Bill 18-1407, Access to Services for Individuals with Intellectual and Developmental Disabilities Stakeholder Engagement Regarding New Criteria Based on Caregiver Capacity for Reserve Capacity Enrollments 12/17/2018 All Stakeholders HC 18-1407, Access to Services, Caregiver, I/DD, Enrollment Proposed Regulations
IM 18-052 Transition Services - Stakeholder Meetings Announcement 12/14/2018 All Stakeholders Colorado Choice Transitions, CCT, Rulemaking, HCBS Services, HCBS Waivers, Transition Services, Transitions, Money Follows the Person None
IM 18-051 CHCBS Parental Fees Clarification 12/14/2018 All Stakeholders CHCBS, Parental Fees, Waivers, Timeline, Meetings None
IM 18-050

Home and Community Based Services for Intellectual and Developmental Disabilities Wavier and Case Management

 

 12/14/2108 LTSS Stakeholders

Home and Community Based Services, HCBS, Intellectual and Developmental Disabilities Waivers, IDD, Case Management Agency, CMA, Case Manager, Qualifications

 

 None
IM 18-049 The Role of Psychological Testing in Accessing Medicaid Services FAQ 12/11/2018 All Stakeholders Neuropsychological Evaluation, IQ/Adaptive Testing, Development Disability The Role of Psychological Testing in Accessing Medicaid Services FAQ  
IM 18-048

Implementation of House Bill 18-1407, Stabilization of Direct Support Professional Workforce Stakeholder Engagement 

 11/29/2018 All Stakeholders HC 18-1407, Wage Pass Through, Direct Support Professional

Agenda

Proposed Regulations
IM 18-047 Home Accessibility Adaptions Stakeholder Meeting 11/28/2018 All Stakeholders Home Accessibility Adaptations, Home Modifications Home Accessibility Adaptations Stakeholder Workgroup Agenda for 12/5/18
IM 18-046

No Wrong Door Quarterly Communication - November 2018

 11/27/2018 All Stakeholders No Wrong Door, NWD, LTSS, Communications, At-A-Glance None
IM 18-045 HCBS Settings Final rule - PTP Training Announcement #2 11/27/2018 Providers of Adult Residential Home and Community Based Services Home and Community Based Services Settings Final Rule, Provider Transition Plan, PTP, Training HCBS Settings Final Rule Provider Transition Plan (PTP) User Manual
IM 18-044 Children's Habilitation Residential Program (CHRP) Waiver Renewal Stakeholder Engagement 11/15/2018 All Stakeholders Children's Habilitation Residential Program (CHRP), Child Welfare, Intellectual and Developmental Disabilities, Children, Stakeholders, Waiver Renewal None
IM 18-043 Electronic Visit Verification Implementation Timeline Update 11/15/2018 Electronic Visit Verification Stakeholders Electronic Visit Verification, EVV, HCBS, CDASS, IHSS, LTSS, Personal Care, Home Health, CURES Act

Delay Bill H.R. 6042

Colorado EVV website

Document posted on Colorado EVV website

Join the EVV distribution list
IM 18-042 Transition Services Stakeholder Update 11/13/2018 All Stakeholders Colorado Choice Transitions, CCT, Rulemaking, HCBS Services, HCBS Waivers, Transition Services, Transitions, Money Follows the Person None

IM 18-041

 November 2018 Annual Report Strategic Plan for Assuring Timely Access to Services for Individuals with Intellectual and Developmental Disabilities 11/9/2018 All Stakeholders Waiting List, HC14-1051, Intellectual and Developments Disabilities November 2018 Annual Report
IM 18-040 Conflict Free Case Management Community Impact Survey 11/7/2018 All Stakeholders Conflict Free Case Management, CFCM, Case Management Redesign

Provider Survey

Stakeholder Survey
IM 18-039 Transition Services Stakeholder Update 10/19/2018 Long Term Services and Supports and Intellectual and Developmental Disability stakeholders Colorado Choice Transitions, CCT, Rulemaking, HCBS Services, HCBS Waivers, Transition Services, Transitions, Money Follows the Person None
IM 18-038 Interim Director Positions 10/15/2018 Stakeholders Interim Director, Office of Community Living, Medicaid Director None
IM  18-037 Extension to Public Comment Period for CES Waiver Amendment 10/1/2018 Long Term Services and Supports stakeholders and community members CES, Waivers, HCBS, Public Comment, Extension None
IM 18-036 Colorado Choice Transitions (CCT) Stakeholder Webinars 9/27/2018 Long-term Services and Supports (LTSS) and Intellectual and Development Disabilities (IDD) Stakeholders Colorado Choice Transitions, CCT, HCBS Services, HCBS Waivers, Transition Services, Transitions, Money Follows the Person

Transition Services Frequently Asked Questions

8.553 Waiver Transitions Services Rules

8.519.27 Targeted Case Management - Transition Services Rules

IM 18-035

(superseded by IM 18-036)

 Colorado Choice Transitions (CCT) Stakeholder Update 9/21/2018 Long-term Services and Supports (LTSS) and Intellectual and Development Disabilities (IDD) Stakeholders Colorado Choice Transitions, CCT, HCBS Services, HCBS Waivers, Transitions Services, Transitions, Money Follows the Person Transition Services Frequently Asked Questions, 8.553 Waiver Transitions Services Rules, 8.519.27 Targeted Case Management - Transition Services Rules
IM 18-034 Case Manager Recruitment for New Assessment and Support Plan Pilot 9/13/2018 Case Managers LTSS, Assessment, Support Plan, Pilot None
IM 18-033 Public Notice for HCBS Waiver Amendments 9/13/2018 Public BI, CHCBS, CLLI, CMHS, EBD, SCI, Waiver, Amendment, Public Notice None
IM 18-032 FY 2018-19 County Incentives Webinar, Support Calls and FAQs 9/13/2018 County Departments of Human/Social Services County Incentives, Webinar, Support Calls, FAQs FY18-19 County Incentives Program FAQs
IM 18-031 Senate Bill 18-231 Transitions Task Force Update 9/5/2018 Stakeholders SB 18-231, IDD, LTSS, Transitions, Students, Home and Community Based Services, HCBS  Senate Bill 18-231
IM 18-030 No Wrong Door Quarterly Communication Feedback 8/31/2018 Long Term Services and Supports Stakeholders No Wrong Door, NWD, LTSS, Communications, At-A-Glance, Communication Brief, Feedback None
IM 18-029 New HCBS Case Management Data System - Phase One 9/12/2018 Case Managers and Stakeholders Case Management, Case Managers, Home and Community Based Services None
IM 18-028 HCBS Settings Final Rule - PTP Training Announcement #1 8/29/2018 Providers of Adult Residential Home and Community-Based Services Home and Community-Based Services Settings Final Rule, HCBS, Provider Transition Plan, PTP, Training None
IM 18-027 Business Utilization System Update Memo August 2018 8/31/2018 Case Management Agencies Benefits Utilization System, BUS, Log Notes, Log Notes Reporting None
IM 18-026 IRSS Stakeholder Meetings 8/29/2018 Stakeholders IRSS, Residential Supports None
IM 18-025 Public Notice for HCBS Waiver Amendments 8/30/2018 Public DD, SLS, CES, Waiver, Amendment, Public Notice, Stakeholders None
IM 18-024 Environmental Survey on Current Technology Usage of HCBS Providers 8/31/2018 Long Term Services and Supports (LTSS) Stakeholders LTSS, Providers, TEFT, Technology, Survey Environmental Survey for Home and Community-Based Services
IM 18-023 In-Home Support Services FAQ Update 8/27/2018 Case Managers and Provider Agencies IHSS, FAQ, Case Management, HCBS, Home Care Agency In-Home Support Services (IHSS) FAQs for Case Managers & Provider Agencies
IM 18-022 July 25, 2018 IRSS Stakeholder Meeting Notes 8/27/2018 Stakeholders IRSS, Residential Services July 25, 2018 IRSS Stakeholder Meeting Notes
IM 18-021 Fact Sheets for HCBS-DD and SLS Waiver Dental Benefit 8/9/2018 Waiver participants, their families, Case Managers, Service Provider Agencies Dental, Waiver, Benefits

Home and Community Based Services: Dental Benefits for Members in the Persons with Developmental Disabilities and Supported Living Services Waivers
HCBS-DD and HCBS-SLS Waiver Dental Benefits: Information for Case Managers and Service Providers
IM 18-020 Electronic Visit Verification Implementation Update 8/7/2018 Stakeholders EVV, Electronic Visit Verification, CURES Act, Personal Care, Home Health None
IM 18-019 Home and Community Based Services (HCBS) Children's Extensive Supports (CES) Waiver Spending Limits Increase 7/27/2018 Case Management Agencies CES Waiver, Spending Limit Increase None
IM 18-018 DXC CDASS Case Management Bridge Training 7/27/2018 Single Entry Points and Community Centered Boards Consumer Direction, Webinar, Training None
IM 18-017

CHCBS Parental Fees Stakeholder Meeting Announcement

 7/23/2018 Stakeholders Parental Fees, Stakeholders, Meetings, CHCBS None
IM 18-016 2018 Supported Employment I-DD Roundtables 7/18/2018 Community Centered Boards (CCB), Program Approved Service Agencies (PASA) and other stakeholders I/DD Roundtables; Supported Employment 2018 Supported Employment I/DD Roundtables Flyer
IM 18-015 IDD Waiver Renewal Stakeholder Meeting Announcement 7/18/2018 Stakeholders CES, DD, SLS, Waiver Renewal, Stakeholders, IDD None
IM 18-014 Individual Residential Support Services (IRSS) Stakeholder Workgroup 7/18/2018 Stakeholders IRSS, Individual Residential support services, regulation, stakeholder meeting

Host Home Meeting Agenda

8.609 IRSS Rules 
IM 18-013 Children's Habilitation Residential Program (CHRP) Waiver Expansion 7/10/2018 Stakeholders Children’s Habilitation Residential Program (CHRP), Child Welfare, intellectual and developmental disabilities, children, Residential, Behavior, benefits, Services, HCBS, Waiver None
IM 18-012 Waiver Implementation Council Membership 7/9/2018 Stakeholders Waiver Implementation Council, WIC, membership None
IM 18-011 SB 18-231 Task Force Announcement 7/5/2018 Stakeholders SB 18-231, Task Force, Intellectual and Developmental Disabilities, Children, Transitions          Senate Bill 18-231 Signed
IM 18-010 Opportunities for Engagement on HCPF MSB Rules 7/2/2018 County Departments of Human/Social Services Medical Services Board, MSB, Rules, Feedback None
IM 18-009 CWA Waiver Ending 7/2/2018 Eligibility Sites CWA Waiver None
IM 18-008 Medicare Savings Programs and the Colorado Indigent Care Program 6/21/2018 Eligibility Sites Medicare Savings Programs, MSP, Colorado Indigent Care Program, CICP None
IM 18-007 Deadline Extended for the Member Experience Advisory Council Grant Application

6/15/2018

 County Departments of Human/Social Services

County Grants, Grant Program, Grant Funding, Member, Experience Advisory Council

FY 2018-19 Member Experience Advisory Council (MEAC) Development Grant Application (including Appendix E, Conditions of Funding)
IM 18-006 Disability Competent Care Videos 6/12/2018 Primary Care Providers, Case Management Agencies, Service Provider Agencies, Members with disabilities and their families Disability Competent Care, Educational Videos, Provider Education

None
IM 18-005 Accountable Care Collaborative Phase II County Listening Sessions 06/07/2018 County Departments of
Human/Social Services and local public health agencies		 ACC Phase II, Listening Session, Member Feedback, Provider Feedback, Child Welfare

None
IM 18-004 FY 2018-19 HCPF County Administration Allocation 07/01/2018 County Departments of Human/Social Services Directors County Administration, Allocation, County Admin, FY 18-19 FY 2018-19 HCPF County Admin Allocation Detail
IM 18-003 Aging & Disability Resources for Colorado (ADRC) and No Wrong Door (NWD) Funding Efforts 05/21/2018 Office of Community Living Stakeholders No Wrong Door, ADRC, Medicaid Administrative Claiming, Federal Financial Participation, Federal Match, LTSS None

IM 18-002

(superseded by IM18-007)

 FY 2018-19 Member Experience Advisory Council Development Grant Application 05/15/2018 County Departments of Human/Social Services  County Grants, Grant Program, Grant Funding, Member Experience Advisory Council

FY 2018-19 Member Experience Advisory Council (MEAC) Development Grant Application (including Appendix E, Conditions of Funding)

FY 2018-19 MEAC Grant Application Interview Slots 
IM 18-001 FY 2018-19 County Grant Program Applications

05/15/2018

 County Departments of Human/Social Services County Grants, Grant Program, Grant Funding

FY 2018-19 County Grant Program Track 1 Application – All Projects except Equipment Requests

FY 2018-19 County Grant Program Track 2 Application – Equipment Requests Only

FY 2018-19 County Grant Program Preferred Projects List

FY 2018-19 County Grant Program Interview Slots

Appendix D, Conditions of Funding