dhss-logo

Home and Community Based Services Manual

1.00 Introduction

Home and Community Based Services Manual


1.00 Introduction

Department of Health and Senior Services’ (DHSS) Vision

Optimal health and safety for all Missourians, in all communities, for life.

DHSS Mission

To promote health and safety through prevention, collaboration, education, innovation, and response.

Division of Senior and Disability Services’ (DSDS) Vision

Missourians regardless of their age or abilities can live their optimal life.

DSDS Mission

To protect, support, and empower seniors and individuals with disabilities through assessment and connection to community resources to age with dignity.

Role

DSDS is the designated state agency, carrying out mandates of the state, regarding programs and services for seniors and individuals with disabilities.

DSDS is responsible for the administration and operation of the Medicaid Funded Home and Community Based Services [Needs Link] (HCBS) programs. HCBS provides services that meet the unmet needs of individuals with disabilities allowing them to remain in their least restrictive environment. HCBS DSDS staff and/or its designee process initial referrals, assessments, reassessments, person centered care plans (PCCP), and PCCP maintenance services for the HCBS program.

DSDS investigates reports of abuse, neglect, and financial exploitation, provides crisis intervention, and Adult Protective Services for eligible adults. The Central Registry Unit (CRU) operates the state’s toll-free hotline for reporting alleged abuse, neglect, or financial exploitation of adults with disabilities and seniors aged 60 and above. CRU also registers complaints against hospitals, licensed long-term care facilities, and home-health agencies.

Table of Contents

Legal Authority

Home and Community Based Services Manual


1.00 Introduction

Chapter 192: Department of Health and Senior Services
192.2000DSDS Duties
192.2005Definitions
192.2400 - 192.2505

Protective Services for Adults:

Reporting, Investigations, Employee Disqualification, Criminal Background Check

Chapter 208: Old Age Assistance, Aid to Dependent Children and General Relief
208.865Definitions – Personal Care Attendant and Vendor
208.895 - 208.896HCBS Referrals – Department Duties, Assessments, Care Plans, Structured Family Caregiving Waiver
208.900 - 208.930Personal Care Assistance Services – Eligibility, Consumer and Vendor Responsibilities/Requirements, Electronic Visit Verification (EVV), Denial of Services, Discontinuation of Services

 

Chapter 660: Department of Social Services
660.023In-Home Service Providers, Telephone Tracking System
Chapter 7 - Service Standards
19 CSR 15-7.021In-Home Service Standards
Chapter 8 - Consumer-Directed Services
19 CSR 15-8.100Definitions
19 CSR 15-8.200Eligibility
19 CSR 15-8.400Vendors
19 CSR 15-8.500Hearing Rights
Division 30 – Division of Regulation and Licensure
Chapter 81 – Certification
19 CSR 30-81.03019 CSR 30-81.030 Evaluation and Assessment Measures for Title XIX Recipients and Applicants in Long-Term Care Facilities
Division 70 – MO HealthNet Division
Chapter 91 – Personal Care Program
13 CSR 70-3.320Electronic Visit Verification (EVV)
13 CSR 70-91.010Personal Care Program

Table of Contents

Helpful Links

Home and Community Based Services Manual


1.00 Introduction

A link to the current approved waivers on file with the Centers for Medicare & Medicaid Services (CMS) can be found at the following website:

Medicaid.gov

Current Approved Waivers:

Table of Contents

1.05 Abbreviations

Home and Community Based Services Manual


1.00 Introduction

Programmatic Terms/Services

Abbreviation Term
AAAArea Agency on Aging
ADCAdult Day Care
ADCWAdult Day Care Waiver
ADWAged and Disabled Waiver
AFLAssisted Living Facility 
ANEAbuse, Neglect, and Exploitation
APCAdvanced Personal Care 
ARAdvanced Respite
ASAAdministrative Support Assistant
BRBasic Respite
CDSConsumer Directed Services
CFRCode of Federal Regulations
CILCenter for Independent Living
CMCase Management
CSRCode of State Regulation
EAAEnvironmental Accessibility Adaptations
F2FFace to Face
FMSFinancial Management Service
GHEGeneral Health Evaluation
H&I Hourly and Intermittent
HCHomemaker/Chore Services
HCBHome and Community Based Medicaid
HCBSHome and Community Based Services 
HDMHome Delivered Meals
Hh, hhHousehold
IAInitial Assessment
IHSIn-Home Services
ILWIndependent Living Waiver
ITPIndividualized Treatment Plan
LASALead Administrative Support Assistant
LOCLevel of Care
LTCLong Term Care
MEMedicaid Eligibility
MFPMoney Follows the Person
MSPMedicaid State Plan
ORAOnline Reporting Application
PAPrior Authorization
PCPersonal Care
PCCPPerson Centered Care Plan
Pt/ptParticipant
R&RRights and Responsibilities
RMRegional Manager 
SMESpecialized Medical Equipment
SMSSpecialized Medical Supplies
SNFSkilled Nursing Facility
SSSSocial Service Specialist 
SSUSSocial Service Unit Supervisor
TCTrack Changes

Table of Contents

State and Federal Entities

Home and Community Based Services Manual


1.00 Introduction

Abbreviation Term
APSAdult Protective Services
CMSCenters for Medicare and Medicaid Services
COCentral Office
CRUCentral Registry Unit
DCNDepartmental Client Number (MO HealthNet Number)
DDDDivision of Developmental Disabilities
DHSSDepartment of Health and Senior Services
DLSDivision of Legal Services
DMHDepartment of Mental Health
DSDSDivision of Senior and Disability Services 
DSSDepartment of Social Services
EVVElectronic Visit Verification
FAMISFamily Assistance Management Information System
FSDFamily Support Division
HCYHealthy Children and Youth Program
HHHome Health
HIPAAHealth Insurance Portability and Accountability
MHDMO HealthNet Division
MMACMissouri Medicaid Audit and Compliance Unit
OAAOlder Americans Act
RCFResidential Care Facility
RegRegion
RSMoRevised Statutes of the State of Missouri
SDSpenddown
SIUSpecial Investigations Unit
SLUMSSt. Louis Mental Status Exam
SSSocial Security
SSNSocial Security Number
WTWebTool

Table of Contents

Medical

Home and Community Based Services Manual


1.00 Introduction

Abbreviation Term
ADAlzheimer’s disease
ADLActivities of daily living
AIDSAcquired immunodeficiency syndrome
ALSAmyotrophic lateral sclerosis (Lou Gehrig’s Disease)
AMAAgainst medical advice
Appt/apptAppointment
bid, b.i.d.Twice a day
BMBowel movement
BPBlood pressure
c/oComplains of
CADCoronary artery disease
CHFCongestive heart failure
COPDChronic obstructive pulmonary disease
CPCerebral palsy
CVA Cerebral vascular accident (stroke)
CXRChest x-ray
DMDiabetes mellitus
DODoctor of osteopathic medicine
DrDoctor
DxDiagnosis
ECG or EKGElectrocardiogram
EDEmergency department
EREmergency room
FrFracture
GERDGastroesophageal reflux disease
gtt, gttsDrop(s) 
H&PHistory and physical
HIVHuman immunodeficiency virus
HOHHard of hearing
HRHeart rate
HTNHypertension (high blood pressure)
Hx, hxHistory
IADLInstrumental activities of daily living
IDDMInsulin dependent diabetes mellitus
IMIntramuscular
IVIntravenous
LLiter
MDMedical doctor
mgMilligram
mlMilliliter
MSMultiple sclerosis
MVAMotor vehicle accident
N/V, N&VNausea and vomiting
NG, ngNasogastric
NPO, n.p.oNothing by mouth
O2Oxygen
OTOccupational therapy
PCPPrimary care physician
PO, poBy mouth
Post-op, post-opPostoperative (after surgery)
Pre-op, pre-opPreoperative (before surgery
prnas needed
PROM Passive range of motion
PTPhysical therapy
PTSDPost-traumatic stress disorder
Q2h, q.2h (number can 
vary)
Every two hours (number can vary)
qd, q.d.Every day
qh, q.h.Every hour
qid, q.i.d.Four times a day
RARheumatoid arthritis
RNRegistered nurse
ROMRange of motion
RxPrescriptions
S/S, s/s, Signs and symptoms
SLPSpeech-language pathology (Speech Therapy)
SOBShortness of breath
sub-qSubcutaneous
tabTablet
TBTuberculosis
TBITraumatic brain injury
TID, tid, t.i.dThree times a day
Tx, txTreatment
VsVital signs

Table of Contents

Other

Home and Community Based Services Manual


1.00 Introduction

Abbreviation Term
AKAAlso known as
ATCAttempt to contact
d/tdue to
DOBDate of Birth
DPOADurable power of attorney
E:Email
F:Fax
hrHour
LKALast known addres
LMLeft message
mnMinutes
Mo, moMonth
Msg, msgMessage
OVOffice Visit
POAPower of attorney
RcvdReceived
TCF/TFTelephone call from
TCT/TTTelephone call to
VMVoice mail
Wk, wkWeek

Table of Contents

1.15 Code of Ethics

Home and Community Based Services Manual


1.00 Introduction

Division of Senior and Disability Services (DSDS) is charged with the responsibility to provide aid and assistance to the elderly and adults with disabilities living in the state. One component of DSDS’ operational responsibilities is the administration of Home and Community Based Services (HCBS) which align with the ethical and culturally competent standards of the Department of Health and Senior Services (DHSS).

In coordination with the Department Director, the Division Director, and Deputy Division Director, DSDS staff have the opportunity to serve vulnerable individuals and have a positive impact on their quality of life. Understanding and adhering to ethical and culturally competent standards helps to ensure quality services are delivered.

It is the responsibility of DSDS staff to understand and follow the policies outlined in the HCBS Manual and the DHSS Administrative Policies (http://dhssnet/policiesprocedures/ [Needs Link]). The National Association of Social Workers (NASW) Code of Ethics (https://www.socialworkers.org/About/Ethics/Code-of-Ethics) is an additional resource for DSDS staff.

DSDS staff shall implement the following ethical principles while interacting with participants, stakeholders and coworkers. DSDS staff shall:

  1. Work to serve in the best interest of the participant;

  2. Ensure a participant’s rights of privacy, dignity, respect, and freedom from coercion and restraint;

  3. Ensure a participant’s HCBS optimizes individual initiative, autonomy, and independence in making life choices;

  4. Ensure a participant is able to facilitate individual choice regarding services and supports, and who provides them;

  5. Maintain professional interactions with participants and recognize potential placement of personal bias and values upon participant, stakeholders or coworkers;

  6. Attain informed consent from the participant prior to assessing for HCBS;

  7. Respect, verbalize, and explain the participant’s right to confidentiality by utilizing the DHSS Notice of Privacy Practices form (see Policy 9.00, Appendix 1 [Needs Link]);

  8. Endeavor to understand the vast cultural and linguistic diversity among participants and ensure proper cultural considerations are implemented;

  9. Interact and communicate with participants in a clear, concise and easy to understand manner;

  10. Encourage the inclusion of family or other informal support systems in the development of the Person Centered Care Plan (PCCP) or other decisions regarding HCBS;

  11. Maintain professional boundaries by refraining from personal relationships, business arrangements or other possible conflicts with participants, stakeholders and coworkers;

  12. Do no harm. Communication and interaction with participants, stakeholders and coworkers shall be conducted in a way that promotes the professional relationship and builds upon a strengths based perspective.

DSDS staff shall understand, acknowledge and adhere to the DSDS Code of Ethics in conducting all state business. Any deviation from the Code of Ethics shall be subject to supervisory approval, up and including to the Division Director.

Table of Contents

1.20 Final Rule Medicaid HCBS

Home and Community Based Services Manual


1.00 Introduction

The Home and Community Based Services (HCBS) Final Rule established by the Centers for Medicare and Medicaid Services (CMS) defines HCBS settings and Person Centered Care Planning (PCCP) (Policy 4.20 [Needs Link]) requirements in Medicaid HCBS Waiver programs. The purpose of the rule is to ensure individuals receive HCBS in settings that are integrated in and support full access to the greater community. This includes opportunities to seek employment and work in competitive and integrated settings, engage in community life, control personal resources, and receive services in the community to the same degree as individuals who do not receive HCBS.

Home and Community Based (HCBS) Setting

The Final Rule establishes mandatory requirements for the qualities of HCBS settings and identifies settings that are not HCBS. All HCBS settings must meet the following requirements:

  • Be integrated in and support access to the greater community;
  • Provide opportunities to seek employment and work in competitive integrated settings, engage in community life, and control personal resources;
  • Ensure the individual receives services in the community to the same degree of access as individuals not receiving HCBS;
  • Is selected by the individual from among setting options, including non-disability specific settings;
  • Ensure an individual’s rights of privacy, dignity, respect, and freedom from coercion and restraint;
  • Optimizes individual initiative, autonomy, and independence in making life choices;
  • Facilitates individual choice regarding services and supports; and who provides them.

Each participant is informed of their right to receive services in a setting in the above requirements through the HCBS Care Plan and Participant Choice Statement (HCBS-3).

Table of Contents

1.25 Electronic Visit Verification

Home and Community Based Services Manual


1.00 Introduction

The 21st Century Cures Act mandates the use of Electronic Visit Verification (EVV) for all Medicaid personal care services (PCS). This applies to PCS provided under sections 1905(a) (24), 1915(c), 1915(j), 1915(k), and Section 1115.

Missouri Code of State Regulations (CSR) 13 70-3.320 sets forth additional requirements for use of EVV for services identified by MO HealthNet Division and provided to a MO HealthNet participant with a prior authorization or care plan as approved by the Department of Health and Senior Services.

Purpose

EVV improves the quality of care provided to individuals and enhances quality control by utilizing technology to capture point-of-service information related to the delivery of in-home services.

Table of Contents

Requirement

Home and Community Based Services Manual


1.00 Introduction

Neither the 21st Century Cures Act nor MO CSR 13 70-3.320 provides HCBS participants the opportunity to opt out of these requirements. Refusal to comply with EVV requirements will result in closure of authorized HCBS through DSDS. DSDS shall initiate the Adverse Action process when a participant refuses to comply with EVV requirements. Participants not utilizing EVV, but who wish to comply with EVV requirements, shall be directed to contact their HCBS provider to ensure compliance. If a participant’s provider cannot accommodate the participant’s EVV needs, a provider change shall be initiated.

Providers and/or participants identified as noncompliant with EVV requirements by Missouri Medicaid Audit and Compliance (MMAC) will be forwarded to DSDS for a provider change or closure of HCBS.

Table of Contents

Policy Manual Index

Home and Community Based Services Manual


1.00 Introduction

ChapterPolicyPolicy Number
1. IntroductionIndex 
Introduction1.00 [NEEDS LINK]
Abbreviations1.05 [BROKEN LINK]
Code of Ethics1.15 [NEEDS LINK]
Final Rule Medicaid HCBS1.20 [NEEDS LINK]
Electronic Visit Verification1.25 [NEEDS LINK]
2. Medicaid FundingMedicaid Eligibility2.00 [NEEDS LINK]
General Requirements2.00 Appendix 1 [NEEDS LINK]
Medicaid Income Charts2.00 Appendix 2 [NEEDS LINK]
Medicaid Eligibility Codes2.00 Appendix 3 [NEEDS LINK]
3. Available Home and Community Based ServicesHome and Community Based Service (HCBS) Introduction3.00 [NEEDS LINK]
Basic Personal Care – State Plan (Agency Model)3.05 [NEEDS LINK]
Advanced Personal Care - State Plan (Agency Model)3.10 [NEEDS LINK]
Authorized Nurse Visits State Plan (Agency Model)3.15 [NEEDS LINK]
Personal Care Services in a Residential Care
Facility/Assisted Living Facility (RCF/ALF) – State
Plan
3.20 [NEEDS LINK]
Personal Care Assistance – State Plan (ConsumerDirected Model)3.25 [NEEDS LINK]
Adult Day Care Waiver (ADCW)3.31 [NEEDS LINK]
Chore (Aged and Disabled Waiver) (ADW)3.35 [BROKEN LINK]
Home Delivered Meals (ADW)3.40 [NEEDS LINK]
Homemaker (ADW)3.45 [NEEDS LINK]
Respite Care (ADW)3.50 [NEEDS LINK]
Adult Day Care (ADW)3.51 [NEEDS LINK]
Independent Living Waiver3.55 [NEEDS LINK]
Structured Family Caregiving Waiver3.60 [NEEDS LINK]
Non-Medicaid Eligibility (NME)3.65 [BROKEN LINK]
Social Services Grant General Revenue Protective Services Participants3.70 [NEEDS LINK]
Home and Community Based Service Units and Rates3.00 Appendix 1 [NEEDS LINK]
Home and Community Based Services Cost Maximums3.00 Appendix 2 NEEDS LINK]
Consumer Directed Services Tax Information3.25 Appendix 1 [NEEDS LINK]
Waiting List Notice for Independent Living Waiver Services

3.55 Appendix 2

4. Home and Community Based Assessment, Care Planning and Authorization ProcessHCBS Processes Introduction4.00 [NEEDS LINK]
Intake Process4.05 [NEEDS LINK]
Explanation of the Level of Care Determination4.10 [BROKEN LINK]
Assessment Process4.15 [BROKEN LINK]
Person Centered Care Planning and Maintenance4.20 [NEEDS LINK]
Provider Reassessment Process4.25 [BROKEN LINK]
Case Notes Documentation4.30 [NEEDS LINK]
Service Coordination4.35 [NEEDS LINK]
Department of Mental Health (DMH) Service Coordination4.35.1 [BROKEN LINK]
Healthy Children and Youth (HCY) Service Coordination4.35.2 [NEEDS LINK]
Program of All-Inclusive Care for the Elderly (PACE)4.35.3 [NEEDS LINK]
Case Closure4.40 [NEEDS LINK]
Collateral Contacts4.00 Appendix 1 [NEEDS LINK]
Participant Choice Statement and Instructions HCBS-3

4.00 Appendix 2

Adult Day Care Participant Rights and Responsibilities4.00 Appendix 2c [BROKEN LINK]
Agency Model Participant Rights and Responsibilities4.00 Appendix 2d [BROKEN LINK]
CDS Participant Rights and Responsibilities4.00 Appendix 2e [BROKEN LINK]
RCF/ALF Personal Care Participant Rights and Responsibilities4.00 Appendix 2f [NEEDS LINK]
Structured Family Caregiving Waiver Rights and Responsibilities4.00 Appendix 2g [NEEDS LINK]
In-Home Services Worksheet Form/Instructions HCBS-3a

4.00 Appendix 3

Consumer-Directed Services Worksheet Form/Instructions HCBS-3c

4.00 Appendix 4

Physician Notification of Care Plan Form/Instructions HCBS-11

4.00 Appendix 5

Department of Mental Health’s (DMH) Consumer Information Management, Outcomes, and Reporting (CIMOR)4.00 Appendix 6 [NEEDS LINK]
Department of Mental Health, Division of Developmental Disabilities Contact Information4.00 Appendix 7 [NEEDS LINK]
SLUMS Form/Instructions

4.00 Appendix 8

Home and Community Based Options Information4.00 Appendix 9 [BROKEN LINK]
Self-Direction Assessment Questions

4.00 Appendix 10

Participant Contact Letter

4.00 Appendix 11

Participant Communication – Reason for Contact4.00 Appendix 12 [BROKEN LINK]
Healthcare Professional Inquiry

4.00 Appendix 13

Healthcare Information Request

4.00 Appendix 15

Structured Family Caregiving Waiver Diagnosis Verification Form HCBS-11aAppendix 16
5. Adverse ActionAdverse Action5.00 [NEEDS LINK]
Legal References for Adverse Action5.00 Appendix 1 [BROKEN LINK]
Adverse Action Notice for Home and Community Based Services HCBS-12

5.00 Appendix 3

Application for State Hearing for Home and Community Based Services HCBS-12a

5.00 Appendix 4

Reversal of Adverse Action Notice for Home and Community Based Services HCBS-12b

5.00 Appendix 5

Notice of Closure for Home and Community Based Services HCBS-12m

5.00 Appendix 6

6. Appeals and Hearing
Process
Appeal and Hearing Process6.00 [NEEDS LINK]
Department of Social Services, Division of Legal Services Regional Offices6.00 Appendix 1 [NEEDS LINK]
HCBS Witness Information6.00 Appendix 2 [NEEDS LINK]
Qualifying Witness Statement6.00 Appendix 3 [BROKEN LINK]
Centers for Medicare & Medicaid Services (CMS) Letter6.00 Appendix 6 [NEEDS LINK]
Cover Letter for Hearing Request HCBS-12h6.00 Appendix 7 [NEEDS LINK]
Agency Witness List

6.00 Appendix 8

7. Show-Me HomeShow-Me Home (SMH)7.00 [NEEDS LINK]
Show-Me Home Regional Staff Contacts7.00 Appendix 1 [NEEDS LINK]
Show-Me Home Option Counseling Transition Coordination Contractors Map7.00 Appendix 2 [NEEDS LINK]
Show-Me Home HCBS Referral Assessment Form HCBS-1b7.00 Appendix 3
Show-Me Home Participation Agreement7.00 Appendix 4
Show-Me Home Transition Plan7.00 Appendix 5
Show-Me Home Approval Notice Plan

7.00 Appendix 6

Show-Me Home Ombudsman Referral

7.00 Appendix 7

Health, Safety and Welfare Assessment for Show-Me Home7.00 Appendix 8
Show-Me Home Referral Notification7.00 Appendix 9
Request for Show-Me Home Funds7.00 Appendix 10
Show-Me Home Funds Notification7.00 Appendix 11
8. Miscellaneous and FormsAbuse, Neglect, and Exploitation8.00 [BROKEN LINK]
Participant Case Records8.05 [NEEDS LINK]
Provider Complaint Process8.15 [NEEDS LINK]
Abuse, Neglect, and Exploitation Indicators8.00 Appendix 1 [BROKEN LINK]
Abuse, Neglect, and Exploitation Alleged Perpetrators Indicator List8.00 Appendix 2 [BROKEN LINK]
HCBS Referral Form HCBS-18.00 Appendix 3
General Health Evaluation and Level of Care Recommendation8.00 Appendix 4
Physician Prescription for Personal Care Services8.00 Appendix 5
Family Support Division HCB Medicaid Referral Form IM-54A8.00 Appendix 6
Provider Complaint Communication8.00 Appendix 7
Eligibility Letter8.00 Appendix 8 [BROKEN LINK]
Person Centered Care Plan (PCCP) Form HCBS-5

8.00 Appendix 9

9. Confidentiality and HIPAAConfidentiality Requirements9.00 [BROKEN LINK]
DHSS Notice of Privacy Policies9.00 Appendix 1 [BROKEN LINK]
Administrative Manual Chapter 11 Code of Conduct – Confidential Information9.00 Appendix 2 [BROKEN LINK]
Administrative Manual Chapter 19 HIPAA and Confidentiality9.00 Appendix 3 [BROKEN LINK]
Administrative Manual Chapter 22 Security Policies and Rules9.00 Appendix 4 [BROKEN LINK]
Acknowledgement Form/Instructions

9.00 Appendix 5

Authorization for Disclosure Form/Instructions

9.00 Appendix 6

HCBS Memos HCBS Memos
Policy Clarification
Questions (PCQ’s)
 PCQ's [NEEDS LINK]

Table of Contents