Long-Term Services and Supports COVID-19 Response

Submit questions related to Home and Community-Based Services (HCBS) case management and service provision to: HCPF_HCBS_Questions@state.co.us 

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Memos and Announcements Related to Services and Case Management

Memos and Announcements
 
Memo Title Memo Topic Issue Date
Operational Memo OM 21-038 Level of Care Operational Changes 4/21/2021
Operational Memo OM 21-037 Updated Information Pertaining to Day Program and Transportation Services in Response to COVID-19 4/21/2021
Operational Memo OM 21-035 PASRR Operational Changes Related to COVID-19 4/8/2021
Operational Memo OM 21-034 Changes to Home and Community-Based Services Rates in Response to COVID-19 3/23/2021
Operational Memo OM 21-031 Case Management Agency and Regional Accountable Entity COVID-19 Vaccination Outreach for Eligible Homebound Health First Colorado Members 3/18/2021
Informational Memo IM 21-022 Day Program Technical Assistance with HCPF & CDPHE

3/2/2021

Operational Memo OM 21-025 Individualized Service Addition to Day Habilitation Services

3/1/2021

Operational Memo OM 21-024

Updated Case Management Operational Changes in Response to COVID-19 2/23/2021
Operational Memo OM 21-013
(superseded by OM 21-024)
Updated Case Management Operational Changes in Response to COVID-19

1/27/2021

Informational Memo IM 21-013

Extending Section 1915(C) Appendix K Flexibilities 1/17/2021
Informational Memo IM 21-004 Department of Health Care Policy and Financing Update to Providers Regarding COVID-19 and Vaccination

1/15/2021

Operational Memo OM 21-009 Changes to Benefits and Services Rates in Response to COVID-19

1/14/2021

Operational Memo OM 21-008 Second Temporary Provider Rate Increase for Nursing Facilities, Intermediate Care Facilities, and Regional Centers

1/14/2021

Informational Memo IM 21-003 Postponed Day Habilitation Changes in Response to COVID-19

1/14/2021

Operational Memo OM 20-105
(superseded by OM 21-025)
Updated: Day Habilitation Services in Response to COVID-19

12/23/2020

Operational Memo OM 20-100
(superseded by OM-20-105)

Updated: Day Habilitation Services in Response to COVID-19

12/11/2020
Operational Memo OM 20-099
(superseded by OM 20-100)
Day Habilitation Services in Response to COVID-19

12/4/2020

Announcement - COVID-19 Testing for HCBS Providers Letter

Free COVID-19 Testing for HCBS Providers 11/9/2020
Informational Memo IM 20-045

Vitamin D Supplementation Recommendations for Older Adults

9/22/2020
Operational Memo OM 20-091 Adult Day Services in Response to COVID-19

9/16/2020

Operational Memo OM 20-090 Billing Guidance for HCBS Providers When Using Telehealth

9/15/2020

Operational Memo OM 20-087
(superseded by OM 20-091)
Adult Day Services in Response to COVID-19 9/4/2020
Informational Memo IM 20-042 COVID-19 Labor Day Safety

9/2/2020

Operational Memo OM 20-086

Reporting COVID-19 Supplemental Payments on the MED-13

8/26/2020

Operational Memo OM 20-083
(superseded by OM 20-099)

Day Habilitation Services in Response to COVID-19

8/6/2020

Operational Memo OM 20-080 Critical Incident Reporting for COVID-19

8/6/2020

Operational Memo OM 20-077
(superseded by OM 20-090)

Billing Guidance for HCBS Providers When Using Telehealth

7/31/2020

Operational Memo OM 20-076 Case Management Agency Member In-Person Requirements and Rural Travel Add-On

7/23/2020

Operational Memo OM 20-075 Updated Case Management Operational Changes in Response to COVID-19

7/22/2020

Operational Memo OM 20-072

Operational Information for HCBS Residential Services Pertaining to COVID-19 and the Protect Our Neighbors Order

7/20/2020

Informational Memo IM 20-031 Information for IRSS Providers Regarding CDPHE Technical Assistance on Infection Control

7/20/2020

Operational Memo OM 20-070
(superseded by OM 21-037)
Updated Information Pertaining to Day Program Services in Response to COVID-19

7/10/2020

Operational Memo OM 20-069 Updated HCBS Provider Retainer Payments

7/9/2020

Operational Memo OM 20-063
(superseded by OM 21-037)

Updated: Operational Changes to the HCBS Non-Medical Transportation Benefit for COVID-19 6/24/2020
Informational Memo IM 20-024

HHS Announces Additional Provider Relief Funds

6/10/2020

Operational Memo OM 20-60

Clarification for HCBS Community Connector and Supported Community Connections Providers Related to COVID-19

5/18/2020

Informational Memo IM 20-021 Informational Memo for SNFs Regarding CMP Usage for Communication Devices

5/14/2020

Operational Memo OM 20-059

Operational Memo for Provider-Owned residential settings regarding the handling of Federal COVID-19 stimulus payments

5/13/2020

Operational Memo OM 20-057
(superseded by OM 20-070)

Day Program Service Operations Under COVID-19 Safer at Home Order

5/12/2020

Operational Memo OM 20-056

Targeted Case Management-Transition Coordination (TCM-TC) Guidance for Transition Coordination Activities During COVID-19 Pandemic

5/11/2020

Informational Memo IM 20-019

State Cross-Agency Guidance on Flexibility in Hiring and Training Staff for Health Care Providers 5/7/2020

Operational Memo OM 20-054

Options Counseling Expectations COVID-19 5/7/2020

Operational Memo OM 20-053
(superseded by OM 21-038)

Level of Care Operational Changes in Response to COVID-19

5/6/2020
Operational Memo OM 20-050

Temporary Provider Rate Increase for Nursing Facilities and Intermediate Care Facilities

5/1/2020

Operational Memo OM 20-049
(superseded by OM 21-013)

Updates: Case Management Additional Operational Changes in Response to COVID-19 Professional Medical Information Page (PMIP)

4/23/2020
Operational Memo OM 20-048

Updated: Changes to Benefits and Services Rates in Response to COVID-19

4/23/2020
Operational Memo OM 20-047

COVID-19 Communications for CDASS Participants Regarding Sick Time

Temporary CDASS Sick Time Request Form - April 2020

4/23/2020
Operational Memo OM 20-046

Updated: Changes to Benefits and Services in Response to COVID-19

4/23/2020
Operational Memo OM 20-045

Eligibility and Notice of Action Changes in Response to COVID-19 for Case Management Agencies

4/23/2020

Operational Memo OM 20-044
(superseded by OM 20-080)

Critical Incident Reporting for COVID-19

4/23/2020

Operational Memo OM 20-043
(superseded by OM 21-035)

PASRR COVID-19 Update 2.5

4/22/2020

Operational Memo OM 20-039
(superseded by OM 20-069)

Updated HCBS Provider Retainer Payments and Case Management Action Required for Closures Related to COVID-19 4/10/2020
Operational Memo OM 20-038

Temporary Training and Certification of Nurse Aides

4/8/2020
Operational Memo OM 20-037

Community Centered Boards and Single-Entry Points Operational Changes in Response to COVID-19

4/8/2020
Operational Memo OM 20-036

COVID-19 Communication for Suspending In-Person Inspections for HCBS Home Modification and Individual Residential Support Services-Host Home Settings

4/8/2020
Operational Memo OM 20-035
(superseded by OM 20-072)
Operational Information for HCBS Residential Services Pertaining to COVID-19

4/7/2020

Operational Memo OM 20-034
(superseded by OM 20-075)

Updated Case Management Operational Changes in Response to COVID-19

4/7/2020

Operational Memo OM 20-032 

Telemedicine in Nursing Facilities, Alternative Care Facilities, and Intermediate Care Facilities for
COVID-19

4/1/2020

Operational Memo OM 20-031
(superseded by OM 20-063)

Operational Changes to the HCBS Non-Medical Transportation Benefit for COVID-19 4/1/2020

Operational Memo OM 20-030
(superseded by OM 20-043)

PASRR COVID-19 Update 2 4/1/2020
Operational Memo OM-20-027

Changes to Signature Requirements for Member Paperwork in Response to COVID-19 for Case Management Agencies

3/31/2020
Operational Memo OM 20-026 Instructions for Nursing Facility Claims when 5615s are Unavailable Due to COVID-19

3/27/2020

Operational Memo OM 20-024
(superseded by OM 20-046)

Changes to Benefits and Services in Response to COVID-19 3/24/2020
Operational Memo OM 20-023 COVID-19 Communication for Supervision Requirements for Class B Licensed HCBS Providers

3/24/2020

Operational Memo OM 20-022
(superseded by OM 20-044)

Critical Incident Reporting for COVID-19 3/19/2020

Operational Memo OM 20-021
(superseded by OM 20-039)

HCBS Provider and Case Management Action Required for Closures Related to COVID-19 3/17/2020
Operational Memo OM 20-020

COVID-19 Communication for HCBS Behavioral Therapy, HCBS-Bereavement Counseling, HCBS-Expressive Therapy, HCBS- Mental Health Counseling, HCBS-Movement Therapy, and HCBS-Therapeutic Life Limiting Illness Support Providers

3/17/2020

Operational Memo OM 20-019
(superseded by OM 20-049)

Case Management Additional Operational Changes in Response to COVID-19 3/14/2020

Operational Memo OM 20-018
(superseded by OM 20-034)

Case Management Operational Changes in Response to COVID-19 3/14/2020

Operational Memo OM 20-017
(superseded by OM 20-057)

Departmental Guidance on Long-Term Care and Congregate Settings 3/13/2020

Informational Memo IM 20-017
(superseded by OM 20-039)

COVID-19 Communication for Adult Day, Day Habilitation and Brain Injury Day Treatment Providers 3/15/2020
Informational Memo IM 20-016 Provides guidance to CDASS participants

3/13/2020

Informational Memo IM 20-015
(superseded by OM 20-043)

PASRR COVID-19 Update 3/13/2020

 

LTSS COVID-19 Resources

ConnecttoCareJobs.com

The Department of Health Care Policy & Financing launched ConnectToCareJobs.com, a new website to help prevent health care workforce shortages in Colorado, during the coronavirus disease (COVID-19) public health emergency and beyond. Focused entirely on health care, ConnectToCareJobs.com quickly connects residential care facilities and providers with health care professionals seeking employment.

ConnectToCareJobs.com allows health care providers to select open positions they are hiring for and be matched with job seekers that fit their hiring needs. Job seekers can create a profile identifying the position they are interested in, the distance they are willing to travel for the position, and other professional skills and experience.

Licensed residential care facilities:

  • Will receive an invitation from the Department of Health Care Policy & Financing to create an account at ConnectToCareJobs.com
  • Input specific jobs you are hiring for with anticipated start dates
  • Update the jobs you are hiring for as new needs are identified
  • Receive immediate job seeker matches

Job seekers:

  • Visit ConnectToCareJobs.com to create your account
  • Fill out the form with information about your skills and availability
  • The matching tool will pair your profile with facilities looking for staff in your field
  • A facility in need of your specific talents may then contact you directly

Many health care employers and employees have experienced significant disruptions due to the COVID-19 pandemic. The Department worked with ADvancing States and Centene Corporation to develop ConnectToCareJobs.com to help Colorado residential care facilities who need employees connect with health care professionals who need jobs.

ADvancing States represents the nation’s 56 state and territorial agencies on aging and disabilities and long-term services and supports directors. Centene Corporation volunteered to donate resources to build, host and develop ConnectToCareJobs.com.

The initial launch of ConnectToCareJobs.com is focused on residential care facilities; the site may expand to include hospitals and home care agencies in subsequent phases.

COVID-19 Training for Frontline Staff

The National COVID-Ready Caregiver Certificate Training Program for Frontline Staff Training topics include:

  • infection control practices
  • personal protective equipment 
  • changes to health and safety practices, and
  • tips for managing stress and anxiety 


If you are unable to afford the training fee, please send an email to HCPF_DCworkforce@state.co.us

COVID-19 Toolkit

COVID-19 Workforce Virtual Toolkit: Resources for Health Care Decision-Makers Responding to COVID-19 Workforce Concerns

This collection provides a curated set of resources and tools for decision-makers managing health care workforce challenges in response to the COVID-19 emergency.

Other Resources

 


LTSS COVID-19 Webinars and Training

Please note:

  • Beginning in 2021, the Office of Community Living will continue to host monthly webinars covering issues related to COVID-19, in addition to other general updates, for the Disability, Older Adult, and Advocacy Communities and LTSS Providers. See the new web page for these monthly update webinars to see information about upcoming and past webinars.
     
  • COVID-19 Residential Care Strike Team Webinar information can be found on the CDPHE Residential Care Strike Team Website.
Stakeholder Engagement for Day Programs
Webinar Materials and Recordings

November 2020

October 2020

September 2020

August 2020

July 2020

June 2020

May 2020

April 2020

March 2020


    Long-Term Services and Supports COVID-19 FAQs

    Frequently asked questions regarding COVID-19 for Case Managers, Home and Community-Based Services, Nursing Facility, ICF and PACE Providers.

    FAQS last updated: April 2, 2021

    Case Management

    Are there alternative ways to perform the Supports Intensity Scale (SIS) assessments during the COVID-19 public health emergency?

    SIS assessment interviews shall be conducted by alternative methods, such as video conference and telephone. If a case manager determines the member requires a Support Level Review based on an increased need due to COVID-19, the case manager may send in a Support Level Review request as normal.

    Can quarterly monitoring contacts be conducted via video conference or telephone?

    Case managers should utilize electronic video (such as Apple FaceTime, Skype or Zoom) to complete routine monitoring unless the member only has the option to use a telephone. The case manager shall log a note in the Benefits Utilization System (BUS) indicating the communication method used to complete the monitoring. For non-routine contacts that may require face-to-face interaction, such as performing an investigation into a member’s health and welfare, the case management agency must follow COVID-19 Centers for Disease Control (CDC) guidelines for precautions and social distancing. Any monitoring that does not require face-to-face contact is required to be completed. For more detailed guidance, refer to Operational Memo OM 20-075: Updated Case Management Operational Changes in Response to COVID-19.

    Can we use video conferencing and telephone to conduct Case Management Investigations?

    While components of a case management investigation may be able to be completed via telephone or other video conferencing, there may be activities that require an in-person presence as noted in the Operational Memo OM 20-075: Updated Case Management Operational Changes in Response to COVID-19.  Any in-person activities should follow COVID-19 Centers for Disease Control (CDC) guidelines for precautions and social distancing.

    How does this public health emergency affect the Human Rights Committee (HRC) procedures?

    HRC meetings can be conducted by alternative methods, such as video conference and telephone. All requirements for HRC, including informed consent, remain.

    What communications will be sent to Program Approved Service Agencies (PASAs) or approved providers about both Case Management Agency (CMA) core work changes and any provider-specific direction?

    Department communication regarding PASAs and approved providers about CMA core work changes due to COVID-19 will continue to be made available through the Department Memo Series and captured on the Department COVID-19 website. Changes to case management or provider requirements are combined into joint memos to both audiences whenever applicable. All changes are communicated utilizing the Memo Series.

    Do case managers need to complete a Service Plan revision if providers are using a different location to furnish the same services?

    Case managers do not need to complete a service plan revision for a change in service delivery location. Please refer to Operational Memo OM 20-046: Updated: Changes to Benefits and Services in Response to COVID-19 for more information pertaining to the temporary changes to waiver benefits.

    Is there any change to critical incident reporting? Are presumptive or confirmed cases of COVID-19 required for a member?

    Critical incidents involving COVID-19 must be identified through the documentation fields in the Benefits Utilization System (BUS). The Department released Operational Memo OM 20-080: Critical Incident Reporting for COVID-19 to provide guidance regarding Critical Incident reports when a member reports they have a presumptive or confirmed case of COVID-19. 

    For the Family Support Services Program (FSSP), State Supported Living Services (SLS) and Omnibus Reconciliation Act (OBRA) program, case managers will enter COVID-19 in the Critical Incident Reporting System (CIRs) in the existing DDD Web/CCMS system and send a notification email to hcpf_cirs@state.co.us. Please note there is not a drop-down option in this system for COVID-19; therefore, the case manager must enter COVID-19 into the text field.

    Are case managers able to accept electronic signatures on member paperwork?

    Case managers can accept an electronic signature on forms requiring a member or legal guardian signature. Please refer to Operational Memo OM 20-027: Changes to Signature Requirements for Member Paperwork in Response to COVID-19 for Case Management Agencies.

    COVID-19 in Residential Settings

    What should I do if someone in a residential setting, such as a Host Home, has a suspected or confirmed case of COVID-19?

    The Department issued guidelines for Providers and Case Management Agencies (CMAs) when there is a suspected or confirmed case of the COVID-19 illness in a residential setting. Those guidelines can be found in Operational Memo 20-072: Operational Information for HCBS Residential Services Pertaining to COVID-19 and the Protect Our Neighbors Order. As always, the Department advises all members and providers to refer to the Colorado Department of Public Health and Environment (CDPHE) and the Centers for Disease Control (CDC) for best practices when dealing with a COVID-19 case.

    Could we take residents from a Group Home, in an effort to offer a change of scenery and some day program activities, to one of our day program facilities?  Even if some of the individuals in those homes are considered a part of the vulnerable population.

    Yes.  If the facility limits this to provide day program services to one Group Home at a time, and adheres to all cleaning and disinfecting protocols in between groups, a provider could take all residents of a group home that would like to participate, to a day program setting.  The setting must be limited to those from one group home and no other outside members in attendance at the time.

    HCBS Eligibility

    Can a member lose Home and Community-Based Services (HCBS) waiver eligibility during the COVID-19 pandemic?

    No. With the exception of terminating coverage for individuals who request a voluntary termination of eligibility, or who are no longer considered to be residents of the state, or who have passed away, members may not be terminated from the HCBS waiver or lose functional eligibility for a program from March 18, 2020 through the end of the month in which the public health emergency ends. However, services may be reduced based on functional need. See Operational Memo OM 20-045: Eligibility and Notice of Action Changes in Response to COVID-19 for Case Management Agencies for full guidance.
     
    What is the new process for individuals determined ineligible at the Initial or Continued Stay Review Assessment?
     
    Members determined ineligible in the intake process will continue to be notified of the eligibility denial using the Notice of Adverse Action Long Term Care (LTC-803). Members determined to no longer meet functional eligibility requirements at the time of CSR will remain enrolled in the existing their existing waiver and an LTC-803 sent notifying them of the denial of services. Please refer to Operational Memo OM 20-045: Eligibility and Notice of Action Changes in Response to COVID-19 for Case Management Agencies for full guidance. 

    Is there any guidance for CHCBS children whose parents may lose their jobs knocking them into the otherwise eligible for Medicaid category? Should we discharge them onto regular Medicaid knowing they will lose their IHSS or should we allow them to continue receiving the waiver until the end of the crisis?

    The Families First Coronavirus Response Act requires states to provide continuous coverage to all Medicaid members during the pandemic. Please refer to Operational Memo OM 20-045: Eligibility and Notice of Action Changes in Response to COVID-19 for Case Management Agencies for full guidance.  Additional information on determining eligibility for CHCBS can be found in Operational Memo OM 21-017.
    Non Medical Transportation (NMT)

    Many providers no longer have 15 passenger vans. Can you provide guidance on how many members are allowed in a 12 passenger van?

    Providers may transport three (3) members per 12 passenger van. Guidelines for hygiene, cleaning, screening, and social distancing shall apply to vehicles of all sizes per Operational Memo OM 20-063: Updated Operational Changes to the HCBS Non-Medical Transportation Benefit for COVID-19.

    Day Programs

    My family member cannot tolerate a mask or a face covering.  Can they still attend their day program?

    The Department understands that not everyone may be able to wear a mask or face covering for the duration of day program. In these cases, day program providers are encouraged to work with the member individually, including in the member's own home, or outdoors in the community. The Executive Order does allow for exceptions to the mask order, therefore if a member is unable to wear a mask or face covering and wants to attend group or base site day program, they must have a note from a medical professional stating that the member is unable to wear a mask. If a member is unwilling to wear a mask or cloth face covering, but does not have a medical exemption, they pose a risk to other members and should not receive services that are provided in a small group or at the setting. Day Program providers are expected to enforce this requirement.

    If we follow CDC and CDPHE guidelines, can my Day Program serve a member who requires physical assistance? Including assistance with personal care?

    Yes. Members who need assistance with daily living skills or mobility may return to their day program. Please see Operational Memo OM 20-070: Updated Information Pertaining to Day Program Services in Response to COVID-19 for details as to how Day Program can be provided under the Protect Our Neighbors phase.

    I operate a Day Program and therefore am considered a Limited Healthcare Setting.  What occupancy requirements do I need to follow?

    Day Programs must comply with occupancy rules for the “limited healthcare settings” category and at whichever level their county is currently in. For example, if your county is at level orange, you may only have 25% of the posted occupancy limit, not to exceed 25 people per room. If your county is at level yellow, you may have 50% occupancy as long as you remain in compliance with Operational Memo 20-070. Please refer to the COVID-19 dial dashboard to determine your counties’ level.

    Do the same rules apply regardless of whether the activity is inside or outside?

    No, the same rules do not apply to activities held outdoors. If a setting is holding activities outdoors, they do not need to adhere to the same occupancy limits set forth by the counties. 

    With the rising COVID-19 cases and restrictions, will the Department make any allowances for Supported Community Connections (SCC) temporarily provided by either the Host-Home Provider (HHP) or Legally Responsible Person, or Community Connector (CC) temporarily provided by the Legally Responsible Person, to be able to be provided in the home?

    Due to the rising number of COVID-19 cases, the Department will be allowing Supported Community Connections (SCC) and Community Connector (CC), provided by either the Host-Home Provider (HHP) or the Legally Responsible Person, to be provided in the home, if the county in which the member resides in is a Level Orange, Red, or Purple on the COVID-19 County Dial Dashboard.  This will be allowed for SCC and CC that are currently authorized and part of the member's service plan only, and these services must remain at the current authorized levels.  No increases may be authorized for this change.  In these counties, goals for SCC or CC should be aimed at assisting the member to connect with their community in a way that everyone is having to adapt to, which is through virtual means and finding online resources to connect to others, such as though community-hosted online book clubs, virtual tours, online museums, cooking classes, etc. If the member resides in a county that is still considered Level Green, Blue, or Yellow on the COVID-19 County Dial Dashboard, then SCC and CC services must continue to be provided out in the community, apart from the member's home.  Service goals would still be aimed at assisting the member to safely get out of the house and interact with their community in a safe and reasonable manner, based on the current restrictions of the county.

    With counties COVID-19 status changing to less restrictive levels based on the Colorado COVID-19 Dial Dashboard, what is the guidance for day providers looking to reopen or increase capacities for in-person, group settings?

    Day programs, including Adult Day Services and Day Habilitation services are considered Limited Health Care Settings and should follow all guidance from CDPHE related to those types of settings. For capacity guidance based on County Level, please refer to the CDPHE Limited Health Care Settings website and the information listed under the heading "Worksites."

    COVID-19 County Dial Dashboard

    Supported Employment

    Can we still use alternative service methods (like video and teleconferencing) to provide and bill for Supported Employment-Group?

    Yes, providers are encouraged to continue to utilize telephone or video conferencing methods to provide job coaching and job development services. Providers must use their best professional judgment to determine if a telephone or video conferencing visit would be beneficial and align with the member's employment needs and goals. Specifically, you can still use alternative service methods to provide and bill for Supported Employment (SE) Group if people are not working at their job site. Supported Employment services may be provided to assist with relevant training, job coaching and skill building ongoing.

    Providers that determine telephone or video conferencing visits can meet the needs of the member must document the assessment and any concerns in the care plan. Providers then must inform case managers of care plan changes.

    Telehealth & Telemedicine

    What changes have been made to telehealth and telemedicine policies?

    Throughout the COVID-19 pandemic, Health First Colorado (Colorado’s Medicaid program) is temporarily expanding its telemedicine policy to authorize the following:

    • Expanding the definition of telemedicine services to include telephone only and live chat modalities.
    • Authorizing Federally Qualified Health Centers (FQHCs), Rural Health Clinic (RHCs) and Indian Health Services to bill encounters for telemedicine visits.
    • Adding specified Physical Therapy, Occupational Therapy, and Home Health, Hospice and Pediatric Behavioral Therapy services to the list of eligible telemedicine services.

    Get additional guidance and visit our Telemedicine webpage for the most up-to-date guidance.

    May Home and Community – Based Services (HCBS) providers use virtual visits or Telehealth to deliver services?

    Yes, HCBS waiver services may be conducted through virtual visits or by using Telehealth. To minimize physical contact between providers and members, the Department has issued an Operational Memo to provide alternative provision allowances. Only those services listed below and outlined in OM 20-046 may use virtual visits or Telehealth for service delivery. 

    • Assistive Technology (available in the BI, CES, SLS waivers)
    • Behavioral Management and Education (BI)
    • Behavioral Therapies – Counseling, Assessment, and Consultation (DD, SLS)
    • Behavioral Therapies – Line Staff (DD, SLS)
    • Bereavement Counseling (CLLI)
    • Wraparound and Intensive In-Home Support Services (CHRP)
    • Expressive Therapy – Music Therapy and Art and Play Therapy (CLLI)
    • Home Modification and Adaptations professional evaluations (BI, CES, CMHS, DD, EBD, SCI, SLS)
    • Independent Living Skills Training (ILST – BI)
    • Life Skills Training (CMHS, EBD, SCI, SLS)
    • Mental Health Counseling (BI)
    • Mentorship (SLS)
    • Movement Therapy – Music Therapy and/or Dance Therapy (CES, CHRP, SLS)
    • Peer Mentorship (SLS, DD, SCI, CMHS, BI, EBD)
    • Substance Use Counseling (BI)
    • Therapeutic Life-Limiting Support Illness Support (CLLI)

    *Brain Injury Waiver (BI), Children’s Extensive Supports Waiver (CES), Children’s Habilitation Residential Program Waiver (CHRP), Children with Life-Limiting Illness Waiver (CLLI), Community Mental Health Supports Waiver (CMHS), Developmental Disabilities Waiver (DD), Elderly, Blind, and Disabled Waiver (EBD), Spinal Cord Injury Waiver (SCI), Supported Living Services Waiver (SLS)

    How do we document or bill for virtual visits? Does the case manager need to be notified?

    Providers who conduct virtual visits must clearly document services rendered in the virtual format within the care plan and notify the case manager of the change in service delivery.  Providers, utilizing virtual or Telehealth options should utilize “02” on submitted claims for “Place of Service.”  The Place of Service description for 02 is, “The location where health services and health related services are provided or received, through a telecommunication system.”

    Please refer to Operational Memo OM 20 – 090 for additional billing guidance related to virtual visits.

    Can I use non-Health Insurance Portability and Accountability Act (HIPAA)-compliant free conferencing tools (like Apple FaceTime and Zoom) for assessments or rendering services approved for virtual visits?

    The new waiver in Section 1135(b) of the Social Security Act explicitly allows the Secretary to authorize the use of telephones that have audio and video capabilities for the furnishing of Medicare telehealth services during the COVID-19 pandemic. In addition, effective immediately, the Health and Human Services Office for Civil Rights (OCR) will exercise enforcement discretion and waive penalties for HIPAA violations against health care providers who serve patients in good faith through everyday communications technologies, such as Apple FaceTime or Skype, during the COVID-19 nationwide public health emergency. For more information please reference: OCR announces notification of enforcement discretion for TELEHEALTH REMOTE COMMUNICATIONS during the COVID-19 nationwide public health emergency.   

    Does the Department cover services delivered over the telephone?

    The Department is covering some home and community-based services (HCBS) when provided over the phone, as a virtual delivery method. The integrity of the service must be maintained when providing services over the telephone.  Please review Operational Memo OM 20-020 and Operational Memo OM 20-046 for further information. Not all HCBS waiver services may be appropriately delivered via telephone. Providers must use their professional judgment when determining if a service is appropriate for virtual service delivery.

    For any questions related to telemedicine and State Plan services, including Physical Therapy, Occupational Therapy and Speech Therapy, please check the Department’s web page Telemedicine - Provider Information for updates.

    As a provider, I used to spend much more time delivering services face-to-face. Now, I spend much less time, less than half, using virtual methods. Can I bill for the time it usually would take me to provide the service?

    HCBS providers may only bill for the time and services rendered. The Department understands that many services are now being rendered via virtual or electronic means and these services may take less time to render than traditional face-to-face service delivery, or members do not have the technological means for virtual services, or members do not wish to receive virtual services for great lengths of time. However, regardless of the service delivery method, providers may only bill for services rendered, even if it is below the authorized amount in the Service Plan.

    If I am a member or work with members with limited access to the internet (broadband) to use Telehealth/Telemedicine, is there any assistance available to help with the ongoing costs of maintaining an internet connection?

    The Federal Communications Commission (FCC) has an Emergency Broadband Benefit program to help households struggling to pay for internet service during the pandemic. Visit https://www.fcc.gov/broadbandbenefit  for more information.

    Other - Support Level Reviews, Electronic Visit Verification, Temporary CNA Requirements

    Is there an expedited process for the Support Level review?

    During the COVID-19 pandemic, if there is a situation where an individual's immediate health and safety is in jeopardy, the Case Management Agency can contact the Department to facilitate an emergency review. Contact information can be found in OM 20-088.

    Is Electronic Visit Verification (EVV) going to be delayed?

    The Centers for Medicare & Medicaid Services have indicated that the federal statutory deadline for EVV does not provide flexibility to delay the EVV mandate past January 1, 2021. As a result, the timeline of August 3, 2020 for the EVV mandate soft launch in Colorado did not change due to COVID-19. Please note the integration of claim processing has been delayed, allowing additional time for providers to implement EVV before impacting reimbursement. The Department will issue information as needed through the Memo Series.

    Where can I find information on any guidance issued by the Department of Regulatory Agencies (DORA) on temporary changes for nurse and nurse aid student requirements?

     

    Contact Us: HCPF_HCBS_Questions@state.co.us

    HCPF COVID-19 Page

    Other Long-Term Services and Supports Programs