✴️LTSS Care and Case Management (CCM) System Stabilization and Enhancement Dashboard | Department of Health Care Policy and Financing

The Department of Health Care Policy & Financing (HCPF) made significant progress in 2024 to stabilize the Long-Term Services and Supports (LTSS) Care Case Management (CCM) System. As work continues, HCPF acknowledges remaining issues across the CCM System in three key areas including Streamlining Interfaces, Data Quality, and Reporting for Case Management Agencies. Work by HCPF’s contractors (Gainwell and AssureCare) is underway to stabilize the CCM System by remediating these remaining issues. A new integrated schedule to resolve the remaining issues was provided to HCPF in December 2024. In addition, work is underway to complete key initiatives to improve access to care for our members including new programs such as Community First Choice, Money Follows the Person, the new Colorado Single Assessment, as well as a number of other enhancements that were delayed as a result of stabilization issues. This dashboard conveys the progress being made toward each of the stabilization areas and key initiatives.

View Dashboard Previous Updates

Update Status as of April 1, 2025

55% of 188 Features under the new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented.

HCPF has prioritized the American Rescue Plan Act (ARPA) and Community First Choice (CFC) Initiatives for implementation by June 30, 2025. As such, the new implementation date for the Colorado Single Assessment Initiative is in State Fiscal Year 2026 and will depend on meeting key stabilization benchmarks.

Initiative Changes moving from Green (On Track) to Red (Delayed)

Streamline Interfaces and Data Quality are both delayed from 3/31/25 to 6/30/25.
- Testing Quality Assurance took longer than scheduled and the release date for these two initiatives is delayed.

Initiative Changes continue at Yellow status (Potentially Delayed)

HCPF is working with contractors to remediate Community First Choice (CFC) and Money Follows the Person (MFP) defects identified during testing. HCPF approved a modified approach submitted by both contractors that enables CFC and MFP to complete, as planned, by July 1, 2025. Testing is in process and is being monitored closely to keep the implementation on schedule.
Remaining ARPA Enhancements
- ARPA enhancements continue to be developed and HCPF is working with vendors to resolve any issues.

HCPF continues to work with both contractors to create risk mitigation activities that will return all Initiatives to a Green On-Track status.

The implementation schedule below was agreed upon by HCPF’s contractors. Features are normally released every two weeks on a Wednesday. This website is then updated the following Tuesday.

Next Update: April 15, 2025

Additional Information on Care and Case Management (CCM) System Stabilization Initiatives

Streamline Interfaces

These system changes will help Case Managers by reducing rework and duplicative data entry for PAR creation, including resolving the timing and sequencing issues that are created by conflicting workflow. Because of current system issues, Case Managers may continuously attempt to manually resend member PAR and waiver program data across MMIS and CCM System. In addition, the system changes will increase information sharing between Case Managers and Counties for functional and financial eligibility information.
When Phase 2 of Streamline Eligibility was originally implemented there was a conflicting workflow across the CCM and MMIS resulting in:
- Case Managers were not able to create PARs in the MMIS without the HCBS Benefit Plan being available first. This has been resolved.
- The Case Managers are not able to complete assessments in the CCM System to establish the HCBS waiver program type without the PAR being received from the MMIS. This will be resolved through this initiative.

Data Quality

In addition to the streamline interface burdens created for Case Managers, when the Case Manager is able to send PAR or waiver program data across the MMIS and CCM System the transactions are often rejected because the data is not valid.
- For example, a bad date field is passed from the CCM System to the MMIS and is rejected by the MMIS, or;
- A date field from the MMIS is not able to be matched to CCM service plans because of the invalid dates in the CCM System.
Ongoing efforts are underway to solve the data validation issues within the CCM System.
- For example, coming very soon, dates entered into the CCM will require validation before they can be saved by the Case Manager.

Reporting for Case Management Agencies

Case Managers are often having to reconcile the data reported from the CCM System because of issues that need to be resolved through the Streamline Interfaces and Data Quality Initiatives.
The reporting features within the CCM System are not necessarily generating accurate reports for Case Managers.
- For some reports, Case Managers then need to work directly with HCPF to get needed information, causing additional time and work.

Key:

Feature: A change to a system that adds new capabilities, or improves existing capabilities. The number of system projects or changes that are included in the Initiative category.

% Already Completed: Features within an Initiative category may be implemented in stages and not all Features are implemented on the same date. This represents the percentage of Features that have been implemented prior to the Finish Date.

Status:

🟢 On Track: The total number of Features under the Initiative are on track to be released by the Finish Date.
🟡 Potentially Delayed: One or more of the total number of Features under the Initiative are at risk of not being released by the Finish Date so contractors are working to mitigate any risks and still implement in Initiative by the Finish Date.
🔴 Delayed: One or more of the total number of Features under the Initiative will not be released by the Finish Date. HCPF is taking action with its contractors to resolve the issue and release the Features at a future date.

Finish Date: The date when all Features within the Initiative category will be implemented within HCPF systems. These dates do not represent when HCPF may implement a specific program. HCPF may choose to start or change a program at a different date based on funding or the scheduled program start date.

Care and Case Management (CCM) System Stabilization and Enhancement Schedule

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Remaining ARPA Enhancements Include the following 12 enhancements:

Address Confidentiality Program (ACP) Role
ADT Event Notifications in CCM
Case Notes Enhancements - Phase 1
Case Notes Enhancements - Phase 2 (Reports)
CFC CHCBS + CLLI Waiver Merger Stage 1
Critical Incident Reporting (CIRs) Improvements
DD Determination Extension
Legal and Decision: Making Contact Section Updates
Member Identification and Communication Preferences
PASRR Enhancements
Rights Modifications Section - Phase 2
Universal Acuity Tools (PDN LTHH Acuity Tools)

Previous Updates

Date	Update
3/18/2025	54% of 188 Features under the new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented. HCPF has prioritized the American Rescue Plan Act (ARPA) and Community First Choice (CFC) Initiatives for implementation by June 30, 2025. As such, the new implementation date for the Colorado Single Assessment Initiative is in State Fiscal Year 2026 and will depend on meeting key benchmarks for stabilization. Initiative Changes moving from Yellow (Potentially Delayed) to Green (On Track) Replacing the Support Intensity Scale (SIS) The scope of the system change has been approved by HCPF. Technical design is in final draft and on target to complete by March 21, 2025. Initiative Changes continue at Yellow status (Potentially Delayed) HCPF is working with contractors to remediate Community First Choice (CFC) and Money Follows the Person (MFP) defects identified during testing. Both contractors have submitted technical assessments of the modified approach and provided a preliminary timeline to HCPF. For CFC, a plan has been established that includes remediation testing and integrated training to keep the overall project implementation as scheduled for July 1, 2025. Colorado Single Assessment (CSA): Risk to HCPF and contractors’ capacity for quality assurance and testing. The new date for implementation is in State Fiscal Year 2026 and the final date will depend on meeting key benchmarks for stabilization after the launch of other key initiatives on July 1, 2025. The new implementation plan will include a measured, staggered roll-out with small cohorts of Case Management Agencies to ensure appropriate end-to-end testing, defect detection/remediation, and operational readiness. Remaining ARPA Enhancements ARPA enhancements continue to be developed and HCPF is working with vendors to resolve any issues. HCPF continues to work with both contractors to create risk mitigation activities that move all Initiatives back to a Green On-Track status. The implementation schedule below was agreed upon by HCPF’s contractors. Features are normally released every two weeks on a Wednesday. This website is then updated the following Tuesday.
3/4/2025	53% of 188 Features under this new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented. HCPF has made the American Rescue Plan Act (ARPA) and Community First Choice (CFC) Initiatives a priority for implementation. As such, the new implementation date for the Colorado Single Assessment Initiative is in State Fiscal Year 2026 and will depend on meeting key benchmarks for stabilization. As another positive update, some Features under the Transition Services Enhancements Initiative (previously referred by a different name) such as the At-Risk Diversion project are in user acceptance testing by HCPF. Initiative Changes from Green (On Track) to Yellow (Potentially Delayed) Community First Choice (CFC) and Money Follows the Person (MFP) HCPF is working with contractors to remediate CFC and MFP defects identified during testing. Both contractors have submitted their technical assessment of the modified approach and provided a preliminary timeline to HCPF. For CFC, a plan has been established that includes remediation testing through March 7, 2025 to keep the overall project implementation as scheduled for July 1, 2025. A finalized timeline will be available at the next status update. Initiative Changes continue at Yellow (Potentially Delayed) Colorado Single Assessment (CSA): Risk to HCPF and contractors’ capacity for quality assurance and testing. The new date for implementation is in State Fiscal Year 2026 and will depend on meeting key benchmarks for stabilization after the launch of other key initiatives on July 1, 2025. The new implementation plan will include a measured, staggered roll-out with small cohorts of Case Management Agencies to ensure appropriate end-to-end testing, defect detection/remediation, and operational readiness. Remaining ARPA Enhancements ARPA enhancements are in various stages of development through testing. For those components in testing, issues have been identified and HCPF is working with vendors to remediate and then retest prior to being implemented in a future planned release. Some of the remaining Features during testing are under review. Replacing the Support Intensity Scale (SIS) The project scope has been verbally approved by HCPF and official sign-off is in process. Technical design is in process and on target to complete by March 7, 2025. HCPF continues to work with both contractors to create risk mitigation activities that move all Initiatives back to a Green On-Track status. The implementation schedule below was agreed upon by HCPF’s contractors. Features are normally released every two weeks on a Wednesday. This website is then updated the following Tuesday.
2/18/2025	39% of 188 Features under this new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented. The interface designed to reduce many of the streamline interface issues between the MMIS and CCM System was approved to proceed to implementation and is in detailed design at this time. User acceptance testing was completed for ARPA Colorado First Choice (CFC) and ARPA Money Follows the Person (MFP) with a significant number of reported issues, resulting in a decision not to release multiple Features of CFC and MFP in the previous week’s system update. Initiatives at Yellow Potentially Delayed Colorado Single Assessment (CSA): Given the challenges over the last year with the launch and stabilization of the CCM System, HCPF decided to delay the launch of the Colorado Single Assessment and Person Centered Service Plan, and continue to utilize the existing legacy assessment. The new date for implementation is to be determined and will depend on meeting key benchmarks for stabilization after the launch of other key initiatives on July 1, 2025. The new implementation plan will include a measured, staggered roll-out with small cohorts of Case Management Agencies to ensure appropriate end-to-end testing, defect detection/remediation, and operational readiness. Replacing the Support Intensity Scale (SIS): A new Interim Support Level Assessment (ISLA) is being created to populate a Support Level determination. HCPF will be implementing a pilot to test the ISLA outcomes against the corresponding SIS outcomes for newly enrolling adult Members with I/DD. Remaining ARPA Enhancements: Issues were identified for some of the remaining Features during testing. The contractors are working toward issue resolution and are positioned to provide a turn to green plan to the Department by February 7, 2025. HCPF is working with both contractors to create risk mitigation activities that move all Initiatives back to a Green On-Track status. The implementation schedule below was agreed upon by the Department’s contractors. Features are normally released every two weeks on a Wednesday. This website is then updated the following Tuesday.
2/4/2025	35% of 188 Features under this new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented, including 11 items since the last posted update. A proof-of-concept (POC) designed to reduce many of the streamline interface issues between the MMIS and CCM System is scheduled for demonstration to the Department on February 4, 2025. Initiatives Changes from Green On-Track to Yellow Potentially Delayed Colorado Single Assessment (CSA): Risk to the Department and contractors’ capacity for quality assurance and testing. Additional changes have been identified in order to complete the CSA. The Department had to delay the completion of CSA system changes in order to stabilize the CCM and prioritize the resolution of known issues related to Streamline Interfaces and Data Quality Initiatives. The additional changes are being evaluated by the Department and system contractors to determine risk, value, readiness, and alternatives; to decide if the change is needed in order to implement the CSA; and to address any changes to the timeline for implementation and operations. Replacing the Support Intensity Scale (SIS): Requirements are still under review with both contractors. Remaining ARPA Enhancements: Issues were identified for some of the remaining Features during testing. The Department is working with both contractors to create risk mitigation activities that move both Initiatives back to a Green On-Track status. The implementation schedule below was agreed upon by the Department’s contractors. Features are normally released every two weeks on a Wednesday. This website is then updated the following Tuesday.
1/21/2025	29% of 188 Features under this new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented. HCPF’s contractors AssureCare and Gainwell continue to make progress. The contractors released changes to the system last Wednesday that implemented four system updates. The number of Features implemented for Streamline Interfaces increased to 38% and Data Quality increased to 29%. The next major release to make changes to the system is scheduled for mid-February.
01/06/2025	27% of 188 Features under this new Care and Case Management (CCM) System Stabilization & Enhancement Schedule have been implemented. The implementation schedule of the below Initiatives was agreed upon by HCPF’s contractors. Features are normally released every two weeks on a Wednesday. This website is then updated the following Tuesday.