Renters and landlords impacted by the COVID-19 pandemic in twelve Arizona counties may now apply for rent and utility assistance through the Emergency Rental Assistance Program. Learn more.
Also effective March 17, 2020, DDD-OLCR has suspended the following types of life safety inspections until further notice:
OLCR will continue to conduct inspections for the following:
Qualified Vendor’s licensing workers may conduct required monthly monitoring visits outlined in the Division’s Policy Manual Chapter 51 Oversight and Monitoring of Developmental Home Services via telephone until further notice.
If there is an emergency review request, please send the request to your District PRC Chair and the DDD Behavioral Health Administration at [email protected].
Please note: The billing guidance below is meant to provide vendors with the appropriate telehealth modifiers, so that vendors can begin providing telehealth services without delay. DDD is currently making changes to its billing system and intends to have new modifiers added by April 8, 2020 for the initial batch of approved services. The rest will be added by the end of April. Any claims using these new modifiers will deny if billed. Any claims billed before implementation of the new modifiers will assist DDD in tracking use of telehealth services and DDD Business Operations will work with vendors to re-bill.
Vendor will complete the DDD Uniform Billing Template as usual, adding the appropriate Procedure Modifier under column Y, Z, or AA. If the member is at home during the service, the POS is 12 under column X.
For example: Service code STA [column F], POS 12 [column X], procedure modifier GT [column Y].
Or complete the CMS 1500 or 837 as usual, adding the appropriate Procedure Modifier in Box 24 D-Modifier. If the member is at home during the service, the POS is 12 under Box 24 B – Place of Service.
Definitions: Place of Service - Place of service (POS) is the originating site which is the location of the AHCCCS member at the time the service is being furnished via telehealth or where the asynchronous service originates. Many services can be provided when the member is at home. Home is POS 12.
Modifiers GT [live] or GQ [pre-recorded] must be used depending on the type of telehealth services provided:
GT: Via interactive “live” audio and video telecommunication systems- The use of telecommunications and information technology to provide access to health assessment diagnosis, intervention, consultation, supervision and information across distance. Most DDD services will use this modifier.
GQ: Via asynchronous “pre-recorded” telecommunication systems (Store and forward). The transfer of data from one site to another through the use of a camera or similar device that records (stores) an image that is sent (forwarded) via telecommunication to another site for consultation. Asynchronous or “store and forward” applications would not be considered telemedicine but may be utilized to deliver services.
UD: Via interactive "live" audio-only telecommunication systems.
The Division encourages Qualified Vendors to provide staff copies of their entire training record to facilitate their ability to work across vendors, if needed. Central Registry checks need to be completed anytime staff move between agencies as per current procedures
The 3/18 Vendor Blast from DDD provides a 90 day extension to employees with expired or about to expire Prevention & Supports certification. It also says that the agency must reevaluate these employees regularly. Can DDD provide additional guidance on what that evaluation should look like (e.g. True vs. False test, or demonstration of techniques) and how it should be documented? (Updated September 14, 2020)
An employee should attend a class or if no class is available, the vendor must document efforts to enroll the employee in class and review proper usage of the techniques with the employee if they are working with a member with a Behavior Treatment Plan, Functional Behavioral Assessment or challenging behaviors that would require the use of physical intervention. The employee review shall be documented in the employee file. The employee shall attend the next available class after the COVID-19 emergency.
What is DDD providing for Instructor Clinics for Article 9 and Prevention and Support? (Updated June 17, 2020)
Article 9
Article 9 Instructor Certification clinics will resume for NEW instructors only. Class size will be limited to eight and will only be hosted in Phoenix, Arizona although applications statewide will be considered. Applications will be processed in the order they are received and those that were submitted in February and March of this year, will be contacted. Please contact Tim Payne at [email protected] for more information.
Article 9 instructors whose certifications have expired or are going to expire, will be given the option to be observed teaching the course on a day and time agreed upon by the instructor and Lead Instructor who will be observing them. Upon a passing observation, they will be given a renewal certificate.
Prevention and Support
If you, or someone in your agency had previously attended the Prevention and Support New Instructor Clinic and were in the process of becoming certified, please contact Tim Payne at [email protected] for more information about how to continue the certification process.
Prevention and Support instructors whose certifications have expired or are going to expire, will be given the option to be observed teaching the skills portion of the course on a day and time agreed upon by the instructor and Lead Instructor who will be observing them. Upon a passing observation, they will be given a renewal certificate. Please contact Tim Payne at [email protected] to arrange for recertification.
The American Red Cross website states that only compressions should be done in an emergency situation during the COVID-19 Pandemic. Per DDD contract requirements, are we required to perform rescue breaths and compressions regardless of the pandemic situation? Or are we only supposed to be doing compressions to reduce potential exposure? (Added September 18, 2020)
During the pandemic, vendors and providers should follow the Red Cross Guidance for First Aid/CPR/AED Care During COVID-19, https://www.redcross.org/take-a-class/coronavirus-information/first-aid-cpr-aed-care-during-covid-19.
Is there any time I will have to bring staff training into traditional compliance (sooner than the end dates that DDD has provided as a COVID 19 flexibility)? (Added January 12, 2021)
Yes. if your agency has an incident that requires that staff be re-trained as part of the remediation plan. The Division's Qualify Management Unit will tell you which specific staff and which training(s) will be required to be updated, based on the incident.
DDD has followed up with its Contracted Assisted Living Facilities (ALFs), Intermediate Care Facilities (ICFs), its sub-contracted Health Plans that operate Skilled Nursing Facilities (SNFs) and its own State Operated Intermediate Care Facilities to ensure that these measures are implemented.
ADHS has also issued guidance prohibiting visits to long-term care facilities except to provide critical assistance. Please refer to ADHS and CDC guidance about general strategies recommended to prevent the spread of COVID-19 in these facilities.
Is the intent of the alternate delivery for Day Treatment announced on March 25, 2020, to allow for a 1:1 Day Treatment rate without the enhanced staffing justification? Is the intent to help families and developmental home providers who have no back up plans if the program closes (they must continue to work, for example)? Will this only be offered to those with no other options as a last resort?
The alternative delivery option was approved to provide more ways to flexibly support members who live in their family home or a developmental home. The intent is to try to provide consistency to the member by allowing a person who usually works with him/her to continue to do so. Enhanced rates (1:1 or 1:2 as published in the Division’s rate book) will not require prior approval during the period of emergency.
Is the intent of the alternate delivery for Day Treatment announced on March 25, 2020, to convert all day programs to a one-on-one service model? The nature of the day programs is a group setting. As such, there will not be enough staff to work full days with each of the members on a one-on-one basis daily.
No. This is simply an option for Day Treatment Vendors to consider during this emergency time period Based on surveys that DDD has conducted with members, families, and providers, the supply of available Day Program staff is greater than the demand for in-home care in the family home or developmental home.
Day Treatment programs are 7 to 8 hours per day. Under this alternate approach, how many hours per day are being considered?
Each member will be assessed based on his or her need for the service.
If Day Treatment Programs are only providing Day Treatment for a few hours/day or week as determined by the families will the responsibility of running and tracking goals be waived? Also, can providers get permission to not run any DTA/HAH goals that require community involvement (shopping, learning to use mass transit, socialization, etc.), Or should providers document COVID-19 as a barrier?
No. Day Treatment and Habilitation services will still require that member’s goals and outcomes be implemented. However, specific outcomes may need to be modified to accommodate social distancing or stay-at-home orders.
Does DDD have guidelines on how providers should handle DTA participants who present with symptoms of colds or respiratory infections such as coughing, runny nose, etc?
Providers should follow ADHS guidance about potential exposure. Members and staff who are visibly sick should be sent home and should immediately isolate and contact their healthcare professional.
How does the alternate delivery for Day Treatment announced on March 25, 2020, work for members who live in a group home or developmental home and attend a Day Treatment by the same provider?
When members live together the Vendor should consider if it can provide the services in a the member’s family home or developmental home at 1:2 or 1:3 rates. For members who live in a group home and can’t or don’t want to go to Day treatment programs, we will support a meaningful day with adjustments to the residential staffing schedules (DDD codes HAB, HPD), as needed, instead of with Day Treatment services.
What will providers need to provide the Division with in order to begin providing the alternate delivery for Day Treatment announced on March 25, 2020?
Vendors need to coordinate with the support coordinator and member teams, who will document in the member record.
What verification will the Division require in order to bill the service? Will providers simply bill DTA or will there be a special code? Can billing for in-home DTA services be adjusted to reflect either half day or full day billing, as opposed to the current hourly billing?
The Division will not require additional verification or approval to bill for Day Treatment in a member’s home or developmental home. Vendors must bill published rates and use the Place of Service Code (POS) 12.
Is DDD going to offer Day Treatment Summer (DTS) this year and can vendors get their sites inspected?
Yes. Vendors of DTS should consider their ability to provide in-home day treatment in members homes or developmental homes or virtual delivery options if appropriate to the member’s outcomes and needs. DTS locations must be Life Safety Inspected by OLCR. DTS programs must ensure that they are implementing COVID-19 mitigation strategies such as increased sanitation, social distancing etc. as outlined in the Division Congregate Care Guidance Document.
Can a developmental home provider be paid to provide 1:1 DTA to a member in their home?
No. The purpose of allowing the flexibility for Day Treatment 1:1 in a developmental home is to provide habilitation and supervision to a member while a developmental home provider is working outside the home. If the developmental home provider is available to provide habilitation to the member, then day treatment should not be assessed
Connect with Us!
Stay up-to-date with news and updates delivered straight to your inbox
Pursuant to Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA) and other nondiscrimination laws and authorities, ADES does not discriminate on the basis of race, color, national origin, sex, age, or disability. Persons that require a reasonable modification based on language or disability should submit a request as early as possible to ensure the State has an opportunity to address the modification. The process for requesting a reasonable modification can be found at Equal Opportunity and Reasonable Modification.