Sedgwick County Information Management D-05

PURPOSE: 

To establish the procedures in which Sedgwick County Developmental Disability Organization (SCDDO) will report and analyze data to meet contractual requirements and manage the intellectual and/or developmental disability (IDD) service system.

POLICY:

SCDDO will develop and maintain a data system to collect and report information for the purposes of meeting contractual requirements, quality oversight, system management and planning. SCDDO community service providers (CSP) must submit information timely and assist SCDDO in maintaining and monitoring data validity consistent with Kansas Department for Aging and Disability Services (KDADS) requirements.

PROCEDURES:

1. All individuals determined eligible and waiting to receive services or currently receiving IDD services will be entered into the KDADS Kansas Assessment Management Information System (KAMIS).
2. SCDDO will collect and maintain demographic and service information for all individuals determined IDD eligible.
3. Upon initial determination of IDD eligibility all individuals ages five and up are required to have a functional assessment to determine eligibility for Home and Community Based Services (HCBS)-IDD Program The assessment will be entered into the KAMIS system for scoring. A Notice of Action will be sent to the individual/guardian.
4. Individuals will be reassessed annually per KDADS policy. Failure to complete a required assessment will result in a loss of funding and/or closure from the IDD system.
5. Individuals on the State waiting list for HCBS-IDD Program funding, that are offered funding, or seeking an exception, must have completed a functional assessment within last 365 days. If one has not been completed SCDDO will schedule the assessment. Failure to complete a required assessment will result in offer of funding being withdrawn, exception request denial and/or closure from the IDD system.
6. Individuals who chose to no longer wait for funding/services or terminate all services will be marked as inactive in KDADS KAMIS system and in SCDDO’s data management system.
7. When an individual moves to another CDDO area, SCDDO will transfer the KAMIS data and IDD eligibility information to the receiving CDDO.
8. Individuals not receiving targeted case management (TCM) services and who do not receive an annual assessment will be contacted annually, at a minimum, to verify their information recorded is accurate.

TCM Responsibilities

1. Upon receipt of an initial referral for TCM services, the TCM will receive demographic and service information, review for accuracy and submit any needed changes to SCDDO within 15 business days.
2. Thereafter, the TCM will be responsible for completing and submitting updated demographic and service data collection forms in the event of any change to SCDDO within five business days.