STATE OF WASHINGTON



center31912900STATE OF WASHINGTONDEPARTMENT OF SOCIAL AND HEALTH SERVICESAging and Long-Term Support AdministrationHome and Community Services Division18859501941195HCS MANAGEMENT BULLETIN00HCS MANAGEMENT BULLETINPO Box 45600, Olympia, WA 98504-5600H20-021 Policy & ProcedureMarch 25, 2020 TO:Home and Community Services (HCS) Division Regional Administrators Developmental Disabilities Administration (DDA) Regional AdministratorsArea Agency on Aging (AAA) DirectorsFROM:Bea Rector, Director, Home and Community Services DivisionDebbie Roberts, Deputy Assistant Secretary, Developmental Disabilities AdministrationSUBJECT:Temporary Policy Changes for Individual Provider (IP) Contracting and Background Check Processes To Support Social Distancing Efforts Related to COVID-19PURPOSE:To notify staff of temporary changes in policy related to IP contracting and background checks, including alternatives to current policies which require close contact or in-person activities. BACKGROUND:In response to the ongoing and fluid situation with COVID-19, ALTSA and DDA have put into place temporary options for completion of IP contracting and background checks to support social distancing efforts. ?WHAT’S NEW, CHANGED, OR CLARIFIED:Until further notice, offices that perform IP contracting functions will make every effort to complete contracting tasks remotely. Staff are still required to verify the identity of the IP applicant and collect the necessary documents but are to use alternative methods to in-person contracting included below.ACTION:Effective immediately Staff must verify the identity of the IP applicant and collect necessary documents, but may utilize the options below as appropriate. Once the emergency circumstances have been lifted and in-person contracting can resume safely, any IPs that were contracted without an in-person verification of the individual’s identity will need to briefly visit the appropriate office to provide original identification documents as per current policy. Use secure email for communications with current IPs and IP applicants when any sensitive information is being shared, such as social security numbers. Instructions for internal and external secure email are provided in the links below. Send and receive IP Contractor Intake form and IP Contract via secure email, mail, or fax. Allow alternative signature methods on Contractor Intake form and IP Contract.IP applicant may return the Contractor Intake Form and IP Contract signed electronically by secure email (see attached instructions).IP applicant may return the completed Contractor Intake form by secure email and if unable to sign electronically they will include the following statement in the body of the email “I certify, under penalty of perjury as provided by the laws of the State of Washington, that all of the foregoing statements are true and correct, and that I will notify DSHS of any changes in any statement.”Contracting office may review the IP Contactor Intake form with the applicant IP using telephone or video conferencing technology and complete the form on their behalf. IP contracts specialist will request consent from IP applicant and document on the signature line “Signature accepted by email/text/phone on `X date”.Contracting office may review the IP Contract with IP applicant using telephone or video conferencing technology. IP contracts specialist will offer to read the contract or will provide the IP applicant with the option to waive oral presentation of the contract. IP contracts specialist will request consent from IP applicant and document on the signature line “Signature accepted by email/text/phone on `X date.” IP contracts specialist will note below the signature line whether they recited the contract or the applicant waived the right to oral presentation of the contract. Contracting office will inform IP applicants that they will be required to provide a hard copy signature of forms when feasible.Staff contract signers may also sign electronically at this time and follow up with hard copy signature when feasible.Contracting office will provide copies of completed forms to IP applicants via secure email when the applicant has email access.Contracting offices will maintain a log of all IPs contracted using alternative signature methods. When feasible, contracting offices will follow up and obtain hard copy signatures on all documents. Offices will retain documents signed using alternative methods. Allow copies of valid picture Identification (Department of Licensing is allowing online renewals for the next 30-days when a document expires within the next year) and Social Security cards via secure email, mail, or fax if accompanied by identity verification such as:Skype or other video conferencing session with IP applicant to verify the individual matches their Identification. Document in the IP file that identity was verified by this method. A photograph showing their full face with the IP holding their Identification such that it can be read. Only in circumstances where identity verification is not possible, schedule a time for the IP to meet in an office location and practice social distancing including: Meet by appointment onlyThe meeting should be limited to a 1:1 meetingCreate temporary physical barriersCreate staggered schedulesMaintain distance of at least 6 feet Sanitize counters, pens, and door knobs between visitorsIn instances where we are not able to verify the applicant’s identity, call the client, confirm that the IP applicant is the person they want to provide their services, and ask the client to review the Identification of the IP applicant to confirm it is valid. Document these steps.Do not authorize payment until Identity has been verified as described above or per current policy. Follow the guidance above for re-contracting a current IP. Because identity would have already been verified prior to the initial contract, you may use the DOL lookup to check for a valid ID at re-contracting. DOL is allowing online renewals for the next 30-days when a document expires within the next year. Conduct remote individual or group teleconference Contracting Sessions and: Contact SEIU at iporientation@ to provide a schedule of group Contracting Sessions. This includes the time, date and call in information. Also provide a list of IPs who are being contracted individually prior to the Contracting Session when possible. Continue to provide the union with the contact information of all IPs who were contracted without the union present and continue to provide IPs with information on how to contact the union for more information. Coordinate with PPL Payment Support Specialists (PSS) to schedule the remote training sessions offered by PPL on how to use IPOne. IPs can receive a remote training session by contacting the IPOne Call Center at 844-240-1526 and requesting that a Payment Support Specialist from PPL reach out to them to schedule this training session. Contracting staff should not be providing training on how to submit timesheets as a substitution for canceled in-person training sessions with PSS staff.Mail, email, or remotely review the contracting packet documents with the IP including providing the following links: General Union Information: Membership Card: Background ChecksPer policy, continue to mail Background Check Result Notifications to IPs. If mailing isn’t feasible, email Background Check Result Notifications using secure email only and do not provide RAP sheets. Alternatively, inform the IP that they may request copies of their results from BCCU at Applicant Request for a Copy of Background Check Information Form (DSHS 27-110) . Continue to send Stop Work Notices and Client PANs to remind IPs to complete the two-year online background check. RELATED REFERENCES:Electronic Signatures RCW?19.360.020ATTACHMENT(S):Secure email internal: Secure email external: \sCONTACT(S):Stacy Graff, Individual Provider and Administrative Hearing Program Managerstacy.graff@dshs.(360) 725-2533April Hassett, Contracts Manager360.725.2387april.hassett@dshs.DDA:Jaime Bond, State Plan Services Unit Manager Phone: 360-407-1567jaime.bond@dshs.Melissa Randles, Individual Provider Program ManagerPhone: 360-407-1515melissa.randles@dshs. ................
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