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Assessment Review Tool: Residential Settings

(iBudget Waiver)

❖ Instructions (Pages 3-5)

❖ Probing Questions (Pages 7-9)

❖ Self-Assessment Review Tool (Pages 10-18)

❖ Remediation Plan Template (Pages 20-22)

Instructions

Provider Self-Assessment Review Tool

Review Tool Instructions

The assessment tool is designed for assessors to determine whether a residential or non-residential setting in which individuals receive Florida Medicaid funded home and community-based services (HCBS) are:

• Home-like (HLE)

• Promote community inclusion (CI)

• Person centered (PC)

Who Uses the Tool?

• HCBS Providers

Providers are required to complete the assessment tool pertinent to the setting and maintain a copy on file. Providers must contact the Agency for Health Care Administration (AHCA) immediately, if they determine the setting meets one or more of the criteria of a presumptively institutional setting.

• Florida Medicaid Health Plans

Health plans providing Long-term Care HCBS are required to ensure providers are compliant with the HCBS Settings Rule (CMS-2249-F).

• State Monitors

The Agency for Health Care Administration, or its delegate, uses the tool to validate provider self-assessments and health plan credentialing. The Agency for Persons with Disabilities, Department of Elder Affairs or other delegate performs the assessments.

Tool Layout

The tool consists of 3 sections:

1. Setting Information

Assessors complete demographic and identifying information about the setting.

2. Presumptively Institutional Settings

Assessors document whether the setting meets one of the three Centers for Medicare and Medicaid Services (CMS)-defined characteristics that indicate a setting exhibits the characteristics of an institution.

Answering “YES” to any of the presumptively institutional criteria may result in the setting being subject to heightened scrutiny. The heightened scrutiny process may include collecting additional evidence of the setting’s compliance with the HCBS Settings Rule, remediation action, a determination by the State the setting complies with the HCBS Settings Rule and a final determination by CMS.

Providers performing self-assessments that answer “YES” to any of the presumptively institutional criteria must send a copy of the fully completed assessment to AHCA at FLMedicaidWaivers@ahca. immediately upon completion including the following additional information with the submission:

• Contact telephone number,

• Contact email address, and

• Any evidence/documentation to-date demonstrating the setting meets the requirements of the HCBS Settings Rule despite meeting the criteria for being presumptively institutional.

3. HCBS Characteristics

Assessors document whether the setting meets the requirements of the HCBS Settings Rule.

Assessors may use the companion HCBS Settings Rule Probing Questions to assist in determining whether a setting meets each requirement. Answering “NOT MET” to any of the standards will require the provider to remediate to come into compliance with the HCBS Settings Rule.

Providers performing self-assessments must work to remediate any deficiencies they identify. Providers may contact AHCA to request technical assistance by sending the fully completed assessment to FLMedicaidWaivers@ahca. including the following additional information with the request:

• Contact telephone number,

• Contact email address,

• Request for technical assistance, and

• Proposed remediation steps and timeframes.

Florida Medicaid health plan or state assessors will inform providers of any deficiencies and will follow the respective remediation process accordingly.

Completing the Tool

Assessors must complete the tool fully and include brief explanations in the comments section to justify their findings.

The assessment sections of the tool have 3 columns:

1. Criteria/Standard

A statement or question pertaining to a specific aspect of the HCBS Setting Rule requirements. The standards include an expectation explaining what is required in order for the setting to meet the accompanying standard.

2. Setting Meets Criteria/Standard Met

The assessor must record whether the setting meets the criteria of a presumptively institutional; setting by indicating “YES” or “NO”.

The assessor must record whether the setting meets the requirements of the HCBS Settings Rule by indicating whether a standard is “MET” or “NOT MET”.

3. Comments

Assessors must justify their findings for each criteria/standard with a brief explanation.

Assessment Process

Assessors must ensure the settings’ operational guidelines comport with whether the individuals receiving HCBS in the setting experience reflects the requirements of the HCBS Settings Rule. Assessors may use the accompanying probing questions as a guide to determine whether a setting is compliant, however, the probing questions are not exhaustive, nor is the assessor required to ask/use all probing questions provided.

Assessors may employ multiple assessment methods such as:

• Policy Review

Review of written policy and procedure documentation when available.

• Provider/Staff Interview

Questioning setting staff on how operations comply with the HCBS Settings Rule and asking them to demonstrate how the setting implements specific requirements.

• Record Review

Observing how requirements are documented in the recipient’s person-centered plan or file.

• Observation

Observing how HCBS Setting Rule requirements are met in the course of service provision.

• Recipient Interview*

Questioning individuals to determine whether their experience demonstrates that the setting fully complies with the HCBS Setting Rule requirements.

*If conducted, the recipient interviews will be conducted at the setting being assessed.

Probing Questions

Provider Self-Assessment Review Tool

|Probing Question: Residential Settings |

|iBudget Waiver |

|Standard |1. Setting |

|1.1 |Is the facility surrounded by high walls/fences and/or have closed/locked gates? |

| |Is the facility setting among private residences/businesses and community resources? |

| |Does the facility purposefully separate individuals receiving Medicaid HCB services from those who do not, or groups of individuals from |

| |others? |

| |Is the facility on the grounds of, or adjacent to, a public institution? |

| |Is the facility on a gross lot area exceeding 8 acres? |

| |Is the facility located on a parcel of land that contains more than one State licensed facility? |

| |Is there an ADT program, or a licensed residential facility on the same or adjacent parcels of land? |

| |Does the licensed capacity of the facility exceed 15 residents? |

| |Are individuals able to come and go from the facility and its grounds at will? |

| |Can individuals engage in community and social activities of their preference outside of the facility at will? |

| |Does the facility impose a curfew, or otherwise restrict individuals’ ability to enter or leave the facility at will? |

| |Do individuals have access to public transportation; are transport options accessible to the individual? |

| |Are public transport schedules and contact information readily accessible to individuals? |

| |Does the facility provide accessible transportation so individuals may access the community? |

| |Does the facility offer training to individuals on how to use public transportation? |

|1.2 |Are the common areas decorated in a home-like fashion (paint, artwork, home furnishings etc.)? |

| |Is there a common living room/social area with home-like furnishings? |

| |Are individuals free to move around common areas, e.g., kitchen, den, living room? |

|1.3 |Are supports provided for individuals who need them to move around the facility independently/at will (grab bars, ramps, viable emergency |

| |exits, etc.)? |

| |Are appliances/amenities accessible to individuals with varying access needs? |

| |Can individuals make use of furniture and spaces conveniently and comfortably? |

| |Are hallways/common areas accessible to individuals of varying needs? |

| |Are individuals, or groups of individuals, restricted from areas of the facility because it is inaccessible to individuals with specific |

| |ambulatory needs? |

|1.4 |Are visiting hours restricted? |

| |Are individuals or visitors required to give advance notice for visitation? |

| |Are there provisions for private visitation in home-like settings? |

| |Are there restricted visitor meeting areas? |

|1.5 |Which areas are individuals restricted from entering? |

| |How are individuals prevented from entering restricted areas (industrial gates, locked door, barriers, etc.)? |

|1.6 |Do individuals have access to laundry facilities? |

| |Do individuals have access to cooking/food preparation facilities? |

| |Are individuals able to complete personal chores/housekeeping if necessary? |

|Standard |2. Room/Privacy |

|2.1 |Do individuals have the option to elect a private room? |

| |Can individuals chose their roommate if applicable? |

| |How can an individual select a roommate (identify character requirements, nominate a specific person, personality/needs matching, etc.)? |

| |Does the individual talk positively about his/her roommate? |

| |Do individuals know how to request a roommate change? |

| |Can married couples elect to share, or not to share, a room? |

|2.2 |How many beds are in the bedroom? |

| |Can individuals decorate their personal space? |

| |Can individuals personalize their furnishing? |

| |Can individuals have home furnishings in their personal space? |

| |Can individuals personalize their furniture arrangement? |

| |Does the individual have the ability to keep and/or prepare food/snacks in his/her personal space? |

| |Are visitors allowed in the individuals’ personal space? |

|2.3 |Do the individuals’ room and bathroom have a locking door? |

| |Who has keys to access the individual’s rooms? |

| |Do furniture arrangements ensure privacy? |

| |Do staff, other residents and visitors always knock, and receive permission prior to entering an individual’s room or bathroom? |

| |Are cameras present in the facility? |

|2.4 |Under what circumstances would an individual’s room be accessed without his/her permission, or without prior notification; were these |

| |provisions discussed with, and agreed to by the individual? |

| |Provide/describe the facility’s privacy and access policy. |

|2.5 |Under what circumstances can an individual change room and/or roommate? |

| |How do individuals request a change of room/roommate? |

| |Does the facility alert individuals that room/roommate preference is available? |

|2.6 |Are individuals able to contact persons of their choosing at will? |

| |Do individuals have private cell phones, computers, telephones or other communication devices for personal communications? |

| |Do the individuals’ rooms have telephones/telephone jack/internet access or internet capabilities? |

| |Are individuals able to contact persons of their choosing in privacy? |

|2.7 |How does the facility make information about how to register an anonymous complaint available to individuals? |

| |Is information about filing complaints posted in obvious and accessible areas? |

| |Are individuals comfortable with discussing concerns? |

|2.8 |Is there a support plan in place for the individual? |

| |Are restrictions documented on an individual basis with complete reasoning and evidentiary support? |

|Standard |3. Meals |

|3.1 |Can individuals eat at times of their choosing? |

| |Do individuals have access to food/snacks outside of prescribed meal times? |

| |If an individual misses a meal, can they eat it, or a replacement at another time? |

| |How are an individual’s preferences incorporated into the facility’s menus? |

| |Can individuals make special menu/meal requests? |

| |Can individuals request an alternate meal? |

| |What restrictions are there on individuals requesting alternate meals? |

|3.2 |Are individuals required to wear bibs or other protection equipment? |

| |Does the facility use home-like dishes and cutlery or disposable tableware? |

| |Are individuals required to stay in the dining room/at the table during meal times? |

| |Are individuals required to sit in an assigned seat for meals? |

|3.3. |Do individuals have to ask staff for a snack? |

| |Can individuals prepare their own snack at will? |

| |What facilities are available for individuals to prepare their own snack? |

| |Does the facility provide snacks; if so, how can individuals access them? |

| |How/where can individuals store snacks/personal food items? |

|Standard |4. Activities/Community Integration |

|4.1 |What publications are available to individuals? |

| |Where are publications kept? |

| |Can individuals choose which publications are available? |

| |Do individuals have access to radios and televisions? |

| |Does the facility afford individuals access to the internet for personal use and/or computers with internet access for communal use? |

|4.2 |How does the facility organize appropriate transportation to community activities? |

| |Provide/describe the facility’s policies and procedures regarding transportation to community activities. |

| |Does the facility have a sign-up sheet and information about provided transportation accessible to individuals? |

|Standard |5. Respect/Rights/Choice |

|5.1 |Do individuals have the option of having personal bank accounts? |

| |How can individuals access their personal funds? |

| |Can the individuals access their funds at any time (i.e. afterhours, weekends, holidays) |

| |How does the facility ensure individuals understand they are not required to sign over their personal resources to the provider? |

| |How does the facility ensure an individual knows they do not have to conform to prescribed schedule for activities of daily living and |

| |social activities? |

| |Do individual’s schedules vary from others? |

| |Do any facility policies or practices inhibit individuals’ choices? |

| |Can individuals choose from a variety of menu options? |

| |May individuals eat alone, or with people of their choosing? |

| |May individuals eat in their private living quarters or in areas of the facility other than a designated dining room? |

| |Are individuals able to participate in community activities? |

| |Are individuals required to participate in any activities? |

| |How does the facility aid individuals who wish to pursue competitive employment? |

| |Are individuals satisfied with the services/supports received and those who deliver them? |

| |Are individuals’ requests accommodated? |

| |Are individuals’ choices facilitated such that the individuals feel empowered to make decisions? |

| |Can the individual choose from whom they receive services and supports? |

|5.2 |Does staff ask the individual about their needs/preferences? |

| |Are individuals aware of how to make service requests? |

| |Do individuals know how to request a change of service provider or support staff? |

| |Is/are the individuals/chosen representative(s) aware of how to schedule a person-centered planning meeting? |

| |Can individuals explain how they would initiate a person-centered plan meeting/update? |

| |Were individuals/representatives present during the last person-centered plan meeting? |

| |Do planning meetings occur at times convenient to the individual/representative(s)? |

|Standard |6. Other |

|6.1 |Does documentation note if positive interventions and supports were used prior to any plan modifications and/or the restriction of an HCB |

| |characteristic requirement? |

| |Were less intrusive methods of meeting the need tried and documented first? |

| |Does the plan include a description of condition that is directly proportional to the assessed need, data to support the ongoing need for |

| |modification, informed consent and an assurance the intervention will not cause harm to the individual? |

|6.2 |Does the individual have a lease, or for facility in which landlord/tenant laws do not apply, a residency agreement? |

| |Are individuals aware of their housing rights? |

| |Do individuals know how to relocate and request new housing? |

| |Does the lease/agreement include protections to address eviction processes and appeals comparable to Florida’s landlord tenant laws? |

Assessment Review Tool – Residential Settings

Developmental Disabilities Individual Budgeting (iBudget) Waiver

|Name of Provider: |      |

|Contact Person for Provider: |      |

|Address: |      |

|County: |      |

|Telephone Number: |      |

|Email Address: |      |

|Medicaid Provider ID Number: |      |

|License Number: |      |

|Provider Type: |Assisted Living Facility | |

| |Group Home | |

| |Residential Habilitation Center | |

| |Other Residential Provider | |

| | Explain:       |

|Setting Location: |Urban | |

| |Rural | |

|Number of Recipients Served Daily: |      |

All standards are in accordance with Title 42, Code of Federal Regulations, Section 441.301

|Presumptively Institutional Settings |

|Criteria |Setting Meets Criteria |Comments |

| |Yes / No | |

|A. The setting is located in a building that is also a publicly or privately operated | YES NO |      |

|facility that provides inpatient institutional treatment. | | |

|B. The setting is in a building on the grounds of, or immediately adjacent to, a public| YES NO |      |

|institution. | | |

|C. The setting has the effect of isolating individuals receiving Medicaid HCBS from the| YES NO |      |

|broader community. Check all that apply: | | |

|Farmstead or disability-specific farm community | | | |

|Gated/secured community for specific disabilities. | | | |

|Multiple settings co-located and operationally related. | | | |

|Residents who live at the setting and attend work or | | | |

|school on site. | | | |

|Setting is designed to only serve individuals with | | | |

|specific disabilities. | | | |

|Setting uses/authorizes interventions/restrictions that | | | |

|are used, or are deemed unacceptable in an institutional setting (ex. | | | |

|seclusion). | | | |

|HCB Setting Characteristics |

|Standard |Setting Met Criteria |Comments |

| |MET / NOT MET | |

|1. Setting |

|1.1 The setting does not intentionally, or effectively, isolate Individuals from the | MET NOT MET |      |

|surrounding community and persons who are not receiving Medicaid HCBS. | | |

|Expectation: | | |

|Individuals do not live in isolated compounds, or settings that limit their potential | | |

|integration with the community at large. | | |

|1.2 The setting’s common areas have a home-like feel. | MET NOT MET |      |

|Expectation: | | |

|Communal areas do not resemble an institution and are conducive to comfortable and | | |

|social interactions free from undue restrictions. | | |

|1.3 The setting is traversable by the Individuals it serves; it meets the needs of | MET NOT MET |      |

|Individuals who require supports. | | |

|Expectation: | | |

|Individuals are able to make their way through the hallways, doorways, and common areas | | |

|with or without assistive devices. Supports are available to Individuals who require | | |

|them. | | |

|1.4 Visitors are not restricted from entering the setting and there is a private meeting| MET NOT MET |      |

|room to receive visitors. | | |

|Expectation: | | |

|Individuals are able to receive visitors. Visitation is not restricted or hampered by | | |

|setting policies or practices. Standard visiting hours are posted and Individuals are | | |

|made aware of afterhours visiting policy. Visitors must be allowed outside of standard | | |

|visiting hours, but restrictions to accommodate other residents, such as limiting | | |

|visitors to certain areas of the setting and observing “quiet hours,” may be imposed. | | |

|There is a comfortable private place for Individuals to have visitors. | | |

|1.5 There are no areas within the setting that the Individual cannot enter without | MET NOT MET |      |

|permission or an escort. If there are such areas, list in Comments. | | |

|Expectation: | | |

|Individuals are able to access all areas of the setting unless their safety would be | | |

|jeopardized, e.g., Individuals do not have access to maintenance rooms, janitor’s | | |

|closets, etc. | | |

|1.6 Individuals have access to standard household amenities/appliances. | MET NOT MET |      |

|Expectation: | | |

|Individuals have independent access to appliances and household amenities in order to | | |

|complete standard household chores and activities of daily living as appropriate. | | |

|2. Room/Privacy |

|2.1 Individuals have a choice of private/semi-private room and choice of roommate if | MET NOT MET |      |

|applicable. | | |

|Expectation: | | |

|Individuals have the ability to choose whether to upgrade to a private room (room and | | |

|board rates may differ based on the Individual’s election of a private or semi-private | | |

|room.) If the Individual is housed in a semi-private room, they are not auto-assigned a | | |

|roommate. | | |

|2.2 The individuals’ living quarters are home-like. | MET NOT MET |      |

|Expectation: | | |

|Individuals’ living quarters do not resemble institutional settings or wards. | | |

|Individuals have the ability to maintain their personal space according to their | | |

|preferences, and living quarters are the appropriate size for the number of residents. | | |

|2.3 Individuals have privacy in their living quarters. | MET NOT MET |      |

|Expectation: | | |

|Individuals have the right to privacy including lockable doors to their living quarters | | |

|unless the Individual’s physical or cognitive condition means their safety could be | | |

|compromised if afforded privacy. Reasons to impede a person’s right to privacy are fully| | |

|and accurately documented. | | |

|2.4 The setting has an appropriate policy for staff access to individual rooms. | MET NOT MET |      |

|Expectation: | | |

|Setting staff respects the Individual’s privacy in their room, is familiar with, and | | |

|properly implements the policy and procedure to enter the Individual’s room (e.g., knock| | |

|twice and wait for a response, etc.). | | |

|2.5 If the desired living arrangement is not available when the Individual moves in, the| MET NOT MET |      |

|Individual is given the opportunity to change when their first choice becomes available.| | |

|Expectation: | | |

|Individuals are given the option to move room and/or change roommate if their preference| | |

|becomes available. | | |

|2.6 Individuals are able to make/send private telephone calls/text/emails at their | MET NOT MET |      |

|preference and convenience. | | |

|Expectation: | | |

|Individuals are able to communicate at will with persons of their choosing and in | | |

|privacy. | | |

|2.7 Individuals know how to file an anonymous complaint. | MET NOT MET |      |

|Expectation: | | |

|Information is available to Individuals on how to file an anonymous complaint. Telephone| | |

|numbers for the Agency Consumer Complaint Hotline, and the Abuse and Exploitation | | |

|Hotline are posted in a common area of the setting. | | |

|2.8 Restrictions are identified, documented and based on the Individual’s needs and | MET NOT MET |      |

|preferences. | | |

|Expectation: | | |

|The service setting should not unduly restrict the Individual. | | |

|3. Meals |

|3.1 Individuals are not required to follow a set schedule for meals. | MET NOT MET |      |

|Expectation: | | |

|Individuals have the choice of when to eat. | | |

|3.2 Individuals are afforded dignity and respect during meal times. | MET NOT MET |      |

|Expectation: | | |

|Individuals are free from unnecessary interventions and rules during meal times which | | |

|may impinge on their ability to eat and drink with dignity and respect. | | |

|3.3 Individuals have access to snacks and are allowed to make their own snacks; there is| MET NOT MET |      |

|an area Individuals can use to keep their own food and prepare snacks (e.g., kitchen or | | |

|snack preparation area with refrigerator, sink, and microwave). | | |

|Expectation: | | |

|Individuals have access to a kitchenette (microwave, refrigerator and sink), a food | | |

|preparation area (a place to prepare and reheat foods), or a food pantry where they can | | |

|store snacks that are accessible at any time. | | |

|4. Activities/Community Integration |

|4.1 Individuals have access to newspapers, radio, computers, television, and/or the | MET NOT MET |      |

|internet. | | |

|Expectation: | | |

|Individuals have access to outside communications. | | |

|4.2 Transportation is provided, or arranged, by the setting to community activities. | MET NOT MET |      |

|Expectation: | | |

|Individuals can get to community activities such as shopping, restaurants, religious | | |

|institutions, senior centers, etc. The setting should have a policy for requesting | | |

|transportation and Individuals should be made aware of the policy. Observe sign-up | | |

|sheets, instructions on how to request transportation, etc. | | |

|5. Respect/Rights/Choice |

|5.1 Individual choices are accommodated including: | MET NOT MET |      |

|Option to keep their own money and control their own resources. | | |

|Create their personal daily schedules (e.g., decide when to wake up or go to bed; go to | | |

|the movies, the mall, religious events, etc.) | | |

|May be employed outside of the setting. | | |

|Meal options including where, when and with whom to eat. | | |

|Expectation: | | |

|Individuals have the right to live in an environment free from coercion where their | | |

|choices are accounted for and honored in accordance with the person-centered plan unless| | |

|the Individual’s safety would be jeopardized. | | |

|5.2 Individuals, or their delegate, are an active participant in the development of, and| MET NOT MET |      |

|updates to, the person-centered plan. | | |

|Expectation: | | |

|Individuals and/or their representatives are active participants in the person-centered | | |

|planning process. Their ability to participate is not impinged upon by the setting, and | | |

|their contributions/opinions are viewed as instrumental to the facilities care planning | | |

|process. | | |

| | | |

| | | |

| | | |

|6. Other |

|6.1. Modifications to HCB Characteristics are addressed and documented. | MET NOT MET |      |

|Expectation: | | |

|Modifications to the HCB Characteristics requirements are supported by an assessed need | | |

|and justified in the Individual’s person-centered plan. | | |

|6.2. The setting has a legally enforceable lease, residency agreement, or other form of | MET NOT MET |      |

|written agreement for each individual? | | |

| | | |

|Expectation: | | |

|Individual has the same landlord/tenant protections, are protected from eviction and | | |

|afforded appeal rights as persons not receiving Medicaid HCBS services. | | |

|Additional Comments:       |

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|Reviewer Name: ____________________________________________________ | |Date: |      |

|Reviewer Signature and credentials: | | | | |

Remediation Plan Template

Provider Self-Assessment Review Tool

Providers must maintain a written remediation plan in the provider files. The remediation plan must document deficiencies identified during the self-assessment, remediation actions to be taken, and a timeline for completion. Providers are encouraged to use the following template but may use other templates that include the required information.

Provider Name: ____________________________

Provider Medicaid ID: _______________________

Facility Address: __________________________

County: __________________________________

|Presumptively |Describe why setting meets |Describe remediation plan and timeline |Date Remediation Completed |

|Institutional Setting |presumptively institutional setting criteria. | | |

|Criteria | | | |

| | | | |

| | | | |

| | | | |

|Standard 1 Setting |Describe deficiency |Describe remediation plan and timeline |Date Remediation Completed |

|1.1 | | | |

|1.2 | | | |

|1.3 | | | |

|1.4 | | | |

|1.5 | | | |

| | | | |

|1.6 | | | |

|Standard 2 |Describe deficiency |Describe remediation plan and timeline |Date Remediation Completed |

|Rooms/Privacy | | | |

|2.1 | | | |

|2.2 | | | |

|2.3 | | | |

|2.4 | | | |

|2.5 | | | |

|2.6 | | | |

|2.7 | | | |

|2.8 | | | |

|Standard 3 |Describe deficiency |Describe remediation plan and timeline |Date Remediation Completed |

|Meals | | | |

|3.1 | | | |

|3.2 | | | |

|3.3 | | | |

|Standard 4 |Describe deficiency |Describe remediation plan and timeline |Date Remediation Completed |

|Activities/Community Integration | | | |

|4.1 | | | |

|4.2 | | | |

\

|Standard 5 |Describe deficiency |Describe remediation plan and timeline |Date Remediation Completed |

|Respect/Rights/Choice | | | |

|5.1 | | | |

|5.2 | | | |

|Standard 6 |Describe deficiency |Describe remediation plan and timeline |Date Remediation Completed |

|Other | | | |

|6.1 | | | |

|6.2 | | | |

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