1. Where do I obtain the Initial Application to become a certified Medicaid Waiver Provider?

To access the initial application packet go to: https://doddportal.dodd.ohio.gov/PRV/certification/Pages/default.aspx. Application forms and associated documents are presented in easy to follow step-by-step instructions. After completing the application and supporting documents, mail the application packet to:

*Please note that the Department of Developmental Disabilities (DODD) will no longer accept paper copies of the applications after July 01, 2011. After that date all applications will need to be completed on-line at the DODD website. Additionally, a toll free number is available if you require assistance in completing the application. The DODD Helpline is 1.800.617.6733.

2. Where do I receive the initial 8 hour Provider training including: MUI, Individual Rights? Universal Precautions, An Overview of Serving Individuals with DD and An Overview of the Medicaid Waiver System?

There are several options available to potential providers in Hamilton County. First, the initial Provider Training is offered free of charge at the Hamilton County of Developmental Disabilities Services (HCDDS) Support Center at 1520 Madison Rd., Cincinnati, Ohio 45206.

For future HCDDS training dates go to: http://www.hamiltondds.org/Resources/TrainingSchedule.aspx.

* Please note that this training is offered on a first come basis. Once seating has reached capacity, doors will be closed. No further entrance will be permitted.

An alternative training option available to potential providers is the initial training offered by The Academy of Direct Support Professionals. The initial trainings are offered Saturdays; cost for attending this training is $80. Both trainings offered by HCDDS and The Academy of Direct Support Professionals feature in-person presentations. For additional information pertaining to trainings offered by the Academy go to: http://academy4dsp.com/Seminars.aspx.

Other options available to local providers are on-line training opportunities.

There are currently two on-line training opportunities.

First, the Ohio Association of County Boards of DD (OACBDD) offers the eight-hour training. All required classes are offered in this training. To access this training option go to: www.oacb.org. You will need to register for Course # 116. The cost of the OACBDD training is $95.

CeuCertificates offers the on-line training for a $60 fee. To access this training go to www.ceucertificates.com. Click on “DD Professionals” to access the training.

3. What other training do I need to complete prior to submitting my application packet?

All providers, both individual and agency employees, must have current certification for both First Aid and  CPR. This certification must be equivalent to the certification offered by the American Red Cross and must be completed by a certified instructor. First Aid/CPR classes taken on-line will not be accepted.

Additionally, if you have been selected by an individual that requires assistance with receiving their medications, you are required to take a Medication Administration training. This is a 14 hour course and costs around $100. To receive a list of local certified Medication Administration trainers please contact Chad Sittloh at Chad.Sittloh@hamiltondds.org or (513) 559-6728.

4. Where do I receive a BCII Background check?

Potential providers can initiate the BCII background checks at the Hamilton County Justice Center. Several local Sheriff’s offices may also initiate the background checks. 

To get a complete listing of local agencies that complete the background checks go to:
www.ohioattorneygeneral.gov/Services/Business/WebCheck/Webcheck-Community-Listing.

HCDDS can also initiate the BCII background check. The cost of the background check at HCDDS is $23 and must be paid at the time of service by check or money order. HCDDS will not accept cash as a method of payment. Additionally, although making an appointment at HCDDS is not required, you should call (513)794-3300 to ensure the equipment is ready and working before you come in for fingerprinting.

 *In order to receive the necessary background check, you must bring a valid driver’s license. Also, please be aware that HCDDS does not complete the background check. Fingerprints are submitted to the Ohio Bureau of Criminal Identification and Investigation in Columbus, Ohio. The Ohio Bureau of Criminal Identification and Investigation will mail you the results. It is your responsibility to ensure the results are included in your application packet.

5.   Are additional background checks required?

 Yes. If you have not been a resident of Ohio during the past five years, you are also required to complete an FBI background check in addition to the BCII background check. The FBI check does not take the place of the BCII background check. Rather, it is a multi-state background check that must be completed in  addition to the BCII background check.

The cost for this check at HCDDS is $25. The Hamilton County Justice Center and several local Sherriff’s offices can also perform this check.

6. What additional supporting documentation do I need to include in my application packet?

In addition to the actual application forms, background check(s) results, and verification of the required trainings, applicants are also required to submit the following:

- Proof that you are at least 18 years of age (valid driver’s license or other government issued photo identification
-A copy of a High School Diploma or GED
-A copy of a valid Social Security card
-Proof of a valid driver’s license (Transportation certification)
-Proof of current auto insurance (Transportation certification)

*Applicants are highly encouraged to maintain copies of all documents included in the application packet.

7. How long will it take the Department of Developmental Disabilities (DODD) to process my  application?

Generally speaking, it will take between 6 to 8 weeks for your initial application to be processed by the DODD. However, if you fail to submit all the required documents, the process will take some additional time. Information pertaining to the status of your application will be communicated to you through  email only.

You will need to periodically check your email to stay informed regarding the status. The DODD has also established a Helpline you may call to inquire of your status. The toll-free DODD Helpline # is: 1.800.617.6733. You will need to speak to someone in the Provider Certification Unit.

8. After I receive my Initial letter can I start providing and billing for services?

No, you will first receive an Initial letter from the DODD. This initial letter indicates that the DODD has approved your packet.

However, the Ohio Department of Jobs and Family Services (ODJFS) will also need to review your application and give final approval. After the ODJFS gives the final approval, you will receive a Final letter. The Final letter will include your Medicaid vendor number. Remember, in most cases you are applying to become a Medicaid Waiver Provider (You are considered a contracted Medicaid vendor).

The exception is if you are only certified to provide Supported Living services, which  is funded 100% by Hamilton County levy funds.

9.  I have received both my Initial letter and Final letter, what’s my next step?  

After receiving both your Initial and Final letters, you will need to email both letters to Angela Hayes at: Angela.Hayes@hamiltondds.org.

HCDDS will then request that you complete some internal agency forms and request that you submit a copy of your driver’s license. Once you have completed the HCDDS forms, your name will be included on the Hamilton County Provider list.

10. After I complete the HCDDS forms, what’s my next step?

After completing the HCDDS forms and being placed on the HCDDS Provider List, the next step is to be selected by an individual for services.

If you have already been selected by an individual to provide services, you will need to meet with the individual’s team members. During this team meeting, the team will determine what services you are to provide and how often.

The individual’s Service Facilitator will create a worksheet authorizing the number of hours you are to provide weekly. The worksheet is submitted to the HCDDS Funding Department which creates a Payment Authorization Waiver (PAWS ). The PAWS for the individual you will serve is submitted to the DODD and included in their database.

* Please note that you cannot begin billing for your services until a PAWS is sent to you.

11. How do I document the services I’m providing for the individual(s) I serve?

Service Delivery documentation forms, Skill Development Methodology forms, Skill Development Tracking forms, Mileage documentation forms and a Medication Administration Record (MAR) are now available at http://www.hamiltondds.org/Tools/Residential.aspx.

Additionally, training for both new and existing providers is available on a monthly basis. To find out when the next training is available contact Chad Sittloh at Chad.Sittloh@hamiltondds.org or at (513)559-6728.

12.  How do I bill for the services I provide?


Providers are independent business owners, and are not employed by the Department of  Developmental Disabilities (DODD) or by HCDDS.

Providers are responsible for submitting claims via the Medicaid Billing System (MBS),  following their claims as they are processed through the system and documenting services. To receive additional information about billing for your claims go to:  https://doddportal.dodd.ohio.gov/PRV/billing/Pages/default.aspx.

Additionally, technical support offered by the DODD is available by calling: 1.800.617.6733. 

Many providers find it absolutely necessary to hire a billing company to effectively submit their bills electronically to the DODD for reimbursement. A list of Billing Agents is available at: http://www.hamiltondds.org/Tools/Residential.aspx.

Lastly, technical support is available for billing issues related to Supported Living expenditures. For local assistance please contact Joan Gilmore at 513.559.6849 or Nancy Bystry at 513.559.6635.

13.  Much of the information I receive seems to revolve around electronic communication. Is it mandatory that I have internet service?
                                   
Most information coming from the DODD will be through electronic means. Without internet  accessibility, Providers may not receive pertinent information which could severely hamper their respective business operation and related success.

 14. What should I expect in regard to the renewal of my certification?
                                   
You will be prompted electronically by the DODD regarding the renewal process, which will include step-by-step instruction on how to complete the process. For technical support please contact 1.800.617.6733.