Children's Home and Community Based Services (HCBS) Waiver Provider Information
Policy
- Conflict-Free Case Management Policy #HH0012 - Updated: November 2022
- HCBS Provider Designation: Non-licensed/Designated/Certified Provider #CW0014 - Effective April 11, 2022, Updated October 11, 2022
- Palliative Care: Counseling and Support Services and Health Home Care Management Policy #CW0015 - December 2021
- Children's HCBS Provider Designation and Re-designation Procedure #CW0013 (PDF) - Revised July 2021
- Participant's Rights and Choice Policy #CW0009 (PDF) - Effective April 1, 2021
- Complaint and Grievance Policy for HCBS Providers #CW0008 (PDF) - Effective April 1, 2021, Updated November 2022
- Children's HCBS Waiver Disenrollment Policy #CW0006 (PDF) - Effective April 1, 2021
- HCBS Provider Reportable Incidents Policies and Procedures #CW0004 (PDF) - Effective April 1, 2021, Updated November 2022
- Children's Waiver HCBS Policies (PDF) - February 2021
- HCBS Provider De-Designation Procedure #CW0003 (PDF) - September 2020
- HCBS & CFTSS Timely Claim Filing Guidance (PDF) - June 2020
- Background Check Requirements for HCBS Providers #CW0001 (PDF) - Effective April 1, 2019
Guidance
- Children's Waiver HCBS Staffing Allowances Clarification - (Web) - (PDF) - October 19, 2023
- Children's HCBS Medicaid Managed Care Plan Transfer Continuity of Care Requirements - (Web) - (PDF) - September 5, 2023
- Utilization Management and Other Requirements for 1915(c) Children's Waiver Services - (PDF) - Updated May 8, 2023
- Changes to Respite Telehealth Services Under the 1915(c) Children's Waiver Home and Community Based Services (HCBS) - (PDF) - December 13, 2022
- Designated HCBS Provider Attestation - (PDF) - Updated November 2022
- Use of Foreign Education Documents to Verify HCBS Staff Qualification Requirements - (PDF) - July 28, 2022
- Children's HCBS Billing and Claiming Required Processes - (PDF) - April 4, 2022 (PDF)
- Continuity of Care for CFTSS and HCBS - (PDF) - Updated November 2020
- HCBS Provider Directive to Continue Services to Participant and Seek DOH Assistance - (PDF) - October 2020
- HCBS Versus State Plan Services Delivered During School/Day Time - (Web) - (PDF) - Updated May 2023
- Children's Medicaid Spend-down Coverage Guidance - (PDF) - May 2020
- Effective Changes to the Children's Waiver of HCBS and Children and Family Treatment and Support Services (CFTSS) - (Web) - (PDF) - April 2020
- Process for Renewing and Establishing Medicaid for Children's Waiver Participants - (PDF) - March 2020
- Requirements for Service Providers Delivering CFTSS and Children's HCBS (Web) - (PDF) - March 2020
- Guidance for Providers Regarding Student Interns and Limited Permits for CFTSS and HCBS Required to be Provided by a Licensed Practitioner - (PDF) - June 2019
Webinars and Provider Meetings
Monthly State Discussion with Children's Waiver HCBS Providers
2024
- Eligibility & Enrollment, PHE Unwind, FIPS, Authorization & Referral Form, Discharge & Disenrollment, Final Rule, Waiver Amendment/Approval - (PDF) - February 2024
- Respite Billing Reminders, HCBS Provider Case Reviews, Reminder of F/S/D Determinations, HCBS Provider Designation and how Services are provided - (Web) - January 2024
- 2024 Monthly HCBS Provider/State Discussions Schedule - (Web)
2023
- eFMAP, Waiver Amendment, Updated Claims Submission Process, Electronic Referral, Relative Definition, HCBS Eligibility Clarification, Provider Case Review (PDF) - November 2023
- eFMAP, Billing Updates, Continuity of Care Requirements, Electronic Referral and Authorization Forms, CFASS Staffing Changes and Authorization (PDF) - September 20, 2023
- Staff Compliance Tracker, Updated Authorization Form, Referral Portal, Waiver Amendment, Annual Case Reviews (PDF) - July 2023 (PDF)
- Documentation Policy, SMART Goals, Parent Info Sheets, HCBS During the School Day, UM Update, IRAMS, Referral Portal (PDF) - May 2023 (PDF)
- Documentation Policy, Regional Meetings, eFMAP Updates - April 2023 (PDF)
- WY2021-2022 Case Review Combined Meeting - January 2023
2022
- HCBS Case record Review, eFMAP Updates, Electronic Referral Form - December 2022 (PDF)
- eFMAP Updates, HCBS Provider Attestation Reminder, POC Workflow, Medical Necessity - November 2022 (PDF)
- Case Review &Next Steps, eFMAP Updates, HCBS Provider Attestation, HCBS F/S/D - October 2022 (PDF)
- Amendment Update, eFMAP Updates, HCBS Manual, Capacity Tracker Updates, HCBS referral process - September 2022 (PDF)
- Waiver Renewal, Amendment Update, eFMAP updates, HCBS Annual Audit and Case Review - August 2022 (PDF)
- Waiver Renewal and Amendment, eFMAP Updates, HCBS staff Qualification and Case review, Authorization Reminder - July 2022 (PDF)
- Case Review Follow-up, eFMAP Updates, Building Capacity, Palliative Care Services and Medical Respite - June 2022 (PDF)
- Case reviews, Capacity Tracker Survey Reminder and Feedback, eFMAP Updates - May 2022 (PDF)
- Year 2021-2022 HCBS Provider Review Information Session (Process Overview-timeline, communication, sampling) - May 2022 (PDF)
- Waiver Renewal, Temporary Extension, MMCP Pass throughs, Bereavement, HCBS Billing and Claiming - April 2022 (PDF)
- eFMAP Updates, Capacity Tracker updates & Preliminary Data, Final Rule Updates, HCBS Designation - March 2022 (PDF)
- eFMAP, Waiver Renewal, Children's Service Capacity Tracker, Case Review Waiver Year 21-22 - February 2022 (PDF)
2021
- Waiver Amendment, Provider Designation Attestation, eFMAP, Waiver Renewal, Capacity Tracker - November 2021 (PDF)
- eFMAP, Waiver Renewal, Pending Waiver Amendment, Provider Designation Attestation - October 2021 (PDF)
- HCBS Provider Attestation - November 2021 (PDF)
- Children's HCBS Provider Designation, HCBS Case Reviews & Training Survey, Children's Waiver Updates, IRAMS Q&A - June 2021 (PDF)
- IRAMS, Final Rule Reminder, Follow-up: HCBS Delivery Education - April 2021 (PDF)
- Special Needs of Target Populations, Tracking HCBS Capacity, IRAMS - March 2021 (PDF)
- Annual HCBS Case Reviews, Follow-Up: proposal to combine CFSS with CSATS - February 2021 (PDF)
- Final Rule, Discussion: proposal to combine CFSS with CSATS - January 2021 (PDF)
2020
- EVV Reminder, Final Rule, LPHA Attestation, HCBS 2019-2020 Case Review - December 2020 (PDF)
- Follow-up from October Meeting, Service Access, HCBS Case Reviews, Provider Designation and Attestation - November 2020 (PDF)
Additional Webinars
- Palliative Care Bereavement Counseling and Bereavement Coordination by HH - (Web) | (PDF) | Recording (YouTube) - December 2021 (PDF)
- Plan of Care & Person Centered Planning Requirements - (PDF) | Recording (YouTube) - April 2021
- Incident Reporting and Management System (IRAMS) User Introduction for Health Homes and Care Management Agencies - PDF | Recording (YouTube) - March 2021
- Incident Reporting and Management System (IRAMS) User Introduction for HCBS Providers and C-YES - PDF | Recording (YouTube) - March 2021
- Children's Waiver Reporting for Critical Incident and Complaints & Grievances - PDF | Recording (YouTube) - March 2021
- Children's Waiver Enrollment and Disenrollment Webinar - PDF | Recording (YouTube) - March 2021
- Participant Rights and Choice Webinar - PDF | Recording (YouTube) - February 2021
- Medicaid and the Children's Waiver Webinar - PDF | Recording (YouTube) - January 2021
- Understanding Medicaid Webinar - PDF | Recording (YouTube) - January 2021
Resources
- Children's HCBS Brochure (PDF) - August 19, 2022
- Secure File Transfer 2.0 Quick Reference Guide (PDF)
- Secure File Transfer 2.0 Frequently Asked Questions (PDF)
- Children's System Definitions Tip Sheet (PDF) - November 2020
- HCBS Quick Reference Guide (PDF) - May 17, 2019
HCBS Setting Rule
- HCBS Final Rule Compliance Policy #CW0016 - (Web) - (PDF) - December 3, 2020, Updated October 17, 2022
- Children's HCBS Providers Final Rule Documentation Worksheet - (XLSX) - Updated October 2023
- HCBS Final Rule Background and Compliance Review Overview for the Children's Waiver - (PDF)
- Home & Community-Based Services (HCBS) Final Rule - (Web)
- Children's Waiver HCBS Provider Final Rule Setting Self-Assessment Communication - (PDF) - December 3, 2020
- Children's Waiver HCBS Final Rule Survey - (External link)
- HCBS Final Rule Statewide Transition Plan - (PDF) - Updated in response to CMS comment received initial approval November 2018 (PDF)
- CMS Feedback for Final Approval Letter - Received May 2019
- Initial Approval Letter - Received November 2018
- HCBS Final Rule Statewide Transition Plan - Updated May 2018 in response to CMS comment (PDF)
- HCBS Final Rule Statewide Transition Plan - Updated September 2017 (PDF)
- HCBS Final Rule Statewide Transition Plan - Updated January 2017 (PDF)
- Systemic Compliance Charts for Waivers that were Subsumed into the Combined 1915(c) Children's Waiver - please note that these charts contain original systemic review raw data
Electronic Visit Verification (EVV)
- Children's Waiver Requirements for Electronic Visit Verification (EVV)
- Children's Waiver Electronic Visitor Verification (EVV) Annual DECLARATION Form - (PDF)
- Announcing Electronic Visit Verification Requirements - (PDF) - October 20, 2020
- NY Medicaid Electronic Visit Verification Program (EVV) Resource Library
