FSSP Wait List Management

Section: Case Management Agency (CMA)
Created: 02/25/2024
Revised:
Effective: 03/01/2024

Purpose

This policy outlines Weld County CMA's (WCCMA) procedure for managing the waiting list for members eligible for the Family Support Services Program (FSSP).

Policy

In accordance with current Colorado state rules and statutes, contracts, and Department operational memos and guidance, WCCMA shall maintain an FSSP program specific waiting list within the Department’s prescribed system for all eligible individuals when funding is not available.

Scope

This policy applies to all WCCMA staff.

Contract Citation(s)

2.4 Waiting List Management

Rule Citation(s)

10 CCR 2505-10 8.7558.E FSSP Waiting List

10 CCR 2505-10 8.7558.C Eligibility

FSSP General Summary

Case Management for State General Fund program support is the coordination of services provided for individuals with an Intellectual and Developmental Disability or Developmental Delay that consists of facilitating enrollment, assessing needs, locating, coordinating, and monitoring needed FSSP funded services, such as medical, social, education, and other services to ensure nonduplication of services, and monitoring         to ensure the effective and efficient provision of services across multiple funding sources.

At minimum, the FSSP Coordinator is responsible for:

  • Determining initial and ongoing eligibility for the FSSP
  • Assisting Applicants with the Assessment
  • The development and annual Reassessment of the Family Support Plan (FSP)
  • Ensuring service delivery in accordance with the FSP
  • Coordinating with the Family Support Council (FSC) as needed

Procedures:

FSSP / Waiting List Coordinator

In accordance with Colorado FSSP rules and regulations, WCCMA has designated one person as the contact for the overall implementation and coordination of the FSSP, to include the Waiting List: FSSP Coordinator.

Waitlist Placement Criteria

Prior to being placed on the FSSP waiting list, the FSSP Coordinator shall verify program eligibility criteria has been met in accordance with Colorado rules and regulations: 

  1. Any individual with an Intellectual and Developmental Disability or Developmental Delay, as determined pursuant to Section 25.5-10-211, C.R.S., living with their Family.
    1. Living with a Family means that the individual's place of residence is with that family.
      1. Living with Family may include periods of time from one day to up to six (6) months during which time the individual is not in his or her primary residence because of transition into or out of the home.
        1. WCCMA, in cooperation with the local FSC, shall determine what constitutes a transition.
    2. The Family and eligible individual shall reside in the State of Colorado.
  2. FSSP funding is not available.
  3. The family must not be on Waiting Lists simultaneously in two distinct areas within Colorado.
  4. Eligibility for the FSSP does not guarantee the availability of services under this program.

FSSP Waiting List Placement

  1. When a FSSP applicant meets the eligibility criteria for the waiting list, the FSSP Coordinator shall contact and inform the eligible member, parent, or the member’s legal guardian of a) meeting program eligibility, b) program services, c) other community and program supports, d) waiting list procedures, and e) their place on the waiting list.
    • In accordance with FSSP rules and regulations, the FSSP Coordinator will distribute the prioritization procedure to families in their defined service area at the time the family requests FSSP funding, when the individual is placed on the waiting list, or upon request.
  2. If the member, member’s legal guardian, or parent chooses to be placed on the waiting list, a Weld FSSP Coordinator will offer to assist in completing the Assessment of Need. The Assessment will be completed in accordance with FSSP rules and regulations.
  3. The FSSP Coordinator shall complete data entry of the Waiting List record into WCCMA’s tracking system and the Department prescribed system within ten Business Days of any addition or change to the Waiting List.
  4. Waiting List Placement
    • In accordance with 10 CCR 2505-10 8.7558, placement shall be based on the assessed need of each family, with families with the highest assessed needs being prioritized for FSSP state funding.
    • If the assessed need of a family is at the same level as others on the waiting list, the date of application will determine waiting list placement.
  5. The FSSP Coordinator will consider alternative programs, resources, and emergency fund options for all waitlisted families:
    • Any individual on the waiting list for FSSP may receive emergency funding through the Weld FSSP Emergency Fund if the needs meet the parameters set by the FSC and WCCMA. The utilization and distribution of FSSP emergency funds shall be in compliance with 10 CCR 2505-10 8.7558.G.4 and all applicable policies and procedures developed by the FSC and WCCMA.

FSSP Needs Assessment and Enrollment Prioritization

The FSSP gives priority to services for individuals and families classified as "Most in Need." This categorization is based on a comprehensive Needs Assessment.
It is mandatory for families to undergo a Needs Assessment. This document compiles in-depth information about their unique needs and circumstances. The assessment process is applied uniformly and consistently across all evaluated families.
Upon completion, the Needs Assessment is scored, reflecting the severity and immediacy of the family's needs. This score is then recorded both in WCCMA’s FSSP Waiting List system and the Department-prescribed system, offering a measurable indicator of each family's situation.
Families receiving the highest scores on the Needs Assessment are prioritized, meaning those with the most significant needs are offered FSSP services first.
To ensure accuracy and relevance, the Needs Assessment is required to be updated annually. Updated scores from these annual reviews are incorporated into the FSSP Waiting List, maintaining up-to-date prioritization.
Possession of a current and completed Needs Assessment is essential for eligibility for FSSP admission. Families lacking a completed Needs Assessment, or those with an assessment older than a year, are ineligible for FSSP services until they fulfill this requirement.

Enrollment from Waiting List to FSSP

As funding becomes available for the FSSP in Weld County, the FSSP Coordinator shall oversee the placement process according to these guidelines:

  1. At the start of every new FSSP year, WCCMA and the FSC will clear the waiting list by developing an allocation methodology to distribute all the funds to eligible families. The methodology shall factor:
    • the total funds awarded by Health Care Policy & Financing (HCPF)
    • the total number of open and waitlisted people, and
    • the assessment of need scores and their corresponding tiers of low, medium, and high.  
  2. Mid-year enrollments resulting from freed up funds due to FSSP member closures, terminations, etc., shall be considered for services in order of placement on WCCMA’s waiting list.
  3. Once a person is selected from the waiting list, the FSSP Coordinator will contact the family representative to review continued program eligibility and offer the available services. The decision to accept the vacancy must be made within the agreed-upon timeline.
  4. If services are accepted, the FSSP Coordinator will follow standard FSSP enrollment policies, procedures, and requirements.
  5. Families that decline services shall be removed from the Waiting List. If they remain interested in FSSP, they will be contacted prior to the next fiscal year for a new MIN assessment and consideration for funding.
  6. WCCMA will remove individuals from the Waiting List once enrollment is authorized and the individual, guardian, parent, or family representative accepts services. All activities will be documented in the CCM within five days.

Removal from Waiting List:

Individuals will be removed from the Waiting List for the following reasons:

  1. Service Enrollment: When the individual enrolls in a requested service.
  2. Declining the FSSP.
  3. Death of the Individual.
  4. Change of Residency: If the person relocates to a county outside WCCMA’s catchment area and requests placement on a Waiting List in another service area.
  5. Voluntary Withdrawal: Upon request by the individual, guardian, authorized representative, or family member, as appropriate.
  6. Change in Eligibility: If the person is determined to no longer meet the criteria for developmental disability.
  7. No Longer Needing Services: If the person's need for the requested services ceases.
  8. Relocation Out of State: If the individual moves out of state.

Waiting List Management - Guidelines

The FSSP Coordinator maintains a current and accurate waiting list for eligible individuals not receiving FSSP services in the current fiscal year.
Any changes in the needs or recommendations for someone already on the Waiting List will not affect their position or status on the list. However, the services requested or the anticipated timeline for these services might be subject to modifications.
Individuals who are currently receiving FSSP services will not be included on the waiting list for the program.
The management of the Waiting List will be conducted in a fair and impartial manner.
WCCMA will offer information and referrals to families during the annual follow-up.
WCCMA will continue to refer families on the Waiting List to other available community resources and inform them about their options regarding providers, waivers, and services.

Policy Review

This policy will be updated as needed based on feedback and changes to contractual and regulatory requirements.

 

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