State Supported Living Services (State-SLS) Waiting 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 State Supporting Living Service program.  

Policy

In accordance with current Colorado state rules and statues, contracts, and Dept. operational memos and guidance, WCCMA shall maintain a State-SLS program-specific waiting list within the Department’s prescribed system for all eligible individuals for whom funding is not available.

Scope

This policy applies to all WCCMA staff.

Contract Section(s)

2.4 Waiting List Management, 2.5 Program Enrollment from the Waiting List

2.5.5 Waiting List Records Maintenance, 4.3.2 State-SLS Eligibility, 4.3.3 ISPs

Relevant Rule(s)

8.7557.G Waiting List Protocol

State-SLS Program General Summary

The State-SLS program in Colorado, funded through an allocation from the Colorado General Assembly, is tailored to assist adults with intellectual or developmental disabilities. Its primary goal is to enable individuals to remain integrated within their communities by providing essential support services. These services encompass SLS Waiver services such as personal care and homemaker assistance, employment support, community participation activities, life skills training, and emergency services such as food assistance and pest control. The State-SLS program is a distinct offering and does not replace Home and Community-Based Services for those already eligible but may be used as an interim solution to being enrolled in an HCBS waiver,  in the event of an urgent short-term need, or for individuals who have been determined to meet DD Determination requirements, but do not meet the requirements to be enrolled in HCBS-SLS Waiver.

Procedures:

Waiting List Management Staff

Designated WCCMA staff will manage and monitor the contractually required waiting list for State-SLS.

Waitlist Placement Criteria

Prior to being placed on the State-SLS waiting list, the assigned case manager shall verify program eligibility criteria has been met in accordance with Colorado rules and regulations: 

  1. Individuals must be a resident of Colorado;
  2. Be eighteen years of age or older; and
  3. Be determined to have an intellectual or Developmental Disability pursuant to the procedures set forth in Colorado rules and regulations
  4. Eligibility for the State-SLS program does not guarantee the availability of services under this program.
  5. State-SLS Funding is not available

State-SLS Waiting List Placement

  1. When a State-SLS applicant meets the eligibility criteria for the waiting list,  the assigned case manager shall contact and inform the eligible Member 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.
  2. If the Member or Member’s legal guardian chooses to be placed on the waiting list, WCCMA designated staff 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.
  3. Pursuant to 10 CCR 2505-10 8.7557, persons determined eligible shall be placed on the waiting list of the CMA service area of residency. Placement on the waiting list is based on:  
    • The date on which an individual is determined eligible for the State-SLS program through the DD Determination and the identification of need.

Enrollment Procedure from the State-SLS Waiting List

As funding becomes available in the State-SLS program in Weld County, the CMA shall consider individuals for enrollment according to these guidelines:

  1. Individuals shall be considered for services in order of placement on WCCMA’s waiting list
  2. Enrollment selection from the waiting list is based on the date on which an individual is determined eligible for the State-SLS program through the DD Determination and the identification of need
  3. Individuals with no other State or Medicaid funded services or support will be given priority for enrollment, including individuals who lose Medicaid eligibility and lose Medicaid Waiver Services.
  4. Exceptions to these requirements shall be limited to the emergency situations and hardships defined in 10 CCR 2505-10 8.7557.G, such as homelessness, abusive or neglectful situations, danger to others, danger to self, and loss or incapacitation of the primary caregiver.  Documentation demonstrating how the individual meets emergency criteria shall be maintained in the CMA record.
  5. Once a person is selected from the waiting list based on the above criteria, designated staff will assign the case to a case manager. The case manager will:
    • contact the individual or legal guardian to verify interest in program enrollment; and
    • verify continued program eligibility; and
    • schedule a meeting (virtual, phone, in person) to complete an Individual Service Plan (ISP). 
      • The case manager will complete the ISP in accordance with State-SLS rules in 10 CCR 2505-10 8.7557.
    • The decision to accept the vacancy must be made within the agreed-upon timelines.
  6. If services are accepted, the case manager will follow standard State-SLS program enrollment policies, procedures, and requirements.
  7. Individuals who decline an available opening may maintain their status and position on the Waiting List. The Case Manager will discuss any necessary changes to the timeline with the person or the person’s guardian and update the Dept. prescribed system and Weld’s internal tracking system.
  8. WCCMA will remove individuals from the Waiting List once enrollment is authorized and the individual or guardian either accepts or refuses the enrollment within ten Business Days of their response or the last communication attempt. If enrollment is declined, the reason must be entered into the Department's system Waiting List record within ten business days of the decline.

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. Death of the Individual.
  3. 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.
  4. Voluntary Withdrawal: Upon request by the individual, guardian, authorized representative, or family Member, as appropriate.
  5. Change in Eligibility: If the person is determined to no longer meet the criteria for developmental disability.
  6. No Longer Needing Services: If the person's need for the requested services ceases.
  7. Relocation Out of State: If the individual moves out of state.

Waiting List Management - Guidelines

CMA staff are responsible for maintaining a current and accurate waiting list for eligible individuals in need but not receiving State-SLS funding in the current fiscal year. The waiting list will be reviewed as funding becomes available.

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 receiving State-SLS funding will not be included on the program's waiting list.

The management of the Waiting List will be conducted in a fair and impartial manner.

WCCMA will offer information and referrals to individuals, families, and/or guardians during an annual CM contact.

WCCMA will continue to direct individuals 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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