Home and Community Based Services (HCBS) Referral & Authorization Portal User Guide - Guide to Edits
- User Guide is also available in Portable Document Format (PDF)
Summary: The HCBS Referral & Authorization Portal will undergo updates over time and with it, the User Guide will be updated. This document will serve as a catalog of those User Guide updates for quick reference. Items added in the most recent iteration of this document are highlighted.
| Date Added | Section & Update | Update Summary |
|---|---|---|
| August 20, 2024 | Portal Access - Accessing the System Page 4 Removed information and screenshots |
Removed information pertaining to IRAMS Access and assigning gatekeepers. Information has been moved to the New York State Department of Health Incident Reporting and Management System Access Guide. |
| August 20, 2024 | Child Case Page Page 7 Updated screenshot |
Updated screenshot of Child Case Page to ref lect ability to add associated care managers. |
| August 20, 2024 | Child Case Page - Filters Pages 7-9 Addition of language/screenshots |
The Child Case Page can be filtered to allow users to view their caseloads according to different criteria. Users can filter by designated counties, service types, service status, and organizations. Users can also use the filters to narrow down their search by Managed Care Plans, CMA, Health Home, and HCBS Agency. Users can add multiple filters to ref ine their search to specific criteria. To check the 'Service Status,' the toggle feature may be used to f ilter through referral eligible only, documents only, and recent HCBS activity only. |
| August 20, 2024 | Child Case Page - Child/Youth Information Page 10 Addition of language |
Note: For languages, the dropdown list is only a suggested list for autocomplete and users can manually enter any necessary value. |
| August 20, 2024 | Child Case Page - Child/Youth Information Page 11 Addition of language and screenshots |
The HHCM/C-YES will need to ensure that the HCBS Designated County has been correctly recorded. If any of the following situations apply, the care manager must manually change the designated county of the participant within the system:
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| August 20, 2024 | Child Case Page - Care Team Member Information Pages 11-14 Addition of language/screenshots |
Care manager contact information is now available in the Care Team Member Information section of the Child Case page. Instructions have been provided on how to add care managers into the system. |
| August 20, 2024 | Child Case Page - Child/Youth's Family/Guardian Information Page 17 Addition of language |
Though there is a drop-down provided for the "Relationship" under the 'Edit Parent/Guardian' section, users may choose to type free text in the box if they feel their situation is not accurately captured by the drop- down options. |
| August 20, 2024 | Referral Creation - Review and Submission Page 22 Addition of language and a screenshot |
Reminder that HHCM/C-YES should not send the referral to all designated providers and must only send the referral to HCBS providers that the family has consented to. |
| August 20, 2024 | HCBS Provider Reviews & Responds to a Referral - Removal From the Agency Waitlist Page 28 Addition of language and screenshots |
Clarification that if an HCBS provider has waitlisted or declined a child/youth then another provider is selected to serve the child/youth, the child/youth will remain on the waitlisted agency's list for 15 days afterwards with "Not Selected" viewable. |
| August 20, 2024 | Discharge Process - Viewer & Discharge Permissions Page 34 Addition of language |
The HHCM/C-YES will be alerted via the Daily Digest if one of their children/youth was discharged f rom HCBS service(s) on the previous day. |
| August 20, 2024 | System Notifications - Daily Digest Emails Page 34 Addition of language and updated screenshot |
Daily Digest emails will now include a segment if a child/youth was discharged f rom service or if any Connections that were confirmed on the previous day, in addition to the existing statuses. |
