Page 23 - CCS Polices and Procedures

Crew Consulting Services
Policies and Procedures
12. Individual’s Records

All individual records are maintained in the electronic information system that is provided by Georgia’s Department
of Behavioral Health and Developmental Disabilities (DBHDD). All electronic records shall be maintained in the
system for seven years. If a copy of the individual’s file is requested by an outside agency, that request is submitted
to DBHDD/DCH. Any records maintained for individuals receiving the Independent Care Waiver Program (ICWP) will
be securely stored in CCS’ office.

12.1 Transfer of Case
All case transfers and file maintenance will be conducted and consistent with Statewide Policy and
Procedures for case transfers/file maintenance ensuring all identified needs are addressed to receiving
support coordination.

To ensure health and safety, along with individual’s satisfaction and continuity of service, when a case transfers
from one case manager to another within CCS, a review of the case is completed with the transferring case
manager , receiving case manager , and case manager supervisor. A file review is completed identifying the next
items to do to serve the person, review of support plan goals, support plan effective date, services, providers,
and any unusual circumstances.

Regarding case transfers to outside of CCS, a final note summary will be entered in the information system to
identify the next items to do to serve the person, review of support plan goals, support plan effective date,
services, providers, and any unusual circumstances. Depending on the circumstance, the transfer will take place
the first day of the month.

12.2 Admission and Discharge

CCS does not limit its coordination services to individuals with a particular type of disability or deny services
because of the level of support an individual may or may not need. Only the Department of Behavioral Health and
Developmental Disabilities (DBHDD) and Department of Community Health (DCH) has the authority to discharge
an individual from the waiver program. CCS will notify the Division of circumstances (i.e., such as failure to comply
with Division eligibility or policies) that may warrant discharge from services. Care coordination will forward a
referral packet to the provider agency within 24 hours of brokering services.

CCS will follow Discharge of Members Procedures as outlined in the 606.7 section of the EDWP (CCSP and SOURCE)
General Services current manual.
If a care coordinator or UR analyst recommends a reduction or termination of service(s), the member may choose
to appeal the adverse action decision and request continuation of services during the appeal process. For services
to continue, the member must appeal within 10 days of the adverse action notice. If the member does not appeal,
discharge from service occurs 10 days from the member's receipt of the adverse action notice. CCS will follow
Discharge of Members 606.7outlined in the (April 1, 2018) Community Care ServicesVI-50

CCS will follow Admission Procedures as outline in 606.21 and 606.22 sections of the EDWP (CCSP and SOURCE)
General Services current manual.
PMAO members have incomes which exceed the current Supplemental Security Income (SSI) level. PMAO
Members, screened by care coordinators and providers to determine their potential eligibility for EDWP (CCSP
and SOURCE) Medicaid benefits, may be required to pay toward the cost of their EDWP (CCSP and SOURCE)
services (cost share).

Version Date: 6/23/2018 Page 23 of 33