HCS and TxHmL Resources Regarding CFC Implementation

Conversion of SHL or CS to CFC PAS HAB

On June 1, 2015, with the implementation of Community First Choice (CFC), unclaimed Supported Home Living (SHL) and Community Support (CS) hours were automatically converted to CFC Personal Assistance Services/Habilitation (PAS/HAB) in the Client Assignment and Registration (CARE) system.

To achieve this conversion, it was necessary to automatically generate a June 1, 2015, Individual Plan of Care (IPC) for people with SHL or CS on their IPC. This was necessary to allow Home and Community-based Services (HCS) and Texas Home Living (TxHmL) program providers and financial management services agencies (FMSAs) to begin claiming CFC PAS/HAB instead of SHL or CS on June 1, 2015.

In response to provider questions, the Texas Department of Aging and Disability Services (DADS) is providing additional instruction for HCS and TxHmL program providers and FMSAs.

Converting CFC PAS/HAB back to SHL or CS to claim hours provided before June 1, 2015

  • If SHL or CS was provided prior to June 1, 2015 and the program provider or FMSA had not entered claims for those services when the automatic conversion occurred, the program provider or FMSA can convert the number of hours needed back to SHL or CS using the C30 screen in CARE.

  • Any program provider or FMSA staff person with access to the "C" menu in CARE, can access the C30 screen. If there is an issue with accessing this screen, call the HHS Consolidated Help Desk at 512-438-4720 or if outside of Austin, 1-888-952-4357.

Using the C30 screen

  • Enter the individual's CARE ID in the field labeled "Client ID".

  • The program provider or FMSA component code is pre-filled.

  • Hit "Enter" on the keyboard.

  • The C30 screen is displayed for the specified individual.

  • The CFC PAS/HAB field displays the number of hours converted on June 1, 2015. This field can be adjusted.——

  • The SHL or CS field displays the number of hours claimed prior to the June 1, 2015 conversion. This field can be adjusted; however, it cannot be reduced beyond the number of hours already claimed.

  • The Total Amount Authorized field displays the sum of the CFC PAS/HAB field and the SHL or CS field. This field cannot be adjusted.

  • Adjust hours by increasing the SHL or CS to the amount of SHL or CS hours needed for services provided prior to June 1, 2015 and reducing the CFC PAS/HAB by that same amount.

  • After adjusting the hours, the sum of the CFC PAS/HAB and SHL or CS fields must equal the amount in the Total Amount Authorized field.

  • Hit "Enter" on the keyboard.

  • If the sum of the CFC PAS/HAB field and the SHL or CS fields do not equal the Total Amount Authorized, an error message will appear stating such and the change is not accepted by the system.

  • When the user hits "enter" on the keyboard and no error message is displayed, the adjustment has been accepted by the system.

Entering an IPC with an effective date prior to June 1, 2015

  • To convert SHL or CS hours to CFC PAS/HAB on June 1, 2015, it was necessary for DADS to automatically generate a June 1, 2015 IPC in CARE for individuals with SHL or CS on their IPC. Because the system will not allow entry of an IPC with an effective date prior to the latest IPC in the system, the HCS program provider or Local Intellectual Developmental Disability Authority (LIDDA)(for TxHmL) will first need to delete the automatically generated IPC.

  • Deleting the automatically generated IPC will not automatically convert CFC PAS/HAB hours back to SHL or CS. For this reason, it is necessary for the program provider or LIDDA to notify the HHS Consolidated Help Desk at 512-438-4720 or if outside Austin 1-888-952-4357 after the previously dated IPC has been entered. DADS IT will manually re-run the CFC PAS/HAB conversion program for the identified individual again.

NOTE: If the program provider or FMSA moves all CFC PAS/HAB hours back to SHL or CS, they must notify the HHS Consolidated Help Desk at 512-438-4720 or if outside Austin 1-888-952-4357 because DADS Information Technology (IT) must re-enter the June 1st automatic conversion IPC.

Enter an IPC with an effective date of June 1, 2015

  • The system will not allow entry of IPCs with the same effective date; therefore, if an individual's IPC revision is effective June 1, 2015, the program provider or LIDDA must "error-correct" the automatically generated IPC dated June 1, 2015.

  • To error correct the June 1, 2015 IPC, the program provider or LIDDA enters the letter "E" in the field labeled "Type of Entry" on the C02 (program providers) or L02 (LIDDAs) screens in CARE and continues entering the IPC as usual.

How to Claim CFC PAS/HAB Hours for Services Provided On or After June 1, 2015

 

  • The program provider and FMSA use the C22 screen to enter claims for CFC PAS/HAB provided June 1, 2015 or later.

  • The HCS and TxHmL Bill Code Crosswalk has been updated to include billing codes for all CFC services.