Revision 19-4; Effective September 9, 2019

 

Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists are a collection of persons’ data who have requested program services and must wait until resources become available for their services. The interest list is collected and managed using the Client Assignment and Registration (CARE) System. CARE compiles the HCS and TxHmL information throughout the state to create the statewide HCS and TxHmL interest lists. Texas Health and Human Services Commission (HHSC) uses the statewide interest lists to offer HCS and TxHmL program services to persons on the lists. The person with the longest time on the interest list is served first.

Separate interest lists are maintained for other HHSC programs such as the Medically Dependent Children Program (MDCP), Community Living Assistance and Support Services (CLASS) and Deaf Blind with Multiple Disabilities (DBMD) waiver programs.

The data for the other lists are maintained in the Community Services Interest List (CSIL) database. A person’s begin date on the interest list in CSIL is referred to as the “Request Date.” Though the HCS and TxHmL interest lists are visible in CSIL, CARE is the system of record for HCS and TxHmL.

The CSIL hotline is 877-438-5658. It is recommended the person, LAR or actively involved party make the call to complete the questionnaire, when requesting placement on other interest lists.

Per the local intellectual and developmental disability authority (LIDDA) Performance Contract, all LIDDAs are required to maintain continuous access to CSIL.

 

7100 Definitions

Revision 19-4; Effective September 9, 2019

 

In this section, the following terms are defined as follows:

Actively involved party – For a person who lacks the ability to provide legally adequate consent and who does not have a legally authorized representative, someone whose significant and ongoing involvement with the person is supportive of the person, as determined by the local intellectual and developmental disability authority (LIDDA). The LIDDA’s determination is based on:

  • observed interactions between the actively involved party and the person;
  • the actively involved party’s knowledge of, and sensitivity to, the person’s preferences, values and beliefs;
  • the actively involved party’s availability to the person for assistance or support; and
  • the actively involved party’s advocacy for the person’s preferences, values and beliefs.

Legally authorized representative (LAR) – Has the meaning assigned in the Continuity of Services Rule – State Facilities, Title 40, Texas Administrative Code, Chapter 2, Subchapter F. A person authorized by law to act on behalf of a person with regard to a matter described in this subchapter, and may include a parent, guardian, or managing conservator of a minor, or the guardian of an adult.

Person – Someone seeking or receiving services and supports.

Primary correspondent – Used frequently in the Client Assignment and Registration (CARE) System. It means the person with whom the LIDDA communicates regarding services for a person. A primary correspondent can be the person. If it is not the person, then it is usually the person’s LAR, a family member of the person, or an actively involved person. For a person whose name is on the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest list, it’s the person with whom the LIDDA maintains contact with for biennial contacts and to make an offer for HCS or TxHmL services when resources become available.

 

7200 Maintenance of the HCS and TxHmL Interest Lists

Revision 19-4; Effective September 9, 2019

 

Each local intellectual and developmental disability authority (LIDDA) is responsible for maintaining the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists for its local service area. Using the Client Assignment and Registration (CARE) System, LIDDAs are responsible for:

  • creating an interest list record for persons who are interested in receiving HCS and TxHmL Program services; and
  • conducting a biennial contact with the primary correspondent for each person whose name is on its HCS or TxHmL interest list to ensure the primary correspondent’s contact information is current and the person remains interested in the HCS or TxHmL Program.

 

7210 Active Military Status Families

Revision 19-4; Effective September 9, 2019

 

Texas Health and Human Services Commission (HHSC) adopted rules to ensure active duty military members and their dependents who have declared and maintained Texas as the member’s home of record maintain their position on interest lists or other waiting lists for certain health and human services assistance programs.

If the person’s family has temporarily moved out of Texas due to active military service and the family wants the person’s name to remain on the interest list, the person’s family must provide non-Texas contact information to enable the local intellectual and developmental disability authority (LIDDA) to make biennial contact. A non-Texas contact is acceptable in this situation.

LIDDAs will:

  • add persons to identified interest lists as mentioned in this section;
  • answer the “Active Military Service” questions on CARE screen W21 with a yes (Y) or no (N) [see Section 7310, Creating an Interest List Record in CARE];
  • update this question at each biennial contact, or any other time the LIDDA becomes aware of a change;
  • contact the primary correspondent of each person with Status 1 (interested) and 10 (active military) during each term of the LIDDA Performance Contract to verify continued interest in the HCS or TxHmL programs; and
  • update the person and primary correspondent contact information in CARE at least biennially [see Section 7550, Discussions and Documentation, and Section 7560, Entering Biennial Contact in CARE].

If the person or primary correspondent is no longer interested in HCS or TxHmL services and is a Status 1 (interested), see Section 7700, Removing a Person’s Name from the HCS or TxHmL Interest List.

If the person or primary correspondent is no longer interested in HCS or TxHmL services and is a Status 10 (active military), the LIDDA will:

  • notify HHSC via email of the person and submit documentation identified in Section 7700 to: LIDDARequests@hhsc.state.tx.us. HHSC will change the person’s interest list status to a Status 5 (withdrawn); and
  • follow the retention policy for Form 8648, Identification of Preferences, as stated in Section 6300, Documenting and Maintaining a Record of a Person’s Preferences for Services and Supports.

 

7300 Adding a Person’s Name to the HCS or TxHmL Interest Lists

Revision 19-4; Effective September 9, 2019

 

Eligibility for the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) Programs is determined by Texas Health and Human Services Commission (HHSC) only at the time the person has been offered the opportunity to enroll in the waiver program.

If the person, LAR or actively involved party identifies HCS or TxHmL as preferred services on Form 8648, Identification of Preferences, the LIDDA will:

  • Ensure the completion of all areas on the CARE W21 Form, including the section titled “Required Reporting for MR.” The information relates to the person’s current living arrangement and how soon services and supports are desired. If the person is living at home, additional information is required relating to the age of the main caregiver (estimates are acceptable) and whether a move out of the home will be required within one year. The response codes for these questions are provided on the CARE W21 Form. The form should remain in the person’s records following the LIDDAs retention policy.
    • For HCS only: There are two additional questions on the CARE 21 Form related to “Preferred HCS Living,” asking if the person is interested in Host Home/Companion Care or an HCS Group Home. These require an answer of “Y” for yes or “N” for no.
  • Ensure the basic identifying information includes a Texas address for the primary correspondent (as defined) or the person.
    • If the person’s family has temporarily moved out of Texas due to active military service and the family wants the person’s name to be added to the interest list, the person’s family must provide contact information to enable the LIDDA to make biennial contact. A non-Texas contact is acceptable in this situation.
  • For HCS only: Complete Form 8577, Questionnaire for LTSS Waiver Program Interest Lists.
  • Create an interest list record in CARE.

 

7310 Creating an Interest List Record in CARE

Revision 19-4; Effective September 9, 2019

 

A person must be registered in the Client Assignment and Registration (CARE) System for an interest list record to be created. If the person has a CARE ID, the registration has been completed.

Before creating any interest list record, verify the person does not already have an interest list record. The information may be found on the last screen of CARE screen 397, Client ID Information. All interest list status information is maintained within the CARE System and may be viewed on a person’s CARE screen 397. If a record exists, see Section 7800, When to Transfer a Person’s Interest List Record.

  • Create an interest list record in CARE screen W21, Interest List - Services; Add/Change/Transfer, using CARE W21 Form and Form 8648, Identification of Preferences.
    • Enter “HCS” and/or “TXHL,” as applicable, in the Service Type field, with the “Date of Discussion” on Form 8648 being entered in the Date Begin field and the Status Date field. A “1” is entered in the Status field to indicate “interested.”
  • Answer “Y” if the person is in active military status or a dependent of someone in active military status. For all others, answer “N” for no. Enter “Y” when Ready to Add.
    • The CARE system only allows the LIDDA 75 days, from the “date of discussion” on Form 8648, to create an interest list record in CARE. The LIDDA should enter the interest list record as soon as possible to avoid errors. If the data entry is not done within 75 days, see Section 7900, Requesting Changes to a Person’s HCS or TxHmL Interest List.

      Note: Although the person’s date of birth is not entered in the CARE W21 screen, the LIDDA must ensure that the person’s date of birth is accurate. It may not be an estimated date of birth.
       
  • For HCS only: Enter in CARE screen W27, Travis Questionnaire Entry Add/Chg, the information from Form 8577 unless the LIDDA determines from the CARE record that the form has already been completed. A best practice would be to update it.

A person’s statewide interest list rank is available in CARE screen W26, Interest List – Services Inquiry by Person, if an interest list record is created.

 

7320 Two or More Interest List Records for the Same Person

Revision 19-4; Effective September 9, 2019

 

If one person has two or more interest list records because of multiple Client Assignment and Registration (CARE) System ID numbers, the local intellectual and developmental disability authority (LIDDA) must:

  • contact all other LIDDAs involved in the record duplicity;
  • ensure the person’s earliest HCS and/or TxHmL interest list “begin dates” are retained in the merged record; and
  • contact CARE Field Support at 888-952-4357, and request that the CARE ID records be merged.

 

7330 Persons Under 22 Years of Age Regarding ICF/IID and NFs – For HCS Only

Revision 19-4; Effective September 9, 2019

 

If the person is under 22 years of age and is being admitted into an intermediate care facility for individuals with an intellectual disability or related conditions (ICF/IID), including a state supported living center (SSLC) or a nursing facility (NF), the local intellectual and developmental disability authority (LIDDA) must inform the LAR of the state statute requiring the person’s name to be on the HCS interest list.

  • ICF/IID: If the person was not added to the Home and Community-based Services (HCS) interest list before admittance, the person’s name will be automatically added to the HCS interest list by the Client Assignment and Registration (CARE) System IT Field Support with the ICF/IID admittance date as the “begin date.”
  • NF: If the person was not added to the HCS interest list before admittance, and may have an intellectual or developmental disability, the person’s name will be automatically added by CARE Field Support with the NF admittance date as the “begin date.”

The LIDDA should give the LAR the option of declining the biennial contact. See Section 7510, Exception to Biennial Contact.

 

7400 Returned Interest List Notification Letters

Revision 19-4; Effective September 9, 2019

 

Texas Health and Human Services Commission (HHSC) mails out letters via the U.S. Postal Service (USPS) to persons whose names were recently added to the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists.

The letter serves as documentation for the person that their name is on the HCS or TxHmL interest list. The letter is sent to the primary correspondent using the address for the primary correspondent in the Client Assignment and Registration (CARE) System. If the primary correspondent’s address is incomplete (e.g., no ZIP code), then the letter is sent to the person using the address for the person in CARE.

When an address in CARE is incomplete or outdated, the letter is returned to HHSC as undeliverable. Periodically, HHSC sends the undeliverable letters it received from USPS to the local intellectual and developmental disability authority (LIDDA).

The LIDDA must:

  • contact the primary correspondent or person to get a current mailing address;
  • resend the letter in an envelope with the LIDDA’s return address;
  • update the person’s mailing address in CARE including:
    • CARE Screen 430, Client Address Update. See Section 7560, Entering Biennial Contact Information in CARE; and
    • CARE screen 431, Client Correspondent Update. See Section 7560.

To ensure that notification letters are not returned, the LIDDA must:

  • include a street address, city, state, and ZIP code;
  • not enter “same” or “same as person” in the address fields for the primary correspondent;
  • remember there is a 25-character limit for a street address; and
  • use abbreviations as much as possible (e.g., Dr. for Drive, S. for South, # for Apt).

 

7500 Biennial Contact

Revision 19-4; Effective September 9, 2019

 

Each person whose name is on the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists with a Status 1, which indicates the person is interested in receiving HCS or TxHmL services, or a status 10, which indicates active military status, must be contacted by their designated local intellectual and developmental disability authority (LIDDA) during each term of the LIDDA Performance Contract. The LIDDA is required to:

  • make at least one contact with the primary correspondent of all persons to verify continued interest in the HCS or TxHmL programs;
  • document the contact in the contact notes, ensuring the encounter data is captured, as instructed in Section 7550, Discussions and Documentation;
  • update the person’s and primary correspondent’s contact information in the Client Assignment and Registration (CARE) System, as instructed in Section 7560, Entering Biennial Contact Information into CARE; and
  • update the person’s information on CARE Screen W21, Interest List – Services; Add/Change/Transfer, as instructed in Section 7560.

If contact with a person with a Status 10 (active military) cannot be made, contact the Biennial Contact Monitor at LIDDAServiceCoordination@hhsc.state.tx.us.

 

7510 Exception to Biennial Contact

Revision 19-4; Effective September 9, 2019

 

There is one exception for the biennial contact: persons under 22 years of age receiving services in an intermediate care facility (ICF/IID) or nursing facility (NF) whose LARs do not want a biennial contact. Since state statute requires the person’s name to be on the Home and Community-based Services (HCS) interest list, Texas Health and Human Services Commission (HHSC) provides the LARs of these persons with the option of declining the biennial contact. That information is then entered in the Client Assignment and Registration (CARE) System W21 screen, in the Yes/No box following the question “Biennial contact declined?” If the LAR answers “yes” to decline the biennial contact, then the LIDDA does not conduct a biennial contact with the LAR.

 

7520 CARE XPTR Reports for Managing Biennial Contacts

Revision 19-4; Effective September 9, 2019

 

Several reports exist in the Client Assignment and Registration (CARE) System XPTR for managing interest list biennial contact requirements. These reports must be used to manage the interest list.

  • HC027759.W, Interest List Contact Dates, is a weekly detail report listing the oldest contact dates at the beginning of the report. This report includes persons under 22 years of age residing in an intermediate care facility for individuals with an intellectual disability or related conditions (ICF/IID), including state supported living centers (SSLCs) or nursing facilities (NFs) that require an initial interest list contact as well as those whose LAR have declined the biennial contact.
  • HC027880.W, IL Clients Requiring Ann Contact, is a weekly summary report that is run each weekend reflecting the number of contacts required; those made; not made; and percentage contacted. This report includes persons under 22 years of age residing in an ICF/IID (including SSLCs) or NFs that require an interest list initial contact as well as those whose LAR have declined the biennial contact. HC027759.W is the companion report delineating the actual names of persons included in this summary report.
  • HC027883.W, Weekly Interest Contact Summary, is a weekly summary report that is run each weekend reflecting the number of contacts required; those made; not made; and percentage contacted.
  • HC027884.W, Weekly Interest Contact Detail, a detail report that corresponds to HC027883.W. HC027884.W is designed to assist LIDDAs in viewing who needs to be contacted during the biennium. This report provides information regarding those not contacted in the biennia and text on the far right of the screen stating, “No Contact in BI.” Other information includes Name; CARE ID #; Local Case #; Status; Interest List Date (Begin Date); Status Date and the Contact Date (last Annual or Biennial Contact Date). Persons under 22 years of age residing in an ICF/IID (including SSLCs) or NFs whose LAR have declined the biennial contact are not included in this report.

 

7530 Preparation for Biennial Contact

Revision 19-4; Effective September 9, 2019

 

It is important that a LIDDA have documentation that a person requested to be added to the Home and Community-based Services (HCS) or Texas Home Living (TxHmL) interest list(s). Before a biennial contact, a LIDDA should verify that the person’s record contains documentation supporting the request to add the person’s name to the interest list(s). In most cases, the supporting documentation will be Form 8648, Identification of Preferences. Sometimes, the documentation will only be a progress note recording the intake visit.

If supporting documentation is not available, then the local intellectual and developmental disability authority (LIDDA) staff must document in the person’s record the reason why supporting documentation is not available. For instance:

  • the person’s name was added to the HCS interest list automatically when the person was under 22 years and residing in an institutional setting; or
  • another LIDDA originally registered the person on the interest list.

 

7540 Effort for Contacting the Primary Correspondent

Revision 19-4; Effective September 9, 2019

 

Telephone or face-to-face contact with the primary correspondent is preferable. If a person whose name is on the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists is currently receiving some services or supports through the local intellectual and developmental disability authority (LIDDA), the biennial contact with the primary correspondent could be conducted face-to-face at the service site. For persons not currently receiving services or supports, a combination of telephone and mail contacts might be necessary in order to arrange for a discussion for the biennial contact.

The following steps may be helpful in finding a person or primary correspondent who has been difficult to locate:

  • Check Client Assignment and Registration (CARE) System screens 192 and 193, Medicaid Eligibility Information, which provide Medicaid recipient information, including the address used to mail the Medicaid card (which is under “DHS Case Address”).
  • Check CARE screen 397, Client ID Information, which provides the person’s address, as well as the primary correspondent and secondary correspondent.
  • Check the Community Services Interest List (CSIL) system, which contains contact information for persons on other Medicaid waiver interest lists.
  • If the person resides in an intermediate care facility (ICF/IID), which includes state supported living centers (SSLCs) or nursing facilities (NFs), call the ICF/IID, SSLC or NF and request the LAR’s name, address and phone number.
  • If the person is receiving LIDDA community services and supports, contact the service coordinator or the person directly.

 

7550 Discussions and Documentation

Revision 19-4; Effective September 9, 2019

 

For every biennial contact, the local intellectual and developmental disability authority (LIDDA) must:

  • confirm with the primary correspondent the continued interest of Home and Community-based Services (HCS) and Texas Home Living (TxHmL) services, if applicable, for the person;
  • verify or update contact information for the primary correspondent;
  • inform the primary correspondent that it is the primary correspondent’s responsibility to notify the LIDDA of any contact information changes; and
  • gather the information indicated on the Client Assignment and Registration (CARE) System W21 form in the section titled “Required Reporting for MR.” The information relates to the person’s current living arrangement and how soon services and supports are desired.
    • If the person is living at home, additional information is required relating to the age of the main caregiver (estimates are acceptable) and whether a move out of the home will be required within one year.
    • For HCS only: There are two additional questions related to “Preferred HCS Living” that ask if the person is interested in Host Home/Companion Care or an HCS Group Home. These require an answer of “yes” or “no.”

The date of the discussion is considered the “Biennial Contact Date.”

The LIDDA must capture the encounter data and document the person specific discussion in contact notes to include:

  • date of the discussion;
  • name of the person with whom LIDDA staff spoke;
  • name of LIDDA staff who provided the biennial contact;
  • confirmation of the person/primary correspondent’s continued interest of HCS or TxHmL services;
  • verification or update of contact information for the person and primary correspondent;
  • verification or update of family’s military status; and
  • confirmation of person or primary correspondent’s responsibility to notify the LIDDA of contact information changes.

 

7560 Entering Biennial Contact Information into CARE  

Revision 19-4; Effective September 9, 2019

 

Biennial contact information can be entered into the Client Assignment and Registration (CARE) System at any time, without limitations on data entry dates. Biennial contact is entered in CARE screen W21, Interest List - Services, along with pertinent information gathered during the discussion to include updated contact information and military status. The date of the discussion is considered the “Biennial Contact Date.”

Important: The status date does not change unless the status changes.

To update the person’s and primary correspondent’s mailing addresses in CARE:

  • Use CARE screen 430, Client Address Update, for changing the person’s current address.
    • If the person’s family has temporarily moved out of Texas due to active military service and the family wants the person’s name to be added to the interest list, the person’s family must provide contact information to enable the local intellectual and developmental disability authority (LIDDA) to make biennial contact. A non-Texas contact is acceptable in this situation.
  • Use CARE screen 431, Client Correspondent Update, for changing the primary correspondent’s address.
  • To ensure that notification letters are not returned:
    • Include a street address, city, state, and ZIP code;
    • Do not enter “same” or “same as person” in the address fields for the primary correspondent;
    • Remember there is a 25-character limit for a street address; and
    • Use abbreviations as much as possible (e.g., Dr. for Drive, S. for South, # for Apt).

 

7570 Unable to Make Biennial Contact

Revision 19-4; Effective September 9, 2019

 

If efforts for contacting the primary correspondent do not result in a contact between the local intellectual and developmental disability authority (LIDDA) and the primary correspondent or person, the LIDDA must:

  • document the steps taken to reach the primary correspondent and person in the contact notes and ensure encounter data is captured;
  • change the person’s Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest list status to a Status 6 (inactive) in the status field and change the status date in the Client Assignment and Registration (CARE) System screen W21, Interest List - Services. The status date and biennial contact date is the date the LIDDA changed the person from a Status 1 (interested) to a Status 6 (inactive); and
  • mail a letter to the primary correspondent and person at the last known address notifying him or her that the person’s status on the HCS interest list and TxHmL interest list has been changed to inactive and will remain inactive unless the primary correspondent or person responds to the letter within 30 days. Note: The date on the letter must be the same date as the status date for Status 6 (inactive).

If the LIDDA receives a response from the person or primary correspondent, the LIDDA will:

  • revise the person’s HCS and TxHmL interest list record to the primary correspondent’s response [e.g., change the Status 6 (inactive) to a Status 1 (interested)];
  • update the person’s and primary correspondent’s contact information as noted in Section 7560, Entering Biennial Contact Information into CARE;
  • update the biennial contact date to be the date the LIDDA had a discussion with the person or primary correspondent; and
  • apply Section 7550, Discussions and Documentation.

If the LIDDA does not receive a response from the person or primary correspondent, the person’s status remains a Status 6 (inactive) until the person is offered HCS or TxHmL services, or the person or primary correspondent contacts a LIDDA. The LIDDA will:

  • explain why the LIDDA changed the person’s status to a Status 6 (inactive);
  • verify continued interest in the HSC and TxHmL programs;
  • update the person’s status from a Status 6 (inactive) to a Status 1 (active), if still interested;
  • update the person’s and primary correspondent’s contact information as noted in Section 7560;
  • update the biennial contact date to be the date the LIDDA received a response from the person or primary correspondent;
  • remind the person or primary correspondent of the responsibility to notify the LIDDA of any contact information changes; and
  • apply Section 7550.

 

7580 Unable to Make Biennial Contact Regarding Facility Residents

Revision 19-4; Effective September 9, 2019

 

If all methods to contact the primary correspondent of a resident of an intermediate care facility for individuals with an intellectual disability or related conditions (ICF/IID), including a state supported living center (SSLC) or nursing facility (NF), are unsuccessful, the local intellectual and developmental disability authority (LIDDA) should confirm that the person continues to reside in the ICF/IID, SSLC or NF.

If the person is still a resident, the LIDDA should not change the Status 1 (active) assignment.

  • The person’s name must remain active on the interest list until Home and Community-based Services (HCS) or Texas Home Living (TxHmL) is offered.
  • Document the steps taken to reach the primary correspondent, as referenced in Section 7540, Effort for Contacting the Primary Correspondent, can suffice as a biennial contact.
  • The date in the Client Assignment and Registration (CARE) System for the biennial contact is the date the LIDDA determined the LIDDA was unable to contact the primary correspondent.
  • The same steps, as described in Section 7540, must occur in each biennium to contact the primary correspondent.

If the person is no longer a resident of the facility or any other facility, see Section 7570, Unable to Make Biennial Contact.

 

7600 HCS and TxHmL Interest List Status Designations

Revision 19-4; Effective September 9, 2019

 

The following are status designations in the Client Assignment and Registration (CARE) System for the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists.

Important: The status date does not change unless the status changes.

Status 1 – Interested

This status indicates that the person is actively interested in HCS or TxHmL services, as applicable. The local intellectual and developmental disability authority (LIDDA) enters this status when a person or the person’s primary correspondent expresses a desire for the person to receive the service. A LIDDA must make a biennial contact with the primary correspondent of every person with a Status 1. The begin date must match the “date of discussion” on Form 8648, Identification of Preferences.

Status 2 – Pending

This status indicates the person has been authorized by Texas Health and Human Services Commission (HHSC) to receive an offer for HCS or TxHmL, as applicable. HHSC will change the person’s interest list status from a Status 1 (interested) to a Status 2 (pending) on the day HHSC sends the LIDDA the letter authorizing the LIDDA to offer HCS or TxHmL to the person.

Note: Although a Status 2 is not assigned by a LIDDA, a person with a Status 2 may be transferred from one LIDDA to another.

Status 3 – Enrolled

This status indicates the person has been enrolled in the HCS or TxHmL program. When a person is enrolled, a Status 3 (enrolled) and a new status date are automatically posted to the person’s interest list record by CARE.

Status 4 – Denied

This status indicates the person has been denied eligibility for the HCS or TxHmL program. A Status 4 (denied) is automatically posted to the record by CARE, if HHSC determines that the person is not eligible for the program.

Status 5 – Voluntarily Withdrawn (Initiated by the Person or Primary Correspondent)

This status indicates the primary correspondent has voluntarily withdrawn the person’s name from the interest list. The LIDDA changes a person’s interest list status to a Status 5 (voluntarily withdrawn) when the primary correspondent voluntarily withdraws due to one of the following situations:

  • Written request – If the person or primary correspondent is no longer interested in HCS or TxHmL services and has signed Form 8648, or a signed and dated written request is submitted by the person or primary correspondent, the LIDDA must enter a Status 5 on the person’s interest list record for the appropriate program.
  • Person moves out of state – If the person and the primary correspondent no longer have a Texas address, the LIDDA must enter a Status 5 (voluntarily withdrawn) on the person’s interest list record.

    Note: If the person’s family has temporarily moved out of Texas due to active military service and the family wants the person’s name to remain on the interest list, the person’s family must provide non-Texas contact information to enable the LIDDA to make the biennial contact. A biennial contact must be made, but a non-Texas contact may be used in this situation.
     
  • Person Dies – In the event of the death of a person, general CARE procedures apply by using CARE screen 360, Death/Separation of Client, to indicate the person is deceased. After completing this required CARE procedure, a Status 5 (voluntarily withdrawn) and a new status date are automatically posted to the person’s interest list by CARE. The new status date will be the same as the date of death.

    Note: If the person doesn’t accept an offer of program services and has signed and dated Form 8601, Verification of Freedom of Choice, indicating such, the LIDDA must enter a Status 8 (declined), see Status 8.

Status 6 – Inactive (Cannot be Contacted)

Beginning Nov. 21, 2014, this status indicates the primary correspondent cannot be contacted because he or she cannot be located or is not responsive to the biennial contact. Refer to Section 7570, Unable to Make Biennial Contact, for instructions prior to assigning a Status 6. A LIDDA is able to change a Status 6 (inactive) to another more appropriate status any time after the Status 6 (inactive) is entered in CARE.

Note for HCS only: If the person is under 22 years of age and living in an intermediate care facility for individuals with an intellectual disability or related conditions (ICF/IID) or nursing facility (NF) and has been offered an opportunity to enroll in the HCS Program, but the primary correspondent could not be contacted, Status 6 (inactive), an automated CARE action will occur to reinstate a Status 1 (interested) with the new “begin date” being the status date of the Status 6 (inactive). This status was not authorized for use between April 1, 2013, and Nov. 21, 2014.  

Status 7 – Removed

This status indicates the person has been removed from the HCS or TxHmL interest list. HHSC assigns this status on a case-by-case basis, such as when HHSC confirms that a letter withdrawing an offer has been delivered to a person or LAR. See Section 7700, Removing a Person’s Name from the HCS or TxHmL Interest List.

Status 8 – Declined

This status indicates the person or LAR completed and signed Form 8601, indicating the person has declined the opportunity to enroll in the program. The LIDDA must enter the Status 8 (declined) using the date of the person’s signature on the form as the status date. A Status 8 (declined) is not assigned for the following reasons:

  • death, Status 5 (voluntarily withdrawn), via CARE screen 360, Death/Separation of Client; or
  • moved out of state, Status 5 (voluntarily withdrawn).

If a person requests to remain on the HCS or TxHmL interest list after declining the offer to enroll in the program and a Status 8 (declined) is assigned, the LIDDA will:

  • complete a new Form 8648, indicating the person wants HCS or TxHmL services, as applicable; and
  • create a new interest list record by assigning the person a Status 1 (interested) with a new begin date. The begin date must be at least one day after the date the person declined the program.

    Note for HCS only: If the person is under 22 years of age and living in an ICF/IID or NF, then an automated CARE action will reinstate HCS as a Status 1 (interested) with the new “begin date” being the status date of the Status 8 (declined).

Status 9 – Transferred

This status indicates the person moved to the local service area of another LIDDA. The LIDDA changes the person’s HCS and TxHmL interest list Status 1 (interested) to a Status 9 (transferred) when the person or LAR moves to the local service area of another LIDDA. A Status 6 (inactive) must be returned to a Status 1 (interested) before an interest list record can be transferred. See Section 7800, When to Transfer a Person’s Interest List Record.
 

Status 10 – Active Military

HHSC assigns this status to indicate the person is unable to complete enrollment into the HCS or TxHmL program, as documented on Form 8601 because the person resides out of the state due to the family’s active military status.  

 

7610 When to Change the Status of a Person’s HCS or TxHmL Interest List Record

Revision 19-4; Effective September 9, 2019

 

A person’s status on the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest list is changed when there is a change in the person’s status, as described in Section 7600, HCS and TxHmL Interest List Status Designations. Once a person is registered with a Status 1, the local intellectual and developmental disability authority (LIDDA) does not change the status unless one of the following occurs:

  • Primary correspondent voluntarily withdraws the person’s name from the HCS or TxHmL interest list. See Section 7600, Status 5 (voluntarily withdrawn);
  • Primary contact cannot be located or does not respond during the LIDDA’s biennial contact and the person’s family is not temporarily out of state due to active military service. See Section 7600, Status 6 (inactive);
  • Person or LAR declines an offer of HCS or TxHmL, as applicable. See Section 7600, Status 8 (declined); or
  • Person or LAR moves to the local service area of another LIDDA. See Section 7600, Status 9 (transferred).

 

7700 Removing a Person’s Name from the HCS or TxHmL Interest List

Revision 19-4; Effective September 9, 2019

 

The local intellectual and developmental disability authority (LIDDA) changes the person’s interest list status to a Status 5 (voluntarily withdrawn) due to one of the following situations.

If the primary correspondent requests that the person’s name be removed from the Home and Community-based Services (HCS) or Texas Home Living (TxHmL) interest list, the LIDDA must provide a new Form 8648, Identification of Preferences, for the primary correspondent to complete. The primary correspondent must:

  • check the box indicating that he or she wants the person’s name to be removed from the HCS or TxHmL interest list; and
  • sign and date the form.

Upon receiving a completed, signed and dated Form 8648, indicating that the person’s name be removed from the HCS or TxHmL interest list, the LIDDA will:

  • remove the person’s name from the appropriate interest list by changing the person’s Status 1 (interested) to Status 5 (voluntarily withdrawn) using the “date of discussion” from the received Form 8648. The “end date” on the Client Assignment and Registration (CARE) System screen W21, Interest List – Services, is the “status date” for Status 5 (voluntarily withdrawn);
  • apply Section 7550, Discussions and Documentation; and
  • maintain, indefinitely, an accessible hard copy or an electronic copy of the new Form 8648 indicating the primary correspondent wanted the person’s name to be removed from the HCS or TxHmL interest list.

If the person moves out of Texas, the LIDDA will:

  • document the notification in the person’s record applying Section 7550; and
  • remove the person’s name from the appropriate interest list by changing the person’s Status 1 (interested) to Status 5 (voluntarily withdrawn) using the “date of discussion” from the received Form 8648. The “end date” on CARE screen W21, Interest List – Services, is the “status date” for Status 5 (voluntarily withdrawn). Note: This does not apply to active military families.

If the person dies, the LIDDA will:

  • if the person is a Status 10 (active military), contact the Biennial Contact Monitor at LIDDAServiceCoordination@hhsc.state.tx.us; and
  • if the person is a Status 1 (interested) or Status 6 (inactive), complete CARE screen 360, Death/Separation of Client, to indicate the death. CARE automatically posts a Status 5 (voluntarily withdrawn) and a new status date to the interests lists upon its completion.

 

7800 When to Transfer a Persons Interest List Record

Revision 19-4; Effective September 9, 2019

 

When a local intellectual and developmental disability authority (LIDDA) is informed that a person with a Status 1 (interested) or Status 2 (pending) on the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest list is moving or has moved to another LIDDA’s service area, then the transferring LIDDA must:

  • change the person’s county of residence in the Client Assignment and Registration (CARE) System screen 440, Client’s County of Residence Update, as appropriate;
  • contact the receiving LIDDA about the transfer;
  • fax or securely email all copies of the person’s completed Form 8648, Identification of Preferences, to the receiving LIDDA;
  • transfer the interest list record in CARE by entering a “T” for transfer in the indicated field in CARE screen W21, Interest List - Services; and
  • verify the transfer has been entered successfully by going to CARE screen 397, Client ID Information.
    • CARE will assign a Status 9 (transferred), the new comp code and a new status date.
    • The person’s begin date for the interest lists will not change when a person’s interest list record is transferred to another LIDDA.

The receiving LIDDA will:

  • acknowledge the transfer with the transferring LIDDA;
  • follow up with the transferring LIDDA if the documents are not received or the transfer does not show in CARE; and
  • follow the retention policy for Form 8648, as stated in Section 6300, Documenting and Maintaining a Record of a Person’s Preferences for Services and Supports.

 

7900 Requesting Changes to a Person’s HCS or TxHmL Interest List

Revision 19-4; Effective September 9, 2019

 

A request for Texas Health and Human Services Commission (HHSC) to change a person’s Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest list information, due to an input or procedural error, must be made by the local intellectual and developmental disability authority’s (LIDDA), Intellectual and Developmental Disability (IDD) Director.

The LIDDA must:

  • complete Form 8571, Request to Change Interest List Information for Home and Community-based Services (HCS) or Texas Home Living (TxHmL);
  • provide documentation supporting the request to change the person’s interest list information;
  • have the director attest to the accuracy and completion of the pending submission;
  • submit a separate request for each person; and
  • submit Form 8571 and all supporting documentation to LIDDARequests@hhsc.state.tx.us.

If HHSC determines the documentation supports the request, HHSC will change the person’s interest list information and notify the LIDDA.

If HHSC determines the documentation does not support the request, HHCS will not change the interest list information and notify the LIDDA.

If a person identifies the HCS or TxHmL Program as a preferred service and the person informs the LIDDA the he or she was determined ineligible for a waiver (other than HCS or TxHmL) due to a reason other than financial ineligibility, the LIDDA will request that HHSC change the person’s begin date for HCS or TxHmL to be the person’s “Request Date/Time” in the Community Services Interest List (CSIL) for the waiver for which the person was denied. If the person is already on the interest lists for HCS or TxHmL, the LIDDA will only request a begin date change if the HCS or TxHmL begin date is later than the person’s “Request Date/Time” in CSIL for the waiver for which the person was denied. The request must be typed and:

  • be addressed to HHSC;
  • provide an explanation that the person was determined ineligible for the waiver, including the name of the waiver;
  • provide the person’s “Request Date/Time” in CSIL for the waiver for which the person was denied eligibility;
  • include written evidence supporting the change being requested (i.e., a copy of the letter addressed to the person stating the person is ineligible for the waiver program or other appropriate documentation;
  • is regarding an enrollment into a waiver and not a renewal (i.e., no longer meeting medical necessity or aging out of a program currently or previously enrolled); and
  • submitted to LIDDARequests@hhsc.state.tx.us.