Section 107.32. Case management services.

 

(1)   Covered services.

(a) General.

1. Case management services covered by MA are services described in this section and provided by an agency certified under s. DHS 105.51 or by a qualified person under contract to an agency certified under s. DHS 105.51 to help a recipient, and, when appropriate, the recipient's family gain access to, coordinate or monitor necessary medical, social, educational, vocational and other services.

2. Case management services under pars. (b) and (c) are provided under s. 49.45 (25) , Stats., as benefits to those recipients in a county in which case management services are provided who are over age 64, are diagnosed as having Alzheimer's disease or other dementia, or are members of one or more of the following target populations: developmentally disabled, chronically mentally ill who are age 21 or older, alcoholic or drug dependent, physically or sensory disabled, or under the age of 21 and severely emotionally disturbed. In this subdivision, "severely emotionally disturbed"means having emotional and behavioral problems which:

a. Are expected to persist for at least one year;

b. Have significantly impaired the person's functioning for 6 months or more and, without treatment, are likely to continue for a year or more. Areas of functioning include: developmentally appropriate self-care; ability to build or maintain satisfactory relationships with peers and adults; self-direction, including behavioral controls, decisionmaking, judgment and value systems; capacity to live in a family or family equivalent; and learning ability, or meeting the definition of "child with exceptional educational needs" under ch. PI 1 and s. 115.76 (3) , Stats.;

c. Require the person to receive services from 2 or more of the following service systems: mental health, social services, child protective services, juvenile justice and special education; and

d. Include mental or emotional disturbances diagnosable under DSM-III-R. Adult diagnostic categories appropriate for children and adolescents are organic mental disorders, psychoactive substance use disorders, schizophrenia, mood disorders, schizophreniform disorders, somatoform disorders, sexual disorders, adjustment disorder, personality disorders and psychological factors affecting physical condition. Disorders usually first evident in infancy, childhood and adolescence include pervasive developmental disorders (Axis II), conduct disorder, anxiety disorders of childhood or adolescence and tic disorders.

3. Case management services under par. (d) are available as benefits to a recipient identified in subd. 2. if:

a. The recipient is eligible for and receiving services in addition to case management from an agency or through medical assistance which enable the recipient to live in a community setting; and

b. The agency has a completed case plan on file for the recipient.

4. The standards specified in s. 46.27 , Stats., for assessments, case planning and ongoing monitoring and service coordination shall apply to all covered case management services.

(b) Case assessment. A comprehensive assessment of a recipient's abilities, deficits and needs is a covered case management service. The assessment shall be made by a qualified employee of the certified case management agency or by a qualified employee of an agency under contract to the case management agency. The assessment shall be completed in writing and shall include face-to-face contact with the recipient. Persons performing assessments shall possess skills and knowledge of the needs and dysfunctions of the specific target population in which the recipient is included. Persons from other relevant disciplines shall be included when results of the assessment are interpreted. The assessment shall document gaps in service and the recipient's unmet needs, to enable the case management provider to act as an advocate for the recipient and assist other human service providers in planning and program development on the recipient's behalf. All services which are appropriate to the recipient's needs shall be identified in the assessment, regardless of availability or accessibility of providers or their ability to provide the needed service. The written assessment of a recipient shall include:

1. Identifying information;

2. A record of any physical or dental health assessments and consideration of any potential for rehabilitation;

3. A record of the multi-disciplinary team evaluation required for a recipient who is a severely emotionally disturbed child under s. 49.45 (25) , Stats.;

4. A review of the recipient's performance in carrying out activities of daily living, including moving about, caring for self, doing household chores and conducting personal business, and the amount of assistance required;

5. Social status and skills;

6. Psychiatric symptomatology, and mental and emotional status;

7. Identification of social relationships and support, as follows:

a. Informal caregivers, such as family, friends and volunteers; and

b. Formal service providers;

8. Significant issues in the recipient's relationships and social environment;

9. A description of the recipient's physical environment, especially in regard to safety and mobility in the home and accessibility;

10. The recipient's need for housing, residential support, adaptive equipment and assistance with decision-making;

11. An in-depth financial resource analysis, including identification of insurance, veterans' benefits and other sources of financial and similar assistance;

12. If appropriate, vocational and educational status, including prognosis for employment, rehabilitation, educational and vocational needs, and the availability and appropriateness of educational, rehabilitation and vocational programs;

13. If appropriate, legal status, including whether there is a guardian and any other involvement with the legal system;

14. Accessibility to community resources which the recipient needs or wants; and

15. Assessment of drug and alcohol use and misuse, for AODA target population recipients.

(c) Case planning. Following the assessment with its determination of need for case management services, a written plan of care shall be developed to address the needs of the recipient. Development of the written plan of care is a covered case management service. To the maximum extent possible, the development of a care plan shall be a collaborative process involving the recipient, the family or other supportive persons and the case management provider. The plan of care shall be a negotiated agreement on the short and long term goals of care and shall include:

1. Problems identified during the assessment;

2. Goals to be achieved;

3. Identification of all formal services to be arranged for the recipient and their costs and the names of the service providers;

4. Development of a support system, including a description of the recipient's informal support system;

5. Identification of individuals who participated in development of the plan of care;

6. Schedules of initiation and frequency of the various services to be made available to the recipient; and

7. Documentation of unmet needs and gaps in service.

(d) Ongoing monitoring and service coordination. Ongoing monitoring of services and service coordination are covered case management services when performed by a single and identifiable employee of the agency or person under contract to the agency who meets the requirements under s. DHS 105.51 (2) (b) . This person, the case manager, shall monitor services to ensure that quality service is being provided and shall evaluate whether a particular service is effectively meeting the client's needs. Where possible, the case manager shall periodically observe the actual delivery of services and periodically have the recipient evaluate the quality, relevancy and desirability of the services he or she is receiving. The case manager shall record all monitoring and quality assurance activities and place the original copies of these records in the recipient's file. Ongoing monitoring of services and service coordination include:

1. Face to face and phone contacts with recipients for the purpose of assessing or reassessing their needs or planning or monitoring services. Included in this activity are travel time to see a recipient and other allowable overhead costs that must be incurred to provide the service;

2. Face to face and phone contact with collaterals for the purposes of mobilizing services and support, advocating on behalf of a specific eligible recipient, educating collaterals on client needs and the goals and services specified in the plan, and coordinating services specified in the plan. In this paragraph, "collateral" means anyone involved with the recipient, including a paid provider, a family member, a guardian, a housemate, a school representative, a friend or a volunteer. Collateral contacts also include case management staff time spent on case-specific staffings and formal case consultation with a unit supervisor and other professionals regarding the needs of a specific recipient. All contacts with collaterals shall be documented and may include travel time and other allowable overhead costs that must be incurred to provide the service; and

3. Recordkeeping necessary for case planning, service implementation, coordination and monitoring. This includes preparing court reports, updating case plans, making notes about case activity in the client file, preparing and responding to correspondence with clients and collaterals, gathering data and preparing application forms for community programs, and reports. All time spent on recordkeeping activities shall be documented in the case record. A provider, however, may not bill for recordkeeping activities if there was no client or collateral contact during the billable month.

(2)   Other limitations.

(a) Reimbursement for assessment and case plan development shall be limited to no more than one each for a recipient in a calendar year unless the recipient's county of residence has changed, in which case a second assessment or case plan may be reimbursed.

(b) Reimbursement for ongoing monitoring and service coordination shall be limited to one claim for each recipient by county per month and shall be only for the services of the recipient's designated case manager.

(c) Ongoing monitoring or service coordination is not available to recipients residing in hospitals, intermediate care or skilled nursing facilities. In these facilities, case management is expected to be provided as part of that facility's reimbursement.

(d) Case management services are not reimbursable when rendered to a recipient who, on the date of service, is enrolled in a health maintenance organization under s. DHS 107.28 .

(e) Persons who require institutional care and who receive services beyond those available under the MA state plan but which are funded by MA under a federal waiver are ineligible for case management services under this section. Case management services for these persons shall be reimbursed as part of the regular per diem available under federal waivers and included as part of the waiver fiscal report.

(f) A recipient receiving case management services, or the recipient's parents, if the recipient is a minor child, or guardian, if the recipient has been judged incompetent by a court, may choose a case manager to perform ongoing monitoring and service coordination, and may change case managers, subject to the case manager's or agency's capacity to provide services under this section.

(3)   Non-covered services. Services not covered as case management services or included in the calculation of overhead charges are any services which:

(a) Involve provision of diagnosis, treatment or other direct services, including:

1. Diagnosis of a physical or mental illness;

2. Monitoring of clinical symptoms;

3. Administration of medications;

4. Client education and training;

5. Legal advocacy by an attorney or paralegal;

6. Provision of supportive home care;

7. Home health care;

8. Personal care; and

9. Any other professional service which is a covered service under this chapter and which is provided by an MA certified or certifiable provider, including time spent in a staffing or case conference for the purpose of case management; or

(b) Involve information and referral services which are not based on a plan of care.

Cr. Register, February, 1988, No. 386 , eff. 3-1-88; corrections in (1) (a) 1. and (d) (intro.) made under s. 13.92 (4) (b) 7. , Stats., Register December 2008 No. 636 .

Note

DSM-111-R is the 1987 revision of the 3rd edition (1980) of the Diagnostic and Statistical Manual of Mental Disorders of the American Psychiatric Association. Microsoft Windows NT 6.1.7601 Service Pack 1