8500, Program Provider Transfer Involving Two Local Intellectual and Developmental Disability Authorities (LIDDAs)

Revision 22-2; Effective May 1, 2022

Sections 8510 through 8570 describe the requirements for a program provider transfer involving two LIDDAs. The SC for the transferring LIDDA and the SC for the receiving LIDDA must both be involved to coordinate the individual's transfer.

8510 Confirming the Desire to Transfer

Revision 22-2; Effective May 1, 2022

StepTransferring Service Coordinator Action
1

If the individual has not already relocated to the receiving LIDDA’s local service area, the transferring SC must:

  • complete the steps in Section 8410, Confirming the Desire to Transfer;
  • contact the receiving LIDDA to identify the receiving SC; and
  • submit an Individual Movement (IMT) form/LA reassignment form in the HHSC data system.
StepReceiving LIDDA/SC Action
1The receiving LIDDA must assign an SC to the individual.
2If the individual has already relocated to the receiving LIDDA’s local service area, the receiving SC must complete the steps in Section 8410.
3The receiving LIDDA must acknowledge the IMT/LA reassignment form in the HHSC data system.

8520 Selecting a Receiving Program Provider

Revision 22-2; Effective May 1, 2022

StepTransferring Service Coordinator Action
1If the individual has not already relocated to the receiving LIDDA's local service area, the transferring SC must complete the steps in Section 8420, Selecting a Receiving Program Provider.
StepReceiving SC Action
1If the individual has already relocated to the receiving LIDDA's local service area, the receiving SC must complete the steps in Section 8420.

8530 Ensuring Agreement on Transfer Effective Date

Revision 22-2; Effective May 1, 2022

StepTransferring Service Coordinator Action
1If the individual has not already relocated to the receiving LIDDA's local service area, the transferring SC must complete the steps in Section 8430, Ensuring Agreement on Transfer Effective Date.
StepReceiving SC Action
1If the individual has already relocated to the receiving LIDDA's local service area, the receiving SC must complete the steps in Section 8430.
StepReceiving Program Provider Action
1The receiving program provider must complete the steps in Section 8430.
StepTransferring Program Provider Action
1The transferring program provider must complete the steps in Section 8430.

8540 Completing Form 3617

Revision 22-2; Effective May 1, 2022

StepTransferring Service Coordinator Action
1If the individual has not already relocated to the receiving LIDDA's local service area, the transferring SC must complete the steps in Section 8440, Completing Form 3617.
StepReceiving SC Action
1If the individual has already relocated to the receiving LIDDA's local service area, the receiving SC must complete the steps in Section 8440.

8550 Developing the Transfer IPC

Revision 22-2; Effective May 1, 2022

StepTransferring Service Coordinator Action
1If the individual has not already relocated to the receiving LIDDA's local service area, on or before the transfer effective date, the transferring SC must complete the steps in Section 8450, Developing the Transfer IPC.
StepReceiving SC Action
1If the individual has already relocated to the receiving LIDDA's local service area, on or before the transfer effective date, the receiving SC must complete the steps in Section 8450.
2

The receiving SC must email fax the following documents to the transferring SC for data entry:

  • the completed and signed transfer IPC; and
  • the completed and signed Form 3617, Request for Transfer of Waiver Program Services.
StepReceiving Program Provider Action
1The receiving program provider must complete the steps in Section 8450.

8560 Sharing Documents

Revision 22-2; Effective May 1, 2022

StepTransferring Service Coordinator Action
1

The transferring SC must submit current copies of the following documents to the receiving SC before the transfer effective date and submission of the IMT form in the HHSC data system:

  • IPC
  • ID/RC assessment
  • PDP
2

Before the transfer effective date, the transferring SC must request from the transferring program provider the current (or the most recent) copies of the following documents for the individual:

  • pertinent medication records and/or medical information, including:
    • a list of medications
    • scheduled medical appointments
    • list of medical professionals
    • skilled nursing routines
    • therapy evaluations
    • major illnesses/injuries, surgeries or hospitalizations in the past year
    • drug allergies
    • lab results, including blood sugars
    • adaptive equipment
    • current medication administration records and immunization records
    • records of current weight and vital signs
  • Medicaid card
  • Medicare information, if applicable
  • ICAP booklet and summary sheet
  • trust fund/financial records and any money due the individual
  • behavior support plan, if applicable
  • guardianship information, if applicable
  • any other pertinent information to ensure health and safety or continuity of services.
3The transferring SC must submit the documents listed in Step 2 to the receiving SC within two days after receiving them from the transferring program provider. If the SC does not receive all documents from the transferring program provider within three days after requesting them, the SC must notify HHSC PES.
StepReceiving SC Action
1The receiving SC must submit to the receiving program provider the documents received from the transferring SC within two days after receiving them from the transferring SC.
StepTransferring Program Provider Action
1The transferring program provider must submit copies of the documents listed in Step 2 to the SC within three days after the SC's request.

8570 Completing Data Entry in the HHSC Data System and Faxing Documents to HHSC

Revision 22-2; Effective May 1, 2022

StepReceiving LIDDA/Service Coordinator (SC) Action
1Within 10 days after the transfer effective date, the receiving LIDDA must complete all data entry to finalize a transfer. For an emergency transfer, the LIDDA must send the transfer documents to HHSC PES. HHSC PES enters the emergency transfer in the HHSC data system.
2If the individual is transferring to a three- or four-person residence or a host home/companion care setting and the receiving program provider does not have access to the HHSC data system to set up a location, the receiving LIDDA must contact HHSC PES for assistance.
3Within a day after the data is entered in the HHSC data system, the receiving SC must submit the transfer IPC and Form 3617 to HHSC PES.
StepReceiving Program Provider Action
1The receiving program provider must complete the steps in Section 8470, Completing Data Entry in the HHSC Data System and Submitting Documents to HHSC.