7000, HCS and TxHmL Interest Lists

Revision 22-2; Effective July 22, 2022

Texas Health and Human Services Commission (HHSC) maintains interest lists for Long-term Care Services and Supports (LTSS) waiver programs in the Community Services Interest List (CSIL) application on the HHS Enterprise Portal. 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. CSIL compiles the HCS and TxHmL interest list information throughout the state to create the statewide HCS and TxHmL interest lists. HHSC uses the statewide interest lists to offer HCS and TxHmL program services to people on the lists. The person with the longest time on the interest list is served first.

A CSIL record is created for the person, which includes the person’s demographic and contact information and the information collected on Form 8577, Questionnaire for LTSS Waiver Program Interest List. After the CSIL record is created, each program identified as a program of interest by a person’s primary correspondent on Form 8648, Identification of Preferences is added to the person’s CSIL record.

If HCS or TxHmL is identified on Form 8648, the person’s designated local intellectual and developmental disability authority (LIDDA) adds the program’s interest list to the person’s CSIL record. A person’s interest list begin date is referred to as the “Request Date.” 

Other HHSC waiver program interest lists maintained in CSIL are Medically Dependent Children Program (MDCP), Community Living Assistance and Support Services (CLASS), Deaf Blind with Multiple Disabilities (DBMD), and State of Texas Access Reform Plus (STAR+PLUS) waiver programs.

To request placement on these HHSC waiver programs, the person, LAR or actively involved party must call the CSIL hotline at 877-438-5658.

Per the LIDDA Performance Contract, all LIDDAs are required to maintain continuous access to CSIL.

 

7100 Definitions

Revision 22-2; Effective July 22, 2022

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 – 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 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 22-2; Effective July 22, 2022

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 Community Services Interest List (CSIL) application, LIDDAs are responsible for:

  • creating a new CSIL record or updating an existing CSIL record for persons who are interested in receiving HCS or TxHmL Program services;
  • adding the HCS or TxHmL interest list to the person’s CSIL record; and 
  • conducting a biennial contact with the primary correspondent for each person 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 Families

Revision 22-2; Effective July 22, 2022

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 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.

Following the instructions in the Community Services Interest List (CSIL) User Guide for LIDDAs, LIDDAs must:

  • add the identified interest lists to a person’s CSIL record as mentioned in this section;
  • contact the primary correspondent of each person whose HCS or TxHmL interest list status is “Interested” during each term of the LIDDA Performance Contract to verify continued interest in the HCS or TxHmL programs; 
  • check or uncheck the “Active Military” checkbox to indicate the family’s current military duty status at each biennial contact, or any other time the LIDDA becomes aware of a change; and 
  • update the person and primary correspondent contact information in CSIL at least biennially [see Section 7550, Discussions and Documentation, and Section 7560, Entering Biennial Contact in CSIL].

If the person or primary correspondent is no longer interested in HCS or TxHmL services and the “Active Military” checkbox is unchecked, see Section 7700, Closing a Person’s HCS or TxHmL Interest List.

If the person or primary correspondent is no longer interested in HCS or TxHmL services and the “Active Military” checkbox is checked, the LIDDA must:

  • notify HHSC via email and submit documentation identified in Section 7700 to: LIDDARequests@hhs.texas.gov (HHSC will close the person’s interest list record; 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 Creating a CSIL Record

Revision 22-2; Effective July 22, 2022

Before creating any Community Services Interest List (CSIL) record, the LIDDA must do the following:

  • Follow the steps in the CSIL User Guide for LIDDAs to verify whether the person has an existing CSIL record. If a CSIL record exists, the LIDDA must update the existing CSIL record instead of creating a new record.
  • Create a new CSIL record or update the existing CSIL record. 
  • If the person does not have a Client Assignment and Registration identification number (CARE ID), register the person in the CARE system to receive a system generated CARE ID and assign a local case number. A person must be registered in the CARE system for a CSIL record to be created.
  • For HCS only: Complete Form 8577 , Questionnaire for LTSS Waiver Program Interest Lists and add the information collected on Form 8577 to the person’s CSIL record.

 

7310 Adding HCS or TxHmL to a CSIL Record

Revision 22-2; Effective July 22, 2022

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 must:

  • Ensure the completion of all areas on Form 8591, Community Services Interest List (CSIL) Data Entry and retain a copy in the person’s record following the LIDDAs retention policy.
  • Ensure the basic identifying information includes a Texas address for the primary correspondent 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 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.
  • Using the information collected on Form 8591, add the HCS or TxHmL interest list (or both) to the person’s CSIL record following the instructions in the CSIL User Guide for LIDDAs; and

Add the program interest list to the person’s CSIL record as soon as possible to avoid errors. CSIL only allows the LIDDA 60 days from the “Date of Discussion” on Form 8648 to add the program interest list to the person’s CSIL record. If the data entry is not done within 60 days, see Section 7900, Requesting Changes to a Person’s HCS or TxHmL Interest List.

The LIDDA must ensure the person’s exact date of birth is reflected in CSIL. It may not be an estimation.

A person’s statewide interest list rank will display the next business day after the program interest list is added to the person’s CSIL record.

 

7320 Two or More CSIL Records for the Same Person

Revision 22-2; Effective July 22, 2022

If a person has more than one CSIL record, the local intellectual and developmental disability authority (LIDDA) must:

  • contact all other LIDDAs involved in the record duplicity; and
  • send an email to LIDDARequests@hhs.texas.gov and request that the CSIL records be merged. HHSC will ensure the person’s earliest HCS or TxHmL interest list request dates are retained in the merged record.

 

7330 People Under 22 Years Old Regarding ICF/IID and NFs – For HCS Only

Revision 22-2; Effective July 22, 2022

If the person is under 22 years old and is admitted or admitting into an intermediate care facility for individuals with an intellectual disability or related conditions, including a state supported living center or a nursing facility, the local intellectual and developmental disability authority (LIDDA) must inform the LAR of the state statute requiring the person to be on the Home and Community-based Services (HCS) interest list.

If the person was not on the HCS interest list before the facility admission date, the person will be automatically added to the HCS interest list by HHSC’s Information Technology (IT) Field Support with the facility admission date as the interest list “request 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 22-2; Effective July 22, 2022

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

The letter serves as documented evidence that the person is on the HCS or TxHmL interest list. The letter is sent to the primary correspondent using the primary correspondent address on the person’s Community Services Interest List (CSIL) record. 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 CSIL.

When an address in CSIL 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; and
  • update the person’s mailing address in CSIL per the CSIL User Guide for LIDDAs.

To ensure 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 35-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 22-2; Effective July 22, 2022

Each person on the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists with an interest list status of “Interested” 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 person’s Community Services Interest List (CSIL) record, as instructed in the CSIL User Guide for LIDDAs; and
  • update the person’s and primary correspondent’s contact information in CSIL, as instructed in the CSIL User Guide for LIDDAs.

 

7510 Exception to Biennial Contact

Revision 22-2; Effective July 22, 2022

There is one exception for the biennial contact: people younger than 22 receiving services in an intermediate care facility for individuals with intellectual disabilities or related conditions, including a state supported living center, or a nursing facility  whose legally authorized representative (LAR) does not want a biennial contact. Since state statute requires the person to be on the Home and Community-based Services (HCS) interest list, Texas Health and Human Services Commission (HHSC) provides the LARs of these people with the option of declining the biennial contact. If the LAR declines contact, the LIDDA checks the “IDD Contact Declined” checkbox on the person’s Community Services Interest List (CSIL) record and does not conduct a biennial contact with the LAR.

 

7520 CSIL Reports for Managing Biennial Contacts

Revision 22-2; Effective July 22, 2022

Weekly, monthly, and quarterly reports are available in the Community Services Interest List (CSIL) application for managing interest list biennial contact requirements. These reports must be used to manage the interest list. To ensure the most current information is generated for the report, the local intellectual and developmental disability authority (LIDDA) selects the weekly report from the drop-down menu.

  • HC027883.W/M/Q, Interest List Biennial Contacts-Summary shows the number of contacts required, contacts made, contacts not made, and the percentage of contacts completed.
  • HC027884.W/M/Q, Interest List Biennial Contacts-Detail provides detailed information for all person’s listed on the HC027883.W/M/Q report. The report is designed to assist LIDDAs in confirming whether a person has been “Contacted” or “Not Contacted.” People younger than 22 residing in an intermediate care facility for individuals with an intellectual disability or related conditions  (including a state supported living center) or nursing facility  whose legally authorized representative has 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 22-2; Effective July 22, 2022

Phone or face-to-face contact with the primary correspondent is preferable. If a person 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 people not currently receiving services or supports, a combination of phone and mail contacts might be necessary 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”).
  • 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 22-2; Effective July 22, 2022

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;
  • update the person’s Community Services Interest List (CSIL) record to reflect the person’s current preferences; and
  • enter the date the contact was made in the “Date of This Contact” field in CSIL.

 

7560 Entering Biennial Contact Information into CSIL

Revision 22-2; Effective July 22, 2022

The local intellectual and developmental disability authority (LIDDA) must follow the instructions in the Community Services Interest List (CSIL) User Guide for LIDDAs to enter biennial contact information into CSIL. Biennial contact information can be entered at any time, without limitations on data entry dates. The date of the discussion is considered the “Biennial Contact Date.”

After entering the biennial contact in CSIL, the LIDDA must follow instructions in the CSIL User Guide for LIDDAs to update the person’s and primary correspondent’s mailing addresses in CSIL.  

 

7570 Unable to Make Biennial Contact

Revision 22-2; Effective July 22, 2022

If multiple attempts to contact the primary correspondent are unsuccessful the local intellectual and developmental disability authority (LIDDA) must:

  • check the “Inactive-Unable to Contact” checkbox on the person’s Community Services Interest List (CSIL) record; 
  • document the steps taken to reach the primary correspondent and person in the comment field in CSIL; and
  • mail a letter to the primary correspondent and person at the last known address. 
    • The letter must state that the person’s status on the HCS or TxHmL interest list remains “Interested” but has been flagged as “Inactive-Unable to Locate” and the “Inactive-Unable to Locate” flag will remain in place until the primary correspondent or person responds to the letter.  
    • The date on the letter must be the same date the LIDDA checked the “Inactive-Unable to Locate” checkbox in CSIL.    

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

  • explain why the LIDDA changed the person’s status to “Inactive-Unable to Locate;” 
  • verify continued interest in the HCS or TxHmL programs;
  • uncheck the “Inactive-Unable to Contact” checkbox in CSIL;
  • update the person’s and primary correspondent’s contact information as noted in Section 7560, Entering Biennial Contact Information into CSIL;
  • update the biennial contact date to be the date the LIDDA had a discussion with 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, Discussions and Documentation.

If the LIDDA does not receive a response from the person or primary correspondent, the “Inactive-Unable to Contact” checkbox remains checked until the person is offered HCS or TxHmL services.

The “Last Updated Date” and “Last Contact Date” fields are automatically generated to match the date the LIDDA updated the CSIL record.

 

7580 Unable to Make Biennial Contact Regarding Facility Residents

Revision 22-2; Effective July 22, 2022

If multiple attempts 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) must confirm whether the person continues to reside in the ICF/IID, SSLC or NF.

If the person is still a resident, the LIDDA must not check the “Inactive-Unable to Contact” checkbox on the person’s Community Services Interest List (CSIL) record. 

  • The person 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 “Contact Attempted” date entered in CSIL must be the date 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 CSIL Status Designations

Revision 22-2; Effective July 22, 2022

The Community Services Interest List (CSIL) application maintains a “CARE Status” and an “Interest List Status” for the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) interest lists.

CARE Statuses:

Active – Indicates successful biennial contacts with the primary correspondent.

Inactive – Indicates unsuccessful biennial contacts with the primary correspondent. The LIDDA checks the “Inactive-Unable to Contact” checkbox on the person’s CSIL record.

Interest List Statuses:

Interested

This status indicates that the person is actively interested in HCS or TxHmL services, as applicable. The Community Services Interest List (CSIL) application automatically assigns this status when the local intellectual and developmental disability authority (LIDDA) adds the HCS or TxHmL interest list to a person’s CSIL record.  A LIDDA must make a biennial contact with the primary correspondent of every person with an “Interested” status. The request date must match the “Date of Discussion” on Form 8648, Identification of Preferences.

Release

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 “Interested” to “Release” on the day HHSC sends the LIDDA the letter authorizing the LIDDA to offer HCS or TxHmL to the person.

Note: Although a “Release” status is not assigned by a LIDDA, a person with a “Release” status may be transferred from one LIDDA to another.

Pre-enrolled

The CSIL application automatically assigns this status when the LIDDA successfully submits an HCS or TxHmL Pre-enrollment Form on the Texas Medicaid & Healthcare Partnership (TMHP) Long-Term Care (LTC) Online Portal for a person who has accepted an HCS or TxHmL offer.

Closed

This is the final interest list status. When a program interest list is closed on the person’s CSIL record, the applicable closure reason must be selected in CSIL. The LIDDA can only close an interest list if the current interest list status is “Interested.” If the current interest list status is anything other than “Interested,” the LIDDA must send an email to liddarequests@hhs.texas.gov. See Section 7700, Closing a Person’s HCS or TxHmL Interest List.

Closure Reasons:

  • Client Receiving the Service - The CSIL application automatically closes the interest list and assigns this closure reason when HHSC authorizes a person’s enrollment in the LTC Online Portal.
  • Not Functionally Eligible - The CSIL application automatically closes the interest list and assigns this closure reason when HHSC denies a person’s enrollment in the LTC Online Portal due to not meeting the program’s level of care eligibility criteria.
  • Denied-Not Financially Eligible - The CSIL application automatically closes the interest list and assigns this closure reason when HHSC denies a person’s enrollment in the LTC Online Portal due to not meeting the program’s financial (Medicaid) eligibility criteria.
  • Requested Removal from Interest List – This status indicates the primary correspondent has voluntarily withdrawn the person from the interest list. If a person’s primary correspondent submits a written request to withdraw from the interest list via a signed Form 8648 or signed and dated request, the LIDDA must change the person’s interest list status to closed and select this closure reason. The LIDDA can only close an interest list if the current interest list status is “Interested.” 
  • Not a Texas Resident – If the person and the primary correspondent no longer have a Texas address, the LIDDA must change the person’s interest list status to closed and select this closure reason. The LIDDA can only close an interest list if the current interest list status is “Interested.”
    • If the person’s family has temporarily moved out of Texas due to active military service and the family wants the person 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.
  • Death – In the event of the death of a person, the LIDDA must complete the Client Assignment and Registration (CARE) screen 360, Death/Separation to close the person’s CARE records and change the person’s interest list status in CSIL to “Closed” and select this closure reason. The LIDDA can only close an interest list if the current interest list status is “Interested.”
  • Opened in Error – This closure reason is available for limited use by the LIDDA in case an error is made when adding HCS or TxHmL to a CSIL record. 

The following Closure Reasons are used by HHSC only:

  • Duplicate – HHSC assigns this closure reason when merging duplicate CSIL records.
  • Mail Undeliverable/No Working Phone Number – 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.
  • Needs Met Through…(other program or facility) – HHSC closes the program interest list on the person’s CSIL record and assigns this closure reason when the person or LAR completes and signs Form 8601, Verification of Freedom of Choice. This indicates the person has declined the opportunity to enroll in the program to remain enrolled in a different HHSC waiver program. HHSC closes the interest list using the date of the person’s signature on the form. 
  • Person Refused Due to MERP Provisions – HHSC closes the program interest list on the person’s CSIL record and assigns this closure reason when the person or LAR completes and signs Form 8601. This indicates the person has declined the opportunity to enroll in the program due to the Medicaid Estate Recovery Program (MERP) provisions. HHSC closes the interest list using the date of the person’s signature on the form.
  • Other– HHSC closes the program interest list on the person’s CSIL record and assigns this closure reason when the person or LAR completes and signs Form 8601. This indicates the person has declined the opportunity to enroll in the program for a reason other than “Needs Met Through...” or “Person Refused Due to MERP Provisions,” or 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.
     

 

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

Revision 22-2; Effective July 22, 2022

A person’s 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, CSIL Status Designations. Once a person is registered with an “Interested” status, the local intellectual and developmental disability authority (LIDDA) does not close the status unless one of the following occurs:

  • Primary correspondent voluntarily withdraws the person from the HCS or TxHmL interest list;
  • Person and primary correspondent no longer have a Texas address (unless the person’s family has temporarily moved out of Texas due to active military service as described in Section 7210, Active Military Families); 
  • Death of the person; or
  • Error was made when adding HCS or TxHmL to a Community Services Interest List (CSIL) record. See Section 7600, CSIL Status Designations.

7700 Closing a Person’s HCS or TxHmL Interest List

Revision 22-2; Effective July 22, 2022

The local intellectual and developmental disability authority (LIDDA) closes a person’s interest list and assigns a closure reason of “Request Removal from Interest List” due to one of the following situations.

If the primary correspondent requests that the person 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 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 be removed from the HCS or TxHmL interest list, the LIDDA must:

  • remove the person from the appropriate interest list by changing the interest list status to “Closed” and selecting the closure reason Request Removal from Interest List using the “Date of Discussion” on Form 8648. The “Date Close” on the Community Services Interest List (CSIL) record, is the date the LIDDA closed the record;
  • 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 to be removed from the HCS or TxHmL interest list.

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

  • document the notification in the person’s record applying Section 7550; and
  • remove the person from the appropriate interest list by changing the person’s "Interested” status to ”Closed” with the applicable closure reason —Not a Texas Resident – using the “Date of Discussion” from the received Form 8648. The “Date Closed” on the CSIL record is the date the LIDDA closed the record. Note: This does not apply to active military families.

If the person dies, the LIDDA must:

  • contact the Biennial Contact Monitor at LIDDAServiceCoordination@hhsc.state.tx.us if the “Active Military” checkbox is checked; 
  • complete CARE screen 360, Death/Separation of Client, to close the CARE records; and 
  • change the “Interested” status to “Closed” and selecting the closure reason “Death.” The “Date Closed” on the CSIL record is the date the LIDDA closed the record.

 

7800 When to Transfer a Person's CSIL Record

Revision 22-2; Effective July 22, 2022

When a local intellectual and developmental disability authority (LIDDA) is informed that a person whose Home and Community-based Services (HCS) or Texas Home Living (TxHmL) interest list status is “Interested,” “Release,” or “Pre-enrolled” is moving or has moved to another LIDDA’s service area, the transferring LIDDA must:

  • 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; and
  • transfer the Community Services Interest List (CSIL) record by changing the person’s county of residence on the “Personal Information” page in CSIL. The person’s interest list request date will not change when a person’s CSIL record is transferred to another LIDDA. 
    • IMPORTANT: The LIDDA must change the county of residence on the “Personal Information” page in CSIL. Changing the county of residence on the “Interest List” page will only transfer that program interest list.

The receiving LIDDA must:

  • acknowledge the transfer with the transferring LIDDA;
  • contact the transferring LIDDA if the documents are not received or the transfer does not show in CSIL; 
  • 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; and
  • conduct enrollment activities if a slot was offered.

If a LIDDA needs to transfer a slot offer to another LIDDA, the transferring LIDDA must change the “Residence County” field on the person’s main CSIL record. Note: If the LIDDA changes the “Service County” field on the program interest list record, only that specific interest list will be transferred and not the full CSIL record. After the CSIL record has been transferred, the receiving LIDDA must:

  • submit the HCS or TxHmL Pre-enrollment Form and 8578 ID/RC Assessment with a purpose code 2 on the Texas Medicaid & Heath Care Partnership (TMHP) Long-term Care (LTC) Online Portal if no forms have migrated from CARE or submitted on the TMHP LTC Online Portal. 
  • submit 3608 or 8582, Individual Plan of Care once Program Enrollment and Support (PES) has approved the 8578 ID/RC Assessment with a purpose code 2 and the status is “Pending IPC Match.” 

If the L01 screen was entered in CARE prior to April 6, 2022, the information migrated to the LTC Online Portal for the HCS or TxHmL Pre-enrollment Form. There may also be an existing 8578 ID/RC Assessment with a purpose code 2 on the LTC Online Portal. The transferring LIDDA must not inactivate these forms. When the receiving LIDDA submits 3608 or 8582, Individual Plan of Care, the LTC Online Portal will automatically change the LIDDA information on 8578 ID/RC Assessment with a purpose code 2 to match the LIDDA information on 3608 or 8582, Individual Plan of Care.

The only time the HCS or TxHmL Pre-enrollment Form should be “Inactivated” is if the person declines the slot offer before PES has completed the enrollment approval. When this happens, the LIDDA must submit a new Form 8601, Verification of Freedom of Choice on the secure file transfer protocol site.

LIDDAs may only inactivate the HCS or TxHmL Pre-enrollment Form if the form status is “Pre-enrolled.” If there is an 8578 ID/RC Assessment with a purpose code 2 on the LTC Online Portal, the LIDDA must inactivate the 8578 ID/RC Assessment BEFORE inactivating the HCS or TxHmL Pre-enrollment Form. 

IMPORTANT: If the status of the HCS or TxHmL Pre-enrollment Form is “Enrolled,” it cannot be inactivated, deleted or backed out. If the person declines the slot offer after the enrollment has been approved, the LIDDA must follow the termination process in accordance with program rules and handbook. 
 

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

Revision 22-2; Effective July 22, 2022

A request for Texas Health and Human Services Commission (HHSC) to change a person’s Home and Community-based Services (HCS) or 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@hhs.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 will notify the LIDDA.

If a person identifies the HCS or TxHmL Program as a preferred service and the person informs the LIDDA that they were determined ineligible for a waiver (other than HCS or TxHmL) due to a reason other than financial ineligibility, the LIDDA must request that HHSC change the person’s interest list request date for HCS or TxHmL to match the person’s interest list request date for the waiver for which the person was denied. If the person is already on the HCS or TxHmL interest list, the LIDDA must only request a change to the person’s HCS or TxHmL interest list request date if the HCS or TxHmL interest list request date is later than the person’s interest list request date for the waiver for which the person was denied. The request must be typed and: 

  • 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 interest list request date 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);
  • about 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 in); and
  • submitted to LIDDARequests@hhs.texas.gov.