12VAC30-122-120 

12VAC30-122-120. Provider requirements.

A.10.d    This states that there should be a “progress note written documentation”.    It further states “ shall be written on the date of service delivery”.

The definition of the progress note states “it is written, signed and dated as soon as is practical but no longer than one week after the referenced service”.  

This section should be amended to be consistent with the progress note, as it is NOT practical to requirement a note written the same day, when circumstances may occur where this is not able to be completed.

the use of “daily note” references.  We support the definition of “progress notes” as defined in 12VAC30-122-20 “Definitions” for consistency.  “Progress notes” means individual-specific written documentation that (i) contains unique differences specific to the individual’s circumstances and the supports provided, and the individual’s responses to such supports; (ii) is signed and dated by the person who rendered the supports; and (iii) is written and signed and dated as soon as is practicable but no longer than one week after the referenced service.”

Community coaching service (12VAC30-122-310);

7. Community engagement service (12VAC30-122-330);

12. Group day service (12VAC30-122-380);

13. Group home residential service (12VAC30-122-390);

Supervision: In each of the above services, there is a section (E. 2. E or D.5.e.)

• Semi-Annual Supervisory Notes for DSPs including “individual’s satisfaction with service provision”. Requirement should be eliminated or changed per comments below:

• Semi-Annual supervisory documentation of an individual’s “Satisfaction with service provision” or “observation of satisfaction” is also required.

• All have a component under Service documentation or Provider requirements that state there must be written supervision notes for each DSP, signed by the supervisor and includes Semiannual documentation by the supervisor concerning the individual’s satisfaction with service provision.The actual language may vary but the underlined sections are the same.In Group Day it says “observation of satisfaction”.

  • Consistency between the services does not exist.  Group Day requires documentation of “observation of satisfaction”.
  • The requirement of semi-annual notes in the DSP supervision note regarding “satisfaction of the individual” or “observation of satisfaction of the individual” is not consistent with the already required individualized documentation.

• In addition, the requirement of proscribed supervisory notes on a regular basis is an added administrative burden, which is not included in any rate.

• Individual’s satisfaction with services/provider is covered in other individual documentation and also noted by Support Coordination in documentation.This should not be covered in a DSP supervisory documentation.

The regulation should be changed to require on-going and regular supervision but not be as prescriptive as to the parameters listed in each of these sections.