COORDINATING CARE AND RESOURCES TO SUPPORT INDIVIDUALS WITH DISABILITIES AND THEIR FAMILIES THROUGH PERSON-CENTERED SERVICE PLANNING

Case Management Services in Arkansas support individuals with developmental disabilities by assessing their needs, developing care plans, coordinating services, and monitoring progress. These services are provided under the Community and Employment Supports (CES) Waiver and are critical to ensuring individuals receive consistent, effective, and goal-oriented care in the least restrictive setting.

1. GOVERNING AGENCIES

Agency: Arkansas Department of Human Services (DHS) – Division of Developmental Disabilities Services (DDS)
Role: Certifies Case Management providers and oversees delivery and compliance with CES Waiver requirements

Agency: Arkansas Medicaid / Division of Medical Services (DMS)
Role: Administers provider enrollment and Medicaid reimbursement for case management services

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight and ensures compliance with Medicaid case management rules

2. CASE MANAGEMENT SERVICE OVERVIEW

Case Management Services are designed to assist individuals in gaining access to needed waiver and non-waiver services. Case managers work directly with the participant and their families to ensure all supports outlined in the Individualized Service Plan (ISP) are delivered effectively.

Approved providers may deliver:

• Comprehensive needs assessments and reassessments
• Development and maintenance of person-centered ISPs
• Coordination of medical, social, educational, and waiver services
• Monitoring of service delivery and participant satisfaction
• Crisis planning and emergency support coordination
• Documentation of services, notes, and progress reports

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Arkansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Submit the DDS CES Waiver Case Management Provider Application
• Complete Medicaid enrollment through the Arkansas Medicaid Portal
• Hire qualified case managers with required degrees and experience
• Maintain professional liability insurance and secure electronic documentation systems

4. PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Provider Enrollment

• Apply via the Arkansas Medicaid Provider Portal
• Submit business documentation, NPI, EFT info, and select CES Case Management services

Step 2: DDS CES Waiver Provider Application

• Include case manager job descriptions, sample ISPs, monitoring forms, and staff qualifications
• Submit policy manual and recordkeeping protocols

Step 3: Approval and Service Coordination

• Upon approval, begin receiving case assignments from DDS
• Coordinate with waiver providers, family members, and external agencies

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN Letter
• NPI confirmation
• Medicaid enrollment approval
• CES Waiver Case Management approval

Policy & procedure manual including:

• Intake, eligibility, and person-centered planning procedures
• ISP development and documentation protocols
• Service monitoring and reassessment workflows
• Staff training, supervision, and continuing education tracking
• HIPAA, consent forms, and participant rights
• Crisis planning and referral procedures
• Incident reporting, quality assurance, and billing logs

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6. STAFFING REQUIREMENTS

Role: Case Manager / Support Coordinator
Requirements:

• Bachelor’s degree in human services, psychology, social work, or related field
• Experience in developmental disabilities, service coordination, or Medicaid case management
• Background check and Adult/Child Maltreatment Registry clearance

Training Requirements for All Staff:

• Person-centered planning and ISP writing
• Waiver program compliance and service monitoring
• Documentation standards and ethics
• Annual training in safety, confidentiality, and emergency response

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7. MEDICAID WAIVER SERVICES

Case Management Services are available under:

• Community and Employment Supports (CES) Waiver

Approved providers may deliver:

• Ongoing service coordination and support
• Monthly monitoring and quarterly review of services
• Annual reassessments and plan updates
• Documentation aligned with DDS standards and Medicaid billing

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: Medicaid Enrollment & CES Waiver Application
Timeline: 45–90 days

Phase: Staff Hiring and Credentialing
Timeline: 30–45 days

Phase: Policy Finalization and Readiness Review
Timeline: 2–4 weeks

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9. CONTACT INFORMATION

Arkansas Department of Human Services – Division of Developmental Disabilities Services (DDS)
Email: ddsproviderinfo@dhs.arkansas.gov
Phone: (501) 683-5687
Website: https://humanservices.arkansas.gov/about-dhs/dms/dds

Arkansas Medicaid Provider Enrollment Portal
Website: https://portal.mmis.arkansas.gov

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• CES Waiver and Medicaid provider enrollment support
• Policy & procedure manual for person-centered planning and documentation
• Templates for assessments, ISP tracking, and monitoring reports
• Website, domain, and email setup
• Staff credentialing trackers and supervision logs
• Client intake packet, consent forms, and behavior plans
• Incident reporting systems and audit preparation tools
• Referral networking with DDS, waiver providers, and community supports

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — ARKANSAS CASE MANAGEMENT SERVICES PROVIDER

We help professionals and organizations launch fully compliant Case Management Services under Arkansas’s CES Waiver, from application to documentation and service delivery.