Recommendation: Establish a comprehensive, statewide data management system for the Home and Community Based Services (HCBS) waivers that serve individuals with intellectual and developmental disabilities (I/DD)
Discussion: The additional Federal funds available to states as the result of the FMAP increase specifically for HCBS services can be used to increase the use of technology and improve incident reporting and management systems. We are recommending the establishment of a comprehensive client data management system for Medicaid waivers providing HCBS services to people with I/DD. This will improve efforts to protect health and safety, modernize operations, improve efficiency, enhance communication, facilitate easy access to critical information, and provide consistent and reliable data to decision makers at all levels. The system should be made available for use by providers and other state partners involved in delivering supports and services at no additional cost to the state.
As the pandemic has vividly demonstrated, the ability to access real-time information and spot emerging trends early is critical for protecting health and safety, particularly for vulnerable populations. For vulnerable populations that rely on community-based supports and services to remain in the community, this is an ongoing need even in times where there is not a public health emergency. For this reason, Therap has developed a comprehensive, turnkey Commercial Off-the-Shelf data management system offered through a Software as a Service subscription for use by the state and all its partners that are involved in serving individuals.
The system includes an automated incident reporting and management module which can be used by itself or as part of a comprehensive system. Critical incident reports are immediately shared with all proper authorities to facilitate rapid response. It also includes powerful reporting and data analytic tools for spotting emerging trends so that problematic practices or environmental conditions are identified and remedied quickly. This module is generally offered to state governments as-is at no cost to states as part of Therap’s advocacy mission. But, it can be extensively configured to meet precise state requirements at a nominal cost.
Generally, state social services programs are notoriously deficient in their use of technology and access to reliable and timely data. The emergence of Commercial Off-the-Shelf (COTS) software provided through a Software as a Service (SaaS) subscription like Therap is making it possible for states to make rapid and dramatic improvements in their access to and use of high-quality data at a very reasonable cost and minimal disruption to ongoing operations. A state subscription which includes all training and ongoing maintenance and user support is typically less than $3 million annually.
Therefore, we are recommending that the state consider using a small portion of the additional Federal funds it will receive to implement a full, comprehensive data management system for Medicaid waivers that serve individuals with I/DD. The system would contain the central electronic record containing client demographic and health related information, client eligibility data, service planning and delivery documentation, critical incident reports, and outcome and quality assurance data. It will improve service coordination and effectiveness, and provides state-of-the-art reporting and data analytic capability.
The system is made available to all partners, including providers, case managers, clients, and family members at no cost. The software can be accessed by virtually any device with the capability to connect to the internet meaning that most providers and family members already possess the means to use to the system. The state’s partners will have access to many of the same powerful tools as the state with data limited to its own caseload and operations. As such, it helps the state’s partners evaluate and improve their own operations and become better partners to the state. It was designed by and is supported by professionals with experience working in the industry who ensure that it is user-friendly and intuitive.