Virginia ADM-1.0 Administration Policy

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The Virginia ADM-1.0 Administration Policy outlines the documentation standards required for Medicaid waiver services in accordance with 12VAC30-122-490. This policy ensures compliance with the Virginia Department of Medical Assistance Services (DMAS) regulations and supports accurate, timely, and comprehensive recordkeeping to facilitate service delivery, billing processes, and audit readiness. Providers must maintain detailed documentation of assessments, individualized service plans (ISPs), progress notes, and incident reports, ensuring that all records reflect person-centered care principles and meet Medicaid program requirements.
 
Documentation must be completed promptly—typically within 24 hours of service delivery—and updated regularly to reflect changes in participants’ needs or circumstances. Records must be securely stored and retained for a minimum of six years post-service or as specified by state regulations. The policy also emphasizes adherence to HIPAA privacy rules to safeguard participant information. By aligning with 12VAC30-122-490, this policy provides a structured framework to ensure high-quality care while maintaining full regulatory compliance with Virginia’s Medicaid standards.