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Virginia Day Services Policy Manual

Virginia Day Services Policy Manual

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The Virginia ADM-1.0 Administration Policy establishes the framework for compliance with 12VAC30-122-380, which governs documentation standards for group day services under Virginia’s Medicaid waiver programs. This policy ensures that providers deliver services designed to promote skill-building, community participation, and therapeutic activities for individuals with developmental disabilities. Group day services are a key component of the Family and Individual Supports (FIS), Community Living (CL), and Building Independence (BI) waivers and must align with the Virginia Department of Medical Assistance Services (DMAS) and federal Home and Community-Based Services (HCBS) Final Rule requirements.
Providers are required to maintain accurate and detailed documentation, including individualized service plans (ISPs), progress notes, attendance logs, and quarterly reviews. Documentation must demonstrate how services support the individual’s goals for skill development, social interaction, and community integration. Records must be completed promptly—typically within 24 hours of service delivery—and securely stored in compliance with HIPAA standards. Group day services must adhere to group size limits of no more than three individuals per direct support professional and ensure that combined service hours do not exceed 66 hours per week.
This policy emphasizes the importance of accurate record-keeping to support claims for reimbursement, facilitate audits, and ensure compliance with Medicaid requirements. By adhering to 12VAC30-122-380, providers can deliver high-quality group day services that enhance independence, foster community engagement, and promote meaningful participation for individuals served under Virginia’s Medicaid waiver programs.
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