Wyoming Department of Health

Q: What is the case manager's role in the process of adding self-direction?
A: The case manager will need to help the participant or family find a support broker. The plan of care needs modified to add the Support Broker to it. Then, together with the support broker, the team shall identify services being requested and the total dollar amount of services that they will be self-directing. The case manager shall allocate the funds for self-directed services to the PPL webportal, if the person is using PPL (Fiscal/Employer Agent). The services chosen shall have justification for the need for the service in the plan of care.

Q: For case managers who are doing their first plan of care with self-direction, what forms and info are necessary?
A: The new preapproval form, services available page, and the appropriate service forms if the service is unpaid caregiver training and/or goods and services. You cannot add self-direction to a plan without adding a Support Broker to the plan first.

Q: When can a participant on the Child DD Waiver apply for the Adult DD Waiver?
A: You can apply 6 months before the child’s 21st birthday. Contact your local Participant Support Specialist for an Adult Waiver application.

Case Management Documentation Requirements

Q: Beginning July 1, 2010, will case management require 2 hours of documentation?
A: Yes. Billable categories include the following: Plan of care development, Monitoring IPC, Participant specific training & retraining, Face to face meetings (including required monthly home visits), Advocacy & referral, Crisis Intervention, and Coordination of natural supports.

Q: Can the 2 hours include time that support staff to the case manager spend doing administrative paperwork or data collection for a case manager?
A: No, the 2 hours must be for billable activities specific to duties that the case manager is performing. Even though other staff may be assisting with some duties, it is the case manager’s role to monitor the services that are being provided on the plan of care, review service utilization, conduct the home visit, and provide follow-up to any issues or concerns that have been brought up including health and safety, just to mention a few. The administrative overhead figured into the case management monthly unit assumes support staff duties.

Q: Can the 2 hours include time spent talking with the Division?
A: Maybe, if the call is participant specific and fits one of the categories of billable case management, this time could be included in billable time. For instance, if you are talked with a Specialist about changes needed in the plan of care, that time could be considered under Plan Development.

Q: Is there training on filling out the CM monthly/quarterly forms correctly?
A: Your local Provider Support Specialist can review the forms with you if you have questions or have been told that you are filling them out incorrectly.

Q: Can home visit occur if during school hours but the child is home?
A: The requirements are that the child must be present, there are no other time restraints, per the case management definition

Q: Is time and phone contact with the guardian still billable by the case manager?
A: Yes, these contact times are billable as long as it meets one of the participant specific categories.

Q: Will all contacts with providers be part of billable case management documentation?
A: Participant specific training, plan development and follow up is billable. A revised monthly case management form with the billable categories on it is on the forms and documents page of our website.

Individually Budgeted Amount (IBA)

Q: Will a parent be able to request additional services during their child's current plan year?
A: The Division will review requests on an individual basis and base requests for adjustments to IBAs upon assessed needs, the health and safety of the participant. Supporting documentation for services requested in the current plan is needed and past plans of care may be reviewed for documentation of service or support needs.

Q. How were people notified that children's IBAs would be lowered?
A: All providers were notified of these changes in a memo dated May 12, 2010. All families were notified of the changes in a letter dated May 10, 2010. As long as we have an updated address for them, they should have received it. These letters were not sent certified, however, so we can’t prove that someone received a letter. When a case manager is notified of an IBA change, they are also responsible for notifying families.

Q: How does the Division adjust IBAs for kids who had their budget drastically reduced with the new IBA formula?
A: The Division shall review the needed services for the child by request and review the information in the plan of care to determine the adjusted IBA if approved.

Q: What do I do if I feel the interim IBA or FY2011 IBA is not correct?
A: Remember the funding model is historical plan of care units times (x) the posted rate minus (–) one-time costs. All interim IBAs are projected based on the number of months remaining on the plan. We realize that all services are not equally allocated through the plan year. If you have concerns, please submit those in writing to the Participant Support Specialist. We have a process to review these internally to make necessary adjustments.

Q: What do I do if the family has not needed many services in the past and the IBA reflects this, but the family is concerned they will need services in the future?
A: The funding model for all three waivers is historical plan of care units times (x) the posted rate minus (–) one-time costs. If a family historically has not included services in the plan of care, that IBA will be adjusted. If the participant’s team identify that the budget allotted does not meet the services and supports needed in the developed plan of care, then the participant may request additional funding, subject to approval from the DD Division.

Home-Based Worker Issue

Q: How can we can keep our home-based worker?
A: You can keep your home-based worker if you choose an Agency of Choice Financial Management Service or the Fiscal/Employer Agent Financial Management Service, which is Public Partnerships, LLC. You can also choose to be the employer of record through self-direction and hire the home based worker as your employee.

Q: If we are not considered a home-based worker because our home is ok to do services in, can I ever provide the same service, Respite, in the participant’s home?
A: Yes, you can still provide services in the participant’s home.

Self-Direction

Q: Someone becoming an employee of a participant was filling out the background screening information she had received from PPL. She said she was confused about how much money she should send for the background check because of information on the back of the card. Who pays for this?
A: PPL is responsible for the costs, not the provider. We will add language to the forms to make this clear.

Q: Has there been much interest in Self-Direction?
A: Yes, as of the end of February 2011 we have 7% of all waiver participants self-directing some or all of their services.

Q: Could you explain a little more about how to fill out the pre-approval page for self-directing?
A: In the self-direction section, you list the services that the participant plans on self-directing and then in the box under the subtotal, type in the amount they want to self-direct so it can be deducted from the IBA. The number of units for self-directed services are not necessary, since those are negotiable depending on the wage and ways that it may change. Also, if they end up choosing a different service to self-direct then what was listed, that is still okay. We want to make sure when we are approving the plan of care that services are being planned to meet the person’s needs. As a reminder, goods and services and unpaid caregiver training must be prior authorized by the Division before being self-directed.

Q: What would the area look like, do you put respite and the number of proposed units for example just like on the traditional waiver?
A: Just list “respite” and the total amount planned to self-direct. You as the case manager will then put this amount into the PPL web portal to “authorize” those funds for services.

Q: If we change some funds in the IBA to equipment from respite, do we do modifications like we do now?
A: The modifications to self-directed funds are done in the PPL web portal, not to the Division… unless more money from the person’s traditional services will be switched to self-direction then a mod is needed to lower units and allow you to authorize more of the IBA to be self-directed.

Q: Since there are no schedules involved with PPL do we need the objective pages?
A: There will be time sheets to fill out with a summary of services delivered, but schedules and other documentation required will be up to the “employer” which is the participant/legal representative.

Q: Can we hire a person to provide respite for over 40 hours a week when we go out of town or do we need to hire to employees?
A: The Division worked with the Fiscal Employer Agent, PPL, to implement a Daily Respite unit that can be provided to up to two participants. When a provider works over four (4) hours, s/he can submit to be paid at a daily respite wage. This means that the provider will be paid at a flat wage regardless of how many hours have been worked (as long as it is at least four). The wage is set by the employer. This service unit is newly announced and was not a decision that was communicated during the PPL enrollment sessions. We recognized this was a need based upon stakeholder input at those sessions and have implemented this daily unit to help meet the needs of parents and caregivers. The wage does not need to be adjusted for minimum wage per hour because federal and state laws provide exemptions for household employees caring for the people who are elderly or with disabilities.

Q: Can the Fiscal/Employer Agent (PPL) and an Agency with Choice be on the same plan for self-direction?
A: Yes, there is nothing to prevent this from occurring. However, there is very little benefit from this combination and it could lead to much confusion as a participant is the employer of record for the Fiscal employer agent, and therefore the “boss”, and a co-employer through agency with choice and must work with the agency to be the “boss” of their employee.

Q: If there are several Respite providers on a plan, can some be self-directed while others are not?
A: Yes, you can choose to self-direct one or all of the services, except for case management. This means you may keep some services traditional, as long as the provider is not considered a “home-based worker.”

Q: If I provide several services to a participant and the participant/family only wants to self-direct one service I provide, do I still need to fill out the PPL paperwork or go to the Agency with Choice?
A: Yes, if the participant/family wants to self-direct any service, they have to enroll with PPL or use an Agency with Choice provider to self-direct and hire a support broker.

Q: Can Respite be self-directed while in SFHH?
A: No, only people who are not in residential services can self-direct services…this includes people in SFHH.

Q: How do you determine wages and the child habilitation fee paid by parents if a person is self-directing this service?
A: There is a wage range established with a minimum and maximum wage for this service. The parent portion to the provider of the service is determined between the employee (provider) and the parent and the Division recommends that the two parties have a contract on the amount to be paid, but the Division may need to verify a payment is being made.

Q: Who is ultimately liable in a legal sense for actions of Providers? Do I need to buy liability insurance that would cover me as the employer against any legal actions a provider might bring against me as employer or to protect against anything they might do while in my employ that resulted in a legal action taken by a third party? Am I (or a client) covered as an employer for EEOC type actions if I’m not a party to the FMS contract specifically?

A: Participants are liable as household employers for the action of providers. If a participant would like to formally insure against liability, this can be easily added to any homeowner or renter insurance policy. You should know that is has been PPL’s experience (we work in 16 states and manage services for 25,000 individuals who are consumer directing) that there are only rarely liability issues raised. Only one national study has been done on this issue but it identified the same results as PPL; only one worker compensation case was reported in the three states that were studied.1

PPL and WY DDD are working out business rules to ensure that you comply with the Equal Pay Act (EPA), i.e., that you may not pay different wages to people of different sexes on the sole basis of sex difference. (All other EEOC regulations do not apply to household employers, who have fewer than 15 employees.)

Q: If the State (rather than the “employer”) has contracted with a Financial Management Service to certify that minimum training and background checks of providers are completed and that employment actions, legal work status, taxes, etc. have been done properly, am I protected as the “employer” from any action or inaction by the FMS? Also, if false information is given to the FMS by a Provider is the State as the contracting Agency ultimately liable for false reporting or does that fall on me as employer?

A: If PPL fails to properly complete contract requirements such as certifying minimum training, and meeting background check requirements, then that is a violation of PPL’s contract with WY DDD, and PPL will be held liable, not the employer/participant.

WY DDD is contracted with PPL, the Financial Management Services organization. Employers too will have a relationship with PPL. As part of the enrollment process, the employer will sign an IRS Form 2678. By signing this form, the employer delegates the employer payroll and tax responsibility to PPL – withholding taxes from his or her employee’s paychecks and depositing these with the IRS – and PPL becomes the employer’s payroll agent. According to the IRS, the agent:
...must follow the procedures in Revenue Procedure 70-6 for employment taxes…All agents…remain liable for filing all returns and making all tax deposits and payments while this appointment is in effect.

As indicated in the quote above, Form 2678 assigns responsibility to PPL for payroll and tax responsibilities. PPL is also held responsible for any mistakes in filing.

If a provider gives false information and this causes funds to be paid out falsely, then the provider is liable, not the employer/participant. This assumes that the employer/participant has no knowledge of misinformation or wrong-doing by the provider.

Q: What if any personal tax filing implications are raised for parents/clients (as opposed to providers) as a result of the State’s actions that force us to become employers!?

A: This program will not impact personal tax filing for individuals serving as employers. Since program funds go from WY DDD to PPL and then to the providers, employers do not recognize any income from this program. As such, employers’ personal income tax filings will not be impacted by the self-direction program. As the employer’s payroll agent, PPL handles all of the employment tax responsibilities.

Support Broker

Q: Can the Support Broker also be the Case Manager on the same plan of care?
A: No. The Support Broker can only provide Support Broker services and nothing else on an individual’s plan of care. If the provider or provider agency is currently providing case management services, or any services on the plan of care, they cannot be a Support Broker for that participant.

Q: How do we document for our Support Broker Services?
A: There is a Support Broker Monthly Documentation form you can use. It is located on the Support broker page of the Division’s website. You can also have one emailed to you by contacting your provider support specialist. This form may be modified to meet your business needs.

Q: Where can we find a Support Broker or will one be provided?
A: As individuals become certified to become Support Brokers, they will be included on the Division’s provider list. If you know of someone that is interested in becoming a Support Broker, information about this service is posted on the Division’s website at: http://www.health.wyo.gov/ddd/supportbroker.html. The interested person can complete a Support Broker “Notice of Intent” which is located at the bottom of the web page. The Division has also scheduled Support Broker Trainings throughout the state and the training locations and dates are posted on the Division’s website.

Q: If an individual is certified as a Case Manager can they become a Support Broker as well?
A: If they attend the training and pass the test, they can add it to their certification. As a Support Broker, the provider or provider agency cannot provide any other services on an individual’s plan of care.

Q: What are the criteria to become a Support Broker?
A: The criteria are the same as it is for becoming a case manager. If an individual has a Bachelor’s degree, then they are required to have at least one year of experience working in the Developmental Disabilities field. If they have 48 college credit hours, they need to have two years of experience working in the Developmental Disabilities field. In order to become certified as a Support Broker, an individual must complete the Support Broker training and pass the competency-based test.

Q: Is support broker required if they self-direct?
A: Yes, at least for the first year. After the first year the participant may chose to no longer use a support broker [opt out]. Specific criteria is addressed in the Self-direction Handbook.

Q: My Case Manager is under a certain case manager organization. Can someone within the organization get certified individually as a Support Broker and provide these services to me without charge if they also provide another service on my plan and there is conflict of interest?
A: No, the Support broker must be free of conflict to the participant self-directing and therefore he/she nor their organization may provide any other service to a person on that plan of care.

Goods & Services

Q: Can Goods and Services be used for getting a guardianship?
A: The criteria is in the definition. If the request appears to meet the criteria, the request can be reviewed by the Division for prior authorization.

Q: For a Goods & Services request, will another service need to be self-directed through PPL to utilize goods and services?
A: Yes, another direct care service such as respite, companion, or personal care must be provided to utilize goods and services.

Q: Can parents get travel reimbursement?
A: No, parents cannot be reimbursed for any waiver services. They can receive training through Unpaid Caregiver Training, though.

Q: Can goods and services pay for a washer/dryer? Can it be used for Driver’s education for the participant?
A: The criterion is in the definition. If the request appears to meet the criteria, the request can be reviewed by the Division for prior authorization. There is no blanket approval of one type of item for every participant.

Unpaid Caregiver Training & Education

Q: What if you use the camps if you self direct? If we put a child under age 12 in a summer camp while we work, do we still need to pay basic child care costs during this time?
A: The only service that requires the basic childcare cost is Child Habilitation. There is a cap on Individual Goods and Services of $2000, which is the service that will pay for a camp.

Q. Is there a definition of "camp”?
A: The camp would have to be specific to the child's disability. For example, the waiver cannot pay for a child to go to Girl Scout camp, but can pay for a child or family to attend a camp for autism.

Q: Does Unpaid Caregiver Training and Education cover travel expenses to get to the training?
A: No, federal regulations prohibit waivers from funding travel expenses.

Agency with Choice

Q: How do I become an Agency with Choice?
A: Contact your Division Provider Support Specialist to find out the requirements for becoming an Agency with Choice. You can request changes to your provider certification after June 1st.

Q: Can we choose a Certified Public Accountant to be our Agency with Choice? What training will they get from the DDD?
A: Yes, they will need to become a Medicaid provider [following the provider certification process], and they will get the standard training from Developmental Disabilities Division. For more information, contact your local Provider Support Specialist.

Q. If an employee is hired by an Agency with Choice, can that employee work with other participants other than the participant who chose that employee?
A. Yes, however you must be available when the participant wants/needs you to provide services.

Companion Services

Q: Can a provider bill Companion Services for an overnight stay?
A: Yes, as long as the usage falls within the IBA.

Q: Since there will soon be a daily rate on respite when self-directing through PPL, can we just use Companion Services on weekends, which is a 15 minute unit or will there also be a daily rate on Companion Services?
A: Companion services can be used if the service is appropriate to meet the person’s needs, but at this time there will not be a daily unit of companion services added to the PPL service table.

Q: Will there be a limit on the number of units for Companion Service or Child Habilitation?
A: No, limits are on the service at this time, but proper use of the service will be monitored.

Q: Can Companion Services be used as a service for a child on the Child DD Waiver during school summer vacations, if the services are outside the home? If so, are there any childcare costs to the parents?
A: For children age 18 and under, child habilitation services are available to help while the parents work. The parents are responsible for the basic cost of childcare at the rate the provider charges. Companion services are available for ages 18 and older to be used as a service on the Child DD Waiver during such times as summer vacation.

Q: Why are Supported Employment services now offered under the Children's Waiver, but not Day Habilitation services for the 18-20 year-olds?
A: Companion services are available as well as other services such as Community Integrated Employment for ages 18 & older.

Child Habilitation & Licensed Day Care issues

Q: Is DDD going to provide a sample agreement for providers to use with parents to address the modifier they will be paying for care under child habilitation?
A: Not at this time. Local child care centers may have sample agreements available.

Q: Who specifically is responsible for writing goals for children’s habilitation? If providers, is DDD going to provide trainings or sample goals?
A: The team shall decide who is responsible to write them. They should be similar to other habilitation objectives and the expectations for those are explained in the IPC instructions.

Q: If mom works at night and the child is with dad at night, when mom comes home at 7:00 a.m. and dad goes to work, can mom receive respite while she sleeps or does it have to be child habilitation because dad is at work?
A: If they are both working and are both primary caregivers, then respite should not be used while the caregivers are working. Child Habilitation services would be the appropriate service.

Q: Can child habilitation be used through the night if the caregiver works 3rd shift? What would the habilitation objective be?
A: The service would probably be child habilitation, but the objective for the service when the child is awake when need to be developed to use the service. This issue may need a specific conversation with the case manager’s Participant Support Specialist.

Q: Are parents obligated to subsidize the cost of care for their children that are 0-12?
A: Parents will be expected to pay the rate established by the provider for child care services. This would be the rate that parents would pay for a normally developing child.

Q: What if the subsidized day care by DFS and the waiver portion exceeds the cost of day care? Do parents still need to pay a portion?

A: If DFS is paying for child care and the provider is providing services for that amount, there is no need to request child habilitation services.

Q: Who is going to determine what is the "child care cost" now being assessed to parents for children under 12?

A: Each provider of the child habilitation service is responsible for determining what they charge. There may be childcare assistance available through DFS for those parents who qualify. Contact your local DFS benefits specialist for more information.

Q: Are parents obligated to subsidize the cost of care for their children that are 0-12?

A: Yes, parents will be expected to pay the wage established by the provider for child care services. This would be the wage that parents would pay for an average developing child. DFS has available a statewide listing of the average hourly wages for child care listed by county. Please contact your local DFS child care licensing office for more information.

Q: How do you determine wages and the child habilitation fee paid by parents if a person is self-directing this service?

A: There is a wage range established with a minimum and maximum wage for this service. The parent portion to the provider of the service is determined between the employee (provider) and the parent and the Division recommends that the two parties have a contract on the amount to be paid, but the Division may need to verify a payment is being made.

Q: Can I charge for Child Habilitation for eight full hours a day?
A: Yes, as long as it is not during other waiver services, meets the participant’s needs and the service fits the participant’s budget amount.

Q: If a child is age 18 and his/her school has early release one day a week, what service should be used for supervision of the child?
A: Companion Services, Residential Habilitation Training, or Supported Living

School Days & Waiver Services

Q: What about using respite before and after home schooling hours?
A: In accordance with 42 CFR §433 Subpart D, Federal Financial Participation (FFP) may not be claimed for services when another third-party (e.g., other third party health insurer or other Federal or state program) is legally liable and responsible for the provision and payment of the service. This requirement applies to all Medicaid services, including waiver services. The Medicaid program functions as the payer of last resort.

Q: What about shortened school day? Can services be used during local school district hours? What about for participants ages 18-20?
A: Participants, families, and Case Managers have until December 31 to ask the school to have an IEP meeting and figure out service arrangements for the rest of the school day. This includes any person through the age of 21 who is still receiving school services.

Q: Can waiver services, such as respite or child habilitation, be provided when the child is sick and not in school?
A: Not if the parent is working. If the parent is working and cannot take off from work to care for their sick child, child habilitation is the appropriate service to provide the supervision needed.

Q: Can nursing be provided if the child is in shortened school day?
A: Nursing shall be funded by the school or through the Medicaid State Plan during school hours.

Q: Many kids have part, half or every other day for school in their Individualized Education Plan. Can we go by this for services offered?
A: Parents and teams will be expected to work with their school districts on any issues concerning school hours. Educational services must be provided for children on an IEP the same hours as all children enrolled in school. Waiver services cannot be provided during school hours.

Q: If a child is being home schooled, what hours would be considered school hours? Would it be the school districts scheduled hours?
A: yes. School hours are defined by your local school district.

Q: Can respite be utilized during spring break from school?
A: Yes. Child Habilitation services would be a more appropriate service to use, though.
Therapy & Services

Q: Can personal care be used if therapy is taking place in the home and another person is needed?
A: If the therapist needs assistance with the participant during therapy, the plan of care must justify the assistance needed and which service shall provide the assistance. Natural supports shall try to be utilized before waiver services.

If the participant is in a daily habilitation service (RH, DH, SFHH) the supervision during therapy is part of the habilitation service.

If it is not available in a natural support, for participants ages 18 and up companion services can be used, and for participants or child habilitation services can be used. In specific situations, personal care may be used for children under 18, if no other service can be utilized.

Q: Can the respite provider take children to Medicaid state plan therapy services?
A: If the therapist needs assistance with the participant during therapy, the plan of care must justify the assistance needed and which service shall provide the assistance. Natural supports shall try to be utilized before waiver services. If the participant is in respite services and the respite provider is taking the child to therapy, then the respite provider has to clock in and out during the therapy session, unless the therapist submits justification for additional supervision of the child during therapy and the plan of care reflects this assistance.

Special Family Habilitation Home (SFHH)

Q: Do I have to do the Extraordinary Care request every year with SFHH? What if there is no response when I try to contact Department of Family Services?
A: You do not have to do an Extraordinary Care request every year unless the Extraordinary Care decision states the case will be revisited after one year. If you do not get a response from DFS, call the Cheyenne Department of Family Services office at (800-457-3659).

Q: For kids in SFHH services, who is responsible for the co-pay when using Child Habilitation services during non-school days?
A: There is not a co-pay for Child Habilitation services. The SFHH provider is required first, to pay the basic cost for childcare at the rate that the provider charges. Child habilitation can then be used to assist the provider with any additional supports needed due to the special needs of the child.

Q: Under SFHH can you use respite and child habilitation?
A: Yes, you may use respite and child habilitation as long as you are following the definition of each service. (Service definitions are posted on the Division’s website).

Q: Can we use personal care with Special Family Habilitation Home placements under the new service definitions?
A: No. For those 18 and up they can choose Residential habilitation and the provider can hire additional staff. Or if they stay with Special Family Habilitation Home, they can add companion services.

For participants under age 18 in SFHH, they can add child habilitation services to assist with the two-person needs. It cannot be personal care per CMS rules and our definition. No additional funds will be added to budgets to accommodate the change in service.

Q: Can supported living be used in conjunction with SFHH?
A: No, supported living is a similar service to residential habilitation training and cannot be used in conjunction with the service per the service definition.

Supported Living

Q: For Supported living services, are the caps “Hard Caps”?
A: If additional units exceed the cap and the IBA will be exceeded, the request goes to ECC and the cap may be exceeded if approved. If units exceed the cap for the service but not the IBA, the Participant Support Manager may make a policy exception to approved the units above the cap for a temporary basis, not to exceed one year. If within the IBA, both types of units can be on the same plan as long as the services do not exceed 365 days of service. (350 daily units of SL and 2500 units of the SL 15 min units would exceed 365 days of service and would not be approved.)

Q: What if the two Supported Living services unit types are split in plan – some group, some individual unit – can they have the cap of both on the same plan?
A: If a person needs more than four hours of assistance through supported living in a day, then the daily unit shall be used to meet needs.

Q: Process if requesting supported living – Does the out of home criteria apply?
A: No, but if the request exceeds the IBA the request shall be reviewed by the ECC. The out of home criteria does not need to be met.

Secure Mail

Q: How do I use Secure Email and when should I use it?
A: To send a secure E-mail to the Division, you can contact a Division staff and request that they send you a secure E-mail link, so that you may reply in a secure fashion and submit a message or attachments in accordance with the HIPPA privacy standards. You must reply in the secure portal and attach any files to send the secure E-mail to the Division. Replying to a secure message in your own E-mail browser, such as Yahoo, will NOT send a secure E-mail.

To clarify, the Division’s secure E-mail function shall be used when protected health information is shared in electronic files and attachments. This information includes any Participant’s:
• Full name
• Address
• E-mail address
• Birth date (except year)
• Social Security number
• Health plan beneficiary number (including Medicaid ID number).
• Claim number
• Admission date
• Discharge date
• Telephone numbers
• Fax numbers
• Medical record numbers

The following items must be sent secure to and from the Division:
• Preapproval forms or plan of care documentation, if sent electronically
• E-mail with participant’s full name included or social security number, initials or birth date.

In order to address these concerns the Division is implementing the following changes:
Providers sending an E-mail to the Division that includes protected health information will be notified immediately by the recipient of the E-mail that the E-mail includes protected health information and the provider must immediately stop sending E-mails with protected health information. If the provider believes the E-mail is secure, the Division will work with the provider and the Department of Health IT unit to verify the E-mails are secure.

Instructions on the secure E-mail function is available on request from the Division.