CASE MANAGEMENT SERVICES PROVIDER IN CALIFORNIA
- Fatumata Kaba
- 1 day ago
- 4 min read
COORDINATING CARE AND SERVICES TO EMPOWER INDIVIDUALS WITH DEVELOPMENTAL DISABILITIES TO THRIVE IN THEIR COMMUNITIES
Case Management Services in California supports individuals with developmental disabilities by helping them access, coordinate, and monitor services based on their unique needs and goals. These services are primarily delivered through California’s Regional Centers under the Lanterman Act, and may also be authorized through the Self-Determination Program (SDP) and select Home and Community-Based Services (HCBS) Waivers.
1. GOVERNING AGENCIES
Agency: California Department of Developmental Services (DDS)
Role: Provides statewide oversight and guidance for case management services delivered by Regional Centers and SDP providers
Agency: Regional Centers (21 nonprofit agencies)
Role: Employ or contract case managers (service coordinators) to develop and implement the Individual Program Plan (IPP) or Person-Centered Plan (PCP)
Agency: California Department of Health Care Services (DHCS)
Role: Oversees Medicaid funding and HCBS waiver coordination
Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Ensures compliance with HCBS standards for waiver-based case management
2. CASE MANAGEMENT SERVICE OVERVIEW
Case Management (also known as Service Coordination) ensures that individuals with developmental disabilities receive the services they are eligible for and that those services align with their goals, health needs, and living preferences. These services can be provided by Regional Center staff or by Independent Facilitators under the Self-Determination Program.
Approved providers may deliver:
Needs assessments and person-centered planning
Development and monitoring of the Individual Program Plan (IPP) or PCP
Coordination of medical, educational, vocational, and community supports
Referrals to service providers, housing, and benefits resources
Monitoring service quality and ensuring timely delivery
Documentation of all activities, contacts, and outcomes
3. LICENSING & PROVIDER APPROVAL REQUIREMENTS
Prerequisites (Regional Center Contracted or SDP Provider):
Register your business with the California Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Enroll as a vendorized case management agency through a Regional Center or
Become a certified Independent Facilitator under the Self-Determination Program
Maintain liability insurance and secure systems for documentation and privacy
Employ case managers with appropriate education and background
4. PROVIDER ENROLLMENT PROCESS
Option A: Regional Center Vendorization (Service Code 880)
Contact the local Regional Center to request a vendor application packet
Submit resumes, organizational structure, policies, and documentation templates
Meet staffing qualifications and pass quality assurance review
Sign a vendor agreement and begin receiving referrals
Option B: Self-Determination Program (Independent Facilitator)
Complete the DDS-approved Independent Facilitator training
Join the participant’s planning team upon request and support their PCP process
Coordinate services within the individual’s budget and track service use
No vendor number is required, but FMS billing setup is needed
5. REQUIRED DOCUMENTATION
Articles of Incorporation or Fictitious Business Name (FBN)
IRS EIN Letter
NPI confirmation
Liability insurance certificate
Regional Center vendor approval or IF certification
Policy & procedure manual including:
Intake and planning protocols
Person-centered planning and assessment tools
ISP/IPP/PCP development templates
Documentation logs and case notes
Service monitoring procedures
Staff qualifications, supervision logs, and training records
Client rights, confidentiality, and grievance procedures
Referral tracking and quality assurance plans
6. STAFFING REQUIREMENTS
Role: Case Manager / Service Coordinator / Independent Facilitator
Requirements:
Bachelor's degree in social work, psychology, education, or related field
Experience in developmental disabilities, community services, or care coordination
Background clearance (Live Scan) and TB testing (if working directly with clients)
Training Requirements:
Person-centered planning and the Lanterman Act
HCBS compliance and waiver guidelines
Confidentiality, documentation, and ethics
Emergency response and mandatory reporting
Annual training in cultural competence and client advocacy
7. MEDICAID WAIVER SERVICES
Case Management Services may be authorized under:
Regional Center Services (Lanterman Act)
Self-Determination Program (SDP)
1915(c) HCBS Waiver for Individuals with Developmental Disabilities
California Children's Services (CCS) – in coordination with other supports
Approved providers may deliver:
Needs assessments and PCP/IPP development
Linkages to healthcare, housing, employment, and behavioral services
Coordination with FMS and support providers (under SDP)
Ongoing documentation, progress updates, and compliance reporting
8. TIMELINE TO LAUNCH
Phase: Business Formation
Timeline: 1–2 weeks
Phase: Regional Center Vendorization or IF Certification
Timeline: 45–90 days
Phase: Staff Hiring and Documentation Setup
Timeline: 30–45 days
Phase: Referral Activation and Case Assignment
Timeline: 2–4 weeks
9. CONTACT INFORMATION
California Department of Developmental Services (DDS)
Email: info@dds.ca.gov
Website: https://www.dds.ca.gov
Find Your Regional Center:
Website: https://www.dds.ca.gov/rc/lookup
Self-Determination Program Resources

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — CALIFORNIA CASE MANAGEMENT SERVICES PROVIDER
We help professionals and agencies launch Case Management and Independent Facilitation Services across California through Regional Centers and the Self-Determination Program.
Scope of Work:
Business registration (LLC, EIN, NPI)
Regional Center vendor application or Independent Facilitator onboarding
Policy & procedure manual for service planning and coordination
Templates for IPPs, PCPs, case notes, and service tracking
Website, domain, and email setup
Staff credentialing trackers and supervision logs
Client intake packet, consent forms, and rights documentation
Incident reporting systems and audit preparation tools
Referral networking with Regional Centers, FMS agencies, and service providers
Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements.
Comments