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CASE MANAGEMENT SERVICES PROVIDER IN CALIFORNIA

  • Writer: Fatumata Kaba
    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)

Find Your Regional Center:

Self-Determination Program Resources

CASE MANAGEMENT SERVICES PROVIDER IN CALIFORNIA

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.

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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. 

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