CASE MANAGEMENT SERVICES PROVIDER IN DELAWARE

Fatumata Kaba
Jul 7
3 min read

COORDINATING CARE, SERVICES, AND SUPPORTS TO HELP INDIVIDUALS LIVE SAFELY AND INDEPENDENTLY IN THEIR COMMUNITIES

Case Management Services in Delaware ensures that individuals with disabilities, chronic conditions, or complex support needs receive the services they need through effective planning, coordination, and monitoring. These services are funded through Delaware Medicaid, including the Lifespan Waiver, and are administered by the Division of Developmental Disabilities Services (DDDS) and the Division of Medicaid and Medical Assistance (DMMA).

1. GOVERNING AGENCIES

Agency: Delaware Division of Developmental Disabilities Services (DDDS)

Role: Oversees case management under the Lifespan Waiver and ensures person-centered planning and service monitoring

Agency: Delaware Division of Medicaid and Medical Assistance (DMMA)

Role: Administers Medicaid funding and compliance for case management activities

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Sets federal requirements for HCBS case management under Medicaid waiver programs

2. CASE MANAGEMENT SERVICE OVERVIEW

Case Management Services involve helping individuals access, coordinate, and monitor the delivery of home and community-based services. Case managers work directly with participants and their support teams to create and maintain an effective Individual Service Plan (ISP) that reflects personal goals, health and safety needs, and community preferences.

Approved providers may deliver:

Comprehensive assessments and needs evaluations
Development and ongoing updates to the ISP
Referrals and linkages to medical, behavioral, and social services
Monitoring of service delivery and participant satisfaction
Advocacy, problem-solving, and crisis planning
Documentation of contact notes, service updates, and progress tracking

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Delaware Division of Corporations
Obtain EIN from the IRS and NPI (Type 2)
Employ qualified case managers with relevant degrees and experience
Apply to become a Case Management Provider with DDDS under the Lifespan Waiver
Carry general liability and professional insurance
Ensure HIPAA compliance and secure electronic records
Maintain policies that support person-centered planning and conflict-free case management

4. PROVIDER ENROLLMENT PROCESS

Step 1: Register business and obtain NPI

Step 2: Submit DDDS application to become a Lifespan Waiver Case Management Provider

Include resumes, organizational structure, service delivery approach, and policies

Step 3: Enroll in Delaware Medicaid (if billing applies) through DMAP

Step 4: Connect with DDDS, Support Coordinators, and community networks for participant referrals

5. REQUIRED DOCUMENTATION

Articles of Incorporation or business registration
IRS EIN Letter
NPI confirmation
DDDS provider agreement
Medicaid enrollment (if required)
Policy & procedure manual including:
- Intake and assessment protocols
- ISP development and update procedures
- Participant rights and grievance resolution
- Confidentiality and HIPAA compliance
- Service monitoring tools and frequency guidelines
- Incident reporting forms and follow-up procedures
- Staff supervision, CEU tracking, and performance evaluations

6. STAFFING REQUIREMENTS

Role: Case Manager / Support Coordinator

Requirements:

Bachelor’s degree in social work, psychology, nursing, or related field
Experience working with individuals with intellectual and developmental disabilities
Strong documentation, communication, and advocacy skills
Background check and CPR/First Aid certification (recommended)

Role: Program Supervisor / Compliance Officer (optional)

Requirements:

Oversight of documentation quality, regulatory compliance, and staff performance
Experience in waiver case management or program management

Training Requirements for All Staff:

Person-centered planning and HCBS principles
HIPAA and documentation standards
Abuse prevention and mandated reporting
Cultural competence and inclusive service delivery
Annual training and CEU compliance tracking

7. MEDICAID WAIVER SERVICES

Case Management Services are reimbursed under:

Delaware Lifespan Waiver (DDDS)
State Plan Targeted Case Management (for some populations)

Approved providers may deliver:

Functional needs assessments
Creation and review of the Individual Service Plan (ISP)
Monthly or quarterly monitoring (based on plan level)
Coordination across health, behavioral, and waiver services
Advocacy and support during transitions or crisis

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: DDDS Provider Application

Timeline: 30–60 days

Phase: Staff Onboarding and Policy Development

Timeline: 2–4 weeks

Phase: Referral Activation and Service Delivery

Timeline: Ongoing

9. CONTACT INFORMATION

Delaware Division of Developmental Disabilities Services (DDDS)

Phone: (302) 744-9600

Website: https://dhss.delaware.gov/dhss/ddds

Delaware Division of Medicaid and Medical Assistance (DMMA)

Phone: (302) 255-9500

Website: https://dhss.delaware.gov/dhss/dmma

Delaware Medicaid Provider Enrollment (DMAP)

Website: https://www.demap.dhss.delaware.gov

CASE MANAGEMENT SERVICES PROVIDER IN DELAWARE

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — DELAWARE CASE MANAGEMENT SERVICES PROVIDER

We assist care coordination professionals and human services organizations in launching fully compliant Case Management programs under Delaware’s Lifespan Waiver and Medicaid system.

Scope of Work:

Business registration (LLC, EIN, NPI)
DDDS waiver enrollment and Medicaid credentialing support
Policy & procedure manual for assessments, ISP development, and service tracking
Templates for intake forms, contact notes, and progress reports
Website, domain, and email setup
Staff credentialing trackers and training logs
Client intake packet, consent forms, and privacy statements
Incident reporting systems and audit readiness tools
Referral networking with DDDS, schools, and family support groups