COMMUNITY RESPITE SERVICES PROVIDER IN OHIO

Fatumata Kaba
Sep 17
4 min read

PROVIDING SHORT-TERM RELIEF FOR CAREGIVERS WHILE PROMOTING SOCIAL ENGAGEMENT FOR PARTICIPANTS

Community Respite Services in Ohio offer temporary relief for primary caregivers by providing supervised care for individuals with disabilities, chronic health conditions, or aging-related needs in a non-residential, community-based setting. These services ensure safety, engagement, and meaningful activities for the individual, while allowing caregivers to rest or manage personal responsibilities. Community Respite Services are authorized under Ohio Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: Ohio Department of Medicaid (ODM)

Role: Oversees Medicaid reimbursement and policy guidance for respite services.

Agency: Ohio Department of Developmental Disabilities (DODD)

Role: Certifies providers and regulates Community Respite Services for individuals with intellectual and developmental disabilities.

Agency: Ohio Department of Aging (ODA)**

Role: Coordinates respite services for older adults under the PASSPORT Waiver and other aging programs.

Agency: Centers for Medicare & Medicaid Services (CMS)**

Role: Provides federal oversight ensuring that community-based respite services comply with HCBS standards and person-centered planning.

2. COMMUNITY RESPITE SERVICES OVERVIEW

Community Respite Services are delivered in group settings such as adult day centers, recreational programs, or licensed facilities, providing participants with structured supervision and activities.

Approved providers may deliver:

Supervised Daytime Care: Safe, structured supervision by trained staff in a community setting.
Recreational and Social Activities: Games, outings, arts and crafts, music, or community events.
Personal Care Assistance: Help with eating, toileting, mobility, and hygiene.
Health Monitoring: Observing participants for signs of distress or changes in condition.
Therapeutic Engagement: Skill-building activities, sensory stimulation, or memory-enhancing tasks.
Emergency Support: Trained staff to respond to minor incidents or medical needs during respite.
Transportation (optional): Providing rides to and from the community respite site.
Caregiver Communication: Updates on the participant’s well-being during respite.
Documentation: Recording attendance, care provided, activities, and any incidents or observations.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Ohio Secretary of State.
Obtain EIN from the IRS and NPI (Type 2).
Enroll through DODD or ODM as a certified Medicaid provider.
Maintain general liability, professional liability, and facility insurance.
Ensure respite site meets health, safety, fire, and zoning regulations (as applicable).
Develop policies for supervision, activities, emergency response, and documentation.
Complete staff background checks and required waiver training.

4. OHIO PROVIDER ENROLLMENT PROCESS

Initial Application:

Apply through the DODD Provider Certification Portal or ODM system depending on population served.

Documentation Submission:

Provide incorporation papers, insurance, respite policies, site safety documentation, staff training logs, and program description.

Compliance Review:

Agencies may inspect respite sites, review emergency protocols, and verify staffing ratios.

Final Approval:

Once approved, providers receive a Medicaid billing number and may begin offering services.

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License
IRS EIN confirmation
NPI registration
Liability insurance certificates (general and professional)
Community Respite Policy & Procedure Manual including:
- Participant supervision and activity engagement plans
- Emergency response and medication protocols (if applicable)
- Staff credentialing and waiver-specific training documentation
- Transportation and safety guidelines
- Participant rights, HIPAA compliance, and grievance procedures
- Documentation templates for attendance, progress, and incidents
- Quality assurance and caregiver feedback procedures