IDD Operations Portal User Guide

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IDD Operations PortalIDD Operations PortalUser GuideTexas Health and Human ServicesCommission2019Rev: 06/21/2021

Table of Contents1. General Information . 1A. Purpose. 1B. Portal Overview . 2C. Navigating the Portal . 41. Arrows . 42. Search . 43. Drop-Down Menus . 44. Previous Page . 55. Red Bar . 56. Greyed Out Field . 67. Sorting a List . 68. Drop Down List Views (default) . 69. Accounts . 710. Search function . 811. Search for an Employee (Provider Contacts) . 912. Search for an Individual (Contacts) . 1013. Adding an Individual contact . 1014. Editing an individual contact . 112. GETTING STARTED . 12A. Confidentiality and HIPAA Requirements. 12B. Accessing the Portal . 13a. Requesting First Access . 13b. Regaining Lost Access . 14C. Initial Account Setup – Overview . 14D. Initial Account Setup – Detailed Instructions. 15E. Security Authority Responsibilities . 19F. Assigning Security Authorities . 20G. Single User Setup – Detailed Instructions . 20H. Requesting Additional Provider Access after Registration . 25I. Creating a Packet . 263. CLASS and DBMD Submissions . 27A. Electronic Forms – CLASS & DBMD . 27B. Creating a Packet – CLASS . 28a. Submitter Type – CMA. 30b. Submitter Type – DSA . 33C. Creating a Packet – DBMD . 354. Provider Submissions – HCS and ICF-IID . 41A. Creating a Packet – HCS and ICF-IID . 41a. Creating a Packet – HCS . 43b. Creating a Packet – ICF . 45ii

5. LIDDA Submissions – HCS, TxHmL, ICF-IID, CFC non-waiver . 48A. Creating a Packet – LIDDAs . 48a. Submitter Type – HCS Local Authority . 50b. Submitter Type – TxHmL Local Authority . 51c. Submitter Type – ICF-IID Local Authority. 53d. Submitter Type – CFC Local Authority . 556. Entering Comments . 587. Submitting a Packet . 598. Packets Created by IDD PES or IDD UR . 60A. Packets Created by IDD PES or IDD UR . 60a. Submitting a Packet Created by IDD PES or IDD UR . 62B. Checking the Status of a Packet . 63a. Correcting a Returned Packet . 64b. Submitting a Corrected/Returned Packet . 64c. Completed Packets . 669. Packets Created by Interest List Management . 67A. Packets Created by Interest List Management . 67a. Viewing a Packet Created by Interest List Management . 68b. Receipt Confirmation and Packet Details . 6810. Terms/Definitions . 70iii

1. General InformationA. PurposeThe Intellectual and Developmental Disabilities (IDD) Operations Portal is an onlinebased application used by long-term care IDD providers and Local IntellectualDevelopmental Authorities (LIDDAs) to submit and receive documents to and fromTexas Health and Human Services IDD Program Eligibility and Support (PES) andIDD Waivers Utilization Review (UR) sections.The portal is only meant to replace document submissions by fax and mail. It doesnot replace the responsibility of providers or LIDDA’s to ensure accurate completionof documents, maintain signed paper copies of forms in individual records, andcomply with HIPAA regulations when making submissions to the Health and HumanServices Commission (HHSC). During initial account setup, the provider or LIDDAassigns a security authority who is responsible for managing their staff’s access tothe portal. Providers and LIDDAs are responsible for ensuring procedures are inplace to properly manage staff’s access to individual’s records inside and outside ofthe portal, just as they did prior to portal implementation.HHS contractors providing services to individuals in the following programs shouldregister for and use the IDD Operations Portal: Community Living Assistance and Support Services (CLASS) CLASS - Case Management Agencies CLASS - Direct Services Agencies Deaf-Blind with Multiple Disabilities (DBMD) Providers Home and Community-based Services (HCS) Providers Texas Home Living Providers (TxHML) Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICFIID) ProvidersLIDDAs use the portal to make submissions for the following programs: HCS TxHmL ICF-IID1

Community First Choice (CFC) non-waiverProviders and LIDDAs are responsible for ensuring procedures are in place toproperly manage staff access to individual’s records inside and outside of the portal,just as they did prior to portal implementation. Security authorities are responsiblefor managing their staff access to the portal.B. Portal OverviewThe IDD Operations Portal is an online submission system that replaces papersubmissions sent to and from HHS IDD PES and IDD UR. The goal of the IDDOperations Portal is to eliminate the fax and mail methods of document transmittal.The IDD Operations Portal: Provides submitters the ability to check on the status of packet submissionsonline at any time decreasing the need to place follow-up phone calls andfaxes. Allows direct communication between the submitters and the IDD PES andIDD UR employees. Gives the submitter the ability to reference submission standards by clickingon the program manual link. Accepts forms requiring signatures to be scanned and submittedelectronically by submitters.An email notification is sent from the portal alerting the submitter the packet needsattention: When the packet submission needs a correction; or If additional documentation is needed; and When the packet submission reaches a completed status.All submissions and a history of all steps taken to finalize the submission are storedin the portal for 10 years.Submissions types in the IDD Operations Portal for CLASS and DBMD include: Pre-enrollment assessments (Case Management Agency (CMA), DirectService Agency (DSA), and DBMD Providers)2

Intellectual Disability/Related Condition Assessments (DSAs, DBMDProviders) IPCs (CMAs and DBMD Providers) Transfer requests Suspension/Continuation of Suspension requests Termination requests Face-To-Face review documents Fair Hearing requestsSubmissions types in the IDD Operations Portal for HCS, TxHmL, ICF-IID, and CFCnon-waiver include: ID/RCs (HCS, TxHmL, ICF-IID, and CFC non-waiver) Individual Plans of Care (HCS and TxHmL) Transfer requests (HCS and TxHmL) Suspension/Continuation of Suspension requests Termination requests Face-To-Face review documentsThe requirement to maintain a paper copy of the documentation in an individual’scomprehensive record has not changed.CLASS CMAs and DSAs and DBMD providers must continue to view IPC serviceauthorization information using the Medicaid Eligibility Services AuthorizationVerification. If a service authorization in MESAV does not match the approved IPC,the CMA, DSA or DBMD provider may request a correction by printing the approvedIPC from the portal and a screen print of the MESAV service authorization andfaxing it to Provider Claims Services at 512-438-4380.The IDD Operations Portal does not replace the Client Assignment and Registrationor the Texas Medicaid & Healthcare Partnership data entry requirements for LIDDAsor HCS, TxHmL, and ICF-IID providers.3

C. Navigating the PortalThe following definitions and diagrams are provided to assist users in understandingthe design of the IDD Operations Portal and how to interact with prompts in thesystem.1. ArrowsExpand or collapse information.2. SearchAllows you to look up an Individual or contact type.3. Drop-Down MenusAllows a display of available options.4

4. Previous PageAllows the user to return to the previous page. For example, if the incorrectinformation was selected in the Packet Details page, the user can go back andmake the correct selection. If changes are made to the previous page, the usermust select Save & Next.5. Red BarIndicates the field is required.Note: Some fields are required although a red bar is not displayed.5

6. Greyed Out FieldIndicates the field is pre-populated and cannot be edited here.7. Sorting a ListThe list display can be sorted by a specific column by clicking on the columnname. Select the preferred list from the drop-down menu.The page will populate with columns indicating an action to take regardingnavigation of the list. Click on the column name to sort by a particular column,i.e. click Program Type to sort the list by Program Type. Click on the column asecond time to sort it in reverse order.8. Drop Down List Views (default)When accessing the portal, the list view defaults to the last selection made oneach tab. For example, the last time you were in the portal, you had thePackets I Created list view up the next time you log in and go to the Packetstab, the view defaults to Packets I Created.6

The three navigation tabs in the upper left corner of the screen are Accounts,Packets, and Request Additional Provider Access. The Packets tab displaysall packets in any status. By clicking on the drop-down arrow, a drop-down listappears from which you can select a packet list view.9. AccountsThe Accounts tab gives information about the provider’s account(s), activepackets, and contact information for the provider’s authorized IDD OperationsPortal users.1. Provider Portal Accountsa. This view stores any accounts the user has access to. This will show youall the provider account details for the account selected.7

2. Recently Viewed Accountsa. This view lists the provider account most recently opened by the user inthe portal.10. Search functionThe Search field located on all pages allows you to search for a contact name orpacket number. A search term will bring up all matching information in theentity’s contacts list with that name.A specific packet may be pulled up using that packet’s number.8

Example: enter P-20074 or 20074. Both will bring up the correct packetnumber.Note: Use the Search All function to return results relevant to all availablecategories.11. Search for an Employee (ProviderContacts)Under each provider account profile, there is a section titled Provider ContactAccess. It lists all the employees within the business that have registered forportal access. In cases where this list is longer than five names, click on the Goto list ( ) to view additional contact details.9

12. Search for an Individual (Contacts)Under each provider account profile, there is a section titled Contacts. It lists allthe individuals receiving services from the provider facility. In cases where thislist is longer than five names, click on the Go to list ( ) to view additionalcontact details.13. Adding an Individual contactThe only contacts that can be added without going through the Single UserSetup are the individual contact records (see section 2.G for instructions onsingle user registration).Employees cannot submit a packet for an individual who does not have aMedicaid number until they are added to the provider contact list. Go to provider details page and scroll down to the Contacts Section. Click on New Contact. Complete the Contact Information in the contact edit section and clickSave. If more than one individual contact needs to be added, click Save & New toopen a new contact section.Note: Contacts with dates of birth prior to 2000 must be manually entered inMM/DD/YYYY format.10

14. Editing an individual contact Go to provider’s account page and scroll down to the Contacts section. Click on the Edit button for the contact name you need to edit. Complete all necessary updates then select the Save button. The Accountscreen is displayed again.Note: Any portal user may edit an individual contact record. Only a securityauthority may edit staff contact records. See section 2.E for instructions.11

2. GETTING STARTEDA. Confidentiality and HIPAA RequirementsThe provider/LIDDA is responsible for ensuring all users who have been grantedaccess acknowledge and comply with the HIPAA requirements. In addition toHIPAA, all activities associated with the usage of the IDD Operations Portal mustcomply with all state and federal laws and standards applicable to the type ofConfidential Information accessed, created, disclosed, maintained, received,transmitted or used. Please refer to your Base Contract and Data Use Agreementfor a specific list of those laws and standards.If Confidential Information has been used or disclosed in an unauthorized manneror by an unauthorized person, it needs to be reported to the HHS Privacy Officeusing the form and process defined on the HHS website. The HHS Privacy Office canbe contacted by phone at 877-378-9869 or by email at privacy@hhsc.state.tx.us.The provider/LIDDA is responsible for any actions taken by their respective securityauthority. At the initial login of the day, the user will receive the pop-up messagebelow and must agree by clicking OK.12

B. Accessing the Portala. Requesting First AccessIn order for an organization to use the portal, a user must complete Initial SetUp and register as a Security Authority. After Initial Account Setup is complete,more users may register as Staff or Security Authority. Follow the steps outlinedin the following sections to request either Initial or Single User access.13

b. Regaining Lost AccessAfter Initial or Single User Setup is complete and access is granted, a user canreset a forgotten password through the login page. Click Forgot your password?and enter your username.Your username is your email address followed by .txhhs. Click Continue torequest the reset and an email will be sent within an hour. Reset links are onlyvalid for one use, and must be used within 24 hours or they will expire.C. Initial Account Setup – OverviewLIDDAs and providers must have access to a computer with internet connection andthe ability to scan and upload documents to set up registration and use the portal.To begin the initial set up process for the IDD Operations Portal: A LIDDA or program provider must go to the following linkhttp://txhhs.force.com/ and request portal access. An Employer Identification Number (EIN) and an HHSC contract numbermust be entered for validation. If multiple contract numbers are on file withHHSC, only one is necessary for the business validation. If a facility has more than one EIN, a user can request access to thoseadditional EINs during or after setup.14

A security authority must be assigned when a business initially registers. Thesecurity authority is responsible for managing access to the portal for thebusiness by controlling access for others, including additional securityauthority access. When the initial set-up process is complete, the security authority willreceive an email with their username and a link to the portal to set up aunique password. After the LIDDA or program provider has completed initial set up and beengranted access by HHSC, staff may begin requesting single-user access tothe portal.To set-up a single-user access request, LIDDA or provider staff must use thebusiness EIN. Once submitted, the request is sent to the assigned securityauthorities who grants or denies access on behalf of the LIDDA or provider. Afterthe security authority grants access, each user receives an email with theirusername and link to the portal. The user must click on the link within 24 hoursand set up their unique password. The security authority can grant securityauthority access to any user who has registered to the portal.D. Initial Account Setup – DetailedInstructionsThe Initial Account Setup process is for organizations that are registering with theportal for the first time. Single User Setup should be used for staff registrations(see section 2.G for instructions).1. Begin the Initial Setup process by clicking on the link provided in theinformation letter: http://txhhs.force.com/15

2. Click Request Access and select IDD Operations Portal Initial AccountSetup from the drop-down menu. Other options do not pertain to the IDDOperations Portal.3. Complete all blank fields. The red bar indicates a required field.16

4. Re-type your email address into the validation field to verify that yourspelling is correct.5. You must select at least one role: if you are registering the organization withthe portal for the first time (Initial Account Setup) you must choose SecurityAuthority. If you are the owner of the facility, select Owner and SecurityAuthority.6. An Employer Identification Number (EIN) and an HHSC contract numbermust be entered for validation. If multiple contract numbers are on file withHHS, only one is necessary for the business validation. Nine digits are required for HHSC contract numbers. If less than ninedigits are entered, two or more leadings zeroes will be automaticallyadded by the form.7. If your facility services multiple EINs, these can be added during or afterregistration. To request access to additional EINs during registration, clickthe sign beside Additional EIN.An overlay screen will appear. Choose your role within this EIN, enter theEIN, and enter the contract number. If there are multiple contract numberassociated with this additional EIN, only one is required.17

If you have another EIN to add, choose Save and New. Otherwise, clickSave to return to the setup form.8. Enter the security code pictured at the bottom of the form and click Submit.9. A confirmation email will arrive within an hour of submitting the form. Youmust follow the link within 24 hours of receipt to complete registration andset up a password.18

10. Once registration is complete, your username will be your email addressfollowed by .txhhs. Use this username to login and request password resets.E. Security Authority ResponsibilitiesSecurity Authorities are responsible for maintaining LIDDA or provider staffaccess to the portal. Once a staff person with access to the portal is no longeremployed with the entity, security authorities are responsible for deactivatingaccess immediately.The security authority is responsible for verifying the type of role selected duringregistration when granting access to the IDD Operations Portal. For example, if thestaff member selects a security authority role and should not have that role, thesecurity authority is responsible for changing the role.Security Authority Role: Grant, deny, and deactivate access Change roles Create packets Edit individual and staff contact information View all packets that have been created, submitted, or completed, or arepending further action Edit packets in draft status19

Note: In the event of a staff change, Security Authorities must deactivate the staffuser from each EIN to which that staff had access. The staff user will then loseaccess to the portal.F. Assigning Security AuthoritiesAfter the initial set-up is complete, the Security Authority delegates securityauthority access and can change a user’s role, if needed. Available roles are Owner,Security Authority, and Staff.Owner and Staff roles have the ability to create packets and view all packetscreated, submitted, pending, and completed. Owner and Staff roles can editpackets only in draft or pending status. Changes cannot be made to packets whenthey are in submitted or completed status.Security Authority role has the same access as the Owner and Staff roles, withthe added ability to grant, deny and deactivate access, or change the role of a user.G. Single User Setup – Detailed InstructionsStaff can request access only after the LIDDA or provider completes the initial setup and Security Authorities have been assigned.1. Begin the Single User Setup process by clicking on the link provided in theinformation letter: http://txhhs.force.com/20

2. Click Request Access and select IDD Operations Portal Single UserSetup from the drop-down menu. Other options available do not pertain tothe IDD Operations Portal.3. Complete all blank fields. The red bar indicates a required field.21

4. Re-type your email address into the validation field to verify that yourspelling is correct.5. You must select at least one role: if you are registering the organization withthe portal for the first time (Initial Account Setup) you must choose SecurityAuthority. If you are the owner of the facility, select Owner and SecurityAuthority.6. An Employer Identification Number (EIN) and an HHSC contract numbermust be entered for validation. If multiple contract numbers are on file withHHS, only one is necessary for the business validation. Nine digits are required for HHSC contract numbers. If less than ninedigits are entered, two or more leadings zeroes will be automaticallyadded by the form.7. If your facility services multiple EINs, these can be added during or afterregistration. To request access to additional EINs during registration, clickthe sign beside Additional EIN.An overlay screen will appear. Choose your role within this EIN, enter theEIN, and enter the contract number. If there are multiple contract numberassociated with this additional EIN, only one is required.22

If you have another EIN to add, choose Save and New. Otherwise, clickSave to return to the setup form.8. Enter the security code pictured at the bottom of the form and click Submit.9. A confirmation email will arrive within an hour of submitting the form. Youmust follow the link within 24 hours of receipt to complete registration andset up a password.23

10. Once registration is complete, your username will be your email addressfollowed by .txhhs. Use this username to log in and request passwordresets.After the Single User Setup form has been submitted, the security authorities forthe requesting entity will receive the portal email request and will determinewhether to grant or deny access. You will receive an email from the securityauthority through the portal notifying you whether access was granted or denied.During the single user set up, you must choose a role. The Assigning SecurityAuthorities section of this guide describes the roles for Owner, Staff and SecurityAuthority. Choose the correct role to avoid any delays in getting access.24

If access is granted, you will receive an email containing the link to the IDDOperations Portal to set up a password.H. Requesting Additional Provider Accessafter RegistrationIf your organization serves multiple EINs, you can request access to those EINsduring or after registration. This will allow you to view the contacts and packetscorresponding to those EINs.To request access to an additional EIN after registration, click the RequestAdditional Provider Access tab.25

A new screen will open.Choose your role, then enter the EIN and any contract number associated with thatEIN. Select Save and New if you have another to request, otherwise click Save toreturn to Accounts tab.I. Creating a PacketUsers follow the same steps to create any packet; however, depending on theprogram type, submission type, and submitter type, some steps will differ beforesending the packet to the provider or LIDDA.The following sections contain instructions for creating each of these packets for thefollowing programs CLASS, DBMD, HCS, TxHmL, ICF-IID, and CFC non-waiver.26

3. CLASS and DBMD SubmissionsA. Electronic Forms – CLASS & DBMDThe IDD Operations Portal includes some electronic forms for the CLASS and DBMDprograms. The following forms are required:CLASS Electronic Forms required: Form 3621, Individual Plan of Care Form 3621 T, IPC Service Delivery Transfer Worksheet Form 3625, Documentation of Services Delivered Form 8578, Intellectual Disability/Related Condition AssessmentDBMD Electronic Forms required: Form 6500, Individual Plan of Care Form 6500 T, Individual Plan of Care Form 6503, Summary of Services Delivered Form 8578, Intellectual Disability/Related Condition AssessmentSome information is preloaded into the electronic forms, including theApplicant/Individual Name, Social Security Number (SSN), and MedicaidNumber. The submitter completes all the fields to match the uploaded form. Fieldsmarked with a red bar are required.27

Note: You must enter the name of the person who signed the form and the datethey signed it to confirm you have verified the signature on the form.B. Creating a Packet – CLASSSee the Creating a Packet section for a list of all program types.Log into the IDD Operations Portal and click on the Packets tab to create a newpacket. Select the New Packet button.Select the Program Type on the Packet Detail screen. The next level of detailshows only options relevant to the program type selected.28

Choose CLASS from the Program Type drop-down menu. The followingscreenshot shows all the options for program types.Detailed information about the business and the submitter’s name populates in thePrimary Contact field.The last section on the screen shows Individual Information. Enter the Individual Name in the corresponding field and click themagnifying glass icon. A new window will open with the results of the search.29

If there are multiple entries with similar names, click to select the correctname. The individual’s information populates the remaining fields when the name isfound and selected. Select the Save & Next button when all information has been entered tomove forward to the next screen.Tip: The new contact must be added before a packet can be created for them. Toadd a new contact, follow the instructions in the Navigating the Portal section ofthis guide.a. Submitter Type – CMARead the Creating a Packet - CLASS section and follow the instructions for creatinga packet before starting this section.Select the Submitter Type from the drop-down menu. When CLASS and CMA areselected, only the submission types that apply to a CLASS CMA can be selected.30

Those options appear in bold, while types that are not available appear as light greytext. If the submission type is a CLASS DSA, the list shows different options. Seethe Submitter Type - DSA section for details. The list of Upload Forms appearing in the file list depends on the type ofsubmission selected. Upload Forms are the forms required to submit the typeof packet selected. Not all forms are required. Forms that are required will have a checkmarkunder the column heading Required. If a form is marked required, it mustbe finished to submit a packet. Attachments are any additional documents relevant to the packet’ssubmission (for example individual program plans [IPPs] or habilitation plan,etc.).The following image shows an example of the Upload Forms list for a Preenrollment Assessment (Full).A user m

properly manage staff access to individual's records inside and outside of the portal, just as they did prior to portal implementation. Security authorities are responsible for managing their staff access to the portal. B. Portal Overview The IDD Operations Portal is an online submission system that replaces paper

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