Service and Support Administration's Policies

Service and Support Administration (SSA) includes a set of mandated functions to be provided by the Portage County Board of Developmental Disabilities (Board) pursuant to section 5126.15 of the Ohio Revised Code and rule 5123:2-1-11 of the Ohio Administrative Code to eligible individuals. Service and support administration is provided to eligible individuals by Service and Support Administrators (SSAs) employed by the Portage Board.
 
SSAs support individuals in determining and pursuing their goals and maintain the individual as the focus while coordinating services across multiple service delivery systems. SSAs assist the individual and families to support, empower, and advocate for the individual. Services provided through the SSA are person-centered. SSAs work with families, guardians, and natural supports to access, provide and/or enlist whatever support is needed, and coordinate services among different agencies serving as the single point of accountability for that individual.
 
Recent Changes in Law:
 
Downloads:
 
Frequently Asked Questions:
 
 

Frequently Asked Questions

 

Who is Eligible to Receive Service and Support Administration?
 
The Board provides service and support administration to the following:
 
  1. Any person, regardless of age, who is applying for or enrolled in a Medicaid Home and Community Based Services waiver;
  2. Any individual three (3) years of age or older who is eligible for services from the Board, and requests, or a person on the individual’s behalf requests service and support administration;
  3. Any individual sixteen (16) years of age or older who is receiving adult day program services provided by or paid for by the Board; 
  4. Any individual residing in an Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICF-IID) is eligible for service and support administration related to the individual moving out of the ICF-IID to a non-ICF-IID community setting. (An ICF-IID is a facility whose primary purpose is the provision of health or rehabilitation services to individuals with developmental disabilities or related conditions receiving care and services under the Medicaid program.)
 
Each individual or his/her legal guardian must consent to services provided by a Service and Support Administrator. Here is a link to the Guardian Handbook.   
 
 

                                             
How do I Begin the Process to Access Service and Support Administration?
 
The first step in the eligibility process is to contact the Board's Intake and Eligibility Specialist, JoAnna Salvatori at 330-297-4101 (intake@portagedd.org).
 
 

 
What about Children under Three (3) Years of Age?
 
Service coordination for children less than three (3) years of age is provided by Portage County Help Me Grow. Their contact information is:
 
Portage County Help Me Grow
705 Oakwood Street, Ravenna, OH 44266
330-298-4545 (phone) 330-297-4556 (fax)
Website: www.helpmegrow.ohio.gov/
Statewide Phone Humber: 1-800-755-GROW (4769)
 
 

 
What is the Set of Mandated Functions or Duties that SSAs Provide?
 
The Director of Service and Support Administration shall identify a SSA for each
individual receiving service and support administration who shall be the
single point of accountability* for the individual and who shall perform the
following duties:
 
Assessments
The SSA shall determine if there is a need for service coordination, the level and intensity of that need, projected duration, and the types of services needed and/or requested. The
information obtained shall include the individual’s likes, dislikes, priorities, and desired outcomes, including skill development and health and safety needs.
1)       Ensure that individuals are given the opportunity to select services providers from all willing and qualified providers in accordance with applicable state and federal laws and regulations;
2)       Assist individuals, as necessary, to work with their provider(s) to resolve concerns involving the direct support staff assigned to work with them.
 
Coordinating Services
The SSA shall ensure that services are effectively coordinated and provided by providers, as identified in the ISP, by facilitating communication with the individual and among providers across all settings and systems. SSA shall perform this duty and shall directly communicate with all providers of residential and day program services through their employees who are designated as responsible for habilitation management and program management and to the designated staff of all other providers including, but not limited to, transportation services providers. Relevant sections of the ISP shall be shared with providers. Such communication, as applicable, shall include, but not be limited to, the
following:
 
1)       ISP revisions;
2)       Relocation plans of the individual, including information necessary to determine the health, safety, and welfare factors of the proposed living situation;
3)       Hospitalizations, incarcerations, or other changes in individual status that result in suspension or disenrollment from services including, but not limited to, services under a Medicaid Home and Community Based Services waiver;
4)       Coordination activities to ensure that services are provided to individuals in accordance with their ISP and desired outcomes;
5)       Results of monitoring ISP implementation as delineated in the following section.
 
Monitoring ISP Implementation
The SSA shall, in accordance with policies and procedures established by the Portage County Board of DD and any protocols that may be established by the Ohio Department of Developmental Disabilities, establish and implement an ongoing system of monitoring the implementation of an individual's ISP. The SSA shall perform this duty in accordance with the following requirements:
 
1)       The purpose of ISP monitoring shall be to verify:
     a)  The health, safety, and welfare of the individual;
     b)  Consistent implementation of servicers;
     c)  Achievement of the desired outcomes for the individual as stated in the ISP; and
     d) That services received are those reflected in the ISP
 
2)       Areas to be monitored, shall include, but not be limited to the following:
     a)  Behavior support
     b)  Emergency intervention
     c)  Identified trends and patterns of unusual incident and major unusual incidents and the development and implementation of prevention and/or risk management plans: Incidents Adversely Affecting Health and Safety;
     d)  Results of quality assurance reviews; and
     e)  Other individual needs as determined by the Assessment process.
 
Quality Assurance Reviews
An SSA who does not serve as the individual’s single point of accountability will conduct quality assurance reviews to ensure that areas of concern are identified and remedied so as to achieve desired outcomes for the individual.
 
Designated Person to Provide Daily Representation
The SSA who is the single point of accountability for an individual shall ensure that each individual receiving service and support administration shall have a designated person to provide daily representation that is responsible on a continuing basis for providing the individual with representation, advocacy, advice and assistance related to the day-to-day coordination of services in accordance with the ISP.
 
Crisis Intervention
An SSA on-call 24 hours per day when urgent health and safety issues arise, including the reporting of Major Unusual Incidents, which are then forwarded to the Investigative Agent for review .
 
*Each individual or his/her legal guardian must consent to services provided by a Service and Support Administrator.
 
 
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