Preparation and Reminders for BASIS Scheduling

Steps That Need to Be Completed:

1. Invite all Circle of Support Members.
2. Contact BASIS Assessor with 3-5 dates and 3-5 different times and location.
3. Send all documents to assessor 2 weeks before meeting.
4. If guardian or paid provider declines participation, submit signed documentation before the BASIS meeting.
5. Ensure Welligent information is correct for the file.

Reminders:

1. Please take note of the scheduling deadline and meeting dates.
2. All information needs to be HIPAA compliant, including scheduling emails.
3. If documentation, declining participation is not submitted from Circle of Support or guardian, assessment will be cancelled.
4. You now have the option to meet via Zoom, in person or hybrid.
5. Documents submitted after the meeting will not be accepted.

Behavior Tracking *Required

Submit Tracking from all providers or families. Tracking runs from the day following previous assessment to the day before current assessment OR when tracking is received up to 2 weeks prior to the assessment. Tracking form must include person’s name, date, and provider. If missing dates are due to extenuating circumstances, please include dates and reasons for missing tracking. Extenuating circumstances include: Hospitalizations, extended vacations from day/residential providers, camps, or time away from paid providers – not to include weekend visits to parent’s house.

BASIS Behavior Tracking

New Diagnosis

*If applicable

Submit medical documentation that shows a list of all new diagnosis/medical conditions for the person served.

Health Assessment

Seizure Tracking

*If applicable

Submit tracking since the last BASIS was held. Written tracking can be submitted in any form if dates are included. If the person has daily seizures then medical documentation from a physician, which states the person has daily seizure activity and the type of seizure(s) may be submitted.

BASIS Seizure Letter

BASIS Yearly Seizure Tracking

Prescribed Medications

*If applicable

Paid providers need to submit a current MAR. Non-paid providers (ex: family members assisting with medications) may submit a current list of medications only, and may be asked to submit a copy of the current prescription.

The document should include all daily medications and any additional prescribed injections and/or topical creams, sprays, drops and approved dental rinses and toothpastes.

Special Diet

*If applicable

Submit a copy of the prescribed specialized diet signed by a physician and dated within the last two years.

Individual Education Plan (IEP)

*If applicable

Submit a copy if the IEP is currently in use. Must include BIP if one is in place.

Person Centered Support Plan (PCSP)

*Submit upon request.

Behavior Support Plan (BSP)

*If applicable

In order to capture a BSP on the functional assessment, it must be written and include the 4 required criteria listed below. It may be part of another plan – PCSP – but it must contain all 4 conditions. 

1.      Clear definition of the behavior(s). This statement should be very detailed and specific to the person and what behavior(s) is being exhibited. Simply stating a category from the functional assessment does not meet this condition. 

2.      Clear definition of staff support strategies. This statement should be a comprehensive list of interventions and include, but not be limited to, strategies to prevent the behavior, warning signs, specific supports to be provided when the behavior occurs, and responses to the behavior.  

3.      Collection of information as to the frequency and severity of behaviors. Behavior tracking methodology is outlined. Must be written and reported on daily.

4.       Supports are specific to the person. All elements of the plan are detailed and specific to the individual and beyond standard teaching and guidance that is part of quality service provision. Simply stating prompting or redirection is not specific or beyond typical expectations of program staff.

Time Out Tracking

*If applicable

If someone has a BIP/BSP and time out is reported – submit a copy of Time Out Tracking to the assessor. Must be used a minimum of one time per week for this category to count.

Special Health Procedures

*If applicable

For weighted bowls and utensils – must have a copy of physician order to count.                                          

Affiliate Access to Welligent

Welligent system access will be granted to eligible Community Service Provider (CSP) staff that complete the necessary application and are approved by the Community Developmental Disabilities Organization (CDDO). The employee’s access to information will be limited to persons served receiving day, residential, or targeted case management supports from the CSP employing the staff and based on individual need for each application. Applications may only be submitted by day, residential, or targeted case management program managers (or their equivalent) and/or their supervisors.

1. A Welligent Affiliate Access Application and Agreement is to be completed and submitted to the CDDO to request access to the Welligent system. The agreement may be requested from the CDDO and must be submitted once completed in its entirety. A separate application is required for each employee requesting access. The decision to grant access will be made by CDDO staff.
2. If approved, the CDDO will send notification to the JCDS Welligent Team requesting a new account be created for the staff. The JCDS Welligent Team will send notification to the employee to confirm access has been established. (The unique Welligent User ID and Password are not to be shared with anyone.)
3. When the staff is no longer employed or has given notice to terminate employment with the Community Service Provider, the employee’s supervisor is responsible for immediately notifying the CDDO. The notification should contain the name of the employee and the date that access should no longer be allowed to Welligent. The CDDO will send this information to the JCDS Welligent Team requesting that the employee be deleted from Welligent access.

Apply for access to Welligent