Procedures for Ending Support Broker Services

Person Chooses a New Support Broker:

  • Current Support Broker notifies the SDS Coordinator of impending change.
  • The SDS Coordinator will work with the consumer and/or guardian, current Broker and Broker Director to interview and hire a replacement. People will have the choice to hire any Support Broker with openings regardless of which Broker Agency they work for.
  • If a consumer chooses a new Broker within their current Broker Agency, they should still interview the new Broker. Except in rare “county-directed” situations, a consumer should always interview and never be assigned a Support Broker.
  • The SDS Coordinator and current Support Broker will work with the person with a disability and/or their guardian, new Broker and Broker Director to decide on a mutually agreeable transition plan and date.
  • The current Support Broker will “close-out” the person on their 610 at the end of the designated month using closing code “41”. The new Broker will “open” the person on their 610 the following month. Support Broker services must be continuous in order for the county to receive reimbursement for any service a consumer uses.
  • New Support Broker completes a DD System Change Form indicating they are now Broker.
  • The current/former Support Broker should notify all providers and team members they are no longer the person’s Support Broker and pass along the contact information for the new Broker.

Person Moves out of Dane County or out of Wisconsin:

  • Current Support Broker notifies SDS Coordinator and County Manager of impending move. Please note moves between counties within the State are handled on a case-by-case basis due to the variety of current long-term care programs within the State of Wisconsin.
  • Support Broker helps consumer/guardian notify providers of the up-coming move.
  • Support Broker assists consumer/guardian with identifying services to where the person is moving to, to the degree desired and appropriate.
  • Support Broker completes a DD System Change Form, “closes” services on the 610 form (using closing code “41” if person moves out of County but remains in Wisconsin, or “05” if person moves out of Wisconsin) and ends all vouchers on the consumer’s last day in Dane County. The Support Broker of the individual leaving Dane County should provide as much advance notice as possible to the housemate’s Support Broker. The housemate’s Broker will have the responsibility of requesting a vacancy rate if needed. (See “Handling Vacancy Rates” for more information.)
  • A person can return to Dane County within six months of their move date and retain their previous SDS rate. While people remain eligible for services, their previous providers are not obligated to resume support, as they may no longer have capacity. People returning to Dane County within six months and wanting to re-establish their SDS rate will need to contact the Developmental Disability Intake Unit.
  • If a person returns to Dane County after six months, they must contact the Dane County ADRC for options counseling.

Person Dies:

  • Support Broker notifies the SDS Coordinator, County Manager, and County Quality Assurance Coordinator via e-mail.
  • Support Broker cancels all vouchers for supports effective the person’s date of death. Please see “Funding paperwork needed when a person or their housemate dies or is temporarily in a non-billable setting” policy for more information about this topic.
  • Support Broker “closes” individual on their 610 effective on the date of death, using closing code “06”.
  • Support Broker ensures a critical incident is completed. Most often the broker completes a critical incident report if the individual does not receive supported living services. If an individual receives supported living services, the provider typically completes the critical incident report.
  • Support Broker can remain involved for an additional two-four weeks to “tie-up loose ends” as needed. Support Brokers affiliated with Support Broker Consultants will continue to receive payment for their services for one month while they attend to any outstanding issues.

Person Moves to Nursing Home or Institutional Placement:

  • Support Broker and current providers remain involved as long as the placement is for interim respite, rehabilitation, medical, behavioral, or psychiatric stabilization.
  • When an individual moves to a nursing home or an institutional setting, there are fiscal ramifications depending on the length of stay. Please see the policy, “Funding paperwork needed when a person or their housemate dies or is temporarily in a non-billable setting” for more information.
  • The county reserves the right after 90 days of nursing home or institutional placement, to have the individual screened for continued Waiver eligibility.
  • If long-term (i.e., six months or longer) institutional or nursing home placement is imminent, the Broker should notify current providers and cancel vouchers. Vouchers should end the last day the person lives in a community setting.
  • Broker should “close” the person on their 610 the day the person is admitted for long-term nursing home or institutional placement, using closing code “39”. Prior to that, such placements are listed as “hospital days” on the 610.
  • Broker services typically end two-four weeks after a person’s long-term admission to a nursing home or institution. During this time, the Broker should assist with transitions as needed and appropriate. As each situation is unique, the Broker should negotiate an end date with the County Manager. Support Brokers affiliated with Support Broker Consultants will continue to receive payment for their services for one month while they attend to any outstanding issues.
  • Broker completes and submits a DD System Change Form.
  • Should a person’s status unexpectedly improve within six months, they could return to community-based supports with their previous SDS rate, although they would not be guaranteed support from their previous providers. The person and/or their guardian can contact Developmental Disability Intake about resuming their SDS rate.
  • If the person is able to return to the community after six months, they must contact the Dane County ADRC for options counseling.

Incarceration:

  • Support Broker notifies the SDS Coordinator and County Manager.
  • Please see “Policy for Separating DD Service Provision from Criminal Justice System” for more information on Support Broker role during incarceration.
  • Please see “Funding paperwork needed when a person or their housemate dies or is temporarily in a non-billable setting” policy for more information regarding payments to providers while an individual resides in a non-community setting.
  • As each incarceration is unique, depending on the individual circumstance the County Manager will advise about the appropriate SDS voucher reduction or end date.
  • If the person receives a sentence for a six-month incarceration or longer the Broker would “close” the person on their 610 (using closing code “43”) and complete a DD System Change form. Prior to that, such placements are listed as “hospital days” on the 610.
  • The county reserves the right after 90 days of incarceration, to have the individual screened for continued Waiver eligibility.
  • If the person is incarcerated six months or longer (from the time of arrest through sentencing because bail was denied), they must contact the Dane County ADRC for options counseling upon release from jail or prison.
  • Broker services typically end two-four weeks after a long-term incarceration. During this time, the Broker should assist with transitions as needed and appropriate. As each situation is unique, the Support Broker should be in communication with the County Manager and the Manager will advise about an appropriate Broker service end date.