Accessing Case Management Services

Section: Case Management Agency (CMA)
Created: 02/25/2024
Revised:
Effective: 03/01/2024

Policy Statement

Weld County CMA (WCCMA) is committed to ensuring compliance with all federally mandated requirements for access to services as outlined in 10 CCR 2025-10 8.7201.K.1. Our policy is to provide equitable access to case management services without requiring members to physically visit the agency's office.

Scope

This policy applies to all WCCMA staff.

Contract Section(s)

Not applicable.

Relevant Rules and Regulations

10 CCR 2025-10 8.7201.K.1.b: The Case Management Agency shall not require Members to come to the Agency’s office in order to receive Case Management Agency services.

Accessibility of Case Management Services

  1. Communication Accessibility: WCCMA ensures that all staff have the necessary tools for effective communication with members. This includes:
    • A dedicated phone line.
    • A secure email account with encryption capabilities for secure communications.
    • Video conferencing programs for virtual meetings and communications.
    • Access to secure business laptops that enable remote work capabilities.
  2. Assessment Procedures:
    • Staff are required to conduct face-to-face assessments of individuals' functional status and needs at the member's current residence, in accordance with 10 CCR 2025-10 8.7202.E.
    • With approval from Health Care Policy and Financing, assessments may be conducted via telephone or virtual technology in situations where face-to-face meetings pose a safety risk.
  3. Service Delivery:
    • WCCMA provides both in-person and virtual case management services to ensure comprehensive access for all members.
    • Staff are equipped and expected to travel within Weld County to provide services, with all work-related travel expenses reimbursed by WCCMA.
  4. Members' Office Visits
    •  Members are not required to come to the office but may choose to do so to receive case management services that do not require in-home visits.
    • WCCMA has ADA-accessible buildings.

Training

All staff, including new hires and existing employees, will undergo mandatory training within 120 days of hire or policy implementation.

Policy Review

This policy will be updated as needed based on feedback and changes to contractual , county, and regulatory requirements.

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