Policy on Extended Absences for Residential Habilitation Services at Magnify’s Bishop Grady Villas
Effective Date: March 7, 2025
Purpose
To establish guidelines for managing extended absences of residents in Residential Habilitation services under the iBudget waiver, ensuring continuity of care, efficient staff scheduling, and compliance with billing requirements.
Scope
This policy applies to all residents, their families or guardians, and staff involved in Residential Habilitation services at Magnify’s Bishop Grady Villas, except for private pay individuals, who are not subject to these billing requirements.
Policy
Notification of Absence:
Families or guardians must notify Magnify staff of any planned absence at least 14 days in advance. This notification should include the expected start and end dates of the absence.
Pre-Approval for Extended Absences:
Any absence that may reduce the resident's presence in the facility below the 24-day threshold for monthly billing requires prior approval from the provider. The request for approval should be submitted in writing and include:
Reason for the absence.
Duration of the absence.
Impact on the resident's care plan.
Unapproved Absences:
Unapproved absences that result in the resident's presence falling below the 24-day threshold for monthly billing may lead to administrative actions, including potential discharge from the facility.
Impact on Billing:
Absences affecting the minimum 24-day residency requirement for monthly billing will result in a shift to daily billing rates for that month. Families should be aware that this may affect funding and service continuity.
Definition of a Billable Day:
A billable day is defined as any calendar day during which the resident is present in the facility for any period. This means that if a resident is present at any time during a day, that day counts toward the 24-day monthly threshold for billing purposes.
Planning Absences Across Billing Periods:
To minimize disruptions, families are encouraged to plan extended absences over the end of one month and the beginning of the next. However, the specific days must be carefully chosen to ensure the 24-day requirement is met in each month. For example, if a resident plans to be away for an extended vacation, scheduling their absence from January 27 through February 3 would work because January has 31 days, allowing the resident to still be present for 24 days that month. However, this same timeframe would not work in February, as February only has 28 or 29 days, reducing the number of available billable days and potentially triggering daily billing. Families should consult with the provider before finalizing travel plans to ensure compliance.
Emergency Absences:
In cases of unforeseen emergencies requiring immediate absence, families or guardians must inform the provider as soon as possible. The provider will assess the situation and determine the appropriate billing and staffing adjustments.
Request Submission Process:
Requests for absences exceeding the 24-day threshold should be submitted through the designated Google Form accessible at https://docs.google.com/forms/d/e/1FAIpQLScxHAB90B5T4yow0W3DBpHDQ9-XxxkT9cCjh_soxJo-tvT2Sw/viewform?usp=dialog or at the link below. This request will require approval from the Director of Residential and Life Skills as well as the Executive Director before final confirmation. This form will guide families through the necessary information required for approval.
Staffing Considerations:
Providers will adjust staffing schedules based on notified absences to ensure efficient use of resources and maintain quality care for other residents.
Compliance and Documentation:
All absences and approvals must be documented in the resident's file. Providers are responsible for ensuring compliance with this policy and relevant state regulations.
Effective Date: This policy is effective as of March 7, 2025 and will be reviewed annually for any necessary updates.