1. Program Definition and Services

Career Planning Services in Ohio provide individualized, person-centered, comprehensive employment planning and support designed to help waiver enrollees achieve or advance in competitive integrated employment. The program aims to help maintain individuals with disabilities in the community, averting the need for long-term services and supports while offering a focused, time-limited engagement to establish clear career direction. Services include:

• Residential Personal Care: Live environment oversight, safety tracking, and behavioral modifications applied exclusively during home-based discovery or self-employment launch phases (Benefits Education and Analysis, Self-Employment Launch, and Worksite Accessibility)
• Community Integration and Support: Structured training, situational evaluation, and community-based developmental assistance (Career Discovery, Career Exploration, Employment/Self-Employment Plan, Job Development, and Situational Observation and Assessment)

2. Regulations

The program is governed by the following regulations:

• Ohio Administrative Code (OAC) Rule 5123-9-13: Home and community-based services waivers - career planning under the individual options, level one, and self-empowered life funding waivers
• Ohio Administrative Code (OAC) Rule 5123-9-19: Home and community-based services waivers - general requirements for adult day support, career planning, group employment support, individual employment support, non-medical transportation, and vocational habilitation
• Ohio Administrative Code (OAC) Chapters 5160-44, 5160-45, and 5160-46: Rules for Ohio Department of Medicaid and Home and Community-Based Services Waivers
• Federal Home and Community-Based Services Settings Final Rule (42 CFR § 441.301): Guidelines governing integrated, community-based employment initiatives

3. Licensing or Certification

Providers must be certified by the Ohio Department of Developmental Disabilities (DODD) specifically for Career Planning Services. Agencies must maintain active certification status and comply with the state's outcome-tracking system to bill for authorized waiver services.

4. Responsible State Agency

The Ohio Department of Developmental Disabilities (DODD) acts as the primary operational agency executing provider certification, provider track mentoring, and local service delivery monitoring. The Ohio Department of Medicaid (ODM) oversees funding allocations, processes statewide enrollment, and handles global plan oversight.

5. Application Process

The application process is initiated online through the Provider Network Management (PNM) module using an approved State of Ohio OH|ID account. Applications are processed electronically via the state's centralized network system.

6. Required Documentation

Per OAC 5123-9-13, agency applicants must provide verified credentials to bill for specialized sub-services. General operational documents include:

• Certified business registration via the Ohio Secretary of State
• Verification of general and professional liability insurance coverage
• A comprehensive Policy & Procedure Manual outlining intake, person-centered employment plans, and incident tracking (MUI/UI)
• Documentation verifying completion of nationally approved or accredited training for staff delivering specialized Benefits Education and Analysis
• Proof of appropriate licensure, certification, or accredited college training for staff delivering Worksite Accessibility services

7. Timeline for Approval

The state review phase typically spans 60 to 90 days from the point a complete application packet, training credentials, and corresponding background clearances are logged. Delays may occur if the state requests additional clarifications via email.

8. Pre-Application Process

Before logging into the state portal, agencies must officially establish their corporate entity with the Ohio Secretary of State, obtain an IRS EIN, register for a Type 2 Organizational National Provider Identifier (NPI), and register as a business vendor via the Ohio Office of Budget and Management (OBM) Supplier Portal.

9. Pre-Application Training

Agency administrators must complete mandatory baseline training modules via DODD’s "MyLearning" portal before final certification is approved. Direct support professionals delivering this service without prior experience must complete an orientation program within 90 days of hire and at least 8 hours of career-planning-specific training during their first year.

10. Additional Notes

• Location Restrictions: Per OAC Rule 5123-9-13, Career Planning Services cannot occur in the individual's home, except when a brief home visit is conducted as part of the initial career discovery phase or if the home is the approved site of self-employment
• Service Tracking Mandate: Approved providers must track, record, and submit service data via the web-based DODD employment tracking system to verify compliance and support programmatic outcomes
• Mentorship Requirement: Agency staff members who do not have at least one year of verified experience in career planning at the time of hire must be formally assigned to and have documented access to a qualified mentor
• Waiver Caps: Specific sub-services within Career Planning feature strict utilization boundaries, including a maximum cap of four complete career discovery profiles and four finalized employment/self-employment plans per individual waiver eligibility span

Why Choose Waiver Consulting Group?

Starting or expanding your Medicaid waiver-funded agency can feel overwhelming, but it doesn't have to be. At Waiver Consulting Group, we simplify the process by guiding you through licensing, compliance, provider enrollment, policies & procedures, and regulatory approvals in any state.

With proven expertise, a structured process, and ongoing support, we take the guesswork out of launching your healthcare

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