Delaware Health and Social Services 

Division of Developmental Disabilities Services 

Office of the Director 

 

Authorized Provider System (APS) 

“Good Standing” Criteria 

 

 

Prior to Service Delivery 

 

1. Authorization award by the APS Review Committee involves: 


 

Submission and approval of a properly completed Application for Authorization 
of Day and Residential Service Provider, to include an accompanying Delaware 
Business License, or documented evidence of IRS non-profit status for a prospective 
provider applying as a 501 (c) (3), and a Business 
Plan for new (i.e., non-established agencies). Please see “Authorized Provider 
System Business Plan Outline Minimum Required Elements” in this section of the 
DDDS web site. Additional documents may be required for contractual purposes. 

 

2. Letter of Interest submitted to APS Review Committee for current fiscal year 
services. 
3. Fully approved contract and receipt of a signed Purchase Order. A copy of 
certificate of insurance is required upon issuance of a contract. 
4. Completion of staff hired and screening checks pursuant to DHSS Policy. 
5. Training of staff pursuant to Division of Developmental Disabilities Services’ 
(DDDS) requirements, including one or more administrative staff having 
completed and been approved in a course in conducting abuse investigations (this 
stipulation can be waived by the APS Review Committee). 
6. Acquisition of a physical location. 
7. Acquisition of a relevant LTC Facility License (Neighborhood Homes only). 
8. Establishment of internet service and email capability. 
9. Approval of Medicaid Authorized Provider status. 


 

 

 

 

 

 

 

 

 

 

 

 

 


After Service Delivery Begins 

 

1. Maintain compliance with contractual standards 
2. Maintain compliance with DHSS/DDDS policies and procedures 
3. Meet minimum expectation on all objectives contained in the contractual 
performance indicators as follows: 


 

 

 

Residential and Day Services Authorized Providers 

 

1. Adherence to applicable state and federal standards is required for each 
program, which include but are not limited to Neighborhood Home 
Regulations, Community Living Standards, HCB Waiver Day Habilitation 
Program Standards, as well as licensing regulations. 
2. Authorized Providers will establish an incident tracking system and submit to 
the DDDS Director Office of Quality Management (OQM) a quarterly summary report of 
all incidents that occur with regard to individuals being supported by them. 
3. Authorized Providers will develop internal performance measures for 
themselves and implement an accompanying Quality Assurance and 
Improvement (QA/I) system to measure their efforts at meeting these 
objectives. A summary of the results of this monitoring and, when indicated, 
accompanying plans for performance measure improvement are submitted by 
the Authorized Provider to the DDDS OQM Department on a semi-annual basis. 
The Authorized Provider will make available, upon request, copies of their 
internal surveys to the DDDS. 
4. Compliance is maintained with reporting and completing investigations 
relative to the DHSS Policy Memorandum #46 and divisional procedures. 
5. Pre-employment screening activities are initiated prior to hiring staff. 
6. Staff must meet DDDS staff training requirements. 
7. The Authorized Provider will submit, when required, timely and fully complete 
reports with regards to their actions in 
a) correcting OQM survey deficiencies and 
b) implementing recommendations for improvement that result from 
either internal or external investigations. 




 

 

 

 

 

 

 

 

 

 

 


8. The Authorized Provider will submit the following documents to the DDDS 
Office of Budget, Contracts, and Business Services: 


 

• Monthly invoices 
• Monthly attendance records (by the 10th of each month) 
• Liability insurance certificate, Authorized Provider independent financial 
audit, 
• Business License (if applicable), and 4th quarter Final Cost Report 
(annually) 
• Subcontract authorization (as needed) 


 

Day Services (only) 

 

9. People served by the Authorized Provider demonstrate their satisfaction with the 
services they receive and are treated fairly and with respect. 
10. The Authorized Provider will submit the following documents to the DDDS 
Office of Budget, Contracts, and Business Services: 


 

 

Cost Reports and staff turnover data (semi-annually) 

 

Residential (only) 

 

11. A comprehensive individual plan of service, Essential Lifestyle Plan (ELP), is 
developed and updated at least annually. 
12. The ELP is developed with input from the individual served and all relevant 
stakeholders. 
13. Each person’s ELP fully and accurately reflects and promotes those things 
important to the individual (e.g., choice, independence, satisfaction, etc.), is 
modified as necessary, and is carried out on a consistent basis. 
14. The Authorized Provider will support and promote individuals’ achievement of 
personal goals and desired outcomes. 
15. People served by the Authorized Provider express satisfaction with the services 
they receive, and are treated fairly and with respect. 
16. The Authorized Provider will submit the following documents to the DDDS 
Office of Budget, Contracts, and Business Services: 


 

 

 

 

 

 

• Pay stubs and bank statements (monthly) 
• Cost reports, staff turnover data, and furniture and equipment expenditures 
over $50.00 (quarterly) 
• Leases, inventory, and independent audit of client funds (annually) 



• Property Disposal Request and Lease Renewal Form (as needed) 


 

 

APS Provisions for Probationary Status 

 

1. The APS Review Committee may place an Authorized Provider on probationary 
status for any length of time, at the discretion of the Committee, for any of the 
following reasons: 
• Failure to satisfactorily provide expected contractual services. 
• Unsatisfactory results from DDDS monitoring and surveys. 
• Substantiated PM #46 violations or Rights Complaints involving the Authorized 
Provider. 
• Failure to implement or continue requested survey or PM #46 
recommendations. 
• Dissatisfaction of person(s) receiving services. 
• Failure to satisfactorily meet DDDS Authorized Provider Performance 
objectives. 
• Non-compliance with DHSS/DDDS policies and/or procedures. 


2. An APS Authorized Provider, placed on probationary status, shall be informed in 
writing within 10 working days of the Committee’s decision. The written 
notification to the Authorized Provider shall include the reason why the AuthorizedProvider is being placed on probationary status, the length of time 
the Authorized Provider is on probationary status, and what actions the Authorized 
Provider must take to be removed from probationary status. 
3. An APS Authorized Provider, while on probationary status, shall be prohibited 
from providing services to additional individuals without special approval 
from the DDDS Director. 


 

 

 

 

 

APS Provisions for Authorized Provider Termination 

 

The APS Review Committee may recommend terminating an Authorized Provider 
already on probationary status, or immediately for gross contract, policy, or 
performance infractions.