Standard Model Agencies

 

Standard Model Agencies are partners and collaborators in providing high-quality, person-centered support services to the individuals we both support.

 

The information on this page is intended to help standard model agencies better understand:

  • What documents are required to submit to Case Management Entities (CMEs), like Community Pathways (CPI).

  • Why submitting each type of document, in a timely manner, is relevant and important to providing high-quality support services.

  • How to submit documents to and request information from CPI.

 

SMA Rule and Requirements

Oregon Administrative Rule 411-450-0090 “Standard Model Agency Requirements” was adopted on December 20, 2022. The rule states that, “For a provider agency to be endorsed to deliver community living supports as a Standard Model Agency, the provider must meet the additional requirements in this rule.” The additional requirements include quarterly progress reports and Individual Support Plan (ISP) implementation strategies.

Read the OAR 411-450-009 Standard Model Agency Requirements on the State of Oregon’s website.

 

Documentation Requirements

Under OAR 411-450-009, SMAs are required to submit ISP implementation strategies and quarterly progress reports to CMEs, like CPI. Additionally, CPI requests that SMAs also submit monthly progress notes for each individual that we mutually serve.

Required:

  • Individualized Support Plan (ISP) Implementation Strategies

  • Quarterly Progress Reports

Requested:

  • Monthly Progress Notes*

    *These progress notes only need to be submitted to CMEs that request them. CPI currently requests that SMAs submit monthly progress notes for individuals that we mutually serve.

 

Documentation Descriptions

  • These notes provide evidence of the service delivered. They include both the nature of the support and how it met an identified ADL/IADL support need. CMEs, like CPI, are responsible for monitoring services. They help the Personal Agent know what services were delivered and if there were any significant events in the person’s life.

    Progress notes are due monthly.

  • These strategies are the steps that will be taken to support the individual in reaching their desired outcome. They serve as an important link between the desired outcome and the work SMA staff do with individuals on a daily basis. They help everyone understand and stay on track with the supports and services that have been agreed on.

    ISP implementation strategies are due no later than 60 calendar days after the start date of either the individual’s ISP or Service Agreement.

  • These reports provide evidence of progress towards desired outcomes. They include actions taken by the agency towards achieving the individual’s desired outcomes. These can include successes and any obstacles or barriers. Quarterly progress reports are used by personal agents when talking with individuals about their services and when discussing future ISP goals.

    The quarterly progress report outlines the desired outcome(s) set by the individual and the steps that were taken to work toward achieving them over the past 90 days. Compared to monthly progress notes that provide more detailed information about daily activities, the quarterly progress report is focused on sharing what progress has been made toward achieving specific goals, like applying for a job or attending more social activities in the community. For example, did the individual apply for jobs, what kind, how many, and what was the outcome?

    These reports are due quarterly based on the individual’s ISP year or when the Service Agreement started.

    Here is a sample quarterly progress report (PDF) for guidance.

 

Submission Instructions and Timelines

How to Submit

Email each document as a PDF attachment to Community Pathways at agencyproviders@communitypath.org

When to Submit

  • Submit a progress note for each customer you support no later than 30 days after services have been provided.

    For example: Submit a monthly progress note for services provided in January by the end of February.

  • Submit an implementation strategy no later than 60 calendar days from the start of the individual’s Individual Support Plan (ISP) or new Service Agreement (SA).

    For example:

    • If the individual’s ISP starts on January 1st, submit the implementation strategy no later than March 1st.

    • If a new SA starts on June 15th, submit the implementation strategy no later than August 14th.

  • Submit quarterly progress reports for each customer at the end of the month following the first quarter of the individual’s Individualized Support Plan (ISP) or a new Service Agreement (SA).

    For example: For an ISP that starts on January 1st, the first quarterly report is due by April 30th, the second report by July 31st, the third report by October 31st, and the fourth report by January 31st the following year.

Please submit documents on time to help ensure personal agents are able to follow up quicker with your SMA with any questions they might have, and respond to the support service needs of the individuals we mutually serve in a more timely and effective manner. Thank you!

 

Thank you for partnering with us to provide high-quality, person-centered support services!

Thank you for submitting monthly progress notes, ISP implementation strategies, and quarterly reports to Community Pathways. These documents are valuable tools for our personal agents. They help them to better understand what supports are being provided, how individuals are making progress toward their goals, and additional support services individuals might need to achieve their desired outcomes.

When SMAs provide us with timely written documentation, our personal agents are able to spend more of their time focused on providing direct, high-quality service to individuals, their families—and support providers!

We value the work direct support providers and provider agencies do every day to help individuals with disabilities to live self-determined lives in the community. Thank you for your ongoing communication and collaboration with Community Pathways!

 

Do you need support with submitting documentation?

Email us at agencyproviders@communitypath.org