Imagine! The Future

As many of our stakeholders already know, Imagine! will be undergoing some significant changes in the near future due to the State of Colorado’s implementation of Case Management Redesign (CMRD).

The changes brought on by CMRD will have ripple effects across the entire Imagine! organization. Our goal throughout the process is to minimize disruptions in services and to ensure that we do all we can to continue our mission of creating a world of opportunity for all abilities.

To help us meet that goal, we pledge to share all the information we can about the process to help prepare all members of the Imagine! family – clients, families, employees, donors, and community members – for the new world of IDD services coming to our state.

To that end, this web page will serve as the central repository for information about the future of Imagine!. On this page, we will share success stories and victories and let you know what we’re excited about, while also acknowledging what we don’t know and what challenges we are facing. You are encouraged to bookmark the page and visit often.

You can also use this page to submit questions to Imagine!’s leadership about CMRD and other changes at Imagine! using the comment form at the bottom of this page. Comments and questions can be submitted anonymously if you prefer. Click here to jump to the form.

Change doesn’t need to be bad or scary. Together, we will come out on the other end of these changes stronger and more committed than ever to supporting the potential of all.


 

June 14, 2024

Imagine! recently hosted an all staff meeting for employees of what will be the “new” Imagine! starting July 1. Outgoing Imagine! CEO (and future co-CEO of A&I Avenues, the Case Management Agency that will serve Boulder, Broomfield, and Gilpin counties) Kathryn Arbour thanked everyone for their hard work on Case Management Redesign and getting the organization through a very challenging time, and new CEO Jodi Walter outlined her plans and goals for the short term and long term. There was lots of excitement and energy as we look to a future where we build upon 60 plus years of creating a world of opportunity for all abilities.


June 12, 2024

This flyer is being shared with families and clients who receive direct services from Imagine!. As we have shared before, on July 1 Imagine! will be providing direct services only, not case management services (in our service area, those case management services will be provided by A&I Avenues). As part of this this change, our direct service headquarters will be located at 1400 Dixon Ave.


June 6, 2024

This past Wednesday saw the first “official” gathering of the A&I Avenues team, as they make last minute preparations before becoming the Case Management Agency (CMA) for Boulder, Broomfield, and Gilpin counties starting July 1.


June 4, 2024

The following email was sent to all Imagine! employees by Imagine! CEO Kathryn Arbour

 

Hello, Everyone.

 

I am delighted to announce that Jodi Walters, Imagine!’s new CEO, has officially arrived.  As most of you know by now, Jodi began working as a Direct Support Professional at Imagine! back in 1995, and eventually became the director of Imagine!’s residential program, a position she held until 2015, when she left Imagine! to further her career by serving as Executive Director of Parker Personal Care Homes. She has been in that role for the past 9 years.  Jodi brings valuable experience, deep knowledge of the IDD provider sector, and strong passion and commitment for the mission that is the engine of Imagine!.  What a joy and honor it is for me to welcome her to lead this important next chapter of Imagine!’s history!

 

Jodi arrived last Friday and has spent her first few days working with HR and IT onboarding activities, meeting direct services staff, and digging into the many details and opportunities of Imagine!’s direct services programs. She and I will continue to meet through this month as we move ever closer to the July 1 implementation of CMRD, staying close to ensure a smooth handoff of responsibilities.  Jodi and I are also planning to host an All Staff Zoom meeting for employees of direct services within the next week to talk more about this transition.  Please watch for your invitation.

 

Jodi is officing temporarily in the Coal Creek conference room at 1665 Coal Creek Drive.  Please stop by to say hello.  She will continue to meet with direct service teams and visit programs over the next few weeks. 

 

Watch Jodi in her leadership video to learn more about her experience, interests and big hopes for Imagine!

 

Please join me in welcoming Jodi back to Imagine!.

 

Warmly,

Kathryn


June 4, 2024


May 29, 2024

Check out this informational post, written by Imagine! Director of Public Relations Fred Hobbs, about Imagine! and Case Management Redesign (CMRD), which was shared by our good friends at Boulder Weekly


May 21, 2024

The following message was sent by Imagine! CEO Kathryn Arbour to all Imagine! staff members on May 20.

We continue to move forward at a mighty pace to accomplish the many tasks still on the list as we head towards July 1.  I am sharing below some headlines regarding a few important topics.

The Move – Coal Creek and Dixon buildings

Cindy Vogels will be sending out separate emails to Dixon and Coal Creek employees with specifics about your move.  Please watch for those emails over the next few days.  We are also putting together a distribution list for everyone moving to A&I Avenues effective July 1 to facilitate specific communications relevant to your expected changes. 

We are planning the actual move during the final two weeks of June.  We will share the timeline as the movers and contractors firm their dates with us this week and next.  A few important headlines:

  • We are using professional movers for those who are changing their headquarters or location within Dixon, for those staying at that site.  However, if you have personal items at your work station, we encourage you to pack them soon and take them home for safekeeping or mark them well with your name and for now put the name of the building you are moving to.  We will have more guidance regarding boxes as the movers finalize their project plans with us.  There are boxes in the lobbies of both buildings for your use right now.  Please get a head start on this task.
  • We won’t be moving desks or chairs for the most part.  If you have a special ergonomic chair, for example, you will label it as well with your name and “to” location.  There may be further details about specifying a particular location as your leaders work out more details about layout of space in each building.
  • Computer equipment and related peripherals (e.g., mouse, keyboard, screens).  For all employees regardless of your location,  you will keep all peripherals and will pack and label those as well.  There will be separate instructions for those moving to A&I Avenues regarding your laptops, in particular, so please watch for those messages in the coming couple of weeks.  Employees in Coal Creek, you will keep your current laptops and it is advised that you carry this with you on the date of the actual physical move.
  • Your leaders have already been sharing directions with you about the paper files that might be part of your particular part of the business.  In general, please work with your supervisors to ensure that you understand retention requirements for all client related materials before scanning and shredding them.   It is a great opportunity to throw away non-client material or material without any PHI that is long expired or no longer useful to you.  Our goal is minimize the amount of paper that is moved where possible.  Please be in touch with your leaders and copy Cindy Vogels with your questions about paper files and the move.

Contractors – upgrades for each location

We have noted a few of the changes that will be taking place inside each of the locations, some of it prior to July 1, some continuing through the summer.

In Dixon:

  • Work on making the women’s bathroom on the first floor more accessible is expected to begin no later than the first week of June.  The contractors tell us that three weeks is typical for this work, so it is likely those modifications will be completed or near complete by July 1.  During this time, employees at Dixon can use the single bathroom on the first floor or the second floor women’s bathroom.
  • Additionally, the plan to remove modular furniture on the west side of the building is being made with the input of leaders both from the provider agency side and the CMA side to ensure coordination.  Stay tuned for more specifics on exact timing of this activity.
  • The server room, which will be built in the current IT work area on the second floor, will be under construction most likely through August or September as the new HVAC units needed won’t arrive until mid-summer. 

In Coal Creek:

  • The removal of damaged modular furniture and installation of modular furniture coming over from the Dixon building will be coordinated with the Dixon activities as noted above.  More soon on the timing of these actions.
  • Extensive work on HVAC will begin and continue through the summer months most likely.  We are expecting a timeline with specifics and will share this with you as soon as we get the timeline.
  • The parking lot will be repaired, seal coated and restriped.  Our goal is to complete this work as quickly as possible, although it is likely to extend over the summer.  (If you have not seen the Dixon parking lot yet, it’s a treat to behold…and so much easier to park!)
  • The carpet in the conference room area will be replaced, and those areas will be painted.  We will share that timeline with you, although it is also is likely to be late summer.
  • Construction of a “quiet room” will take place late summer into fall. 
  • Signage in the front of the building at the parking lot entrances will be updated over the summer and discussions are underway regarding appropriate decision making regarding the signage at Coal Creek that is in tribute to former leaders and donors.  We will keep you posted as decisions and communications are finalized.

May 8, 2024

On Tuesday, May 7, Imagine! and ACMI, Inc. hosted two Town Halls for our community to discuss Case Management Redesign (CMRD) and what it means for the families and individuals we serve. Below are the slides from the presentation.


May 6, 2024

The following email was sent to all Imagine! staff members from Imagine! Chief Operating and Financial Officer Robin Grey.

 

I am pleased to announce that we have finalized who the business office support staff will be for Imagine! and A&I Avenues post-split.  I want to thank the team for all the extra time and hard work they are putting in now to implement the new ERP and EHR (accounting system and electronic health records system) for A&I Avenues, cross-train each other and generally preparing to provide first-class support for both companies going forward. 

 

Imagine!

The business office team will report to Robin Grey and be led by Melody Kim, Controller.  The team will be staffed as follows:

  • Dorothy Harper, Payroll Specialist responsible for payroll, HUD accounting entries and certain general ledger reconciliations
  • Jennifer Storm, Accounting Specialist responsible for AP, Wells Fargo credit cards, 1099s and cash deposits
  • Andee Bauer, Billing Specialist responsible for billing submissions, denials and corrections and certain general ledger reconciliations

A&I Avenues

The business office team will report to newly hired Controller (search currently active) who will report to Kathryn Arbour.  The team will be staffed as follows:

  • New Controller responsible for general ledger entries, closing the monthly books, audits, 990s, property/sales tax, financial policies and procedures,
  • Christine McCaslin, AP/Payroll Specialist responsible for AP, Payroll processing and credit cards
  • Ashli Jones, Billing Coordinator responsible for Evolv and OHCDS billing, Evolve submissions and denials and State SLS program management
  • Sandra Guida, Accounting Clerk responsible for Early Intervention GAE billing
  • Violet Lehman, Contract Specialist responsible for contract management of all independent contractors  

May 2, 2024

On May 1, Imagine! CEO Kathryn Arbour hosted an all staff meeting for Imagine! employees. Part of her presentation included CMRD updates, as seen below.


April 24, 2024

Today, Imagine! CEO Kathryn Arbour sent an email to all Imagine! staff, which included these CRMD updates:

  • On April 16, Imagine!’s Board of Directors approved transfer of 1665 Coal Creek to A&I Avenues for the CMA headquarters as of July 1.  1400 Dixon Ave. will serve as the headquarters for Imagine!. Work plans to spruce up both Coal Creek and Dixon are in place, including some new carpet, a tear down of modular furniture on the first floor of Dixon to accommodate some of the comings and goings of clients every day as they use Dixon for their transfer and transportation hub, and the addition of a few more modular units to Coal Creek to create a “hoteling” concept for case management and care coordination teams.  We will supply professional movers when the time comes to relocate operations for each part of the organization.  As noted earlier in the year, we also have plans to repave both parking lots and complete work on HVAC systems in both buildings.  The next couple of months are key to ensuring physical spaces are set and ready to go by July 1.  We appreciate your patience as more activity picks up in both buildings.  Watch for more details regarding specific timelines and what will be needed from you to ensure things go smoothly.
  • A&I Avenues is officially registered to do business in the State of Colorado.  Earlier in the year we released the name and logo.  Last week the leadership team comprised of members from both ACMI and Imagine! case management operations distributed offer letters to Imagine!'s case management and care coordination team members outlining the terms of their employment with A&I Avenues effective July 1.  ACMI sent letters confirming continued employment for their case management team as well.  Additional offer letters to non-case management staff who will be transitioning to A&I Avenues will be sent out this week and next. 
  • During the week of April 1 Ann Levine, Interim Manager of HR, outlined in an email to all staff the HR staffing plan for the future organizations.  In that email Ann reminded all of us that TriNet will continue to be the Professional Employer Organization (PEO) that serves each organization under separate contracts.  Debbie Little was selected to serve as the HR Business Partner (HRBP) for Imagine!, the provider agency.  Mindy Hassur will also continue with Imagine! serving in her role as HR Generalist.  Katie Roof, who joined Imagine! a couple of weeks ago, will transition to the CMA, and will serve as the HRBP for A&I Avenues.  The current HR team is available for all employees as they continue to assist everyone through these remaining months prior to the transition.
  • Kevin Harding, Director of IT,  sent an email during the week of March 18 with news about IT and the future, including his own future.  Kevin has decided to retire in July after serving Imagine! for over 20 years!  There are a few details to add about IT here.  We are delighted to report that the rest of the current Imagine! IT staff will continue to serve Imagine! post July 1.  A&I Avenues has chosen to outsource IT services and selected Wipfli, a national IT organization with a major presence in Colorado and expertise serving other CMAs in the State.  Work is underway to ensure smooth transitions of equipment, documents, systems and relevant processes from Imagine! to A&I Avenues.   Stay tuned for more detailed information on if and how any of these changes will impact you.  Timelines and training, where needed, will also be detailed soon.
  • Robin Grey, COO/CFO,  will outline changes and assignments of the Business Office staff next week as that team prepares to split in order to bring their expertise to Imagine! and A&I Avenues. 

April 24, 2024

Imagine! is hosting TWO CMRD Town Halls in May!

Imagine! will be undergoing some significant changes in the near future due to the State of Colorado’s implementation of Case Management Redesign (CMRD). At these Town Hall meetings, representatives from ACMI and Imagine! leadership will be on hand to answer your questions about these changes, and what they mean for you or your loved one’s services.

Two Town Hall meetings to choose from!

 

Via Zoom

Tuesday, May 7, 1-2 PM

https://zoom.us/j/93376443959

Meeting ID: 933 7644 3959

 

In Person

Tuesday, May 7, 5:30-6:30PM

Imagine!'s John Taylor Conference Center, 1665 Coal Creek Dr., Lafayette, CO


April 23, 2024

What will, and what won't, change at Imagine! as a result of CMRD? Check out the video below to find out. 


April 22, 2024

The following letter was sent the week of April 22 to all individuals receiving direct services from Imagine!, and their families. Direct services include School Age Services, Adult Community Services, Residential Services, Employment Services, Family Recruited Employment Services (FRE), and Behavioral and Mental Health Services.

 

Greetings to All Involved in Imagine! Services,

Imagine! will be splitting into two organizations on July 1st, 2024. This is the result of a statewide change called Case Management Redesign  (CMRD), which aims to simplify an individual’s access to case management services and reduce any potential for conflict of interest with a single organization that has been providing both case management services and direct services.

Both the name Imagine! and the direct services you may receive through Imagine! (such as Residential Services, Adult Community Services, School Age Services, Supported Employment Services, Behavior Services, Mental Health Services and Family Recruited Employee (FRE) services) will remain as consistent as possible through this transition. Imagine! may be referred to as a Provider Agency, a PASA, or a Program Approved Service Agency.

The case management portion of Imagine! is becoming the single-entry point for Boulder, Broomfield, and Gilpin Counties, working with anyone with a disability in determining and navigating waivers, funding sources, and resources. This new Case Management Agency (CMA) will be called A&I Avenues.

Imagine! will continue to work with all CMAs to ensure that individuals can access services. We will provide representation at Person Centered Service Plan meetings (also known as IP meetings), maintain involvement in an individual’s team assisting with life changes or concerns, and continue to provide excellent programming maintaining current schedules and supports.

While the services we provide will continue as planned, we are making some internal adjustments such as hiring a new CEO for the Imagine! PASA, consolidating all service-based employees and programs into a single building, and re-working our website and updating documents and procedures. We will keep you updated on changes and process updates that may occur.

Our goal throughout this process has been to minimize disruption to services. Please know that nothing is needed from those in our programs or their loved ones to maintain the services they are already receiving.

If you have any questions, please do not hesitate to reach out: info@imaginecolorado.org or 303-457-5647 (Rachel Celesta, Services Liaison Manager). We will also be hosting informational sessions in early June as opportunities to ask questions, connect, and provide additional information.
 
Kind Regards,

Imagine! Management


April 4, 2024

Earlier this week, employees from ACMI and Imagine!’s Care Coordination team met up for another team building event, this time at Rayback Collective in Boulder, in anticipation of joining forces in the post- Case Management Redesign (CMRD) world. There’s so much good energy and knowledge sharing happening right now, as the CMRD deadline of July 1 gets ever closer. We know it will result in great services for people with disabilities living in Boulder, Broomfield, and Gilpin counties in the future!


April 3, 2024

The following email was sent to all Imagine! employees from Ann Levine, Imagine!'s Interim Human Resources Manager

Hello Imagine! Team,

 

I wanted to give you an update on the HR team and the on-going (and upcoming) transition to TriNet with Imagine! and the Case Management Redesign.

 

The HR Team

We are pleased to announce that Debbie Little has joined Imagine! as the Human Resources Business Partner for Direct Services.  Some of you may recognize Debbie’s name as she has been working with Imagine! as a contractor since the beginning of January and has amassed considerable knowledge on Imagine! and TriNet.  Debbie comes to Imagine! having held HR leadership positions in various organizations in the Denver Metro area along with leadership positions in HR Associations in Colorado.

 

We also welcome to the team Katie Roof, who will be the Human Resources Business Partner for the CMA.  Katie has held HR leadership positions at various organizations throughout the Metro area.  Katie joins Imagine! on Monday, April 8th , and will transition to A & I Avenues in the coming months. Katie will work with leadership and staff of the CMA for all things HR related

 

Mindy Hassur will remain with Imagine! as a Human Resources Generalist and will continue to be the main contact for hiring, on-boarding, employee relations and general problem solving for the remaining months of the transition.   Mindy will move officially to Imagine! PASA on July 1 to work alongside Debbie Little with staff and management.

 

Natalie Wallis, who was instrumental in stepping in to assist in recruitment efforts and getting staff up and running on Schoox, transitioned out of the organization in her consulting capacity last month.

 

Eric Kim, who has been with the HR Team on a temporary basis and has been a tremendous asset with on-boarding, will be transitioning out of the organization at some point.  We are holding on offering a transition date right now to ensure that any outstanding questions or concerns with TriNet as July 1 approaches are properly resolved.

 

The HR team will continue to cross-train on all aspects of TriNet and HR processes to ensure each member has adequate knowledge to provide service to Imagine! and A & I Avenues employees. The team will serve all employees up to the actual split, so do feel free to reach out to any one of us for support.    

 

The Future

Though the transition to A & I Avenues will not occur for several months, the HR team will support Imagine! as a whole and be preparing for a smooth move for the CMA.  We will continue to work on creating greater efficiencies for the Imagine! TriNet while at the same time building A & I Avenues’ TriNet portal. 

 

Imagine! and A & I Avenues will be separate organizations, each with its own TriNet PEO and HR support. There are many planned communications for those moving to the CMA including details about medical, dental and vision benefits, vacation/sick leave balances, policies and the ever-pesky subject of I-9 forms.  We are working with a team at TriNet to guide us along the way to ensure a smooth transition and wish to provide as much advance notice as possible on any changes. For those of you transitioning to the CMA, please stay tuned for more on these details as they emerge.

 

TriNet has assigned an HR Consultant, Michele Bergan, to work with Imagine! as a whole and then continue separately with the PASA and the CMA post-July 1.  She is currently working with our HR team to ensure role clarity between TriNet HR and the HR experts of Imagine! and A&I Avenues.  

 

And, lastly, with the addition of new staff, I will transition out of the role of Interim Human Resources Manager over the coming months as has been the plan from the start of my association with Imagine!. I have begun a 3-day a week support for Imagine! and, as we solidify HR for the future, the role will become redundant.  I will work with Imagine! through the transition.    

 

Please know that all of us in HR are here to collaborate with you through the remaining months of this major shift at Imagine!. 

 

Best,

Ann


April 2, 2024

The following email was sent out by the Colorado Department of Health Care Policy and Financing (HCPF):

 

Dear Members, Family Members, Advocates, Case Management Agencies, County Leaders and other community members:

As previously communicated, the Department of Health Care Policy & Financing (HCPF) is working towards temporarily pausing terminations for Long-Term Services and Support (LTSS) members. However, a number of LTSS members received a termination for various reasons effective March 31, 2024. We have reinstated these members as of April 1, 2024. 

Impacted members who received a termination notice for March 31, 2024 will be receiving or have already received a new notice of action letter indicating an approval effective as of April 1, 2024. Electronic messages to impacted members were sent between Saturday, March 23rd and Friday, March 29th. Mailed notices were sent between Monday, March 25th and Monday, April 1st.

If an LTSS member reaches out to you because they received a termination effective March 31, 2024, please share this information with them, as those not receiving their communications electronically may be delayed in receiving a communication via USPS mail.  

Please know that keeping LTSS members connected to vital services is our number one priority. We are working through both short, mid, and long-term solutions to remedy eligibility issues and other system transformation challenges as quickly as possible. Thank you for your continued partnership and for using our escalations form when needed so we can help members stay connected to services.

To review and access Notice of Action Letters, review this step by step guide in English or Spanish

Bonnie Silva

Director

Office of Community Living


March 22, 2024

Having trouble due to CMRD? To submit your complaint, please use the contact information below:

Department of Health Care Policy and Financing
303 E. 17th Avenue
Denver, CO 80203
Phone: 1-800-221-3943
Fax: 303-866-2828
State Relay: 711
Email: 
hcpf_membercomplaints@state.co.us 


March 20, 2024

The following email was sent to all Imagine! employees from Kevin Harding, Imagine!’s Director of Information Technology.

Hello Imagine! Team,

I wanted to spend a few minutes giving you an update on what we see happening with the various systems we use post Case Management Redesign.  I’m not going to go too in-depth nor will I touch on all the systems but I’ll cover the biggies and what is planned at each organization.  I’m not including timelines as I know some of that will be driven by the state’s engagement over the next four months.  I’m also making the assumption that what we are proposing will be acceptable to the state so keep in mind these plans are fluid.

Here is what we are planning for A&I Avenues:

  • Questys files will be exported and handed over to A&I so they can be copied into their SharePoint system.
  • A&I will adopt Evolv as their electronic health record and EI services will use Netsmart’s platform for electronic visit verification.
  • A new accounting system called Sage Intacct will be implemented.
  • New email addresses will be created and we will provide instructions to Imagine! employees transferring to A&I on how to export their contacts and emails so they can be moved to their new A&I mailbox.
  • DocuSign PDFs will need to be downloaded and archived to SharePoint and we will provide instructions on doing so.  A&I uses Zoho for electronic signatures so that will be the system used post July 1st.
  • Any files on Egnyte or the G drive that need to be transferred to A&I will need to be identified by employees and moved to SharePoint.

 

Here is what we are planning for Imagine!:

  • NetSuite will continue to be the accounting system for the time being.
  • We will look into replacing DocuSign with a more affordable solution by the end of this year.
  • We released a request for proposal to electronic health record system vendors in the effort to replace Evolv, CellTrak and SETWorks with one system that is more user friendly.  We expect to make a decision on a solution by June and begin implementation by September.

 

And on another note…  You may had noticed in Kathryn’s “Staying Connected” email last Wednesday mention of my retirement.  I am happy to confirm the rumor is true.  My wife retired last year and has been hounding me to do the same.  I finally gave in and I’m planning on July 7th being my last day at Imagine!.  I’m sure I’ll find an additional hobby to pick up but for right now I plan on some downtime and traveling to see family.  My relationship with Imagine! started when my wife and I did respite care in the 1990s.  I supported the IT needs of the then Developmental Disabilities Center before we had an IT department.  I’ve seen Imagine! come a long way and I’m proud to have been a part of our success.  But after thirty-five plus years in the IT business, most of that spent supporting CCBs, it’s time to call it quits and find nothing else to do.  I could not have asked for a better company than Imagine! to work for these past twenty-five years and I truly do have the best team of employees a manager could wish for.

If you have any questions, please don’t hesitate to reach out.


March 6, 2024

NEW FAQs!

Q: Do you have any plans to improve turnover?

A: We are working hard to address retention by being transparent about upcoming changes, giving retention bonuses from HCPF directly to Case Managers, and assuring Case Managers that they will not need to learn all 10 Medicaid waivers.


Q: What amount of money did Case Managers receive for retention?

A: They received $500, $750 and will receive another $1,000.

 

Q: If I already told my Case Manager that I want to stay with A&I Avenues, do I need to e-mail them again?  

A: Yes.

 

Q: My child is on the SLS waiver and lives in Boulder County.  Are we understanding correctly that we shouldn't see any significant changes (aside from email addresses, etc.) and that nothing is needed from us at this time?

A: Correct.

 

Q: What happens when a Case Manager leaves? Who will cover my case?

A: We have a team approach where another Case Manager on that team will cover tasks for the vacant Case Manager position.

 

Q: What will happen to the current connection with my Imagine! Case Manager and my Service Providers with Imagine!?

A: Starting 7/1/2024, they will work for separate companies. 

 

Q: I understand that non-IDD waivers have much more “hands off” Case Management.  Will this mean that once ACMI and Imagine! merge, that my current Case Manager will do less?

A: No, the IDD (CES, SLS, DD) waivers and the non IDD waivers (EBD, BI, CIH, CMHS) have different rules and needs. You should not see a decrease in Case Management support.

 

Q: Is the Autism Spectrum Disorder (ASD) Program changing or going away?

A: No, nothing is changing here.


March 6, 2024

Please see the message below from the Colorado Department of Health Care Policy & Financing (HCPF), written to assist members and families in understanding the current challenges and issues facing the Long Term Services and Supports system.

 

Dear Long-Term Service and Supports Members,

 

The Department of Health Care Policy & Financing (HCPF) is the state agency that oversees Health First Colorado (Colorado’s Medicaid program). HCPF acknowledges the current challenges that may be impacting both you, as a member receiving Long-Term Services and Supports (LTSS), as well as the community of providers that support you. We are concerned about reported delays in accessing case management and direct services and are acting with urgency to address them. 

 

Case Management Agencies are a critical partner to HCPF. They are the lynchpin for supporting people with disabilities to navigate, enroll, and manage services to live and thrive in their communities. Unfortunately, there are three different challenges impacting all of our valued case management agency partners at the same time and their related services to you. These include: increased county partner workloads due to both a record number of Medicaid and Supplemental Nutrition Assistance Program (SNAP) requests as well as the impact of the end of the federal public health emergency; the implementation of a new IT system used by all case management agencies; and a case management program redesign. In the coming months, the related innovations and modernizations will create a better system for members, providers and case management agencies. But the impact of all three occurring at once - which was not intended - is causing short term challenges to member program eligibility, provider reimbursement, case management agency processing and member service response time. 

 

Case management agencies are not to blame for these challenges. The dedication and resilience demonstrated by case management agencies, counties and providers in navigating these complex changes has been commendable. We are very appreciative of their shared efforts to serve our members and to solve transition-related issues with us during this time. 

 

We want to assure you that HCPF is aware of and addressing these issues on multiple levels and with a sense of urgency, in support of our members, providers, counties and case management agencies. We remain dedicated to collaboration with case management agencies, providers and members to navigate the current challenges to ensure you and your families are supported. 


March 5, 2024

Below you will see a short video where members of Imagine!’s Board of Directors introduce Jodi Walters, who has accepted the position as CEO for Imagine! post-Case Management Redesign (CMRD).


February 28, 2024

Imagine! hosted two CMRD Town Halls in the final week of February. Below is the slide deck from the presentations.


February 12, 2024

We are excited to announce today the name for our future combined Case Management Agency, which will bring together the skills and experience of ACMI and Imagine! to serve all ages and disabilities.

The process to come up with this name was robust and thorough. ACMI and Imagine! employees and members of both boards of directors were engaged to help us identify a name that honors the two agencies’ combined 90 plus year legacy of serving local citizens with a variety of disabilities, while at the same time representing a path to the future where we will serve as an equally important and integral aspect of our community.

So without further delay, we are honored to share that the new CMA for Colorado service area eight, which includes Boulder, Broomfield, and Gilpin counties will be called: A&I Avenues

The ‘A & I” in the name symbolizes the deep histories of ACMI and Imagine!, using the first letter of each, therefore connecting with the past of almost a century of service to our community, while “avenues” connects us all with a future where people with a wide variety of disabilities can each take the road that best serves their unique needs, goals, and desires.

We hope you will share our excitement with this new name as we take the next step toward making our community a healthier and more inclusive space for all.

 

 

September 22, 2023

On September 19, the Imagine! Program Approved Service Agency (PASA) Future Subcommittee, comprised of four of Imagine!’s Board Directors and two of Imagine! Foundations Board Directors, presented their recommendations to the entire Board of Directors regarding the array of services for the PASA following the separation of the direct services and case management operations, to be made official on July 1, 2024. This committee has spent many hours understanding Imagine!’s services and how they operate, as well as investing heavily in understanding the PASA landscape here in Colorado and especially in the counties surrounding Imagine!.   There is great respect and passion for those we serve among this group, reflected in their recommendation that the PASA emerge with a service line up that looks very similar to the current one. Below are key slides from the subcommittee’s presentation.


April 7, 2023

An Imagine! Board of Directors appointed Program Approved Service Agency (PASA) Future subcommittee held its first meeting on April 4, 2023. There are four Imagine! Board of Directors members assigned. Two members of the Imagine! Foundation Board of Directors have also agreed to serve on this advisory subcommittee. The PASA Future strategic work plan, presented to and approved by the Executive Committee of the Imagine! Board of Directors, is now in the hands of all Board and Foundation Board members and the Executive Team. We are in discussions about ensuring the process also gathers the voices of supervisors and managers across Imagine! as well as direct care staff. There will be more about this process as the subcommittee has time to meet and get grounded with information regarding our Imagine! PASA today and the landscape in which we operate in Colorado.

 

 

January 31, 2024

The following letter and information is being sent to indivdiuals receiving services from Imagine!'s Case Management department.

Dear Friend of Imagine!,

We are sending this letter to clarify the important upcoming changes that are happening with case management services and how specifically they will impact you.

As you know, starting July 1, 2024, the company called Imagine! will only provide direct services (residential, behavioral, day program, etc).   Then, Imagine! case management operations will join with Adult Care Management, Inc. (ACMI), an agency currently serving people on Medicaid waivers such as the Brain Injury (BI) waiver and the Elderly, Blind, and Disabled (EBD) waiver.  The two agencies will form the new case management agency (CMA) serving Boulder, Broomfield, and Gilpin counties.   The name of the new agency will be announced later this month.

How does this impact you?

If you live in Boulder, Broomfield or Gilpin county, starting on July 1, 2024, you will be served by this case management agency. Your Case Manager likely will not change.

If you live outside of Boulder, Broomfield, or Gilpin counties, you will need to send an e-mail to your Case Manager letting them know you would like to remain with your current Case Management Agency.

Please see notes below for more information about this process.

For more information on these changes, you can visit: https://hcpf.colorado.gov/my-hcbs-case-management

Sincerely,

Jenna Corder, Director of Client Relations

jcorder@imaginecolorado.org

 

Case Management Redesign Member Exceptions Policy & Process

January 22, 2024

 

Background
Since 2014, the Colorado Department of Health Care Policy and Financing (HCPF) has worked to come into compliance with the federal law that requires case management be provided by an agency that is separate from the agency that provides direct care. By eliminating conflicts of interest, case managers can make objective decisions. This approach fosters trust, promotes transparency, and safeguards against potential exploitation or biased decision-making, ultimately enhancing the quality of care provided.

To comply with this federal requirement, Colorado's case management system is changing. There will now be one case management agency (CMA) in each 
defined service area (DSA). Each case management agency will serve everyone within their DSA, regardless of age, disability type, or HCBS waiver. Additionally, CMA’s will not be required to serve any individual that is outside their DSA.  CMA’s will have the discretion to allow exceptions when they have the capacity to do so.

CMA’s have been selected through a State procurement process to perform case management duties in their DSAs. Adult Care Management, Inc. (ACMI), has served as the single-entry point (SEP) agency serving people with non-IDD disabilities for more than 30 years, and will create the new CMA with Imagine!’s case management branch, which has provided IDD case management services for 60 years.  These two agencies, which have a combined legacy of serving people with disabilities for close to a century, will form the new CMA serving Boulder, Broomfield, and Gilpin counties. Currently, the name Adult Care Management, Inc. (ACMI) is being used on all communication regarding this area due to the nature of the State procurement process. Ultimately, the CMA serving these areas will change from ACMI/Imagine! to a new name, which is currently being selected. The transition process for this change will take place over several months in this current fiscal year of 2024, and is scheduled to be completed by July 1, 2024.

 

ACMI/Imagine! Member Exceptions Policy

The dedicated and hard-working staff at Adult Care Management, Inc. (ACMI) and Imagine! will continue to provide exceptional case management services to all residents residing in DSA 8, serving Boulder, Broomfield, and Gilpin counties regardless of their age, disability, or waiver. ACMI’s case management service for Members in Clear Creek county will be transferred to Jefferson County DHS, which was awarded the CMA for the Jefferson / Clear Creek counties service area.  For Members who reside outside of Boulder, Broomfield, and Gilpin counties but wish to remain in our combined agency, after July 1, 2024, please see the exceptions process below:

  • Members residing outside of this DSA may make a written request through their current ACMI/Imagine! case manager to remain in the new DSA. If the individual requesting the exception meets the following criteria, an exception will be granted automatically:
    1. Member lives in Berthoud, Mead, Firestone, Frederick, Dacono, Erie, Northglenn, Thornton, Westminster, or Longmont in Weld County.
    2. Member is in an active crisis and continuity of care is imperative to stabilize the individual’s circumstances. We will continue serving individuals in this category for a maximum of 60 days following implementation on 7/1/2024.
  • If one of the above criteria is met, the ACMI/Imagine! case manager will submit the following information via the Member Exceptions Notification email template to ACMI/Imagine! leadership for a final decision:
    • Medicaid ID
    • First and Last Name
    • Date of Birth
    • Social Security Number
    • County in which Member resides
    • Designated Service Area
    • Exception criteria met (#1 Member lives in approved city, #2 Member is in crisis)
  • ACMI/Imagine! leadership will provide written notification of approval to the Case Manager within 5 business days of receipt of the request.  Case Manager will pass decision along to the client and/or family within 5 business days.
  • If the Member does not meet the above criteria then the ACMI/Imagine! case manager will submit the following via the Member Exceptions Notification email template information to ACMI/Imagine! leadership:
    • Medicaid ID
    • First and Last Name
    • Date of Birth
    • Social Security Number
    • County in which Member resides
    • Designated Service Area
    • Reason for request for Member to be served at ACMI/Imagine!
    • How Member plans to support ACMI/Imagine! with ensuring that Member needs are met and contractual requirements for in person monitoring and assessment will be completed as necessary. (e.g., Member is willing to engage in virtual case management, Member does not require mill levy emergency funding to remain stabilized)
  • ACMI/Imagine! leadership will provide written notification of approval to the Case Manager within 5 business days of receipt of this request.  Case Manager will pass decision along to client and/or family within 5 business days.
  • ACMI/Imagine! reserve the right to deny requests at the discretion of the CMA leadership. Denied requests will not be subject to an appeal process.
  • ACMI/Imagine! will track all Members served outside of the DSA 8 by adding information to the HCPF CMA Exception tracking document on Sharepoint.
  • ACMI/Imagine will update this information to Sharepoint by the last day of each month and no later than 5 business days after the last day of the month per OM23-056.

Transfers of Denied Requests of Individuals Currently Served by ACMI/Imagine!

  • For individuals currently being served by ACMI/Imagine! whose request for an exception has been denied, the following steps will be taken:
  1. ACMI/Imagine! staff will contact the Member’s designated CMA to initiate a transfer and identify a transfer date.
  2. ACMI/Imagine! staff will provide a transfer packet to the Member’s designated CMA with pertinent records and forms.

Members with ACMI/Imagine! as the CMA in DSA 8 who request a transfer to another CMA: ACMI/Imagine! will support the choice of any individual who wishes to receive their case management services through an agency other than ACMI/Imagine!  It will be up to the other CMA on whether they choose to accept the individual.

This policy is subject to change upon review by ACMI/Imagine! leadership.

Effective Date: January 2, 2024


January 16, 2024

Dear friend of Imagine! –

For the past six months, we have been sharing with our community information on how Imagine! will be undergoing some significant changes in the near future due to the State of Colorado’s implementation of Case Management Redesign (CMRD).

The changes brought on by CMRD will have ripple effects across the entirety of Imagine!. The organization that you currently know as Imagine! will be split into two separate organizations: a Program Approved Service Agency (PASA), which will retain the Imagine! name and provide direct services for people with intellectual and developmental disabilities (IDD), and a Case Management Agency (CMA), which will have a new name and will provide care coordination for people with IDD as well as other disabilities.

To help clarify the process, we have created a short video to explain what will be different after the split, and what will be the same:

 


November 21, 2023

The following letter was sent to Imagine! clients and families from Jenna Corder, Imagine!’s Director of Client Relations.

Dear Friend of Imagine!,

Imagine! recognizes you have now received two letters regarding Case Management Redesign – one from the Colorado Department of Health Care Policy and Financing (HCPF), and one from Imagine!.

We are sending this letter to clarify the important upcoming changes that are happening with case management services. 

In 2017, a law was passed that said a person being served in a waiver cannot receive both direct services (for example, day program) and case management from the same company.  In order for Imagine! and all other case management agencies in Colorado to be compliant with this rule, some changes need to be made.  You may already know that Imagine! currently provides direct services and case management. You might even be receiving both of these from Imagine!.  Starting July 1, 2024, the company called Imagine! will no longer be able to provide both. This will require us to separate case management and direct services into two separate companies. One company will keep the Imagine! name and will continue providing direct services, and the other company will provide case management. 

Imagine! case management operations are joining with Adult Care Management, Inc. (ACMI), an agency currently serving people with non- Intellectual and Developmental Disabilities (IDD) disabilities.  The two agencies will form the new case management agency (CMA) serving Boulder, Broomfield, and Gilpin counties.   Due to this process, the case management agency serving these areas will change from Imagine! to a new name, which is currently being selected. The transition process to combine the two case management entities will take place over several months starting in Spring of 2024.

How does this impact you?
Starting on July 1, 2024, you will have a new case management agency. While this new case management agency does not have an official name yet, we will let you know as soon as that is decided. In the meantime, if you have questions about your assigned case management agency, please reach out to Imagine! or your Imagine! case manager.
 
We expect no interruptions in your Case Management services as a result of these changes.  We are working closely with HCPF and our partners at ACMI so that this transition is seamless for clients and providers.  For more information on these changes, you can visit: https://hcpf.colorado.gov/my-hcbs-case-management
 
Sincerely,

Jenna Corder, Director of Client Relations
jcorder@imaginecolorado.org


November 17, 2023

The following email was sent to all Imagine! staff members by Stephen Shaughnessy, Imagine!’s Chief Services Officer. While not specific to CMRD, it offers a good glimpse into one of Imagine!’s primary focuses currently, as well as post-CMRD.

Housing is a topic that seems to be on everyone’s minds as of late.  We see headlines about the availability and affordability of housing across our state and we see stories on the news about the issues facing our local municipalities as it relates to our unhoused neighbors and Coloradans.  It’s no surprise that Governor Polis made housing one of his top priorities when he released his annual budget request on November 1st

At Imagine!, we know a thing or two about residential supports and services for individuals with I/DD, however, we also know that disability services and housing options do not always line up because of constraints on both sides. Medicaid waiver rules and regulations don’t always lend themselves to the types of housing options that individuals and families seek for their loved ones.  Housing subsidies, that make housing more affordable, are scarce and often hard to access for individuals with physical and intellectual disabilities.  Despite these challenges, I am encouraged by the work that is currently happening in and around the IDD service delivery and support system to acknowledge these barriers and work collaboratively to seek solutions that create more opportunity and options for affordable, accessible and neuro-inclusive housing options for adults living with I/DD in Colorado.

I recently had the privilege of attending a conference, hosted by Trailhead Developers, a Colorado based organization that helps to encourage, mentor and develop neuro-diverse housing communities.  The conference brought together expertise from the housing development and building space, I/DD service providers, families, and self- advocates to provide resources and networking opportunities with the goal of providing the nuts and bolts necessary to help move the housing development work forward in an effort to support more neuro-diverse housing projects. One of the conference sessions I attended that was particularly impactful was titled More Than Homes, Building Inclusive Communities. The session featured three projects in different states that have had great success in aligning housing, long-term support services and supportive amenities that resulted in neuro-inclusive housing communities.  Not only was this a great opportunity for Imagine! but I was so pleased to see participation at the conference from our partners at Boulder County and Boulder and Broomfield’s housing authorities as well as ACL and their housing committee members.  It felt great to share that space with so many passionate and dedicated members from our community who share our enthusiasm for advancing housing options for adults living with I/DD.

In addition to the conference experience, I was recently invited to join the Inclusive Housing Coalition steering committee, and Robin Grey COO/CFO and I were invited to join a cohort that is helping to support the development of a new housing project led by Broomfield Housing Alliance. These are exciting times and while change can take time we are committed to being at the table to lend our expertise to help move this work forward and connect disability services to housing options that are affordable, inclusive and integrated.  Stay tuned for future updates on this subject and as always, thank you for your commitment to creating a world of opportunities for all abilities.


September 13, 2023

The following email was sent to all Imagine! staff members from Fred Hobbs, Imagine!’s Director of Public Relations.

Over the past few months, you have been receiving updates from various members of the executive team to keep you posted on what’s happening as Imagine! moves ever closer to a state-mandated split between the care coordination and direct service delivery sides of Imagine!, better known as Case Management Redesign (CMRD). With the July 1, 2024 deadline looming, the Imagine! PR team has been preparing to do all we can to ensure the split brings as little disruption as possible, especially to our clients and employees, including:

Communication

Hopefully by now you are aware of the Imagine! The Future webpage on the www.imaginecolorado.org  website. Up to now, this has been our primary communication tool for all things CMRD related. However, now that we have been given the official date for the split, July 1, 2024, we are preparing to engage in a much more determined communication effort, starting with communication to all impacted clients currently receiving case management services from Imagine!. This effort will include multiple email, traditional mail, and social media communications. The first communications are set to go out as early as this week. After the first round of communications, we will also follow a similar pattern for communicating with clients currently receiving direct services from Imagine!.

A very important note on communication with clients: the Colorado Department of Healthcare Policy and Financing (HCPF) is requiring that all communication from Imagine! and ACMI with clients regarding CMRD be approved by them. I ask patience and understanding as we navigate this added challenge in our efforts to be open, clear, and concise with all of our stakeholders regarding this huge shift in how services for people with disabilities are funded and delivered in our state.

Branding/Marketing

As one organization becomes two, it will be vitally important that both organizations are set up for long term success. For my position, that means establishing a strong brand for the new Case Management Agency (CMA) and to build upon the Imagine! brand for Imagine! services.

Why is this important? As competition creates infinite choices, organizations look for ways to connect emotionally with clients, become irreplaceable, and create lifelong relationships. A strong brand stands out in a densely crowded marketplace. People fall in love with brands, trust them, and believe in their expertise. How a brand is perceived affects its success, regardless of whether it’s a start-up, a nonprofit, or a product.

On the CMA side, this branding starts with selecting a name. Up to now, we have been using “A & I CMA” as a placeholder for the name of the organization. We have developed a plan to select an official name. The plan does include opportunities for staff members from Imagine! and from ACMI to weigh in on options. The hope is to have a name officially selected by November. Look for more information on that process soon.

On the services side, the branding process has already begun. In fact, it began 60 years ago. If you are not yet aware, the Program Approved Service Agency (PASA), or services, side will retain the Imagine! name. This should provide a tremendous advantage to the PASA moving forward, as the Imagine! name is well known and well respected in our community. But a community’s perception of a brand can’t survive without constant nurturing, which is why Stephen Shaughnessy and I have formed an Imagine! PASA marketing subcommittee to help set up the next generation of Imagine! leaders for success in building and maintaining the Imagine! brand.

Websites

One of the fundamental elements of branding in the 21st Century is a website. Websites are an extension of an organization’s identity and serve as a hub for information, as well as receives visitors and expands upon an organization’s identity. Therefore, one of my main efforts in the coming months will be to build out websites for both the CMA and PASA.

Fortunately, we have a head start on this effort. Several years back, when it appeared the CMRD split was imminent, the Imagine! PR team created two separate websites – www.imaginecolorado.org, primarily including information for the Care Coordination side of Imagine!’s work, and www.imaginedirectservices.org, primarily including information about Imagine!’s direct services. Although the state’s delay in the implementation of CMRD made the two websites exist longer than we had planned, and occasionally led to confusion, the foresight is now paying off. It will be much easier to use existing content on both current sites for the new sites to come. Because the PASA will retain the Imagine! name, the plan is to use the imaginecolorado.org URL for that site, the URL for the CMA is TBD, dependent upon the new name of the organization.


September 7, 2023

The following letter is being sent to all Imagine! clients on Home and Community-Based Services (HCBS) waivers and the Family Support Services Program.

Dear Friend of Imagine!,

We are writing to inform you about an important change that is happening with case management for Home and Community-Based Services (HCBS) waivers and Family Support Services programming in your area.

Since 2014, the Colorado Department of Health Care Policy and Financing (HCPF) has worked to come into compliance with the federal law that requires case management be provided by an agency that is separate from the agency that provides direct care. By eliminating conflicts of interest, case managers can make objective decisions. This approach fosters trust, promotes transparency, and safeguards against potential exploitation or biased decision-making, ultimately enhancing the quality of care provided.

To comply with this federal requirement, Colorado's case management system is changing. There will now be one case management agency in each defined service area. Each case management agency will serve everyone within their defined service area, regardless of age, disability type, or HCBS waiver. 

Case management agencies have been selected through a legal process to perform case management duties in their defined service areas. Imagine!’s case management operations are joining with the case management operations of  Adult Care Management, Inc. (ACMI), which has served as the single-entry point agency serving people with non-IDD disabilities for more than 30 years.  These two agencies, which have a combined legacy of serving people with disabilities for close to a century, will form the new case management agency (CMA) serving Boulder, Broomfield, and Gilpin counties.  

Due to this process, the case management agency serving these areas will change from Imagine! to a new name, which is currently being selected. The transition process for this change will take place over several months in fiscal year 2023-2024, and is scheduled to be completed by July 1, 2024. Please feel free to direct any questions you may have to your current case manager at Imagine! throughout this process.  We expect no interruptions in waiver services or in Family Support Services as a result of these changes.

You will be receiving an official communication from HCPF over the coming weeks with this same information.  They are currently using the name ACMI to designate the new agency until a new name is selected.   Therefore, you will see the name of the new agency listed as ACMI, but please know, Imagine! is here to continue to serve you without interruption through the year and into the future.  We will continue to communicate regularly throughout this process. You can also find updates about the process on Imagine!’s website at https://imaginecolorado.org/imagine-the-future.

We are working closely with HCPF and our partners at ACMI so that this transition is seamless for members and providers, but please reach out to us in the meantime with any questions. For more information from HCPF on these changes, you can visit: https://hcpf.colorado.gov/my-hcbs-case-management.  

Sincerely,

 

Kathryn M. Arbour, Ph. D.

CEO

 


August 28, 2023

Imagine! CEO Kathryn Arbour shared the following information in an email to all Imagine! employees:

We met two big milestones last week in our work towards achieving the major outcome of the conflict-free case management redesign (CMRD) mandate – the separation of our case management operations (CMA) and direct services (PASA).  

On Wednesday, case management staff from ACMI and Imagine!, partners in establishing the new CMA, met at Nissi’s in Lafayette for a teambuilding day designed to help staff get to know who their new teammates will be when the new CMA officially launches on July 1, 2024.  Jenna Corder, Imagine!’s Director of Client Relations, Jennie Giurgila, ACMI’s Assistant Director of Case Management , and Kristen Lundy, Imagine!’s Assistant Director of Intake and Case Management, collaborated  with me and Barb Wilkins-Crowder, Executive Director of ACMI,  to create an interactive and dynamic agenda, including the masterful facilitation of teambuilding exercises provided by former Imagine! employee and current chief strategist and facilitator/trainer at the ACL Boulder, Caitlin Looney.  Be sure to check out the photos attached to last Friday’s Digest to see the group in action.   We extend deep thanks to all participants, to those who planned the day to make it a great success and to Caitlin for bringing her talents and energy!

We will be posting some of the questions and answers that we discussed at the event on our Imagine! the Future web page later this week.  Be sure to check that page often as we continue to make progress towards our many milestones ahead.  

On Friday, the PASA Future Subcommittee comprised of four of Imagine!’s Board Directors and two of Imagine! Foundations Board Directors met for the last time on its purpose to review and recommend the array of services for the PASA as we continue to prepare for the separation of the direct services and case management operations, to be made official on July 1, 2024.   The group worked on their recommendation and will prepare a presentation to make to the Imagine! Board of Directors on September 19 at the Board of Directors meeting.  As you know, we have shared widely over these weeks and months that the committee has spent many hours understanding Imagine!’s services and how they operate as well as investing heavily in understanding the PASA landscape here in Colorado and especially in the counties surrounding Imagine!.   There is great respect and passion for those we serve and it is likely the PASA will emerge with a service line up that looks very similar.  We will share with you the extent of the recommendation after the Board meeting in September, of course, in my weekly communications and with postings on our Imagine! the Future web page.

The Executive Team and I will continue to work on the details of the separation of these two major parts of Imagine! in close collaboration with the Executive Committee of the Board of Directors comprised of Don Brown, President; Jodie Gilbert, Vice President; Brenda Kaser-Burger, Chair of the Finance Committee; Rebecca Rose, Chair of the Nominating Committee; Sara Boylan, liaison to Boulder County mill levy funding; JoAnn Ross, representative of the Services Committee.  Heidi Storz, who recently returned as a member of the Board after her one year hiatus after she reached term limits in 2022, will also be seated as a member of the Executive Committee in September given her extensive history with Imagine! as an employee, a generous donor and as a Board leader.   

The Joint CMA Board Subcommittee will continue to serve in its advisory capacity throughout the remaining months of transition as well.  You may recall that this committee was formed by appointment of 4 members of our Imagine! Board of Directors (Don, Jodie, Brenda, and Brian Rome) and two members from the ACMI Board of Directors (Patrick Mayne and Dottie Longobardi) last November once ACMI and Imagine! signed the legal letter of intent to join case management operations to form the CMA that would serve Boulder, Broomfield and Gilpin counties as part of the implementation of case management redesign (CMRD). 


July 20, 2023

Imagine! Director of Client Relations Jenna Corder sent the following CMRD information to all Imagine! staff:

 

As you know, we received an intent to award letter from Health Care Policy and Financing (HCPF) on June 12.  We still have not received official communication of our award declaring we will be the Case Management Agency (CMA) for Boulder, Broomfield and Gilpin counties.  We are also anxiously awaiting our transition date – this is the day we will officially become the CMA for this newly defined catchment area and provide case management for all ten Home and Community Based Services (HCBS) waivers in Colorado.  We hope to hear this month!

 

We submitted our Transition Plan on July 15, which outlines how we will continue providing case management services to the 1,400 people we currently serve, through the transition of adding the non-IDD waivers (in other words joining forces with Adult Care Management, Inc - ACMI). 

 

Soon, Imagine! and ACMI will have the opportunity to apply for ARPA grant funding to support the transition to our newly created Case Management Agency.  These funds will be available for providing support to CMAs to implement CMRD, transition, change management, strategic and organizational planning, capacity, and ensuring member access to a CMA, including developing an infrastructure for a learning collaborative so that CMAs have access to individual resources relevant to their change management needs. The three areas that these funds can be directed towards are:

  • Case Management Agencies can use the funding to support the transition and minimize disruption to services. 
  • Case Management Agencies can purchase new, mobile touchscreen computing devices. These touchscreen computer devices will be used to support the new Care and Case Management (CCM) system, which will use electronic signatures in the completion of the Colorado Single Assessment and the Person-Centered Support Plan, with members.
  • Case Management Agencies can purchase or update an Electronic Health Record (EHR) system. 

July 10, 2023

In the video below, Imagine! CEO Kathryn Arbour sits down with ACMI Executive Director Barb Wilkins-Crowder to discuss a newly formed Case Management Agency that will combine the talents of their two organizations.


July 5, 2023

The following information was shared by Imagine! CEO Kathryn Arbour with Imagine! staff in a company-wide email.

I attended a stakeholder session on June 27 hosted by HCPF specifically regarding the rules revisions change work triggered by case management redesign (CMRD). This work has been underway for several months with regular meetings and feedback sessions regarding opportunities for stakeholders to propose changing some of the rules to streamline service access and bring the rules into compliance with the changes foreseen by the creation of the single case management agency (CMA). As of that meeting, which was the last public meeting to accept new changes, over 500 lines of Colorado rules and regulations were redlined through this effort. In listening sessions throughout the past 8 or 9 months, HCPF has accepted over 75% of the recommended changes from stakeholders. Among the details discussed at last week’s meeting were details regarding processes to be followed when a client would like to change the CMA to which they will be assigned because of where they live. For examples, clients living in Boulder, Broomfield or Gilpin counties will come through the new CMA of which our case management operations will be a part. If a client assigned to this region has a reason to change CMA either because they are moving physically or have some other concern, there is a defined process to use to request the change from HCPF. Some of the stakeholders on the Zoom meeting still wanted HCPF to loosen some of the process steps to be followed to request such a change. Ultimately, in matters like this, HCPF will make the final ruling. The timeline calls for final adoption of new rules in January 2024. There will be several other key steps including the requirement for HCPF to apply to the Medical Board for their approval in September. HCPF has recorded all the stakeholder meetings and they are available along with other meetings on HCPF’s You Tube Channel.


June 20, 2023

Imagine! CEO Kathryn Arbour hosted a “Town Hall Meeting” for all Imagine! employees today, and shared the following slides with CMRD information.

 


June 14, 2023

The following email was sent jointly from Imagine! CEO Kathryn Arbour and ACMI Executive Director Barb Wilkins-Crowder to staff members at both organizations.

Hello to you, all joint ACMI and Imagine! Case Management Staff.

We are thrilled to announce together to you, all the case managers and related case management staff at both our agencies, that our proposal to be the sole CMA for all waivers, all ages and all disabilities in Boulder, Broomfield and Gilpin counties, was accepted by Health Care Policy & Financing (HCPF). 

As of late Monday, June 12, we have received our “intent to award” notice.  We now await more information (from HCPF) about the target date for our full transition into a combined CMA. We will send out more details as we have them.  There are lots of layers to move through but we commit to keeping you informed in a timely fashion.

As we start this journey together, we want to put these thoughts and commitments at the front of our work:

  • This is a joining of our case management operations.  It will be a full partnership in every way.  As we have said from the launch of this collaboration, one agency is not acquiring the other and neither has more authority or power than the other.
  • Our mission will remain essentially the same: to provide high quality case management services to those who qualify for long-term support and services to assist them in their choice of community living setting. 
  • The expertise among the support staff, case managers, supervisors, and management teams in each agency will be honored and will be needed to fulfill our mission.
  • We will continue to manage this change in front of us as we have managed the strategic planning and competitive bid preparation – in collaborative conversations and decision-making processes.
  • We will begin our journey together under the name “A & I CMA” and will look for the right moment to investigate and pursue a permanent new name, logo, and mission statement.

We will have more information soon on joint gatherings of our teams so that we can start getting to know each other as we build our sense of shared identity.  And we will soon host some opportunities for us to listen to your ideas about how we build a healthy, vital new CMA.

We have exciting times ahead! 

In partnership,

Kathryn & Barb


June 12, 2023

The following email with fantastic news was sent by Imagine! CEO Kathryn Arbour to Imagine! staff members:

Hi, Everyone.

Late Monday we received word from the Department of Health Care Policy & Financing (HCPF) that they have accepted the proposal Imagine! and ACMI submitted to combine our case management operations and form a case management agency built on the history and strength of our two organizations.  As the awarded CMA of the new service area 8, the combined case management operations will provide Case Management, Intake, and Family Support expertise to Boulder, Broomfield and Gilpin counties.   We are thrilled and await more details specific to our transition timeline.  Many thanks to our internal team of experts – Robin Grey, our CFO, Jenna Corder, Director of Client Relations, and Kristen Lundy, Assistant Director of Client Relations/Case Management – and our ACMI partners, Barb Wilkins-Crowder, Executive Director, and Jennie Giurgila, Case Management Manager.  Together we produced such an excellent and winning proposal!

We expect to hear and share more details soon.

Thank you all again for your patience and support through the process so far and for the next phases of work that will follow.


May 31, 2023

Imagine! CEO Kathryn Arbour recently sent an email to Imagine! employees updating them on many things happening in the organization. The information below is from that email, and relates to CMRD and Imagine!’s future.

The Program Approved Service Agency (PASA) Future subcommittee also held its regular meeting last week.  As I have recorded here, much of the work going on right now is establishing a baseline of information about how our services work and the general demand for our services.  As some of you know, clients and their families/guardians have a number of ways they learn about services.  They often work with their case managers to describe their interests and goals and case managers help prepare a request for proposal (RFPs) that is sent to a variety of PASAs that are listed as offering those services.  Some clients and their families want to stay within a particular location or have a PASA in mind and in those cases a family member might reach out personally to a PASA regarding availability in a particular program.  Our case managers send out hundreds of RFPs every year.  And our Imagine! PASA receives dozens of RFPs from Imagine! and other CCBs in Colorado nearly every day.   The State does not have a central methodology for tracking RFP requests, so getting a handle on true demand for services across the State and in our service area is a challenge.  Our case management team is working currently on some ways to refine internal tracking and general data management of the RFP process.  What we do know is that there is always demand for many types of services.  Not all PASAs offer the same array, so finding services to match needs can often be a significant challenge for clients. 

The State provides a PASA list in Excel format.  You can check it out here.  If you spend any time searching through it, though, you will find a number of issues, not the least of which is that the list won’t work with certain web browsers.  It is often outdated, as well. Mostly you will notice that there are hundreds of PASAs listed.  The State approves PASAs of all types – for-profits, nonprofits, big companies, small companies, and even individual PASAs that are set up by a family to provide care for their loved one only.  So, getting through the list in a meaningful way often takes some guidance from case managers or providers. 

Earlier this year Imagine! learned about an enterprising Colorado software developer, who previously worked as a Direct Service Professional (DSP) in several PASAs, including Easter Seals.  He has been tackling this list of Colorado PASAs for several years now, working on ways to make it more accessible and searchable.  His tool, Wayfinder, is still being refined, but is at an advanced enough stage to prove useful.  We have partnered with him and another CCB to test this tool.  Our case management team and some of their clients are using it currently.  Results are still in the early stages as we just started using it toward the end of March, but having taken some time myself to dig in a bit, I can say it seems infinitely easier to use than the spreadsheet.  Regardless of whether one is using the State provided list or Wayfinder, though, PASAs have the responsibility to keep the updated and relevant.  As those of you working in our direct services know, there is always new information about services, changing waiting list numbers, and shifting staffing needs.  No one has quite figured out yet an easy process for PASAs to keep their information consistently updated. 

So, as we on the Executive Team and the Board Members serving on the PASA Future subcommittee work through establishing a baseline so we can build the future of our Imagine! PASA on sturdy ground, we continue to examine these questions about the number of PASAs and distinct service offerings available to clearly understand the true demand for services and the opportunities to provide meaningful experiences to people with intellectual and developmental disabilities.   Imagine!’s senior strategic business analyst, Matt Barnert, has taken on some of the research behind this work.  Thank you, Matt.  Here are some of the numbers:

 

The business of PASAs burgeons, and yet we know that only a handful offer some services, in particular.  For example, we seem to be one of only one of four that provides any type of school age services programming, for example. We continue to research more fully.  Stay tuned.  We will share this work and more specifics as the PASA Future subcommittee continues its work through the summer months.

I also participated in a couple of work sessions last week to refine the Bylaws for what we expect will be the new Case Management Agency (CMA) of the future.  As you may recall, The Colorado Department of Healthcare Policy and Financing (HCPF) will announce the new Case Management Agencies (CMAs) in mid-June (according to their latest advisements).  We fully expect that the proposal submitted jointly between Imagine! and ACMI to combine Imagine!’s case management operations with those of ACMI’s to become the new CMA will be accepted to become the new CMA for Boulder, Broomfield and Gilpin counties.  The Board-comprised CMA subcommittee, which I have referenced previously in these emails, is tasked with helping guide progress towards creating what will become a new organization in the future.  Developing Articles of Incorporation and Bylaws that accurately reflect the future without losing the rich histories of either organization is critical work.  The Executive Director of ACMI, Barb Wilkins-Crowder, and I are playing lead roles in those efforts, including some detailed revision work before our attorney and the subcommittee put their finishing touches on these documents, which represent the backbone of an organization. 


May 18, 2023

Imagine! CEO Kathryn Arbour recently presented to Imagine! supervisors and managers on what’s happening currently at our organization. Included in her PowerPoint were these two CMRD related slides.

 


May 11, 2023

The following was sent in an email from Imagine! IT Director Kevin Harding to Imagine! staff members. It provides a good example of how we’re exploring options for administrative functions in light of CMRD.

 

For the last several months, the IT department at Developmental Disabilities Resource Center, the CCB in Jefferson County, has been short an IT Director.  DDRC was looking for an immediate solution and given the changes coming in our system, asked if I could step in as acting IT Director.  This seemed like the perfect opportunity to see if a business support unit from one CCB could combine with another to provide services to multiple organizations.  I’m happy to say that so far, the experiment seems to be working.  While there hasn’t been a lot of cross team support, that’s about to change.  Imagine!’s Carla Rapp will be working with a member of DDRC’s IT team, Chris Dowd, to project manage an Electronic Visit Verification (EVV) implementation at DDRC.  In addition, members of DDRC’s team will be assisting Imagine!’s Micah Rountree as we roll out Microsoft upgrades.  I hope this cooperation can be a model for other support departments like the business office and human resources as we navigate the case management redesign waters.


May 1, 2023

The following was sent in an email from Imagine! CEO Kathryn Arbour to Imagine! staff members and members of the Imagine! and Imagine! Foundation Boards of Directors.

As part of the CMRD conflict-free mandate, Imagine! has the mighty task of separating the two key parts of our business – the case management component and the direct services delivery component. 

As you know, Imagine! had some strict deadlines from HCPF to participate in the first part of the work surrounding case management.  The Department sent out an RFP late December for applications to become the new Case Management Agency of the future.   A decision was made to combine Imagine!’s case management operations with those of ACMI, the Single Entry Point serving Boulder, Broomfield and Gilpin counties.  Imagine!s CEO and ACMI’s Executive Director submitted a proposal to HCPF at the end of February.  HCPF has said they will select the awardees and make announcements in June of 2023.  You can see a number of details related to this part of that important work in the links below.

There has been much work going on at Imagine! regarding our direct services that includes fortifying an organizational structure for the future with the creation of the Chief Services Officer position in the Fall of 2022 and the selection of its permanent leader in March of 2023.   We also created an additional leadership layer of Assistant Directors to ensure support for current day operations and to prepare for the future of change.  Our intent has been to stay focused on today to strengthen services in preparation for the separation that will occur prior to June 30, 2024. 

To get situated in the work going on now around direct services, we offer the following FAQs.  As we did previously, we will address every question submitted and post responses on a regular basis.  Town hall meetings and other forums will also occur throughout the coming months.   As always, everyone is invited to send a personal email to our CEO, Kathryn Arbour or to anyone on the Imagine! executive team.  There is also a form located on this page for you to send your question or comment anonymously.  Responses to those will be posted on this page.

Q:           What is a PASA and why are we referring to our direct services as such going forward?

A:           The Program Approved Service Agency (PASA) is the name HCPF assigns to services for people with IDD that go through an approval process with the State of CO.  There are hundreds of PASAs in CO and as Imagine! we have been authorized to offer services to those on waivers or to clients who pay directly for their services.  As the separation of case management operations and direct services takes place prior to June 30, 2024, our work is to “stand up” our direct services as a full PASA that will compete and complement IDD services delivery to clients across the state. 

Q:           Why haven’t we heard much about the work going on in direct services?

A:           We have been proceeding with “business as usual” on the direct services side of Imagine! while we made changes to the structure and to some programs to strengthen them for the future.  We also have had to address emergent situations, like the one that brought about a decision to close the group home residential services in the Charles Family SmartHome, throughout this past year.  Our intent has always been to stabilize as much as possible after the COVID years and the leadership changes that happened over the past three years.  Updates on these day-to-day service realities have been delivered through the usual mechanisms of emails, town hall meetings, the Digest, and ongoing meetings within work teams.  Our CEO has also spent a number of months learning in depth from other PASAs throughout the State, speaking with their leaders, understanding the array of services being offered statewide and especially in our Boulder and Broomfield counties and surroundings, including how other CCBs are separating the case management and service areas of their organizations, and visiting programs and services.

Q:           What is the specific work to separate and “stand up” the Imagine! PASA?

A:           The good news is that because the case management operations will be separating to join with ACMI’s case management operations to form a new entity, a lot of “work” – especially all the legal and official type things – for the PASA is already done.  For example, direct services as the PASA keep the very special name of Imagine!.   And the details about registering with the State of CO, tax exemption status, and the like?  Same as today.

Q:           What else has to be done?

A:           There is important work that has started with a subcommittee comprised of some Board members from Imagine!’s Board of Directors and some from Imagine!’s Foundation Board members to serve in an advisory capacity to help us look at each program’s strengths and opportunities for growth.  The PASA Future Subcommittee has met twice so far and will continue to meet regularly every other week through the summer.  They will help Imagine!’s leaders develop models to ensure the PASA can separate in a way that has financial viability, leadership strength and the ability to survive and thrive without being part of a much bigger organization, like today, where expenses and support functions can be shared more widely.  Of great importance to the subcommittee and to all of us is honoring our strong legacy of service, preserving much needed services and the high quality always associated with Imagine!, and ensuring as seamless transitions as possible for clients and staff into the newly defined world of the PASA as one of many in the State.  Well, as the best, we hope!

Q:           What about support functions like HR, IT, and financial/business office?

A:           These are such critical areas of our current day operations.  And we must ensure that both the CMA and the PASA have access to high quality services.  We do not currently have any details to share on this work, although the leaders of each area are looking at how they can optimize their service models and researching how some of the other CCBs are approaching these same questions.  We will provide future updates on this part of our ongoing work.


March 13, 2023

On March 13, Imagine! CEO Kathryn Arbour hosted a meeting for Imagine! Supervisors, and shared the following CMRD related slides:


February 28, 2023

Exciting news!

Imagine! and ACMI  were able to complete and submit, at the end of day February 27, the RFP for the competitive bid released by the Colorado Department of Health Policy & Financing (HCPF) in order to serve as the Case Management Agency (CMA) for our catchment area, as we had originally planned.  We have confirmation of receipt in hand! We will share more information about next steps once we have them.


 

January 17th, 2023

Imagine! CEO Kathryn Arbour sent an email to the Imagine! community about CMRD. You can see her message here.


 

January 12th, 2023

On Wednesday, January 11, Imagine! CEO Kathryn Arbour hosted an all staff Town Hall meeting at Imagine!. The slide below, with the latest information on CMRD, was shared during her presentation.


 

December 2nd, 2022

Imagine! CEO, Dr. Kathryn Arbour, hosted a Leadership Town Hall today for Imagine! supervisors. Below are some bullet points on what to expect around CMRD for the next 2-3 months at Imagine!:

 

For Case Management work:

  • Focus on design and structure of the new Case Management Agency (CMA) (formed by joining case management operations, processes, histories, expertise of Adult Care Management, Inc. (ACMI) and Imagine!)
  • Complete financial feasibility studies with information currently available; adjust as new information regarding rates is released
  • Identify new name for CMA Prepare to respond to the CMA RFP by deadline (March 2023)

For Program Approved Service Agency (PASA) work:

  • Continue to learn about direct services at other Community Centered Boards (CCBs) and how they are considering the future
  • Continue to strengthen our current services offerings and mix

 

November 4th, 2022

On November 4, Imagine! CEO Dr. Kathryn Arbour sent the following email to Imagine! staff members.

Hello,

As we focus on providing as much support for Imagine!’s direct services staff and clients as possible, and with the prospect of significant changes ahead driven by the conflict-free case management redesign (CMRD) mandate, I am happy to share news with you today about some promotions and related organizational changes. Our goals with these changes are to provide support to staff and continuity to our much needed client services for today AND to tackle and address any changes that may lay ahead for us and other CCBs and PASAs over the next year or so. Keeping our clients at the heart of all our work now and in the future will continue to be our best compass for navigating change!

To that end, we have created a single role, Chief Services Officer, to provide leadership across all direct service areas. Laurel Rochester, currently Imagine!’s Director of Residential, Therapeutic and Nursing Services, will take on this critical role in an interim capacity for several months. I am so grateful to Laurel for her willingness to provide the stability and array of talents we need at this time. We will post and hire for this new position, launching our search for a long-term Chief Services Officer soon.

To support Imagine!’s direct services programs and the Chief Services Officer, we have restructured to have three Assistant Directors. Kristin Halvorson will now be an Assistant Director overseeing Therapeutic Services, Family Recruited Employment and our School Age Services program. Brodie Schulze will now be the Assistant Director of Community Services, Employment Services and the Social Enterprise program. Both have provided excellent oversight, stability and support to staff most impacted by many recent changes. I offer sincere appreciation to them both on behalf of our organization for having shown such commitment to staff and clients.

We will be posting for the role of Assistant Director of Residential and Nursing Services shortly. As always, we encourage qualified internal candidates to apply for this position.

As with all organizational changes, we will invest time and talent to make transitions as smooth as possible. We also invite conversation, questions, and ideas as the process of the transition unfolds over the next few months. 

Thank you as always for the passion and commitment you bring every day to your work!

Warmly,

Kathryn

 


October 26th, 2022

On October 26, Imagine! CEO Kathryn Arbour sent the email message below to Imagine! employees.

Hi, Everyone.

I am pleased to provide you with another important update regarding the statewide Case Management Redesign process (CMRD) currently underway. As we have explained previously, it has been the ongoing intent of Imagine! to apply for the competitive bid to be released by the Colorado Department of Health Policy & Financing (HCPF) in order to serve as the Case Management Agency (CMA) for our catchment area.

As we continue to explore the various approaches our organization can take as we consider the “conflict free case management” mandate, we have opened and pursued conversations with the case management organization currently servicing the five Medicaid waivers not served by Imagine! for Boulder and Broomfield counties. ACMI, located in Lafayette, has been the Single-Entry Point (SEP) awarded the contract for these Medicaid waivers in Colorado for over 30 years, and specifically in our catchment area for just over 25 years. Because ACMI and Imagine! currently are responsible for critical components of what will constitute the new case management agency (CMA) which will result from this process, it makes sense for our two organizations to come together to explore the ways we can join our expertise, experience and passion for ensuring clients have access to all the services they need to achieve their possibilities and potential. Our shared goal, as Imagine! and ACMI build this new agency, will always be to minimize disruptions to our clients, retain the expertise of our valued staff and stay true to our mission of creating a world of opportunities for all abilities.

A reminder that the current catchment area will expand to include Gilpin county in the future, which means the number of clients needing care coordination/case management and services will grow.

Our companies’ Boards of Directors have authorized me and the Executive Director of ACMI to sign initial agreements outlining our intentions to share information, including confidential and proprietary information, about each of our businesses, and to begin including key employees in assessing the feasibility of working together and establishing some initial designs about what joining forces might look like.

Imagine! will work closely with ACMI over these next two months to find a path for a joint submission to the RFP once it is released in January 2023.

We are excited and honored to be working alongside ACMI, an organization with a 30-year history of providing conflict-free case management to thousands of clients with disabilities throughout Colorado. As we clarify the opportunities for joining our organizations’ case management experience and expertise, we will update you and provide forums for more discussion.

For today, it is business as usual for everyone at Imagine!. We have critical work to do delivering case management expertise and an array of services to clients who rely on us to stay focused on them and their needs.

Thank you for your commitment to our important work and for all you do everyday.

Warmly,

Kathryn

 


October 17th, 2022

Recently, Imagine! CEO Kathryn Arbour sat down with members of our leadership team to discuss the future of Imagine! in light of CMRD. Below are some key takeaways from her presentation.

How does CMRD impact Imagine!?

Currently, Imagine! provides both service coordination (case management) and direct services. After July 2024, we will no longer be able to do this. There must be a complete separation.

Therefore, Imagine! has made the following decisions:

  • Imagine!’s Direct Services, which includes Residential Services, Employment Services, School Age Services, Adult Community Services, Mental and Behavioral Health Services, Imagine!'s Social Enterprise, and Family Recruited Employee Services, will take the name Imagine! and serve as a Program Approved Service Agency (PASA).
  • Imagine! will respond to the Request for Proposal (RFP) from Colorado to serve as the Case Management Agency (CMA) for our catchment area (catchment area is the geographical area of service).
  • If Imagine! is awarded the contract to serve as the CMA for our catchment area, the CMA will take on a new name and provide case management services to individuals who have intellectual or developmental disabilities (IDD) on the following waivers: Developmental Disabilities waiver, Supported Living Services waiver, Children’s Extensive Support waiver, as well as for individuals on the following waivers: Brain Injury waiver, Community Mental Health Supports waiver, Elderly, Blind and Disabled waiver, Spinal Cord Injury waiver, Children’s Home and Community Services waiver, and Children with Life Limiting Illness waiver.

If Imagine! is awarded the contract to serve as the CMA for our catchment area, our organization is likely to resemble the visualization below post-CMRD:

What steps is Imagine! taking in preparation for responding to the RFP to serve as the CMA?

Imagine! is currently (as of Oct. 11, 2022) engaging in due diligence for how best to respond to the RFP, including:

  • Exploring potential partnerships
  • Vetting viability of options through legal, financial, cultural lenses
  • Working with a transition coach and an attorney to explore viable organizational structures

Are there any details to share regarding where Imagine! Early Intervention (EI) services and coordination components will land with the future given the mandate to separate Case Management services from PASA services?

EI is under the direction of the Colorado Department of Early Childhood (CDEC -a newly created department in Colorado) and not Health Care Policy & Financing (HCPF) and Medicaid waivers, so how we plan for the future of EI is not dictated by the CMRD conflict-free mandate as defined in Colorado.

Additional resources:

The Colorado Department of Healthcare Policy and Financing has created a web page full of information and resources regarding CMRD

Check out this brief history of CMRD.

 

August 14, 2023

The Colorado Department of Healthcare Policy and Financing (HCPF) recently sent out the memo below, titled “Case Management Agency (CMA) Request for Proposal (RFP) Status Update”

Note: ACMI and Imagine! Case Management services team partnered together to win the RFP under ACMI’s name as discussed below and will be combining operations to provide case management to Boulder, Broomfield and Gilpin Counties effective July 1, 2024.


June 30, 2023

The Department of Health Care Policy & Financing has clarified that it will notify those who are selected to serve as the Case Management Agency (CMA) for specified regions no later than July 21, 2023 regarding the transition timelines.  We are working currently with our case management partner, ACMI, to submit the required transition/change management plans due to the Department on July 15.  Watch this space for more information soon.


June 23, 2023

The Notice of Intent to Award the CMA designation to A & I CMA was received from the Department of Health Care Policy & Financing (HCPF) on June 12.  Because HCPF must allow a period of time between announcing the “intent to award” and officially recognizing the awardees in case there are any challenges presented, our communications must be limited and clear.  This period ends on June 27th.  HCPF has further explained that they will make all official communications regarding the CMA awards in July.  Until that time, we will continue to plan.  Imagine! will send our broader communications to clients and other stakeholders after HCPF releases its official communications next month. 


May 8, 2023

HCPF has pushed out the date to the middle of June 2023 for the notification to those organizations that will become the newly defined Case Management Agencies (CMA). They have also pushed out to July 15 the due date for the Change Management Plan required by all CCBs, SEPs and counties that may be involved in a transition of some kind around CMRD.   


May 16, 2023

The Colorado Department of Healthcare Policy and Financing (HCPF) recently shared the following information around CMRD:

Regarding transitions between agencies once CMA’s are announced (mid-June):

Regarding who will be communicating with members:

  • HCPF will be communicating via letter and e-mail
  • In a nutshell, if you are currently being served outside of your catchment area (i.e. Weld County person being served by Imagine!), you will be moved to the new Weld County CMA if you do not respond to the communication. 

Question to HCPF:

If the State keeps track of clients that we serve outside our catchment area is there a tipping point when they will say, “no you can’t serve any more outside of your catchment area. You are at the limit. “?

Answer: There will not be a limit. We are welcoming family choice.


March 1, 2023

On December 15, 2022, The Colorado Department of Health Care Policy and Financing (HCPF) shared an informational memo announcing Case Manager Retention Payments in response to Case Management Redesign (CMRD).

One of HCPF’s goals during CMRD is to create stability for the case management system during this transition. To help meet that goal, HCPF allowed Case Management Agencies like Imagine! to apply for a Retention Payments Grant.  We were very excited about this opportunity, and applied for a grant on 1/30/2023.  On 2/10, we received notification of approval! 

HCPF requires that anyone receiving a retention payment must have been employed with Imagine! for six months or longer, must have completed training, and be in good standing with their employer.  However, Imagine! feels strongly that our employees are our number one asset, and we wanted to ensure we were able to pay retention bonuses to as many employees as possible.  To that end, we asked Boulder County to fund retention payments for individuals who have been employed here for six months or less, and that request was approved.

Consequently, all qualified Imagine! Case Managers will be receiving a retention payment of $500 at the end of the month. 

 


February 7, 2023

As part of the ARPA 3.01 Equity Study, HCPF aims to identify and better understand disparities across HCBS. We are reaching out to members and their families, case managers, providers, connectors, and other advocates to ask for your expert input into understanding more about member and provider experiences pertaining to:

 

  • Awareness/Outreach
  • Enrollment
  • Use of HCBS

The survey should take approximately 10 minutes to complete. Responses to this survey are anonymous and cannot be traced back to the respondent. Please complete this survey by Feb. 19, 2023. Access the survey here. Thank you in advance!

Have Questions? Click here to fill out the form and let us know!

January 25th, 2023

The Colorado Department of Healthcare Policy and Finance (HCPF) recently issued this Operational Memo - Case Management Redesign (CMRD): Conflict-Free Case Management Waiver (Jan. 20, 2023). The purpose of this Informational Memo is to inform stakeholders that the Home and Community-Based Services (HCBS) waiver amendments submitted to the Centers for Medicare & Medicaid Services (CMS) on Sept. 16, 2022, were approved.


January 6th, 2023

The Colorado Department of Healthcare Policy and Financing (HCPF) is seeking member feedback through a Member Case Management Agency Survey. This survey provides stakeholders an opportunity to share involvement in the Case Management Agency selection process while maintaining the integrity of the competitive process and state procurement law.

The Department will gather all responses submitted during the procurement inquiry period, which ends on Wednesday, Jan. 18, 2023.

The Member CMA Survey is available in English here and in Case Management Redesign webpage.

Meeting for Members: The Department will host a Member CMA Survey Live Response on Thursday, Jan. 12, 2023, from 10:30 a.m. - 12 p.m. to help members fill out their surveys. You’ll find meeting information in the OCL Stakeholder Engagement & Calendar webpage.


December 30th, 2022

The Case Management Agency (CMA) Request for Proposal (RFP), which we have been discussing here for some time, has been released!

From the Colorado Department of Healthcare Policy and Financing (HCPF): "The Department is soliciting competitive, responsive proposals from experienced and financially sound organizations to perform as a Case Management Agency (CMA). The CMA will serve within a geographical Defined Service Area to provide case management services to individuals enrolled or enrolling into Long-Term Services and Supports (LTSS). For more information, see Informational Memo 22-046."


December 20th, 2022

The Colorado Department of Healthcare Policy and Financing (HCPF) has created a retention payment grant to encourage staff to remain employed with current Case Management Agencies (CMAs) throughout their companies’ transition phases related to Case Management Redesign. You can see details from HCPF regarding the grant here. Imagine! is currently exploring options available to us regarding the grant.


December 14th, 2022

The Colorado Department of Healthcare Policy and Financing released some talking points around CMRD. While they are designed for Case Management Agency (CMA) leaders, the information is valuable to all and worth sharing. You can view those talking points here: CMRD Talking Points.


October 19th, 2022

On October 12, 2022, The Colorado Department of Healthcare Policy and Financing (HCPF) sent a message to CCBs, CEPs and private case management agencies, including Imagine!, saying the Department has made the decision to pause the work being conducted by Health Management Associates (HMA) effective October 15, 2022 and will resume that work after the RFP proposal submission deadline has concluded on approximately March 1, 2023. The Department will be sending out additional communication regarding the current work underway with HMA in the coming weeks. There were no additional explanations offered in that communication. What it means from a practical standpoint is that the work we had been doing with our transition coach on assignment from Heath Management Associates (HMA) is suspended until after the RFP submission period has passed. We will keep you posted on any additional information from HCPF as it is made available.

 

January 24, 2024

Imagine! will be hosting TWO Town Halls for the public in February to discuss CMRD!

Imagine! will be undergoing some significant changes in the near future due to the State of Colorado’s implementation of Case Management Redesign (CMRD). At these Town Hall meetings, representatives from Imagine!’s staff and Board of Directors will be on hand to answer your questions about these changes, and what they mean for you or your loved one’s services.

Two Town Hall meetings to choose from!

In Person

Tuesday, February 27, 6-7PM

Imagine!'s John Taylor Conference Center, 1665 Coal Creek Dr., Lafayette, CO

 

Online

Tuesday, February 29, 6-7PM

https://zoom.us/j/95322746754

Meeting ID: 953 2274 6754


January 10, 2024

On Tuesday, January 9, Imagine! CEO Kathryn Arbour hosted a Leadership Town Hall for Imagine! executives, managers, and supervisors. One of the topics was CMRD, below are slides from the presentation specific to that topic.


December 18, 2023

Imagine! hosted a virtual CMRD Town Hall Meeting on 12/14/23

You can view a recording of the meeting here:

https://zoom.us/rec/share/Ng6egcLTGauGOOvm3OTRgpdCzlvgVN5EAOnstXUUqybFbvz4t4IJJ4k6hX_QHEjK.dEgZc4wFqbGT_KvO?startTime=1702602734000

Passcode: %*m5TKD+


December 13, 2023

Imagine! hosted an in-person Town Hall Meeting last night to share information about Case Management Redesign (CMRD) and what it means for our clients and families. Below are the slides from the presentation.


November 22, 2023

Imagine! is hosting two CMRD Town Halls in December!

Imagine! will be undergoing some significant changes in the near future due to the State of Colorado’s implementation of Case Management Redesign (CMRD). At these Town Hall meetings, representatives from Imagine!’s staff and Board of Directors will be on hand to answer your questions about these changes, and what they mean for you or your loved one’s services.

Two Town Hall meetings to choose from!

In Person

Tuesday, December 12, 6-7PM

Imagine!'s John Taylor Conference Center, 1665 Coal Creek Dr., Lafayette, CO

Via Zoom

Thursday, December 14, 6-7PM

https://zoom.us/j/91031673319

Meeting ID: 910 3167 3319

No RSVP Necessary


October 30, 2023

Today, the Case Management teams from Imagine! and ACMI had another get together as Case Management Redesign (CMRD) moves ever closer. There was information sharing and a trivia challenge, and best of all … Halloween costumes!


October 18, 2023

On October 17, 2023, Imagine! hosted its annual Community Forum. Imagine! CEO Kathryn Arbour presented to information families and our community about Case Management Redesign (CMRD) to community members. If you missed it, you can watch a recording below.


September 28, 2023

Today, staff members from ACMI visited Imagine!’s building on Dixon St. to get a tour of their new worksite, enjoy some lunch, and spend a little more time getting to know their Imagine! soon-to-be co-workers.


August 31, 2023

Imagine! had a significant presence at this week’s Alliance Summit, the only venue in Colorado where IDD professionals and advocates to meet, learn from each other, and discuss innovate plans for the future of the Intellectual and Developmental Disability (IDD) system. Included in the Imagine! contingent were Stephen Shaughnessy, Robin Grey, Jenna Corder, Kevin Harding, Kathryn Arbour, Kristin Halverson, Brodie Schulze, Michelle Christen, Kristen Lundy, and Valerie Temple. Also joining were our friends (and soon to be colleagues) from ACMI, Jennie Giurgila and Barb Wilkins-Crowder. The conference was a fantastic opportunity to network with leaders from across the state who are driven as we are at Imagine! to find more and more ways to ensure people with intellectual and developmental disabilities have as much access to services as possible, as well as the opportunity to compare notes with others who are going through the changes necessary to implement Case Management Redesign (CMRD) before next year’s deadline.


August 24, 2023

On Wednesday, 8/23, the teams from Adult Care Management, Inc. (ACMI) and Imagine!’s Case Management all met together for the first time in anticipation of combining forces to provide case management services for people with disabilities living in Boulder, Broomfield, and Gilpin counties.

Below are some slides from the get together that talk about how we got here, and some key milestones for where we’re going.


August 23, 2023

On Wednesday, 8/23, the teams from Adult Care Management, Inc. (ACMI) and Imagine!’s Case Management all met together for the first time in anticipation of combining forces to provide case management services for people with disabilities living in Boulder, Broomfield, and Gilpin counties. The highlight of the day-long event was a series of team building events led by our good friend Caitlin Looney. All day, the atmosphere was positive and forward looking as we prepare to build together upon the combined legacy of close to a century of services for some of our community’s most vulnerable citizens.


Based on the flow and progress of the meetings held so far, the Colorado Department of Healthcare Policy and Financing (HCPF) has made further changes to the CMRD Rule Revision stakeholder meeting series. Please see the current schedule below.

Background

The Department will update rules and regulations pertaining to HCBS waivers and non-waiver programs to come into alignment with new CMRD statute, policy, and language. Rule updates are required to clean up areas in existing rule and waivers that are repetitious, obsolete, or difficult to follow and understand. CMRD also implements changes to the rule structure. The vision behind the structure change is to make the Home and Community-Based Services (HCBS) rules easier to find, read and understand for all stakeholders. Rules must be in effect no later than Nov. 1, 2023, at which point the first cohort of new Case Management Agencies under CMRD will transition.

The Department wants to hear from stakeholders about each of the rule revision topics listed below to ask questions and receive feedback based on your knowledge and experience with navigating HCBS rules. The goal is to make these rule revisions work for all HCBS stakeholders. The Department will post the section of rule or waiver to be discussed on the CMRD webpage one week prior to each meeting. Stakeholder engagement, feedback, and Department responses will be tracked through listening logs posted on the CMRD webpage.

Note: The revised meeting information below is posted on the OCL Stakeholder Engagement & Calendar webpage.

The meeting access information remains the same for all the CMRD meetings:

Join via Zoom

Meeting ID: 873 9014 4539, Passcode: 597847

Join via Phone:

Toll-free: 1-877 853 5257

The following meetings have been canceled. If you have uploaded these meetings to your individual calendar, please remove them:

Tuesday, Jan. 31, 2023

Tuesday, Feb. 14, 2023

Tuesday, Feb. 28, 2023

Tuesday, March 14, 2023

The following revised meeting dates and topics are now in effect:

Tuesday, March 28, 2023 9 - 11 a.m. MT

Case Management Agency Requirements. This meeting provides explanation and review of changes/updates to the Case Management Agency Requirements and Responsibilities rules as it relates to CMRD, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.

Tuesday, April 11, 2023 9 - 11 a.m. MT

Case Management Agency Requirements / Case Manager Requirements and Functions. This meeting continues to provide explanation and review of changes/updates to Case Management Requirements and Responsibilities rules as it relates to CMRD, including stakeholder feedback and responses as they relate to the rule language, clarity and flow. Case Manager responsibilities and functions will also be covered.

Tuesday, April 25, 2023 9 - 11 a.m. MT

Case Manager Requirements and Functions. This meeting continues to cover Case Manager responsibilities and functions.

Tuesday, May 2, 2023 9 - 11 a.m. MT

Home and Community-Based Services (HCBS) Benefits and Services Rules, Part One. This is the first of a three-part explanation and review of changes/updates to the HCBS Benefits and services rules, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.

Tuesday, May 16, 2023 9 - 11 a.m. MT

HCBS Benefits and Services Rules, Part Two. This is the second of a three-part explanation and review of changes/updates to the HCBS Benefits and services rules, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.

Tuesday, May 30, 2023 9 - 11 a.m. MT

HCBS Benefits and Services Rules, Part Three. This is the third of a three-part explanation and review of changes/updates to the HCBS Benefits and services rules, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.

Tuesday, June 13, 2023 9 - 11 a.m. MT

HCBS Provider Requirement Rules. Explanation and review of changes/updates to the HCBS Provider requirement rules, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.

Tuesday, June 27, 2023 9 - 11 a.m. MT

Wrap-up, Follow-up, Next Steps in the Process. We will wrap up everything we have gone over and discussed regarding the changes and updates to the HCBS rules and explain what happens next, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.


HCPF is hosting meetings bi-weekly with stakeholders to go through the rule changes they have proposed line by line.

  • Meeting calendar is available on HCPF Department website.
  • The purpose of the meetings is for the Department to update rules and regulations pertaining to HCBS waivers and non-waiver programs to come into alignment with new Case Management Redesign (CMRD) statute, policy, and language. Rule updates are required to clean up areas in existing rule and waivers that are repetitious, obsolete, or difficult to follow and understand. CMRD also implements changes to the rule structure. The vision behind the structure change is to make the HCBS rules easier to find, read and understand for all stakeholders.
  • Rules must be in effect no later than Nov. 1, 2023, at which point the first cohort of new Case Management Agencies under CMRD will transition
  • This is the new rule structure:


More Information about the CMRD Rule Revision Stakeholder Meeting Series

Originally Posted on Nov. 29

CMRD Rule Revision Stakeholder Feedback Meeting Series

The Department will update rules and regulations pertaining to Home and Community-Based Services (HCBS) waivers and non-waiver programs to come into alignment with the new CMRD statute, policy and language. Rule updates are required to clean up areas in existing rule and waivers that are repetitious, obsolete or difficult to follow and understand. CMRD also implements changes to the rule structure. The vision behind the structure change is to make the HCBS rules easier to find, read and understand for all stakeholders. Rules must be in effect no later than Nov. 1, 2023, at which point the first cohort of new Case Management Agencies under CMRD will transition.

The Department wants to hear from stakeholders about each of the rule revision topics listed below to ask questions and receive feedback based on your knowledge and experience with navigating HCBS rules. The goal is to make these rule revisions work for all HCBS stakeholders. The Department will post the section of rule or waiver to be discussed on the CMRD webpage one week prior to each meeting. Stakeholder engagement, feedback and Department responses will be tracked through listening logs posted on the CMRD webpage.

Case Management Redesign (CMRD) Rule Revision Stakeholder Feedback Meeting Series Topics:

  • HCBS Waiver Program Eligibility Rules, Part 2
  • Case Manager Requirements
  • Case Manager Requirements & Client Rights and Responsibilities
  • Follow-Up Session for Case Management Rules
  • HCBS Benefits and Services Rules, Part 1
  • HCBS Benefits and Services Rules, Part 2
  • HCBS Benefits and Services Rules, Part 3
  • HCBS Provider Requirement Rules
  • Wrap-Up, Follow-Up and Next Steps

January 11th, 2023

Case Management Redesign (CMRD) Rule Revision: Member Rights and Responsibilities This HCPF meeting provides explanation and review of changes/updates to the Member Rights and Responsibilities rules as they relate to CMRD, including stakeholder feedback and responses as they relate to the rule language, clarity and flow.

The meeting will be held: Tuesday, Jan. 17, 2023 9 - 11 a.m. MT


November 29th, 2022

The Colorado Department of Healthcare Policy and Financing is hosting a meeting tomorrow, Nov. 30, for CMRD Stakeholder Engagement. Information below.

CMRD Policy Updates

Case Management Redesign refers to several initiatives that will help make accessing long-term services and supports easier by changing case management agencies to serve all HCBS waivers so people have one place to go, making sure there are the right number of case management agencies in Colorado, and increasing the quality of case management services.

This is a statewide public meeting to provide updates to stakeholders on all aspects of CMRD and policy updates.

All interested stakeholders are welcome.

Nov. 30, 2022 9 - 11:30 a.m.

Join Online Meeting

ID: 873 9014 4539, Passcode: 597847 Join via Phone: 1-877-5257 (Toll-free)


 

Please note, all of these will appear on the FAQ page which can be found here: CMRD FAQs

 

November 21, 2023

Case Management Redesign Frequently Asked Questions (FAQ’s) Updated Nov. 21, 2023

 

What is Case Management Redesign (CMRD)?

Case Management Redesign refers to several initiatives that will help make accessing long-term services and supports (LTSS) easier by changing case management agencies to serve all Home and Community-Based Service (HCBS) waivers so people have one place to go, making sure there are the right number of case management agencies in Colorado, and increasing the quality of case management services.

Why is CMRD happening?

Single Entry Points (SEPs)Community Centered Boards (CCBs), and private Case Management Agencies currently provide case management for individuals with disabilities in the Colorado Department of Health Care Policy and Financing’s (the Department) ten HCBS waiver programs, with each serving different waiver programs.  

In addition to case management services, many Case Management Agencies (CMAs) also provide direct services to program recipients, creating a conflict of interest which is no longer allowable by the Centers for Medicare and Medicaid Services (CMS).  

Individuals who are seeking or receiving LTSS often qualify for multiple programs and end up navigating between systems that are siloed by program, making the system difficult for members.  

CMRD is intended to simplify access and remove silos so members will be able to more easily navigate and find the right programs and services that work for them. Case management agencies have been selected through a legal process to perform case management duties in their defined service areas. Imagine!’s case management operations are joining with the case management operations of Adult Care Management, Inc. (ACMI), which has served as the single-entry point agency serving people with non-IDD disabilities for more than 30 years.  These two agencies, which have a combined legacy of serving people with disabilities for close to a century, will form the new case management agency (CMA) serving Boulder, Broomfield, and Gilpin counties.  

Further, these changes will meet the federal Conflict-Free Case Management requirement and allow the Department to ensure quality case management services for members across the state.

When is all of this change happening?

 

While Imagine! has been talking about Case Management Redesign (CMRD) for years, we have received the deadline of July 1, 2024 to be completing case management activities in collaboration with Adult Care Management, Inc. (ACMI) for service area 8, which includes Boulder, Broomfield and Gilpin counties.

 

How will CMRD benefit members?

Currently, SEPs provide case management services for individuals on the following waivers: Brain Injury waiver, Community Mental Health Supports waiver, Elderly, Blind and Disabled waiver, Complementary and Integrative Health waiver, Children’s Home and Community Services waiver, and Children with Life Limiting Illness waiver. The CCBs provide case management services to members who have intellectual or developmental disabilities (IDD) on the following waivers: Developmental Disabilities waiver, Supported Living Services waiver, Children’s Extensive Support waiver, and Children’s Habilitation Residential Program waiver. Additionally, private Case Management agencies provide case management services to people on the Children’s Home and Community Based Services waiver.

Individuals seeking or receiving long term services and supports often qualify for multiple programs and end up navigating systems that are siloed by program. Case Management Redesign will create a simplified system where there is one place to go in each catchment area for case management for all waivers. Case Management Redesign will create consistency in the quality, accountability and stability of the case management services people receive across the state. It will allow the Department to provide oversight and support to ensure high performing case management system statewide.

What will the impact be if a person moves from being served by a SEP or CCB to being served by a case management agency?

Imagine! case management and ACMI are committed to making the transition as seamless as possible with the least disruptions possible. Most of the transition process will be business processes, contracts, materials, and files which are done “behind the scenes”. In addition to communication from Imagine!, members can expect to receive outreach and communication regarding a change in their case management agency from the Department of Health Care Policy and Financing (HCPF).

During previous transitions between agencies, case management staff experience and expertise are highly valued and new agencies seek to retain case managers whenever possible. Unless case managers choose to leave, members can expect to continue with their current case manager through transitions whenever that is possible.

If I receive both direct services (day program, behavioral services, etc) from Imagine! and have a Case Manager with Imagine!, how will this impact me?

 

You can still receive direct services from Imagine! As of now, nothing is changing there.  And you will continue having a Case Manager.  The name of your Case Management Agency will change to something else.  We won’t be called Imagine! anymore.

 

All this change is referring to Case Management.  I am enrolled in Family Support. What does this mean for me? 

 

You will continue receiving Family Support in the way you have been. The name of the agency that provides that will change to something else.  We won’t be called Imagine! anymore.

 

Will I have to get a new Case Manager or Family Support Navigator?

 

Not necessarily.  We are doing our very best to retain every employee through this transition.  You may be assigned a new Case Manager or Family Support Navigator if someone decides to leave.

 

When I want to see my Case Manager or Navigator, where will I go?

 

We will remain at the 1400 Dixon Building in Lafayette.

 

How big will the new joint company be?

 

We will have about 115 employees.

 

How will the CMRD affect the support our child with an intellectual disability is receiving today?

 

Imagine! and ACMI’s goal throughout this process is to minimize disruptions in services and to ensure that we do all we can to continue our mission of creating a world of opportunity for all abilities. We hope to provide the same person-centered support that we provide today but only under a new name. The most significant change that our members should encounter is that the name of our agency will change.

 

Will individuals on the Children’s Home and Community Based Waiver (CHCBS) still be served by Imagine! or ACMI folks?

The CHCBS waiver is included in the waivers that will be served by the new Case Management Agency, ACMI and Imagine! case management will continue to serve children on that waiver.

Will the number of people Imagine! case management currently serves increase?

 

Yes, since the service area will be larger, and the number of waivers serviced by the CMA will increase, the number of people served by the new case management agency will increase as well. HCPF has published projections for the number of people who will be served in each catchment area, you can access that information here.

Will individuals that are applying for case management - new applicants, be allowed to choose Imagine if they are in the Weld catchment area?

For individuals currently receiving services who reside outside of Boulder, Broomfield, or Gilpin counties you will let your case manager know that you wish to stay with Imagine!/ACMI. We are currently developing an exceptions process for us to accept those who are a reasonable distance from 1400 Dixon Avenue Lafayette, CO 80206. Once this process is finalized we will have your case manager follow up with next steps to request an exception. Individuals who reside outside of Boulder, Broomfield, and Gilpin counties and are applying for services will only be allowed to enroll if they meet the criteria outlined in our exception policy. Those individuals should reach out to our intake department at intake@imaginecolorado.org.

Are the new regions dependent on the guardians address or the clients?

Assigned regions are dependent on where the individual in services resides and is not dependent on the guardian’s address.

How will you handle case manager burnout with the 1:65 ratio?

ACMI and Imagine! leadership are currently meeting with other case management agencies across the state to determine how to best comply with the 1:65 ratio that has been proposed by the department of health care policy and financing (HCPF). The most current communication from the state is OM 23-061 states “CMAs are required to implement a caseload requirement of no more than 65 members per 1 case manager."

Our members are our first priority and we aim to structure our caseloads so that each individual is receiving excellent and person-centered case management services. To prevent burn out, our goal is to balance caseloads in a way that is not overly taxing to case managers while also being financially viable for us as a business. We do not expect case managers to have to learn every waiver available and take pride in the experts that we have within our agency.

Will CM's be coming back to the office?

Our team does not have any plans to enforce a stricter in-office policy. We have found that allowing flexibility around where case managers complete their work has led to an improved employee experience while maintaining the same quality of case management for our members. The office at 1400 Dixon Avenue Lafayette, CO 80026 is open to the public Monday through Friday. Case managers have assigned work spaces and have the option of using the office for meetings whenever necessary.

Will CM's be taking on additional responsibilities that HCPF used to do?

Since case management redesign is affecting case management agencies across the state, HCPF is working with agencies in a phased approach. Our agency is in phase three and will begin the transition process in March 2024. At that time, we will have a clearer picture of the training and tasks required under our new case management contract with the state. While we do anticipate that there will be new responsibilities assigned to our agency we plan to be thoughtful and adaptable in our approach so as not to overload case managers with an unreasonable workload.


September 8, 2023

Imagine!’s Case Management leadership team recently put together this list of FAQs regarding CMRD.

 

What is Case Management Redesign (CMRD)?

Case Management Redesign refers to several initiatives that will help make accessing long-term services and supports (LTSS) easier by changing case management agencies to serve all Home and Community-Based Service (HCBS) waivers so people have one place to go, making sure there are the right number of case management agencies in Colorado, and increasing the quality of case management services.

Why is CMRD happening?

Single Entry Points (SEPs)Community Centered Boards (CCBs), and private Case Management Agencies currently provide case management for individuals with disabilities in the Colorado Department of Health Care Policy and Financing’s (the Department) ten HCBS waiver programs, with each serving different waiver programs.  

In addition to case management services, many Case Management Agencies (CMAs) also provide direct services to program recipients, creating a conflict of interest which is no longer allowable by the Centers for Medicare and Medicaid Services (CMS).  

Individuals who are seeking or receiving LTSS often qualify for multiple programs and end up navigating between systems that are siloed by program, making the system difficult for members.  

CMRD is intended to simplify access and remove silos so members will be able to more easily navigate and find the right programs and services that work for them. Case management agencies have been selected through a legal process to perform case management duties in their defined service areas. Imagine!’s case management operations are joining with the case management operations of Adult Care Management, Inc. (ACMI), which has served as the single-entry point agency serving people with non-IDD disabilities for more than 30 years.  These two agencies, which have a combined legacy of serving people with disabilities for close to a century, will form the new case management agency (CMA) serving Boulder, Broomfield, and Gilpin counties.  

Further, these changes will meet the federal Conflict-Free Case Management requirement and allow the Department to ensure quality case management services for members across the state.

When is all of this change happening?

 

While Imagine! has been talking about Case Management Redesign (CMRD) for years, we have received the deadline of July 1, 2024 to be completing case management activities in collaboration with Adult Care Management, Inc. (ACMI) for service area 8, which includes Boulder, Broomfield and Gilpin counties.

 

How will CMRD benefit members?

Currently, SEPs provide case management services for individuals on the following waivers: Brain Injury waiver, Community Mental Health Supports waiver, Elderly, Blind and Disabled waiver, Spinal Cord Injury waiver, Children’s Home and Community Services waiver, and Children with Life Limiting Illness waiver. The CCBs provide case management services to members who have intellectual or developmental disabilities (IDD) on the following waivers: Developmental Disabilities waiver, Supported Living Services waiver, Children’s Extensive Support waiver, and Children’s Habilitation Residential Program waiver. Private Case Management agencies provide case management services to people on the Children’s Home and Community Based Services waiver.

Individuals seeking or receiving long term services and supports often qualify for multiple programs and end up navigating systems that are siloed by program. Case Management Redesign will create a simplified system where there is one place to go in each catchment area for case management for all waivers. Case Management Redesign will create consistency in the quality, accountability and stability of the case management services people receive across the state. It will allow the Department to provide oversight and support to ensure high performing case management system statewide.

What will the impact be if a person moves from being served by a SEP or CCB to being served by a case management agency?

Imagine! case management and ACMI are committed to making the transition as seamless as possible with the least disruptions possible. Most of the transition process will be business processes, contracts, materials, and files which are done “behind the scenes”. In addition to communication from Imagine!, members can expect to receive outreach and communication regarding a change in their case management agency from the Department of Health Care Policy and Financing (HCPF).

During previous transitions between agencies, case management staff experience and expertise are highly valued and new agencies seek to retain case managers whenever possible. Unless case managers choose to leave, members can expect to continue with their current case manager through transitions whenever that is possible.

If I receive both direct services (day program, behavioral services, etc) from Imagine! and have a Case Manager with Imagine!, how will this impact me?

 

You can still receive direct services from Imagine! As of now, nothing is changing there.  And you will continue having a Case Manager.  The name of your Case Management Agency will change to something else.  We won’t be called Imagine! anymore.

 

All this change is referring to Case Management.  I am enrolled in Family Support. What does this mean for me? 

 

You will continue receiving Family Support in the way you have been. The name of the agency that provides that will change to something else.  We won’t be called Imagine! anymore.

 

Will I have to get a new Case Manager or Family Support Navigator?

 

Not necessarily.  We are doing our very best to retain every employee through this transition.  You may be assigned a new Case Manager or Family Support Navigator if someone decides to leave.

 

When I want to see my Case Manager or Navigator, where will I go?

 

We will remain at the 1400 Dixon Building in Lafayette.

 

How big will the new joint company be?

 

We will have about 115 employees.

 

How will the CMRD affect the support our child with an intellectual disability is receiving today?

 

Imagine! case management and ACMI’s goal throughout this process is to minimize disruptions in services and to ensure that we do all we can to continue our mission of creating a world of opportunity for all abilities. We hope to provide the same person-centered support that we provide today but only under a new name.

 

Will individuals on the Children’s Home and Community Based Waiver (CHCBS) still be served by Imagine! or ACMI folks?

 

The CHCBS waiver is included in the waivers that will be served by the new Case Management Agency, ACMI and Imagine! case management will continue to serve children on that waiver.

 

Will the number of people Imagine! case management currently serves increase?

 

Yes, this is very likely. Since the service area will be larger, and the number of waivers serviced by the CMA would increase, the number of people served by the new case management agency would increase as well. HCPF has published projections for the number of people who will be served in each catchment area, you can access that information here

Are there any changes happening to Imagine! Early Intervention (EI) at this time? 

EI services are continuing as they are. EI is under the direction of the Colorado Department of Early Childhood (CDEC -a newly created department in Colorado) and not Health Care Policy & Financing (HCPF) and Medicaid waivers, so how we plan for the future of EI is not dictated by the CMRD conflict-free mandate as defined in Colorado. We will continue to communicate throughout this transition.


May 12, 2023

Below are some new FAQs based on new information and questions we've received through this page.

Q:          Who are the Board Members who are serving on the PASA Future subcommittee?

 

A:           From Imagine!’s Governing Board, Chris Dewhurst, Marie Gambon, Rebecca Rose, Walt Pounds, and from the Imagine! Foundation Board of Directors, Brad Bickham and Jessie Thompson.  Our Imagine! Governing Board of Directors President, Don Brown, and Vice President, Jodie Gilbert are also attending on a regular basis to support this ongoing work. 

 

Q:          What’s the purpose of the subcommittee?

 

A:           They are an advisory group to the executive team members whose job it is to think about the ways that Imagine! can separate case management and direct services that are least disruptive to clients and staff.  A smaller group of Board members like this can dive more deeply into some of the details about services that are relevant to the work underway because they are able to dedicate regular time to the work.   Over the summer the subcommittee will learn more about other PASAs, demands for direct services and where there are gaps still to be filled for clients on the part of PASAs.  The goal of the subcommittee is to be prepared to review, advise on and present to the rest of the Board of Directors the specific ways that Imagine! can stand strong and sustainably as a PASA on its own and without the larger structure of today that provides administrative structure and support. 

 

Q:          What is the timeline for the mandated separation of Imagine!’s case management operations and our direct services organization?

 

A:           The timeline is still to be determined and is largely connected to the transition date that HCPF will establish for the transition of the case management agency (CMA) once they announce who those CMAs will be. Announcements are due in June of 2023.  Change management plans for agencies who will be awarded the CMA for a particular service area are due to HCPF by July 15.  We expect to know what our transition date will be sometime in mid-summer.   

 

Q:          How is Imagine!'s IT department getting ready for the future changes especially since with the mandated separation of case management operations and direct services IT cannot look like it does today, one central IT department supporting both parts of the organization?

 

A:           For the last several months, the IT department at Developmental Disabilities Resource Center, the CCB in Jefferson County, has been short an IT Director.  DDRC was looking for an immediate solution and given the changes coming in our system, asked if Kevin Harding could step in as acting IT Director.  This seemed like the perfect opportunity to see if a business support unit from one CCB could combine with another to provide services to multiple organizations.  We’re happy to say that so far, the experiment seems to be working.  While there hasn’t been a lot of cross team support, that’s about to change.  Imagine!’s Carla Rapp will be working with a member of DDRC’s IT team, Chris Dowd, to project manage an Electronic Visit Verification (EVV) implementation at DDRC.  In addition, members of DDRC’s team will be assisting Imagine!’s Micah Rountree as we roll out Microsoft upgrades.  We hope this cooperation can be a model for other support departments like the business office and human resources as we navigate the case management redesign waters.


March 7th, 2023

When will the RFP be posted to the website?

The RFP we submitted to HCPF was a document that was almost 300 pages long, filled with proprietary information about ACMI and Imagine!, and meant only to be seen by HCPF. It is not something we are currently able to share publically. You are encouraged to reach out to HCPF for more information about the RFPs they received.

 


January 19th, 2023

Imagine!’s Director of Client Relations and Kristen Lundy, Assistant Director of Client Relations, met with the Imagine! Case Management team to answer questions about CMRD. Below are some of their responses. These can also be found on our FAQ page.

Is there going to be competition for this catchment area?

We won’t know for sure until the list of bidders is posted, which we expect sometime after March 1.

Will Case Managers have to learn all 10 waivers?

We are in discussion with another CCB who currently manages the IDD/SEP contracts together already who is experimenting with mixed caseloads right now. From this vantage point, we would not expect one single person to be a Case Manager for 10 waivers. It is a great opportunity, though, for people who want to expand their knowledge to dip into the non IDD field. Just a reminder, though, that post award we will work to become one agency bringing together experience and expertise in all waivers, serving all ages and all disabilities. We have no doubt we will figure out how to provide quality case management efficiently AND any needed specializations among case managers.

Will ACMI be moving in with us?

We will be one combined agency headquartered at one of the current buildings on the Imagine! campus, most likely 1400 Dixon Avenue given the layout which does allow us to optimize desk sharing options. We will be looking for creative and innovative ways to use our space and meet all needs. As noted in a different FAQ recently, there are still some decisions to be made at Imagine! on how we will divide our assets, including the use of our current buildings.

Is ACMI going to get rid of their building?

ACMI currently rents space at 1455 Dixon Avenue. We do not anticipate needing that footprint to house our new, combined case management agency, but that has not been determined yet.

What happens with IT, PR, HR and the business office if we can’t share with the PASA anymore?

The PASA must have its own administrative services once we make the split. ACMI and Imagine! have different models currently that deliver these services which each offer particular advantages. As we work to become the new combined Case Management Agency (CMA), we are also looking at a number of best practices for creative solutions to help us manage costs and optimize efficiencies.

Will we have a new name?

Yes! The new CMS entity will have a new name that ideally identifies us as the newly combined entity that joins and optimizes all of Imagine!s and ACMI’s decades of case management experience and expertise. Imagine!’s services (the PASA side) will retain the Imagine! name after the CMA and PASA entities are split.

Will we have a new logo?

Yes!


January 18th, 2023

We’ve had a number of questions come in through our submission form, below are a few answers. These can also be found on our FAQ page.

Will non-waiver programs remain under the management of the Case Management Agency (CMA) when the process is completed and awards are made?

Per HCPF, State-general funded programs, such as FSSP and the State Supported Living Services (SLS) Program, will remain under newly appointed CMAs once those decisions are made in the spring. As of this response, we are planning to manage other non-waiver programs, not funded by the State General Funds, as we do today, under the leadership of the newly formed case management agency (CMA) as determined by HCPF at the time awards are made this spring.

How will the CMRD affect the support our son with an intellectual disability son is receiving today?

Imagine!’s goal throughout this process is to minimize disruptions in services and to ensure that we do all we can to continue our mission of creating a world of opportunity for all abilities. A reminder that the State of Colorado and the State of Colorado and the state’s Department of Healthcare Policy and Financing (HCPF) are directing this process. Therefore, we are unable to answer specific questions about the future of individual services until we have more information from HCPF.

How will various departments, services, and the CMA be housed in Imagine!’s buildings?

We don't know yet just how we will divide our campus assets when we develop and finalize our plans for separating services and case management. There will be communication as we clarify these details.

Will individuals on the Children’s Home and Community Based Waiver (CHCBS) still be served by Imagine! or ACMI folks?

The CHCBS waiver is included in the waivers that will be served by the new Case Management Agency, so assuming Imagine! and ACMI are awarded the contract we would continue to serve children on that waiver.


December 5th, 2022

There are so many acronyms around here. Is there a list somewhere that explains some of these, especially for those of us who are new to CMRD?

Yes, we have a link to a comprehensive list of acronyms here.

In addition, The State of Colorados Office of Community Living (OCL) has created this Acronym Glossary.


November 15th, 2022

We’ve answered some more questions for our FAQ page:

What happens to the Imagine! Foundation? Will they serve the CCB or the PASA?

It is likely all fundraising activities will be associated with the PASA in the Imagine! world post-CMRD implementation, although there are many considerations yet to be made. At the moment, our attorney is reviewing all of our legal entities, including the Foundation, reading through Articles of Incorporation and Bylaws to understand any particular legal considerations that must be taken into account as we plan the future. Stay tuned as we learn more and continue to study the possibilities.

Will Imagine! Case Management staff be able to view responses to the RFP?

We are deferring on responding to this question for the moment since we are still learning about the RFP process. We understand it to be a very competitive and proprietary process so undoubtedly there will be a level of care in sharing some of the specific responses pre-submission. There will be a collaborative process in preparing and vetting our responses to ensure accuracy, of course, but what that looks like right now is hard to define. Stay tuned for more information regarding all things RFP as we learn more.

When can Imagine! program managers begin meeting with the leadership team at ACMI?

The process is soon to include Case Management leadership from both agencies who will help define the work ahead and levels of engagement likely prior to submission of the RFP. Timelines for submission, post submission, and pre-implementation (assuming we win the RFP award) will be drawn up over the coming weeks and will include plans for engagement and ongoing communication.


October 24th, 2022

We have a couple new FAQs added to our FAQs:

How will the distribution of Mill Levy dollars look post-CMRD?

Boulder County controls how Mill Levy dollars are distributed. We are in discussion with the County, of course, about how their thinking is emerging regarding the future state of things with the changes being brought about separating case management agencies from PASAs. They do not have anything definitive regarding this topic, but commit to continue funding the IDD community with mill levy dollars. For mill levy funding for the calendar year 2023, we will be having the first of what is likely to be a few meetings with Boulder County in November regarding their priorities for the coming year and what format they are planning to use for our submission request. There have been no specific discussions on the various programs or positions currently funded partially by those mill levy dollars, only the overall topic.

Are there limits on how many regions an agency can bid on the RFP for?

The Colorado Department of Healthcare Policy and Financing (HCPF) has not specified a limit to how many “catchment areas” an entity can bid for. A reminder that HCPF has defined the new catchment areas for implementation of CMRD, and you can find the information memo released by HCPF and the map here. HCPF has further reiterated just in the past week that the bidding is “an open competitive process that will result in the Department selecting offerors ‘whose proposal is determined in writing to be the most advantageous to the state (C.R.S. §24-103-203(7)). HCPF said additionally that “this competitive process encourages proposals from all agency types and will result in the Department conducting a comprehensive, thorough, complete and impartial evaluation of each proposal received.

 

July 10, 2023

In the video below, Imagine! CEO Kathryn Arbour sits down with ACMI Executive Director Barb Wilkins-Crowder to discuss a newly formed Case Management Agency that will combine the talents of their two organizations.


June 14, 2023

The following email was sent jointly from Imagine! CEO Kathryn Arbour and ACMI Executive Director Barb Wilkins-Crowder to staff members at both organizations.

Hello to you, all joint ACMI and Imagine! Case Management Staff.

We are thrilled to announce together to you, all the case managers and related case management staff at both our agencies, that our proposal to be the sole CMA for all waivers, all ages and all disabilities in Boulder, Broomfield and Gilpin counties, was accepted by Health Care Policy & Financing (HCPF). 

As of late Monday, June 12, we have received our “intent to award” notice.  We now await more information (from HCPF) about the target date for our full transition into a combined CMA. We will send out more details as we have them.  There are lots of layers to move through but we commit to keeping you informed in a timely fashion.

As we start this journey together, we want to put these thoughts and commitments at the front of our work:

  • This is a joining of our case management operations.  It will be a full partnership in every way.  As we have said from the launch of this collaboration, one agency is not acquiring the other and neither has more authority or power than the other.
  • Our mission will remain essentially the same: to provide high quality case management services to those who qualify for long-term support and services to assist them in their choice of community living setting. 
  • The expertise among the support staff, case managers, supervisors, and management teams in each agency will be honored and will be needed to fulfill our mission.
  • We will continue to manage this change in front of us as we have managed the strategic planning and competitive bid preparation – in collaborative conversations and decision-making processes.
  • We will begin our journey together under the name “A & I CMA” and will look for the right moment to investigate and pursue a permanent new name, logo, and mission statement.

We will have more information soon on joint gatherings of our teams so that we can start getting to know each other as we build our sense of shared identity.  And we will soon host some opportunities for us to listen to your ideas about how we build a healthy, vital new CMA.

We have exciting times ahead! 

In partnership,

Kathryn & Barb


November 28th, 2022

Today we are excited to announce that, with the approval of our respective Boards of Directors, Imagine! and ACMI have signed a Letter of Intent to “…to join their case management expertise, experience, staff, operations, processes and certain assets to form a new case management agency serving Boulder, Broomfield, and Gilpin Counties for all disability waivers in a manner and timeline as defined by HCPF” in preparation for applying for the competitive bid to be released by the Colorado Department of Health Policy & Financing (HCPF) in order to serve as the Case Management Agency (CMA) for our catchment area.

This is an exciting development which we believe will strengthen both of our abilities to continue to build upon our combined 90-plus years of serving our communities. Stay tuned!


October, 28th, 2022

On October 26, 2022, Barb Wilkins-Crowder, Executive Director of Adult Care Management, Inc. (ACMI), sent the following message to her staff members. The message is about how ACMI and Imagine! are engaging in the … “processes of creating formal agreements and establishing some initial designs about how we might bring our two agencies together as the new, post CMRD, single case management agency (CMA).” We thank Barb for letting us share her message here. For more information on this, see also Dr. Kathryn Arbour’s message to Imagine! employees in the October 26 update below.

Dear ACMI Team, The competitive bid cycle for our contract with HCPF is not new to many of you. In Colorado’s Single-Entry Point system, only 3-4 agencies have ever had to competitively bid on contracts. The majority have been assigned their work as branches of local, county governments (DHHS, Public Health, or County Nursing agencies). As a stand-alone, nonprofit agency, ACMI has had to bid for our contract every time RFPs have been published. Overall ACMI has written RFP responses about 8 - 10 times since its founding in 1986, and Barb has been part of the team writing those bids 5 – 6 times. Since our first bid to serve the Boulder, Clear Creek, and Gilpin area in 1994, we bid to add Broomfield County in 2001 and have successfully rebid to serve all 4 of those counties 4 times.

In the CCB (community-centered boards) world, the IDD waiver case management has been assigned to those agencies providing the CCB functions. The coverage area for some CCBs has mirrored that of the SEP, for others it has been different. The CCB in our area, Imagine!, has served the IDD community since 1963.

HCPF intends to issue an RFP in early 2023. The significant difference in this bid cycle is that due to Colorado’s case management redesign (CMRD) initiative: 1) counties have been reapportioned into new catchment areas; 2) all catchment areas will be rebid to award the work to a single case management agency in each area; and, 3) the winning CMA will serve all populations enrolled in all of Colorado’s long-term care Medicaid waivers. The area ACMI currently serves will be reduced in size as Clear Creek County has been reassigned to the catchment area with Jefferson and Summit counties.

That was all background to help me explain ACMI’s planned response to this RFP cycle. Given that ACMI and Imagine! both have extensive expertise, experience, and passion for providing high quality case management in our area, the Executive Leadership and Boards of Directors of both agencies have decided to combine our strengths and we are planning for a joint RFP response to ensure the most seamless transition to the CMRD-required, sole CMA, for our clients, our staffs, and our communities. We are in the processes of creating formal agreements and establishing some initial designs about how we might bring our two agencies together as the new, post CMRD, single case management agency (CMA).

Please know that the new CMA will be built on the expertise, experience and passion of the case managers, case aides, support staff, supervisors, administrators, and boards of both agencies. Winning the RFP bid comes first, then the transitions into a single agency will happen between the summer of 2023 and summer of 2024. The goal, as ACMI and Imagine! build this new agency, will always be to minimize disruptions to our clients, retain the expertise of our valued staff and stay true to our mission of supporting independence and choice for all disabilities.

You will have lots of opportunity to give input and hear about the plans as they are developed. For today, it is business as usual for everyone at both ACMI and Imagine!. We all have a dedication to this work and together we will continue to provide high quality case management even as we chart our way through these changes in Colorado’s long-term care system.

On we go,

Barb Wilkins-Crowder