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Heritage House follows admission guidelines are designed to ensure services are appropriate, person-centered, and consistent with DBHDS, DBHDD, CARF, and HCBS standards for safety, eligibility, and service appropriateness.

All individuals seeking placement in our program must meet the following criteria:

• Be an adult (age 18 or older) with a documented diagnosis of Intellectual Disability and/or Developmental Disability (ID/DD)
• Have active Medicaid Waiver funding or demonstrate the ability to privately pay for services
• Be willing to participate in services and actively engage in their individualized support plan, with the ability to benefit from the structure and supports provided within the program

Admission decisions are made based on individual assessment to ensure the program can safely and effectively meet each person’s needs while supporting choice, independence, dignity, and community inclusion.

Heritage House follows a person-centered, collaborative admission process in alignment with DBHDS, DBHDD, CARF, and HCBS standards to ensure appropriate, safe, and supportive placement decisions.

The admission process involves collaboration between the individual, their family and/or Authorized Representative (AR) or Legal Guardian, the Support Coordinator (SC), and members of the Heritage House residential and/or day services teams.

To begin, a comprehensive screening is completed to determine service compatibility and identify whether the individual’s needs can be safely and effectively supported within the program. This process includes interviews with the individual, family/AR/guardian, and SC, as well as the collection and review of required clinical, behavioral, and service-related documentation.

Following the screening, team meetings are held to review all gathered information, discuss support needs, and determine HH’s ability to appropriately meet the individual’s needs in accordance with regulatory and/or accreditation standards.

If admission is approved, an official invitation to begin services is extended to the individual through their Support Coordinator.

Heritage House maintains admission documentation requirements in alignment with DBHDS, DBHDD, CARF, and HCBS standards to support safe, appropriate, and person-centered service planning.

All individuals seeking placement must provide the following documentation:

Medical Information:

• History of past and current diagnoses, including treatment recommendations and/or options
• Documented allergies (including food, medication, environmental, and other known allergies)
• Current physician orders for medications
• Most recent physical examination
• Immunization records, as applicable
• Psychiatric evaluation
• Tuberculosis (TB) test results
• Communicable disease screening results (e.g., Hepatitis B, if applicable)
• Any identified or ongoing medical concerns relevant to service provision

Mental Health Information:

• History of past and current mental health diagnoses, including treatment history and/or recommendations
• Any identified mental health concerns that may impact support needs or service delivery

This information is used to ensure appropriate supports can be developed within an individualized, interdisciplinary service planning process that promotes health, safety, dignity, and community inclusion.

Following admission acceptance, Heritage House conducts a comprehensive, person-centered onboarding process in alignment with DBHDS, DBHDD, CARF, and HCBS standards to ensure informed consent, regulatory compliance, and a smooth transition into services.

A joint admission meeting is held with the individual and their authorized representatives to review program expectations, gather required documentation, and complete all necessary consents and authorizations. During this orientation process, the individual and team are provided with detailed information regarding Heritage House services, rights, responsibilities, and program operations.

Information and documentation reviewed and/or completed may include, but is not limited to:

Required Documentation Collection:

• Birth certificate
• Social Security card
• Medicaid card
• Medicare card (if applicable)
• Other insurance cards, if applicable

Authorizations and Consents:

• Emergency medical release
• Authorization to release and obtain medical records (if applicable)
• Authorization to administer medications
• Informed consent for psychotropic medications, if applicable
• Media release
• Policy acknowledgements (including confidentiality, HIPAA, and human rights notifications)
• Orientation acknowledgment, including mission statement and service overview
• Agreement regarding participation in treatment planning and discharge planning

Program Information Provided:

• Hours of operation
• Building layout and safety overview
• Service guidelines
• Emergency preparedness plan
• Grievance procedure

Financial Agreements (as applicable):

• Living Expense Contribution (LEC)
• Representative Payee status for Social Security (residential services only)
• Day support fees for pay activities, if applicable

Physical Intake and Property Inventory:

• Medication reconciliation (receipt, listing, and count)
• Inventory of personal belongings (with documentation)
• Client cash on hand documentation
• Disclosure and documentation of bank accounts, debit cards, or gift cards

This structured intake process ensures continuity of care, safeguards individual rights, and supports a safe and well-organized transition into services.

Medicaid Waiver programs vary by state and are administered through each state’s Medicaid agency and developmental disability system. These programs provide Home and Community-Based Services (HCBS) that support individuals with intellectual and/or developmental disabilities to live and receive services in their communities instead of institutional settings.

For more detailed and official information about Medicaid Waiver programs in the states where Heritage House provides services, please visit the following resources:

Virginia Medicaid Waiver Information:
Virginia’s Developmental Disability Waivers are administered by the Virginia Department of Medical Assistance Services (DMAS) in partnership with the Virginia Department of Behavioral Health and Developmental Services (DBHDS).
Learn more here:
https://www.dmas.virginia.gov/for-members/benefits-and-services/waivers/developmental-disability-dd-waivers/

Georgia Medicaid Waiver Information:
Georgia Medicaid Waiver programs, including NOW and COMP waivers for individuals with intellectual and developmental disabilities, are administered by the Georgia Department of Community Health (DCH) and operated in coordination with the Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD).
Learn more here:
https://medicaid.georgia.gov/programs/all-programs/waiver-programs

These official resources provide information on eligibility, application processes, available services, and state-specific waiver programs.