Learn about the new electronic SART

Effective January 25, 2024, the Office for People with Developmental Disabilities (OPWDD) will begin using the fully electronic Service Amendment Request Tool (SART) to replace the paper Service Amendment Request Form (SARF). The SART will be completed by Care Management within the CHOICES platform for individuals enrolled in the HCBS waiver who are requesting authorization of a new waiver service or a change to an existing waiver service. The SART will also be reviewed electronically by the Regional Field Office (RFO).

This change will improve efficiency and communication between OPWDD’s Regional Field Offices and Care Coordination Organizations to assist with data collection and tracking of service requests and specify all services authorized and the number of units for each.

What’s new

The following are the main points of the changes in the Service Amendment Process.

As part of the SART process, an individual must have a current Coordinated Assessment System (CAS) for members 18 and over or a Child and Adolescent Needs and Strengths (CANS) assessment for members under 18. To be considered current, the CAS assessment should be completed every two years, and the CANS assessment should be completed annually. The SART can be submitted before the completion of the CAS or CANS but can only be finalized once the CAS or CANS is completed.

The SART will be used to request the following waiver services:

• Community habilitation
• Family education and training
• Pathway to employment
• Prevocational services – both Community-Based (CBPV) and Site-Based (SBPV)
• Respite – HCBS waiver respite
• Self-directed budget authority
• Supported employment
• Residential services in facilities certified or operated by OPWDD

More details

A SART is only required for Self-Direction when an individual seeks Self-Direction with Budget Authority for the first time or when an individual seeks to purchase a service directly from a Provider using their budget.

A SART is not required for waiver services with unique application processes, such as Environmental Modifications.

New to the SART process is the addition of residential services in facilities certified or operated by OPWDD. Care Managers will continue to follow the existing Certified Residential Opportunities (CRO) process but must also submit a SART. Residential is being added to the SART to alert OPWDD of the need for residential placement.

OPWDD is also changing the Service Authorization Notice of Decision (NOD.09). As SARTs are approved, OPWDD will issue an NOD.09 that not only authorizes newly requested services but also reauthorizes all existing OPWDD services with annual unit amounts.