Regional Offices > Southern Region
Southern Region Manager
|Southern Region/Area 11 Office Address:||401 NW 2nd Avenue
Suite South 811
Miami, FL 33128
|Main Phone Number:||(305) 349-1478|
|Main Fax Number:||(305) 377-5028|
|Counties Served:||Dade and Monroe|
New Schedule for Provider & WSC Meetings!
In response to your requests, and in order to provide more specific training and technical assistance, and create efficiencies, our “all provider” monthly meetings have been replaced with provider-specific meetings. We strongly encourage you to attend in person when possible, but conference call-in attendance is available except where noted below: 1-888-670-3525, Caller ID 6656678171. We have continuing problems with feedback on the conference call line, so please learn how to mute your phones. There is nothing else we can do on this end to resolve this issue. If you find it unbearable, please make your way in person to the meetings.
All meetings in Room N-1011 from 10:00 am – Noon.
2016: August 17, October 19, December 21
2017: February 15, June 14, August 16, October 18, December 20
Supported Employment & Living Providers:
2016: September 7 & December 7; Room N-423, 9:30a – Noon; Conference call-in NOT available.
2017: January 18, May 17, September 20; Room N-1011, 10:00a – Noon; Conference call-in IS available.
Residential Habilitation/Group Home Providers:
All meetings in Room N-1011 from 10:00 am – Noon.
2016: November 16
2017: March 15, July 19, November 15
ADT Providers & Associated Program Services:
We will see you in the field, at your site locations!
The Agency for Persons with Disabilities (APD) is committed to full compliance with the Americans with Disabilities Act (ADA). Persons who desire accommodations should contact Area 11 ADA Liaison Evelyn Alvarez at Evelyn.Alvarez@apdcares.org or (813) 233-4317. Please call at least 72 hours prior to the event to allow time to arrange your accommodation.
To All Providers & Waiver Support Coordinators:
Please be advised that effective July 1, 2016 APD has a new Incident Reporting Form, new Instructions and a new Operating Procedure #3-0006. They can be found at http://apd.myflorida.com/providers/incident-reporting/ (please ensure you reference the correct Operating Procedure #3-0006).
Please read the form, the instructions and the operating procedure carefully. If you have questions, please contact Rosa Llaguno: firstname.lastname@example.org or (305) 377-5815. All critical incidents must still be reported within one hour, all reportable incidents by the next business day. All incidents must still be encrypted and submitted to email@example.com.
Please disseminate this to all staff. Any issues with software and systems such as Therap that automatically generate the old IR: please contact your software provider or administrator. Please inform your staff to use this new form. We will be providing technical assistance and training. Stay tuned.
Provider Enrollment Information - for both New Providers and Existing Providers
Provider Applications are for new Providers and Provider Expansion Request Forms are for Existing providers wishing to expand geographically, provide additional services, or to expand from solo to agency status.
Beginning immediately, APD will accept new provider applications and provider expansion applications only during “Open Enrollment Periods”.
Applications to provide services considered “Critical Service Needs” will be accepted at all times.
Open Enrollment is as follows:
April 1 through May 31
August 1 through September 30
Applications received outside of these open enrollment periods will be returned to the applicant.
Southern Region Critical Service Needs are as Follows:
For applicants who reside in Monroe County Residents; all services are considered Critical Services and applications for Monroe County Applicants will be accepted at all times.
For Miami-Dade County Residents, the following services are considered Critical Need Services:
- CDC Consultant
- EAA- Environmental Adaptations
- Dietician Services
- Dental Services
Provider applicants who do not currently have an “APD General” line item eligibility determination in the AHCA Background Screening Clearinghouse and need to submit their Letter of Intent to the Southern Region; please email the completed Letter of Intent form to Southern.Intent@apdcares.org
Incident Reporting Form Instructions
Southern Region Critical Incident Report and After Hours Emergency Phone Line: 305-299-3366
Critical Incidents must be reported to the APD Regional/Field Office within one hour of becoming aware of the incident. The initial report may be made via telephone, however, an Incident Reporting Form must be filled out and submitted to the Regional Office no later than one business day after initial reporting. Incident Reports, follow-up reports and reports of death should be sent in via email to Southern.firstname.lastname@example.org
Standard APD Regional Office E-mail Addresses
As you are aware, there are several workflow processes at APD such as submitting cost plans, support plans, significant additional needs, etc. Therefore, APD has created the following standard e-mail addresses you can use to send these types of information to APD. Please use these e-mail addresses to send encrypted confidential information to APD.
Also, keep in mind that you may still contact Regional staff members via telephone if you have questions, concerns, or issues which require immediate attention.
- For AIM submittals (Allocation Implementation Meeting)
- For LRC
- As requested by Region and/or LRC Chairperson
- Reactive Strategies
- WSC caseload submittals
- Purchasing Plans
- Quick Updates
- Participant Information Update form
- Direct Hire Employee [ name change/address change ]
- All Other CDC related documents ( such as: background screening )
- Includes complaints made by or against APD Providers, Waiver Support Coordinators, or APD staff members
- Documentation for waitlist crisis enrollment
- Not for use in SFR submissions
- Intake and Eligibility applicant documentation for APD waitlist eligibility
- Competency evaluations
- Court Orders
- Regional Hearing Requests
- Placement Referral Packets [ ICF ]
- Initial report and follow up reports
- Death report
- Medication Error reports
- Corrective Action Plan
- Enrollment ( Solo or Agency Provider Checklist; Provider Application; Provider Reference Form; Background Screening Results – include Exemptions to a Disqualifying Offense; Employment History check; Local Criminal Records check; APD affidavit of Good Moral Character; Proof of Completion of Required Training; Copy of AHCA Medicaid Provider welcome letter; Applicant Signed Medicaid Waiver Services Agreement; Regional iBudget Enrollment Application – Waiver Support Coordinator (WSC ), or, Regional iBudget Provider Enrollment Application – non WSC )
- Updates to Provider Demographics ( change of address, phone and email changes )
- Provider Expansion Request Forms ( service array and/or expansion within region or additional regions )
- [ Not for Plan of Remediation ]
- Request for technical assistance related to remediation and/or QIO reviews
- Requested documentation for QSI Assessment
- Placement Referral Packets [ APD licensed homes ]
- ICF transitions into APD licensed home
- Licensed Home – census
- Room and Board Payment Requests
- Corrective Action Plan
- Significant Additional Needs – increase in funding ( be certain to include all supporting documentation )
- Employment information
- Disaster/Emergency plan
- Stipend/Start-Up request
- Annual or Updated support plan ( include all supporting documentation for services requested )
DSM secure email will no longer be accessible to APD after June 30, 2014.
Effective July 1, 2014 APD will implement the following email addresses mailboxes for use by Waiver Support Coordinators, providers, and others when sending client-related information to APD. This group of mailboxes replaces secure mailboxes previously used when providing APD staff with information on a broad range of topics intended for evaluation, review and action by APD staff.
APD’s IT office identifies acceptable encryption methods, as follows:
Microsoft Office applications (for example, Word and Excel)
This is the preferred method. If you already have Word and Excel version 2007 or higher, this option is already available at no cost. As long as all the confidential APD consumer information is contained within the encrypted document, it can be sent as an attachment to a regular, unencrypted e-mail. If you do this, please remember to not include any information about APD consumers in the body or subject line of the e-mail except the iBudget PIN number which is only known internally to APD staff and APD providers. Below are links to instructions on how to encrypt using Word and Excel.
Word 2013 encryption instructions:
Excel 2013 encryption instructions:
Encrypted web e-mail
Similar to the DSM web-based e-mail system, there are other free (e.g., SendInc) or paid (e.g., ZixMail) options to send secure, encrypted e-mails to APD. This method encrypts the entire e-mail, including any file attachments, but some still display the subject line so please remember to not include any information about APD consumers in the subject line. While this is an acceptable method of sending confidential consumer information to APD, this requires APD staff to create and maintain separate accounts (user names and passwords) for each different system.
There are several free and paid “ZIP” type applications (e.g., WinZip) available that can compress one or more files into one ZIP file, some but not all of which can also encrypt the file(s). These ZIP applications that can also encrypt will encrypt any type(s) of file(s) you ZIP. You can then send the encrypted ZIP file which contains the confidential APD consumer information in a regular, unencrypted e-mail to APD. If you do this, please remember to not include any information about APD consumers in the body or subject line of the e-mail except the iBudget PIN number which is only known internally to APD staff and APD providers.
NOTE: Some methods of encryption use a particular type (algorithm) by default. If you are given options, the best encryption type to select is AES 128-bit or higher. If AES is not available, the next best type is 3DES (also known as Triple DES). It is recommended you do not choose regular DES as it has been proven to be a weak encryption method.
Guidance on Setting Encryption Passwords
Whenever you encrypt a file, you must set a password needed to open the document. To make this process easier for you and APD staff, please use your Medicaid Provider Number as the password to encrypt. If you do not have a Medicaid Provider Number, please contact your local field office to let them know what password you will be using.
News & Announcements
Background Screening Clearinghouse Update
In the Southern Region Ms. Hillary Jackson, RPS and Mr. Kirk Ryon, RPS will serve as liaisons to share information about this upcoming transition.
Please review the DCF Power Point presentation below. Additionally, we are also providing you with some website links that provides tutorials about the Clearinghouse. We hope that this will assist you in understanding this process.
- DCF’s Background Screening
Help Desk: 1-888-352-2842
- AHCA’s Care Provider Background Screening Clearinghouse
Help Desk: 1-800-289-7799 Opt. 4
As additional information is made available we will do our best to share this with you.
The Agency for Persons with Disabilities (APD) is committed to full compliance with the Americans with Disabilities Act (ADA). Persons who desire accommodations should contact Area 11 ADA Liaison Evelyn Alvarez at Evelyn.Alvarez@apdcares.org , or (813) 233-4317. Please call at least 72 hours prior to the event to allow time to arrange your accommodation.
APD Resource Directory
- Resource Search
A searchable directory of local, state, and national resources and services.
- Planning Resources
This directory is a good starting point for finding a variety of natural and community supports, in addition to services provided by government agencies.
Area Suggestion Box
Submit your suggestions to APD for improving supports and services in your community