Regional Offices > Southern Region

APD Southern Region Office

 
401 NW 2nd Avenue
Suite South 811
Miami, FL 33128
Phone: (305) 349-1478
Fax: (305) 377-5028

    Hillary Jackson - Southern Region Director

    Hillary Jackson
    Southern Region Manager

Field Contacts

Schedule for Provider & WSC Meetings (2024)

Meetings will be held via Teams or GoTo meetings. These meetings will occur on the same date and at the same time as scheduled.

The meeting invitations for each meeting will be sent out accordingly.  We ask that you please review and accept the meeting invitations upon receipt, so they are placed on your calendar.  We have often received requests during meetings to send the meeting invitation and this may not be possible during the meeting.  We have also noted persons joining meetings more than 10 minutes late and may have missed valuable information.  We ask that you do your very best to join all meeting on time. 

We are changing our meeting day from Wednesdays to Thursdays.  Please make note of this important change and share accordingly.

Additionally, we plan to have a large provider meeting during the SE/SL quarterly meeting dates which will include other provider types such as personal supports, companion, ADTs, therapies, etc.

All meeting times will be held from 10:00 AM to 12:00 PM.

2024 Meeting Dates

Support Coordinators/WSCs:
October 10, November 14 and December 12.

Residential Habilitation/Group Home Providers:
September 19 and November 21.

Supported Employment & Supported Living Providers:
October 24.

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 ADA Liaison Hillary Jackson at Hillary.Jackson@apdcares.org  or call 305-377-5783. Please call at least 72 hours prior to the event to allow time to arrange your accommodation.

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.

EFFECTIVE IMMEDIATELY: Pursuant to the iBudget Waiver program, authorized under 1915 (c) of the Social Security Act, and because of critical needs for some specific provider types, APD will no longer operate two open enrollment periods each year for provider applicants of services furnished under the iBudget waiver.  Effective immediately, Regional offices will accept provider applications at all times.

Although APD will accept provider applications at all times, please keep in mind that certain critical needs exist for specific provider types in each APD Region. Each Region will identify critical service needs as defined below. 

Southern Region Critical Service Needs are as Follows:

Monroe County:
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. 

Miami-Dade County:
For Miami-Dade County Residents, the following services are considered Critical Need Services:

  1. CDC Consultant
  2. EAA- Environmental Adaptations
  3. Dietitian Services
  4. Dental Services
  5. Personal Emergency Response System & Service Providers
  6. Behavior Analysis Services
    Potential behavioral analysis applicants should contact either Dr. Enrique Molina at 305-349-1434. It is recommended that you contact the agency representative listed as soon as possible. Due to the critical need to increase the number of behavioral services providers in this locality, the Southern Region will assist expediting applications. 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

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 Request for the Background Screening Clearinghouse to the Southern Region; please email the completed Request for the Background Screening Clearinghouse form to Southern.Intent@apdcares.org

For Official Transcripts for WSC applicants must be sent to the following address:
Yugoslavia Marte
401 N.W. 2nd ave , S-811
Miami, Florida 33128

Incident Reporting Form Instructions

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.incidentreports@apdcares.org. Incident Reporting Form and instructions and a new Operating Procedure #3-0006. They can be found at https://apd.myflorida.com/providers/incident-reporting. After Hours (Monday through Friday 5 PM-8 AM; Holidays, and Saturday and Sunday), please call the Southern Region On Call Phone number 305-299-3366.  During normal business hours (8 AM to 5 PM) Critical Incidents shall be called into our office. 

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.  

southern.behavioral@apdcares.org

  • For LRC
  • As requested by Region and/or LRC Chairperson
  • Reactive Strategies

southern.caseloads@apdcares.org

  • WSC caseload submittals

southern.CDC@apdcares.org

  • Purchasing Plans
  • Participant Information Update form
  • Direct Hire Employee [ name change/address change ]

southern.complaints@apdcares.org

  • Includes complaints made by or against APD Providers, Waiver Support Coordinators, or APD staff members

southern.crisis@apdcares.org

  • Documentation for pre-enrollment crisis enrollment
  • Not for use in SAN submissions

southern.eligibility@apdcares.org

  • Intake and Eligibility applicant documentation for APD pre-enrollment eligibility

southern.fireinspections@apdcares.org

  • Fire Inspection Reports

southern.forensics@apdcares.org

  • Competency evaluations
  • Court Orders

southern.hearingrequests@apdcares.org

  • Regional Hearing Requests

southern.incidentreports@apdcares.org

  • Initial report and follow up reports
  • Death report

southern.medicationerrors@apdcares.org

  • Medication Error reports
  • Corrective Action Plan

southern.providerenrollment@apdcares.org

  • 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 )

southern.QAorQItechnicalassistance@apdcares.org

  • [ Not for Plan of Remediation ]
  • Request for technical assistance related to remediation and/or QIO reviews

southern.QSI@apdcares.org

  • Requested documentation for QSI Assessment

residential.referrals@apdcares.org

  • Placement Referral Packets [ APD licensed homes ]
  • Placement Referral Packets [ ICF ]

southern.residential@apdcares.org

  • ICF transitions into APD licensed home
  • Licensed Home – census
  • Room and Board Payment Requests
  • Corrective Action Plan

southern.SANs@apdcares.org

  • Significant Additional Needs – increase in funding
    • ( be certain to include all supporting documentation )

southern.supportedemployment@apdcares.org

  • Caseloads
  • Employment information

southern.supportedliving@apdcares.org

  • Caseloads
  • Disaster/Emergency plan
  • Stipend/Start-Up request

southern.supportplans@apdcares.org

  • Annual or Updated support plan
    • ( include all supporting documentation for services requested )

southern.wscselection@apdcares.org

  • Waiver Support Coordination selection ballots

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:
http://intranet.apd.myflorida.com/it/security/policies-and-procedures/encrypt-word-document.pdf

Excel 2013 encryption instructions:
http://intranet.apd.myflorida.com/it/security/policies-and-procedures/encrypt-excel-document.pdf

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.

ZIP applications
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.

 

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