Information Technology System Changes Update (Advocare)

The Division of Disability and Rehabilitative Services (DDRS) released the following announcement about Information Technology System Changes Update (Advocare).

As the Bureau of Developmental Disabilities Services (BDDS) continues to move forward with enhancing its strength-based person centered approach to supports and services, the bureau remains committed to modernizing its information technology (IT) systems to better reflect the needs of the individuals it supports and help streamline information for case managers and providers. As previously communicated in a memorandum[1] dated November 9, 2017, BDDS revised its initial implementation plan for the BDDS Portal and the Person Centered Individualized Support Plan. In 2018, BDDS will be implementing various changes to its IT system through a staged roll out process. The purpose of this communication is to provide providers and other stakeholders with some technical updates beginning in January of 2018.

First Phase: Transition from Advocare to the BDDS Portal
Until further notification, Advocare will continue to support functionality of the following general areas: 
        - Case Notes 
        - Transitions 
        - On-Boarding 
        - Living Arrangements 
        - Document Library 
        - Demographics

Providers shall continue to upload required documents into the Advocare system until notice of implementation of the BDDS Portal scheduled for the spring of 2018. Existing, historical documents that providers have uploaded to the Advocare document library will be migrated to the BDDS Portal and available when the new system is implemented.

When the BDDS Portal is implemented, providers will have access to upload and view documents. BDDS will provide additional information on the process by which providers shall complete to gain appropriate access to the portal.

At this time, providers do not need to do anything in preparation for the transition from Advocare to the BDDS Portal. However, BDDS encourages providers to continue to look for updates and further instructions as the system transition moves closer to full implementation.

As of January 1, 2018, Advocare no longer supports the following functions: 
- Training for case managers (will transition to a new site); 
- Help Desk (provider help desk transition coming end of January 2018) 
- Home Review Guide (discontinued) 
- Message Center 
- Person-Centered Plan (to be embedded and supported within the Person Centered Individualized Support Plan)

Wellness Assessments (will be supported via upload in the document library) should be completed in the format the provider currently utilizes and uploaded to the Advocare document library. All uploaded documents will be migrated to the BDDS Portal system and be available there upon implementation.

As we move forward with the information technology changes, BDDS will provide regular updates. If you have questions please email: [email protected].

[1] See DDRS Announcement: Revised January 1, 2018, implementation plan for BDDS Portal and Person Centered Individualized Support Plan.