Plan Renewal Report

Population census

Report Overview

The Plan Renewal Report, located within the Administration Reports tab, is a critical compliance tool used to track and manage the lifecycle of service plans. It ensures that no client experiences a lapse in service by flagging upcoming expiration dates. The Plan Renewal Report automatically categorizes clients based on how soon their service plans will expire. This allows administrators to prioritize paperwork for the immediate month while maintaining visibility on the upcoming quarter.

Column Definitions

The report grid provides a comprehensive view of the client's authorization and plan details:

Column Name	Description
Group	Categorizes plans by urgency (e.g., Next Month or Next Three Months).
ID	The unique internal identifier for the specific project or service plan.
DDD ID	The state-issued Division of Developmental Disabilities identification number.
Program	The specific service category (e.g., Individualized Support Services or Supports Program).
Customer Name	The legal name of the client.
Coordinator Name	The staff members or case managers assigned to the client.
DOB	The client's Date of Birth.
Plan Approval Date	The date the current plan was officially authorized.
Plan Start Date	The date services under the current plan are set to begin.
Plan End Date	The critical expiration date; services provided after this date are typically non-billable.

Grid Control Icons (Top Right)

To manage high volumes of data, use the interactive tools in the top right of the Administration Reports grid:

• ![columns_icon] Columns: Toggle visibility of fields like DOB or Coordinator Name to focus strictly on expiration dates.

• ![filters_icon] Filters: Search for a specific client by name or filter by a specific Program type.

• ![density_icon] Density: Switch to "Compact" view to see more renewals on a single screen.

• ![export_icon] Export: Download the renewal list as a CSV to share with Support Coordinators or state agencies.

• ![save_icon] Save View: Save your preferred column arrangement (e.g., keeping Plan End Date as the first column).

Best Practices for Plan Management

• Monthly Audits: Filter the report for the "Next Month" group on the 1st of every month to ensure all renewal applications have been submitted.

• Coordinator Outreach: Use the Coordinator Name column to identify which staff members need to follow up with state agencies for pending approvals.

• Data Accuracy: If a Plan End Date appears as 01/01/1900, it indicates missing data in the Customer Profile that needs immediate correction.