DHS COVID-19 PROVIDER GUIDANCE // ODP
ODP Announcement 20-049: Reporting Cases of COVID-19 and Requesting Personal Protective Equipment (PPE)
Issued: April 30, 2020
All Qualified Providers, Supports Coordination Organizations (SCOs) providing services
through the Consolidated, Person/Family Directed Support and Community Living (ID/A)
Waivers and the Adult Autism Waiver (AAW), Administrative Entities (AEs), and
Private Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICF/IDs)
To provide guidance to stakeholders regarding reporting cases of COVID-19 to the
Pennsylvania Department of Health (DOH) and the Office of Developmental Programs
The Office of Developmental Programs (ODP) remains committed to keeping
stakeholders informed with the latest information and practice guidance, necessitated
by the evolving guidance from both federal and state government.
The following table is a quick reference that outlines activities, actions and stakeholders
for whom this applies when reporting COVID-19 cases. This Announcement also gives
more detailed information to assist stakeholders about the reporting/requesting
Due to new guidance from the Pennsylvania DOH for requesting Personal Protective
Equipment (PPE), ODP has separated previous guidance contained in Announcement 20-
049 regarding PPE requests, which can now be found in ODP Announcement 20-050:
Coronavirus Disease 2019 (COVID-19): Requesting Personal Protective Equipment (PPE)
for Licensed Residential Facilities from the Pennsylvania Department of Health (DOH).
|Reporting Cases of
COVID-19 to PA DOH||No action needed from providers, Private
ICF/IDs, SCOs or AEs. Health care
professionals are reporting positive cases
to PA DOH. Providers should check with local
DOH regarding local reporting requirements.||Providers
|Reporting Cases of COVID-19 to ODP|
|Individuals||Complete an incident report in Enterprise
Incident Management (EIM) when an
individual has been tested or is confirmed
positive with COVID-19.||Providers
and SCO Staff||Submit an email to the ODP Regulatory
Administration Unit at RAPW6100REGADMIN@pa.gov when a staff
member has been tested or is confirmed
positive with COVID-19.||Providers
Reporting Cases of COVID-19 to PA DOH
At the onset of responding to the COVID-19 pandemic, ODP and the PA DOH requested
that providers report positive cases directly to the PA DOH. This is no longer required
because health care professionals are reporting all positive cases to the DOH.
Reporting Cases of COVID-19 to ODP
To help mitigate the spread of COVID-19, providers, ICF/IDs and SCOs are required to
report suspected and confirmed cases of COVID-19 for individuals receiving services and
for people that work directly with service recipients.
- Suspected means that a person has been tested for the COVID-19 virus and is
awaiting the test results OR a test has been ordered by a health care
practitioner, but the person has not been tested yet.
- Confirmed means that a person was tested for the COVID-19 virus and the test
was positive OR was diagnosed with COVID-19 by a health care practitioner even
if no test was completed.
Suspected and confirmed cases among individuals are required to be reported in the
When an individual is suspected of having COVID-19, the incident must be classified as
“Emergency Room Visit – Illness New” in the Initial Section of the incident report.
A yes/no question reading “Incident involves suspected/confirmed COVID-19 diagnosis”
has been added to the incident classification page; users must select “yes” in response
to this question.
A yes/no question reading “Incident involves confirmed COVID-19 diagnosis (resulting
from a positive test or documentation from a health care practitioner)” has been added
to the Final Section of the incident report.
- If an individual’s test results return a positive result (i.e. the individual has
COVID-19), users must select “yes” in response to this question.
- If an individual’s test results return a negative result (i.e. the individual does not
have COVID-19), users must select “no” in response to this question.
To ensure that ODP has access to data involving near real-time diagnoses of COVID-19,
providers, ICF/IDs and SCOs are asked to update the incident report as soon as the test
results are available including when there is a confirmed case of COVID-19 either
through testing or diagnosis by a healthcare practitioner.
In order to accomplish this, users are asked to initiate the Final Section document and
answer the question “Incident involves confirmed COVID-19 diagnosis (resulting from a
positive test or documentation from a health care practitioner)” contained on the
Verification of Incident Classification page of the incident report. Once answered, this
page must then be saved. Once the page is saved, this data element will be populated to
the Incident Custom Report. The Final Section document does not need to be
submitted in order to push this data element to the Incident Custom Report.
Users are reminded that the following should not be reported as suspected cases in
- An individual displays symptoms but is not referred for testing and not given the
diagnosis of COVID-19 by a health care practitioner.
- An individual displays symptoms and is sent home with a recommendation for
quarantine/self-quarantine but is not given the diagnosis of COVID-19 by a
health care practitioner
- Suspected and confirmed cases among staff are required to be reported to
ODP’s Regulatory Administration Unit.
- Suspected or confirmed cases must be reported using the template below.
Instructions for reporting staff
- The attached template is to be completed and copied in the body of an email
- DO NOT encrypt your email; encryption is not necessary as no Protected Health
Information (PHI)/Personally Identifiable Information (PII) is being requested
- If this is a new report, please complete all areas of the table
- For numbers 2, 4, and 6 on the table, please DELETE any responses that do not
- If this is a follow-up to report results of a SUSPECTED case:
- Forward the original email with the completed table.
- Only complete the “Test Results section”
- Email to RA-PW6100REGADMIN@pa.gov