OUR MISSION: To be the regulatory authority for DBHDS licensed service delivery system through effective oversight.
OUR VISION: The Office of Licensing will provide consistent, responsive, and reliable regulatory oversight to DBHDS licensed providers by supporting high quality services to meet the diverse needs of its clients.
CONNECT Provider Portal Resources and Information
Click below for help using the CONNECT Provider Portal or to report an issue.
CONNECT Help Instructions
If you are having trouble accessing or using the CONNECT Provider Portal, please click the Report an Issue button below.
Please allow up to two business days for the Help Desk staff to respond to your issue.
Thank you for contacting the DBHDS Office of Licensing’s CONNECT Help Desk.
OL & CONNECT Spotlight
- Issue II: OL & CONNECT Spotlight (April – June 2024)
- Issue I: OL & CONNECT Spotlight (January – March 2024)
CONNECT Blast Newsletters
- CONNECT Blast Newsletter (December 2023)
- CONNECT Blast Newsletter (August 2023)
- CONNECT Blast Newsletter (July 2023)
- CONNECT Blast Newsletter (June 2023)
- CONNECT Blast Newsletter (May 2023)
- CONNECT Blast Newsletter (April 2023)
- CONNECT Blast Newsletter (March 2023)
- CONNECT Blast Newsletter (February 2023)
- CONNECT Blast Newsletter (January 2023)
- CONNECT Blast Newsletter (November 2022)
- CONNECT Blast Newsletter (October 2022)
- CONNECT Blast Newsletter (September 2022)
- CONNECT Blast Newsletter (July 2022)
- CONNECT Blast Newsletter (June 2022)
CONNECT Live Demonstrations
- CONNECT: Provider Portal Overview Recorded Webinar
- CONNECT: Provider Portal Overview PowerPoint
- CONNECT: Adding Locations Recorded Webinar
- CONNECT: Adding Locations PowerPoint
- CONNECT: Adding Services Recorded Webinar
- CONNECT: Adding Services PowerPoint
- CONNECT: Corrective Action Plans Recorded Webinar
- CONNECT: Corrective Action Plans PowerPoint
- CONNECT: Correspondence and Messaging Recorded Webinar
- CONNECT: Correspondence and Messaging PowerPoint
- CONNECT: Information Modification Recorded Webinar
- CONNECT: Information Modification PowerPoint
- CONNECT: License Renewals Recorded Webinar
- CONNECT: License Renewals PowerPoint
- CONNECT: Managing Contacts Recorded Webinar
- CONNECT: Managing Contacts PowerPoint
- CONNECT: Password Management and Variance Applications Recorded Webinar
- CONNECT: Password Management and Variance Applications PowerPoint
Job Aids
- How do I Manage My Background Check Contacts in the CONNECT Provider Portal?
- How Do I Use the Forgot Password Link?
- How Do I Add a Service in the CONNECT Provider Portal?
- How Do I Send a Message in the CONNECT Provider Portal Job Aid?
- How Do I Reset My Password in CONNECT When It Is Expiring or Has Expired?
- How Do I Submit a Variance Application in CONNECT?
- How Do I Submit a Corrective Action Plan (CAP) in CONNECT?
- How do I Manage Authorized Contacts and Password Resets in the CONNECT Provider Portal?
- How do I View Licensing Information from the CONNECT Provider Portal Dashboard
- How do I Submit a Renewal in the CONNECT Provider Portal?
- How Do I Register for the CONNECT Provider Portal to Begin the Initial Application Process?
- How Do I Determine which Modification Application to Submit in CONNECT when a Change Needs to Be Made?
Training Videos
- Provider Portal Dashboard Changes Overview
- How Do I Submit an Application to Add a Location to an Existing Service?
- How Do I Submit a Service Modification?
- How Do I Know if My Application Is Submitted and on the Waitlist?
- How Do I Know if I Need to Respond to a Deficient Requirement?
- How Do I Initiate a New Application?
- How Do I Submit My Requirements?
- How do I Login to CONNECT?
Help Desk Protocols
- New CONNECT Provider Portal Help Desk Protocols (April 2022)
Exciting News: The DBHDS Office of Licensing is dedicated to reducing any undue administrative burden to potential licensure applicants. Therefore, as of December 21, 2022, the OL has streamlined the licensing process for all “Priority” Services to ensure the services with the greatest need can be licensed within 90 days of the submission of a completed application.
- Initial Applicant Orientation Webinar (June 2023)
- Initial Applicant Orientation PowerPoint (June 2023)
- The Office of Licensing is prioritizing processing initial applications for priority services needed throughout the Commonwealth. The current Prioritization List can be found here.
- Application Documents Matrix (October 2024)
- Sample Annual Operating Budget Fillable (August 2023)
- Sample Staff Information Sheet Fillable (August 2023)
- Sample Acceptable Policy and Procedures (August 2023)
- Sample Unacceptable Policy and Procedures (August 2023)
- Changes to the Licensing Initial Application Review Process Memo (December 2022)
- Initial Applications in Review Upcoming Changes Memo (December 2022)
The Provider Portal Dashboard provides access to applicant information online and allows direct communication with the Office of Licensing staff regarding your application.
Click here to access the DBHDS CONNECT Provider Portal System
Resources related to health inspections conducted by the Virginia Department of Health (VDH):
*Please contact VDH directly with any questions related to the resources*
These resources are intended for use by those applicants who serve food and need to determine if they should contact VDH for a health inspection.
- VDH Environmental Health
- VDH Food Safety
- VDH Food permitting exemptions
- VDH How to apply for a food permit
Home and Community Based Services (HCBS)
Home and community-based services (HCBS) provide opportunities for individuals to receive Medicaid waiver services in their own home or community rather than in institutions or other isolated settings. Providers of group home, sponsored residential, supervised living, and group day services available in a Developmental Disabilities (DD) waiver must demonstrate full compliance with HCBS settings requirement in ALL settings in order to receive reimbursement for services. (42 CFR Part 430, 431).
New providers are required to visit the HCBS Toolkit on the DMAS website to view resources and other information to help develop your HCBS policies. Providers must also submit their HCBS policies to: hcbscomments@dmas.virginia.gov for internal review prior to enrolling with Medicaid as a DD waiver provider and in order to receive reimbursement for services.
For additional information, please visit the Department of Medical Assistance Services or click on the links below:
New Providers HCBS Overview: Home and Community-Based Services (HCBS) Settings Rule (virginia.gov)
New Settings Guidance: CMS Home and Community-Based Services (HCBS) Regulations: Developmental Disability (DD) Waivers (virginia.gov)
If you have additional questions related to HCBS please contact: hcbscomments@dmas.virginia.gov
Use the Virginia Department of Behavioral Health and Developmental Services Provider Search System to locate licensed providers by a variety of criteria.
Sign up to get news and updates delivered to your inbox from Office Of Licensing at the Virginia Department of Behavioral Health and Developmental Services.
In order to view the waitlist – please click the DBHDS CONNECT PROVIDER PORTAL and choose VIEW APPLICATION WAITLIST.
Please note that the waitlist may not be processed in chronological order as state initiatives
may cause prioritization changes in the order applications are reviewed.
**Note: In order to download the waitlist, please allow pop ups.**
The OL Website Index is a tool that can be used to search for documents/resources located on the OL website. Users can download the index and filter by topic area, diagnosis group and/or date then click on the hyperlink to view each document/resource. An updated version of the OL Website Index is published at least semi-annually.
CORRESPONDENCE
-
- Information to Assist Providers with Meeting DBHDS Regulatory Requirements Memo (October 2024)
- Crisis & Priority Service Application Memo (October 2024)
- Hurricane Memo (October 2024)
- Updated Sponsored Residential Certification Form .pdf format (September 2024)
- Updated Sponsored Residential Certification Form Word format (September 2024)
- Sponsored Provider Certification Process Memo (2021)
- Crisis Services Applications – Information and Timeframes Memo (August 2024)
- Crisis Services Regulatory Training (June 2024)
- Weekly CONNECT Training (April 2024)
- Memo Regarding Amendments to Regulations on the Use of Seclusion in Crisis Settings (April 2024)
- Validating Data in CONNECT Memo (March 2024)
- 2024 Inspection Kickoff Training for Providers of Developmental Services (December 2023)
- 2024 Annual Inspections for Providers of Developmental Services Memo (January 2024)
- Expectations Regarding Provider Reporting Measures for Residential and Day Support Providers of Developmental Services and Expectations of Provider Risk Management Programs for All Providers of Developmental Services (November 2023)
- Incident Management Unit Look Behind Process and Provider Responsibilities (October 2023)
- Computerized Human Rights Information System (CHRIS) Enhancement Memo (September 2023)
- General Information and Opportunity to Comment DBHDS 2023 Combined-Study-Workgroup (July 2023)
- Upcoming Webinars for Initial Applicants and New & Experienced DBHDS Licensed Providers (June 2023)
- Changes from the Emergency BHE Regulations to the Final BHE Regulations Memo (February 2023)
- Changes from the Emergency ASAM Regulations to the Final ASAM Regulations Memo (February 2023)
- Changes from the Emergency Children’s ASAM Regulations to the Final Children’s ASAM Regulations Memo (February 2023)
- Revised-Care-Concern-Criteria-Level-I-Serious-Incidents-Memo (February 2023)
- Medication Assisted Opioid Treatment Services (MAT) legislative changes effective January 1, 2023 Memo (December 2022)
- TDT and Outpatient Memo (August 2022)
- New Regulation Affecting 12VAC35-46 Effective 1-10-22 Memo (December 2021)
- December 1, 2021 Behavioral Health Enhancement (BHE)
Licensed Services (October 2021) - Memo – Grace Period for Documentation of ISPs (March 2021)
REGULATIONS & GUIDANCE
Pending Exempt Action
The State Board of Behavioral Health and Developmental Services approved this Exempt Action to amend 12VAC35-105 to incorporate federal mobile Medication Assisted Treatment (MAT) requirements into Virginia regulations.
For more information about exempt regulatory actions, please visit the Virginia Regulatory Town Hall website.
Public Comment Requested
NEW Opportunity for Public Comment on Proposed DRAFT Amendments for Medication for Opioid Use Disorder
The U.S. Department of Health and Human Services (HHS), through the Substance Abuse and Mental Health Services Administration (SAMHSA), revised the regulations that guide opioid treatment programs (OTPs) regulations and released the final rule in February 2024 and went into effect on April 2, 2024. The draft amendments are intended to update Virginia’s regulations with changes regarding medications for opioid use disorder (MOUD).
This is a notice of a comment forum from Tuesday, September 24, 2024, through Thursday, October 24, 2024. The forum contains a DRAFT regulatory action with draft amendments regarding MOUD services:
Rules and Regulations for Licensing Providers by the Department of Behavioral Health and Developmental Services (12VAC35-105) (the “Licensing Regulations”):
Regulations
- Rules and Regulations For Licensing Providers by the Department of Behavioral Health and Developmental Services [12 VAC 35 ‑ 105]
- Regulations for Children’s Residential Facilities 12VAC35-46
Guidance
- LIC 16: Guidance for A Quality Improvement Program (November 2020)
- LIC 17: Guidance for Serious Incident Reporting (November 2020)
- LIC 18: Individuals with Developmental Disabilities with High Risk Health Conditions (June 2020 )
- LIC 19: Corrective Action Plans (CAPs) (August 2020)
- LIC 20: Guidance on Incident Reporting Requirements (August 2020)
- LIC 21: Guidance for Risk Management (August 2020)
Policy and Form Templates Coming Soon!
These are not required templates; however, utilization of these templates will assist providers in achieving compliance with the regulatory requirements.
TRAINING AND TECHNICAL ASSISTANCE
CRISIS SERVICES
- Crisis Services Regulatory Training Q&A Submission Form for Licensed Providers
- Crisis Services Regulatory Training Recorded Webinar (July 2024)
- Crisis Services Regulatory Training PowerPoint (July 2024)
- At A Glance Crisis Chart (July 2024)
- DBHDS Policy & Procedure Attestation Form for CRC and CSU Services (July 2024) – MUST BE DOWNLOADED
- DBHDS Seclusion Attestation Form for CRC and CSU Services (July 2024) – MUST BE DOWNLOADED
- Compliance Requirements for Serving Individuals Under Temporary Detention Orders (TDO) Memo (July 2024)
- Crisis Education and Prevention Plan Final on Platform (February 9, 2023)
- Crisis Services Regulatory Training Q&A (July 2024)
BEHAVIORAL HEALTH ENHANCEMENT AND ASAM
- OL Approval of Behavioral Health Link Assessment (BHL) Tool for Crisis Services (November 2021)
- Aligning the Licensing Regulations with ASAM Criteria Training (April 2021)
- Memo Behavioral Health Enhancement and American Society of Addiction Medicine (March 2021)
- ICT/ACT Licensing Requirements Crosswalk (March 2021)
QUALITY IMPROVEMENT-RISK MANAGEMENT RESOURCES FOR LICENSED PROVIDERS
Recorded Trainings
• Risk Management & Quality Improvement Strategies Training by the Center for Developmental Disabilities Evaluation & Research – Recorded Webinar (December 2020)
• QI-RM-RCA Webinar Recording December 2021 (February 2022)
Root Cause Analysis – 12VAC35-105-160.E.1 and 160.E.2
• Sample(s)
- Serious Incident Review and RCA Template Example 5 Whys Stories Victor (July 2023)
- Serious Incident Review and RCA Template Example 5 Whys Stories Billy (June 2023)
- Serious Incident Review and RCA Template Example 5 Whys Stories Jasmine (June 2023)
- Serious Incident Review and RCA Template Example 5 Whys Stories Sam (June 2023)
- Sample Root Cause Analysis Policy (February 2022)
- Serious Incident Review and Root Cause Analysis Template (November 2023)
• Training(s)
- Flow-Chart Incident Reviews (April 2023)
- QI-RM-RCA Webinar (December 2021)
- Regulatory Compliance with Root Cause Analysis Regulations Training (December 2021)
- Risk Management & Quality Improvement Strategies Training by the Center for Developmental Disabilities Evaluation and Research – Handout (December 2020)
- Root Cause Analysis Training (October 2020)
• FAQs
Risk Management – 12VAC35-105-520
• Attestation
- Updated Crosswalk of DBHDS Approved Attestation Trainings (September 2024)
- Updated Risk Management Attestation Form (September 2024)
- Clarification Related to the DBHDS Risk Management Requirements Specific to “Conducting Investigations and Required OHR Investigator Training (October 2024)
• Sample(s)
- Systemic Risk Assessment Sample 1 Non Residential Provider (August 2023)
- Systemic Risk Assessment Sample 2 Provider of a 4-Bed Group Home (August 2023)
- Systemic Risk Assessment Sample 3 Intensive In Home Service Provider (August 2023)
- Systemic Risk Assessment Sample 4 Medication Assistance Service (August 2023)
- Sample Provider Risk Management Plan (June 2021)
•Tools and Templates
- Individual Risk Tracking Tool (January 2024)
- Monthly Risk Tracking Tool (April 2023)
- Instructional Video-Risk Tracking Tool (April 2023)
- Serious Incident Review and Root Cause Analysis Template (November 2023)
- Systemic Risk Assessment Template (April 2023)
• Training(s)
- Day 1: Minimizing Risk Session 1 Webinar (April 2023)
- Minimizing Risk Session 1 PowerPoint (April 2023)
- Day 2: Minimizing Risk Session 2 Webinar (April 2023)
- Minimizing Risk Session 2 PowerPoint (April 2023)
- Day 3: Minimizing Risk Session 3 Webinar (April 2023)
- Minimizing Risk Session 3 PowerPoint (April 2023)
- Flow-Chart Incident Reviews (April 2023)
- QI-RM-RCA Webinar (December 2021)
- Regulatory Compliance with Risk Management Regulations Training (December 2021)
- Risk Management Tips and Tools Training (June 2021)
- Risk Management & Quality Improvement Strategies Training by the Center for Developmental Disabilities Evaluation & Research – Recorded Webinar (December 2020)
- Risk Management Training (November 2020)
• Care Concerns
- 2023 Care Concern Threshold Criteria Memo (February 2023)
- IMU Care Concern PowerPoint Training (February 2023)
- Risk Triggers and Threshold Handout (February 2023)
• FAQ
Monitoring and Evaluating Service Quality – Quality Improvement – 12VAC35-105-620
• Memo(s)
- Tracking of Level I Serious Incidents vs Baseline Behaviors Memo (February 2023)
• Sample(s)
- Tools for Developing a Quality Improvement Program (February 2022)
- Sample Provider Quality Improvement Plan (March 2024)
• Training(s)
- QI-RM-RCA Webinar (December 2021)
- Regulatory Compliance with Quality Improvement Regulations Training (December 2021)
- Quality Improvement Tips and Tools Training (June 2021)
- Risk Management & Quality Improvement Strategies Training by the Center for Developmental Disabilities Evaluation & Research – Recorded Webinar (December 2020)
- Quality Improvement Training (November 2020)
• FAQs
Additional Trainings
- 2024 DD Inspections Kickoff Training (January 2024)
- 2024 DD Inspections Kickoff Training Webinar (January 2024)
- Q & A 2024 DD Inspections Kickoff Training (April 2024)
- Licensed Provider Coaching Seminar I (June 2023)
- Licensed Provider Coaching Seminar I Webinar (June 2023)
- Licensed Provider Coaching Seminar II (June 2023)
- Licensed Provider Coaching Seminar II Webinar (June 2023)
- Licensed Provider Coaching Seminar III (July 2023)
Other Resources
A collection of guides, toolkits and training resources to help build quality improvement (QI) knowledge and skills has been posted to the DBHDS Office of Clinical Quality Management webpage: Office of Clinical Quality Management
SERIOUS INCIDENT REPORTING AND CHRIS TRAINING
- Risk Mitigation Tool for Serious Incident Reports (October 2024)
- Serious Incident Reporting-Covid-19 (December 2022)
- Individual and Systematic Risk – How to Report and Respond to Incidents (April 2022)
- Memo – Revoking A User Access (February 2020)
- CHRIS System Training (May 2021)
- Creating A New Serious Incident Case (August 2019)
- Creating A New Death Case (August 2019)
- Updating A Serious Incident (August 2019)
- Updating A Death Record (August 2019)
- DELTA Overview
MORTALITY REVIEW COMMITTEE
- Medical Emergency Toolkit
- 911 Scenarios & FAQ (October 2024)
- Emergency Preparedness PowerPoint SIU/OIH (October 2024)
- Sample Emergency Medical Drill Form (October 2024)
- Mortality Review Committee Submission Checklist (July 2022)
- Mortality Review Document Submission Process (January 2023)
- Mortality Review Committee Document Submission Memorandum (July 2019)
- Contacting 911 Emergency Services (December 2019)
ARCHIVED DOCUMENTS
OFFICE OF LICENSING CONTACT INFORMATION
P.O. Box 1797
Richmond, VA 23218
Office (804) 786-1747
Fax (804) 692-0066
Office of Licensing Staff Contact Information
Incident Management Unit Regional Contacts
Specialized Investigation Unit Regional Contacts
FOIA
The Virginia Freedom of Information Act (FOIA), located § 2.2-3700 et. seq. of the Code of Virginia, guarantees citizens of the Commonwealth and representatives of the media access to public records held by public bodies, public officials, and public employees.
- A list of all DBHDS licensed providers can be found here.
- Corrective Action Plans for DBHDS licensed providers can be found here.
- A FOIA request is required for information regarding closed providers.
- To request additional records from the DBHDS Office of Licensing,
please submit a request directly through the NextRequest Portal.
Complaints
The Department of Behavioral Health and Developmental Services (DBHDS) values the citizens of Virginia and the feedback from the community at large and service providers. As such, DBHDS is dedicated to providing the best service possible to all stake holders. Information provided by citizens and employees helps with fulfilling DBHDS’ mission. If you choose to make a complaint, we will use a formal process to ensure that your complaint is addressed in a timely manner.
Please note, that the Office of Licensing will only investigate complaints that allege a violation of the Rules and Regulations for Licensed Providers by DBHDS or the Standards for the Regulation of Children’s Residential Facilities. While we will not investigate, the Office of Licensing may refer your allegation to the appropriate enforcement agency if the complaint does not allege a violation of the Licensing Regulations, but we believe that you have alleged a violation within their jurisdiction.
To file a complaint related to a licensed provider with the Office of Licensing, submit through the CONNECT portal.
To report allegations of abuse, neglect and exploitation or other potential human rights violations involving a licensed provider,
please contact the Office of Human Rights directly. Please click here.
Department of Social Services (DSS)
- Adult Protective Services (APS) – reports of abuse, neglect, and exploitation of adults 60 years of age or older and incapacitated adults aged 18 or older.
- Child Protective Services (CPS)- reports of abuse and neglect; conducting investigations to determine the validity of the CPS reports; and providing services that enhance child safety and prevent further abuse and neglect to families and children.
- Assisted Living Facilities (ALF)- reports related to a non-medical residential setting that provides or coordinates personal and health care services, 24-hour supervision, and assistance for the care of four or more adults who are aged, infirm or disabled.
- Online Complaint Form – Virginia Department of Social Services
- Find Your Local Department – Virginia Department of Social Services
- Search for an Assisted Living Facility – Virginia Department of Social Services
The Department of Health Professions (DHP)
- Complaints related to Virginia licensed professional healthcare practitioners
- Virginia Department of Health Professions – Enforcement Division
Virginia Department of Health (VDH)
- Complaints related to a hospital, nursing facility, hospice or homecare agency
- Consumer Complaints
- Nursing Facility Complaint Form
- Other Licensed Entity Complaint Form
- MCHIP Enrollee Complaint Form
- OLC-Complaints@vdh.virginia.gov
The Department of Medical Assistance Services (DMAS)
- Complaints related to Fraud & Abuse are reported to the Referral Hotline which ensures that all suspected cases of Medicaid fraud and abuse are appropriately investigated
- DMAS Fraud & Abuse Website
- OSIG Fraud, Waste and Abuse Complaint Form
Virginia Department of Education (VDOE)
- Complaints related to a special education
- Resolving Disputes | Virginia Department of Education
The Virginia Department for Aging and Rehabilitative Services (DARS)
- Complaints regarding Public Guardianship and Vocational Rehabilitation Services
- dars@dars.virginia.gov