The DD Waiver Quarterly Review Checklist (So Nothing Slips Past the Window)

The quarterly review is where twelve weeks of daily notes either add up to evidence of progress or expose that nobody was tracking the goals. It's also where the calendar quietly works against you: the summary is due to the Support Coordinator within a set window after the quarter closes — commonly ten calendar days — and a review built in the last two days is a review that reads like it was built in the last two days.

Here's the checklist that turns a scramble into a routine.

What a quarterly review has to show

For each ISP outcome, a defensible quarterly answers three questions:

1. What was the goal this quarter? State the outcome as written in the current plan.
2. What actually happened? Summarize progress with real data pulled from daily documentation, not a vibe. "Practiced ordering independently 3x/week; independent on 7 of 12 attempts" beats "made good progress."
3. What changes? Continue, modify, or close the outcome — and say why, tied to the data.

Then the review has to cover supports and risks: did the essential supports and identified risks stay accurate, or did the individual's needs change? And it has to reflect the individual's own satisfaction with the service.

The checklist

• Every active ISP outcome addressed, with quarter-specific data
• Progress stated in measurable terms, traceable back to daily notes
• Supports and risks reviewed and updated where needs changed
• Individual (and guardian, where applicable) satisfaction captured
• Any incidents or significant events from the quarter referenced
• Recommendations to continue, modify, or discharge the service
• Forwarded to the Support Coordinator within the required window

Where the reviews fall apart

The two failure modes are always the same. First, no data — the review asserts progress the daily notes can't support, and a surveyor who cross-references the two finds the gap. Second, the deadline — a quarterly that's technically complete but filed late is still late. Both are avoidable if the data is accumulating all quarter instead of being reconstructed at the end.

Where CareHub fits

CareHub links daily-note progress to each ISP outcome as staff document, so by the time the quarter closes, the data is already there — the quarterly is assembled from real entries, not reconstructed from memory. A review queue surfaces which individuals are due before the window opens, so the deadline is something you see coming, not something you discover.

If your quarterlies are currently built the week they're due, the highest-leverage change you can make this quarter is to start capturing goal progress in the daily note. The second is to let the system assemble it for you — try CareHub free for 14 days.