Virginia DD Waiver (Community Living, Building Independence, FIS) Documentation Software
CareHub for Virginia DD Waiver providers, built for DBHDS compliance.
Serving providers in Virginia • See Virginia state page
About the Virginia DD Waiver
Virginia operates three integrated DD waivers, Community Living (CL), Building Independence (BI), and Family and Individual Supports (FIS), administered by the Department of Behavioral Health and Developmental Services (DBHDS). Together these waivers serve adults and children with intellectual and developmental disabilities across community-based residential, day support, in-home, and family-supported settings. Documentation expectations under the Virginia DD waivers are among the most rigorous in the country: every individual must have a person-centered ISP with measurable outcomes, quarterly reviews, an annual acknowledgement, and ongoing daily-note evidence of service delivery against ISP goals. Medication administration records (MARs) must be maintained per service type; CHRIS incident reports must be filed within 24 hours; and DBHDS licensing reviews routinely audit the full chain of custody from ISP outcome → daily note → MAR → incident report → corrective action. Providers who can produce that chain on demand pass licensing reviews; providers who can't, don't. CareHub was built specifically to make that chain effortless.
Who qualifies
Virginians with a documented developmental or intellectual disability that substantially limits daily-living activities. Eligibility is determined through DBHDS waiver-slot allocation and Support Coordinator review.
Services covered under Virginia DD Waiver
CareHub supports documentation for every service type in the waiver.
Residential Supports
Group home, sponsored residential, supported living arrangements with 24/7 or scheduled DSP support.
Day Support
Community-based skill-building, vocational, and engagement programming during the day.
In-Home Support
Personal-care and habilitation services delivered in the individual's family home.
Sponsored Residential
Family-style living arrangements where individuals live with sponsor families who provide ongoing supports.
Community Engagement
Community-integration support, employment supports, and skill-building outside the residence.
Behavior Consultation & Intervention
Functional Behavior Assessment, Behavior Support Plan, and ongoing behavior data collection.
Key documentation requirements
What DBHDS expects providers to document.
Person-Centered ISP with Measurable Outcomes
Every individual must have an ISP reflecting person-centered planning principles, with measurable outcomes, support strategies, and risk mitigation plans. Quarterly reviews and annual acknowledgements are mandatory.
Daily Notes Aligned to ISP Outcomes
Every shift requires documentation tied back to ISP outcomes, what was done, what progress was observed, what supports were provided.
MAR per Service Type
Medication administration records must be maintained per service type (residential vs. day, etc.) with full audit trail for every pass, including PRN rationale and controlled substance counts.
CHRIS Incident Reporting
All serious incidents must be reported through the CHRIS system within 24 hours, with investigation documentation, corrective actions, and trend reporting.
Staff Credentialing
Every DSP must hold required credentials including medication administration certification, CPR/First Aid, and DBHDS qualification standards for their assigned roles. Tracking certification expirations is a licensing-review focus.
How CareHub helps Virginia DD Waiver providers
Purpose-built features for DBHDS compliance.
ISP authoring with auto-fill of routines, supports, and risks; quarterly review queue prevents missed deadlines
Daily-note Smart Draft pulls each individual's ISP outcomes and supports into the first draft of every note
MAR per service type with PRN tracking, controlled substance counts, missed-dose alerts, and full audit trail
CHRIS-aligned incident reporting with 24-hour deadline tracking and supervisor alerts
Staff credential dashboard tracking certification expirations and renewal reminders
Compliance dashboard showing real-time documentation gaps before DBHDS sees them
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Frequently Asked Questions
Common questions from Virginia DD Waiver providers.
Does CareHub support all three Virginia DD waivers (CL, BI, FIS)?
Yes. CareHub supports documentation requirements across all Virginia DD waivers, Community Living, Building Independence, and Family and Individual Supports. Service authorization tracking and documentation templates adjust to the specific waiver program for each individual.
How does CareHub handle CHRIS incident reporting?
CareHub classifies incidents by severity, tracks the 24-hour CHRIS submission deadline, and alerts supervisors when reports are approaching the deadline. The system maintains a complete documentation trail including investigation, corrective actions, and trend analysis.
Can CareHub generate the documentation DBHDS asks for during licensing reviews?
Yes. CareHub's audit-prep workspace produces DBHDS-aligned PDF reports for every required record category, ISPs, daily notes, MARs, incident reports, staff credentials, and corrective actions. Most providers can run a full licensing-review-ready export in under five minutes.
Is CareHub built specifically for Virginia, or is it a national product adapted to Virginia?
CareHub was built in Virginia for Virginia providers. Our team understands DBHDS regulations, the CHRIS system, and the day-to-day reality of running a DBHDS-licensed provider. We then expanded to other states, but Virginia remains a first-class focus.
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