Virginia Adult Day Health Forms: Oct. 1, 2026 DMAS Deadline

Virginia Adult Day Health Care providers received an important Medicaid update this month. On September 2, 2026, the Virginia Department of Medical Assistance Services (DMAS) issued a CCC Plus Waiver provider-manual and forms update to multiple provider types, specifically including Adult Day Health Care.

The update introduces revised versions of the DMAS-97A/B Plan of Care and DMAS-99 Community-Based Care Member Assessment. DMAS says providers must adopt the new versions no later than October 1, 2026, and using older versions after that date can result in denial of service authorization requests. Providers should review the official Virginia DMAS memo before changing their workflows.

For Virginia adult day health providers, the safest response is not simply to replace every form in the building. The better approach is to identify where these updated CCC Plus forms apply in the actual authorization workflow, remove obsolete versions from those workflows, and confirm that ADHC-specific records remain current as well.

What Changed for Virginia Adult Day Health Providers?

The September 2 CCC Plus Waiver forms update was sent to providers across multiple CCC Plus service categories, including Adult Day Health Care, personal care, respite, private duty nursing, assistive technology, environmental modifications, PERS, services facilitation, and transition services.

The update covers more than forms. DMAS also revised Chapters II and IV of the CCC Plus Waiver Provider Manual and added a new Extraordinary Care Guide as Appendix E. For centers reviewing Virginia Medicaid adult day health forms, the most time-sensitive part of the announcement is the October deadline attached to DMAS-97A/B and DMAS-99.

What Changed in the DMAS-97A/B Plan of Care?

DMAS updated the DMAS-97A/B Plan of Care in several areas. The new version adds service-type boxes, expands the backup-plan section, and adds questions and instructions related to legally responsible individual (LRI) Plans of Care.

• Boxes identifying whether the Plan of Care is for personal care or assistance, respite, or LRI personal care or assistance
• Additional room and detail for the required backup plan
• Additional questions and instructions related to LRI Plans of Care

These changes are important, but Adult Day Health providers should notice the service types DMAS specifically describes. The announced DMAS-97A/B changes are largely framed around personal care, respite, and LRI workflows. That distinction matters before an ADHC center replaces an existing service-specific plan-of-care form.

What Changed in the DMAS-99 Community-Based Care Member Assessment?

The DMAS-99 Community-Based Care Member Assessment also received substantive changes rather than a simple formatting update.

• Removal of the Start of Care Date field
• New questions about the member's care and support system
• New information related to primary-care visits
• Questions about whether the member has an LRI serving as an aide or attendant
• Questions addressing the frequency of routine visits
• Additional critical-incident-reporting questions

If a provider's CCC Plus workflow uses DMAS-99, staff should work from the current version rather than carrying forward an older saved PDF, printed copy, or previously downloaded template.

Important: Not Every ADHC Plan of Care Is DMAS-97A/B

This is an important distinction for Adult Day Health providers. Virginia's current Service Authorization Forms page separately lists DMAS-301 and DMAS-600T as Adult Day Health Care Interdisciplinary Plan of Care forms.

At the same time, the September 2 memo describes the revised DMAS-97A/B around personal care or assistance, respite, and LRI personal care or assistance. An ADHC provider should therefore not assume that DMAS-97A/B replaces every Adult Day Health Interdisciplinary Plan of Care form.

• Review the official DMAS memo
• Identify which CCC Plus forms are actually used in each authorization workflow
• Confirm the current ADHC-specific forms for the services you provide
• Replace obsolete versions only where the revised form applies
• Confirm questions with DMAS, the applicable MCO, or service-authorization contractor when the required form is unclear

For broader care-planning concepts that are not specific to this Virginia update, see the adult day care care plan template guide.

What Is the October 1, 2026 DMAS Forms Deadline?

The October 1 2026 DMAS forms deadline is the most urgent part of the update. DMAS states that providers must adopt the new versions of DMAS-97A/B and DMAS-99 no later than October 1, 2026. DMAS further states that use of older versions after that date will result in denial of service authorization requests.

That creates an immediate operational issue for any organization whose workflow still contains older copies. The risk is not limited to a form sitting in a filing cabinet.

• Staff desktops
• Shared drives
• Email attachments
• Printed packets
• Saved templates
• Intake folders
• Authorization checklists
• Previously downloaded PDF libraries

A center can update its master template and still have staff unknowingly working from an outdated copy somewhere else.

What Should Virginia Adult Day Health Providers Do Before October 1?

The practical goal is to remove uncertainty before the deadline. Providers should focus on identifying the correct form, removing obsolete working copies, and checking pending authorization workflows.

• 1. Download current forms directly from Virginia Medicaid rather than relying on a previously saved copy.
• 2. Inventory every place staff store blank or working forms, including shared folders, desktops, printed binders, email templates, and authorization packets.
• 3. Identify where DMAS-97A/B or DMAS-99 actually applies before replacing an ADHC-specific form.
• 4. Archive or clearly label historical copies and remove outdated blank versions from active workflows.
• 5. Review service authorization requests expected to be submitted on or after October 1.
• 6. Train the staff members who complete, review, or submit affected forms.
• 7. Verify provider enrollment, contact, license, and service-location information in PRSS.

The adult day care authorization tracking guide explains the broader operational challenge of keeping authorization dates, units, limits, renewals, and related participant information current.

DMAS also reminded providers to keep enrollment, contact, license, and service-location information current in the Provider Services Solution (PRSS). Inaccurate provider information can contribute to payment or administrative problems, so the forms update is also a useful reason to review those records.

Why Version Control Matters More Than Downloading a New PDF

The real compliance problem is often not access to the new form. It is version control. A center may download the new form today while another employee still has an older copy stored locally and uses it during a later authorization workflow.

That creates two active versions of the same document. A stronger form-update process should clearly answer four questions.

• Current version — Which version should staff use now?
• Applicability — Which participants and service workflows require it?
• Ownership — Who is responsible for maintaining the working template?
• History — How are completed historical records preserved without leaving an obsolete blank template in active use?

That same discipline applies beyond this Virginia update. The adult day care documentation requirements guide covers the broader recordkeeping framework.

How Should Assessments and Plans Stay Connected?

A new form version solves only one part of the problem. The underlying participant record still needs to make sense. If an assessment changes, staff should be able to identify the current assessment while preserving relevant historical records. If a Plan of Care changes, the center should be able to tell which version applied during a given period.

The adult day care assessment checklist covers the broader assessment workflow itself. The Virginia DMAS update, by contrast, is specifically about the CCC Plus manual and form revisions announced in September 2026.

How Adult Day Genie Can Support a Cleaner Record Workflow

Adult Day Genie is designed to keep participant information, care plans, forms, attendance, documentation, authorizations, and related operational records connected around the participant rather than scattered across unrelated files.

That does not mean software automatically determines which Virginia Medicaid form a center must submit or guarantees that an authorization will be approved. The value is operational: a center can keep current participant records and documentation organized, reduce duplicate data entry, and make it easier for authorized staff to find the information they need when a form, authorization, or review is due.

See Adult Day Genie Daily Operations for the connected participant-record workflow.

What Virginia Adult Day Health Providers Should Do Now

The September 2 update leaves less than a month between the announcement and the October 1 adoption deadline. Virginia Adult Day Health providers should review the official memo now, identify which revised CCC Plus forms apply to their workflows, remove obsolete working copies, verify pending authorization packets, and make sure the people completing those forms know which versions to use.

Most importantly, do not treat downloading the new form as the end of the project. The safer workflow is: Verify applicability → replace active template → train staff → review pending authorizations → preserve historical records.

If your team is also trying to reduce fragmented participant records, forms, authorizations, and documentation, see how Adult Day Genie organizes the daily record in a 15-minute demo.

Frequently Asked Questions