For many Virginia families, the Developmental Disability (DD) Waivers open the door to supports at home and in the community, including residential options like supervised living. The first steps can feel confusing, though: Who do you call? What happens at the screening? How does the waitlist work? This guide explains how to apply for the DD waiver in Virginia, from the first call to your local Community Services Board through staying active on the waitlist, for families, support coordinators and case managers.
This is general information drawn from official Virginia resources. Eligibility and service decisions are made by the Community Services Board, DBHDS and DMAS, so always confirm the details for your situation with your local CSB.
The DD Waivers at a Glance
According to the Virginia Department of Behavioral Health and Developmental Services (DBHDS) guide Developmental Disabilities (DD) First Steps, Virginia has three DD waivers: the Building Independence (BI) Waiver, the Family and Individual Supports (FIS) Waiver and the Community Living (CL) Waiver. The CL Waiver is for children and adults who need ongoing supports at all times, including residential supports. Your CSB helps you understand which waiver fits. For a closer look at CL and FIS, read our guide to Virginia DD waivers for supervised living.
Step 1: Contact Your Local CSB and Ask for a DD Waiver Screening
The Community Services Board (CSB) or Behavioral Health Authority (BHA) is the local starting point. DBHDS advises families to contact their CSB and ask for a DD waiver screening, and notes that you do not need to know whether you qualify before calling. You can find your local office in the VACSB CSB/BHA directory.
If you need help getting started, the DBHDS First Steps guide lists the My Life, My Community helpline at 844-603-9248, Monday to Friday, 9 a.m. to 4 p.m., where operators can help you find services and understand the waitlist.
Step 2: Gather Your Documents
When you call, the CSB will tell you which documents to bring. DBHDS mentions items such as medical records and school evaluations, and if there is not yet a formal DD diagnosis, the CSB can guide you on what records or evaluations might be needed. Helpful items to collect early include:
- Any written diagnosis and the evaluations behind it.
- Medical records and a list of current doctors and medications.
- School records, such as evaluations or IEP documents, for younger adults and children.
- Notes on daily support needs: personal care, safety, communication, behavior and health.
- Contact information for the person’s guardian or authorized representative, if there is one.
The CSB will also explain the financial eligibility steps for Medicaid, since DD waivers are Medicaid programs.
Step 3: The VIDES Screening
During the screening, a trained staff member completes the Virginia Intellectual and Developmental Disability Eligibility Survey, called the VIDES. DBHDS explains that this assessment helps show what kinds of supports a person needs and whether they qualify for a waiver. The person being screened, family members and anyone who knows the person well can share examples from everyday life so the picture is accurate.
Step 4: The Waitlist and Priority Levels
Virginia funds a limited number of DD waiver slots. If a person qualifies but a waiver is not available right away, they are placed on the DD Waivers Waiting List. DBHDS stresses that the waitlist is needs-based, not first-come, first-served.
Each person is assigned a priority level. Under the Virginia regulation 12VAC30-122-90:
- Priority One includes people who require a waiver service within one year and meet at least one urgent criterion, such as an immediate risk to health or safety.
- Priority Two includes people who will need a waiver service in one to five years.
- Priority Three includes people who will need a waiver slot in five years or longer as long as current supports remain.
Priority levels can be reviewed when needs change, so it is important to tell the CSB or support coordinator about changes such as a caregiver’s declining health, a loss of housing or new safety concerns.
Step 5: Stay Active on the Waitlist
Being on the waitlist is not a one-time step. DBHDS explains that to stay on the waitlist, you must complete the Annual Choice form each year. The forms are available on the My Life, My Community DD Waivers Information page under “Accessing the Waiver Waitlist Forms,” along with an optional Needed Services form. Update your CSB whenever needs or contact information change.
Help may also be available while you wait. DBHDS notes that support coordination may be available to some people on the waitlist, and that CSBs can help families find other community supports in the meantime.
Tips for Families, Support Coordinators and Case Managers
- Keep a single folder, paper or digital, with diagnosis records, the VIDES date, priority level and Annual Choice form confirmations.
- Put the Annual Choice form on the calendar so it is never missed.
- Write down specific examples of support needs before the screening and any priority review.
- Report changes in caregiving, health, behavior or housing promptly.
- Start thinking about the person’s goals and preferred living situation now, so planning moves faster when a slot is assigned.
When a Waiver Slot Is Assigned
Once a waiver is in place, the person, their family and their support coordinator build an individual support plan and choose providers. Our guide on preparing for a person-centered planning meeting explains how to make sure the person’s voice leads. If supervised living is part of the plan, our article on how to make a referral for DD Residential Supervised Living walks through what providers need.
Xylis Healthcare Services LLC provides DD Residential Supervised Living for adults with developmental disabilities in Virginia and accepts the Community Living (CL) and Family and Individual Supports (FIS) Waivers. Our sister company MastermindGOC also shares resources for families and providers, including its post on healthcare staffing.
Frequently Asked Questions
How do I apply for the DD waiver in Virginia?
Contact your local Community Services Board or Behavioral Health Authority and ask for a DD waiver screening. The CSB completes the VIDES screening and, if the person qualifies, places them on the waitlist with a priority level.
Do I need to know if my family member qualifies before calling?
No. DBHDS says you do not need to know whether you qualify before calling the CSB.
Is the DD waiver waitlist first-come, first-served?
No. The waitlist is needs-based. Each person is assigned Priority One, Two or Three based on how urgently services are needed.
Does Xylis Healthcare complete DD waiver screenings?
No. Screenings and waitlist placement are handled by the local CSB. Xylis provides DD Residential Supervised Living once waiver services are in place, and families and support coordinators can reach us through our referrals page.
Talk With Xylis Healthcare
Planning ahead for supervised living in Virginia? We are glad to answer questions from families, support coordinators and case managers. Call (240) 639-2059, email xylishealthcare@outlook.com or visit our contact page. Our office is at 2121 Eisenhower Ave, Alexandria, VA 22314.