Form 8578, Intellectual Disability or Related Conditions - ID/RC Assessment

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Effective Date

3/2026

Instructions

Updated: 3/2026

Note: When used in this form, the term person refers to someone enrolled in the Community Living Assistance and Support Services (CLASS), Deaf Blind with Multiple Disabilities (DBMD), Home and Community-based Services (HCS), Texas Home Living (TxHmL) or Intermediate Care Facilities for Individuals with an Intellectual Disability or Related Conditions (ICF/IID) programs as defined in the applicable program rules.

Purpose

Applicable Texas Health and Human Services Commission (HHSC) programs use Form 8578 to document certain information. These include:

  •  CLASS
  • DBMD
  • HCS
  • ICF/IID
  • TxHmL

The needed information is:

HCS, TxHmL and ICF/IID

  • Request a level of care (LOC) and level of need (LON) assignment, Purpose Code 2
  • Comply with continued-stay review, Purpose Code 3
  • Request assignment of a LON when necessary, Purpose Code 4
  • Request a LOC and LON for a lapsed ID/RC assessment, Purpose Code E for ICF/IID only
  • Demonstrate compliance with federal utilization review requirements

CLASS and DBMD

  • Request a LOC assignment, Purpose Code 2
  • Comply with continued-stay review, Purpose Code 3
  • Demonstrate compliance with federal utilization review requirements

Note: When a Related Condition is a primary diagnosis:

Procedure

When to Prepare

Complete Form 8578 with information provided by the applicant or an interested party on behalf of the applicant when a LOC and LON assignment is requested. Once a person is enrolled in a program, this form is completed for every LOC or LON action.

Transmittal

  • For HCS, TxHmL and ICF/IID, the local intellectual and developmental disability authority (LIDDA) or provider enters Form 8578 information into the Texas Medicaid & Healthcare Partnership (TMHP) Long-term Care Provider Portal.
  • For CLASS, the direct service agency submits:
    • the original Form 8578;
    • Form 8662; and
    • the instrument used to determine adaptive behavior level (ABL) to Intellectual and Developmental Disability Program Eligibility and Support (IDD PES) for review.
  • For DBMD, the provider submits:
    • the original Form 8578;
    • Form 8662; and
    • the instrument used to determine ABL to IDD PES for review.
Submission OptionsCLASS, DBMD
PC 2, Initial
PC 3, Renewal
HCS, TxHmL, ICF/IID
PC 2, Initial
PC 3, Without LON Change
HCS, TxHmL, ICF/IID
PC 3, With LON Change
PC 4, LON Request Change
MailIDD Program Eligibility and Support (IDD PES)
CLASS
Mail Code: W254
P.O. Box 149030
Austin, TX 78714-9030
IDD Program Eligibility and Support (IDD PES)
CLASS
Mail Code: W254
P.O. Box 149030
Austin, TX 78714-9030
IDD Waivers, Community Services, Utilization Review

Mail Code: W521
P.O. Box 149030
Austin, TX 78714-9030
Fax512-438-5135512-438-4249512-438-4249
IDD Portalhhs.texas.gov/doing-business-hhs/provider-portals/resources/idd-ops-portal

LON Increase Packet Transmittal

For HCS, TxHmL and ICF/IID, the LIDDA or provider submits a packet when requesting a LON increase to IDD Waivers, Community Services, Utilization Review for review. Refer to the LON Resources for instructions.

Form Retention

Retain copies of all forms per Texas Administrative Code Title 26 Part 1, Chapter 52, Subchapter C, Record Retention and Disposition, Section 52.113. The ICF/IID provider or LIDDA must keep the records of people younger than 18 for three years past their 18th birthday even if the retention period exceeds six years.

Physician's Signature  – Complete for ICF/IID Only

For a person who requests admission into an ICF/IID, Items 19 and 48-55 must be completed. A physician also must sign the paper copy at Item 52 attesting to the information documented in Items 19 and 48-51. The physician's name must be printed in full in Item 53.

For a following Form 8578, if the physician has delegated completion of Items 19 and 48-55 to an advance practice nurse (APN) or a physician assistant (PA), the APN or PA must sign the paper copy at Item 52 attesting to the information documented in Items 19 and 48-51. The APN's or PA's full name must be printed in Item 53. The physician's license number must be noted in Item 55 and the APN's or PA's license number noted in Item 72.

Source of Forms and Information About ID/RC Assessment

Form Items

The following table describes the fields as they are displayed on the form.

Item NameContents
1. Facility or Provider NameThe name of the facility if the person lives in an ICF/IID. The name of the provider agency if the person is receiving waiver services.
2. Contract No.Contract number under which services are provided to this person.
3. Mailing AddressProvider's mailing address
4. Person’s Last, First, Middle NameApplicant's last name, first name and middle name or initial.
5. Person's AddressPerson's current mailing address, including street or P.O. Box, city, state and ZIP Code.
6. Component CodeCode to indicate the agency component the person is or will be receiving services. Applicable for HCS, ICF/IID and TxHmL.
7. Case No.Applicant's local case number assigned by the agency component. Applicable for HCS, ICF/IID and TxHmL.
8. Medicaid No.Applicant's Medicaid number if known.
73. CARE IDApplicant's Client Assignment and Registration (CARE) system identification number (ID) if known. Applicable for HCS, ICF/IID and TxHmL.
9. HIC or Medicare No.Applicant's health insurance claim (HIC) number and letters or Medicare number if known.
10. Date of BirthApplicant's date of birth in MM-DD-YY format.
11. Social Security No.Applicant's nine-digit Social Security number.
12. Date CompletedDate the registered nurse (RN), licensed vocational nurse (LVN), Qualified Intellectual Disability Professional (QIDP), Case Manager, LIDDA Service Coordinator, HCS Provider Representative completes the form, as applicable to the program.
13. Purpose CodeCode to indicate the purpose of this assessment.
2 = No Current Assessment, enrollment or admission
3 = Continued Stay Assessment, annual renewal
4 = Change LON on Existing Assessment for HCS, TxHmL and ICF/IID, LON increase requires supporting documentation
E = Request LOC and LON for a lapse in ID/RC Assessments for ICF/IID only.
14. Date of Physical ExaminationDate of the most recent physical evaluation in MM-DD-YY format.
15. Legal StatusCode to indicate the person's legal status.
0 = Minor – younger than 18 years with parent or guardian
1 = Minor, ward of the state
2 = Minor with conservator
3 = Adult with guardian of estate and person
4 = Adult with guardian of estate
5 = Adult with guardian of person
6 = Adult with limited guardianship
7 = Adult with temporary guardian
8 = Adult with no guardian
16. Previous ResidenceCode to indicate the person's previous residence, location and program before the current enrollment.
1 = Home, not enrolled in any program
2 = Hospital
3 = Another ICF/IID community-based facility
4 = HCS, TxHmL, CLASS or other waiver services
5 = State hospital or state supported living center
6 = Nursing facility
7 = Other
8 = Cannot determine
17. Recommended LOCCode to indicate the LOC recommended by the submitter.
0 = Denial of LOC
1 = LOC I
8 = LOC VIII
18. Recommended LONCode to indicate the LON recommended by the submitter.
1 = LON 1, Intermittent
5 = LON 5, Limited
8 = LON 8, Extensive
6 = LON 6, Pervasive
9 = LON 9, Pervasive +
Note: Review Calculating LON chart.
Applicable for HCS, ICF/IID and TxHmL.

Diagnosis

Item NameContents
19. Primary DiagnosisA primary diagnosis is the condition chiefly responsible for the request for programmatic services.
20. CodeCode of primary diagnosis listed in the International Classification of Diseases (ICD).
Note: This code must match the primary diagnosis entered in Item 19 on the original, hard copy.
21. Version CodeVersion of the ICD in use by HHSC at the time of the person's primary diagnosis.
22. OnsetMonth and year of the onset of the person's primary diagnosis.
23. Medical Diagnosis and DBMD Second ConditionAny current medical diagnoses the person may have as determined by a licensed physician. Used to indicate factors that have a direct bearing on the required treatment or care or DBMD second condition.
24. CodeCode from the ICD indicating the person's current medical diagnosis or DBMD second condition.
25. Version CodeVersion of the ICD in use by HHSC at the time of the person's medical diagnosis or DBMD second condition.
26. Psychiatric Diagnosis and Additional Diagnosis(es)Diagnosis if the person has any current mental disorder, behavioral health disorder(s) or DBMD additional condition as diagnosed by a licensed physician or an authorized provider per the Diagnosis and Statistical Manual of Mental Disorders (DSM) or ICD.
27. CodeCode from the DSM or ICD for the person's psychiatric diagnosis or DBMD additional condition.
28. Version CodeVersion of the DSM or ICD used for the person's psychiatric diagnosis or DBMD additional condition.

Cognitive or Adaptive Functioning

Item NameContents
29. IQCurrent IQ score. Must use Determination of Intellectual Disability Best Practice Guidelines (DID BPG). Only applicable to HCS, TxHmL and ICF/IID. 
68. IQ Instrument01 = Wechsler Intelligence Scale for Children (WISC)
02 = Wechsler Adult Intelligence Scale (WAIS)
03 = Wechsler Preschool and Primary Scale of Intelligence (WPPSI)
04 = Stanford-Binet form LM (S-B LM)
05 = Cattell Intelligence Test Scale
06 = Peabody Picture Vocabulary Test (PPVT)
07 = Beta
08 = Other
09 = WISC, Revised
10 = WAIS, Revised
11 = PPVT, Revised
12 = Slosson Intelligence Test (SIT)
13 = Leiter International Performance Scale (LIPS)
14 = WISC III
15 = WAIS III
16 = LIPS-Revised
17 = S-B 4th
18 = S-B 5th
19 = WISC IV
20 = SIT-Revised
Note: This is not required for CLASS or DBMD.
30. Adaptive Behavior Level (ABL)Code to indicate the person's ABL.  
01 = Mild
02 = Moderate
03 = Severe
04 = Profound
Note: CLASS and DBMD providers reference ABL conversion chart. HCS, TxHmL and ICF/IID reference the DID Best Practice Guidelines. If ABL is 0 for HCS and TxHmL, enter the comment that ABL is 0 in the provider comments on the form.
69. ABL Instrument01 = Vineland
02 = Inventory for Client and Agency Planning (ICAP) or Other
03 = Vineland ABL Standard Score
04 = Vineland Adaptive Behavior Scales, Second Edition (Vineland-II)
05 = Scales of Independent Behavior – Revised (SIB-R)
06 = American Association of Intellectual and Developmental Disabilities (AAIDD) Adaptive Behavior Scales (ABS)
70. ABL Assessment DateTo be used by CLASS and DBMD. Date ABL was assessed with one of the approved instruments.
71. Level of ConsciousnessThe state of awareness varies from alert wakefulness to a complete lack of responsiveness. This item must be No. 1, 2 or 3 for the person to be eligible for CLASS or DBMD.
1 = Alert – responds quickly to verbal stimuli, the environment or both
2 = Lethargic – easily aroused, but drowsy; may follow two-part commands
3 = Stupor – very hard to arouse; may require vigorous stimuli; may follow simple commands
4 = Comatose – unable to arouse; does not respond to vigorous stimuli; unable to follow commands
74. Score Identified by ABL InstrumentTo be used by CLASS and DBMD. The provider notes the assessment score identified by the selected ABL instrument in the applicable format.
75. Functional AssessmentTo be used by CLASS and DBMD. The provider notes the total number of Yes responses in Section 4.B.1. a.-f. of Form 8662.

ICAP Data, not required for DBMD and CLASS

Item NameContents
31. Broad IndependenceDomain score calculated from the ICAP assessment.
32. General MaladaptiveScore with + or −, as applicable. CARE system only accepts − from key above p on computer keyboard.
33. ICAP Service LevelPerson's actual service level obtained from the ICAP assessment.

Behavioral Status – ICF/IID, HCS and TxHmL only

Item NameContents
34. Behavior ProgramY for Yes or N for No to indicate if a behavior program is in place for the person.
Note: If a value of N is entered, Items 35-38 must have a value of 0.
35. Self-injurious BehaviorBehavior examples include self-inflicted tissue damage, including that related to property destruction, pica and excessive food consumption for persons with Prader-Willi syndrome.
Code to indicate Level of Caregiver Preventive Intervention:
0 = Not applicable or not on behavior program.
1 = Requires more staff supervision to prevent dangerous behavior. This code indicates a Behavior increase request.
2 = Requires constant one-on-one supervision during waking hours to prevent extremely dangerous behavior that could be life threatening to the person or to others. This code indicates a request for LON 9.
Note: If a value of 1 or 2 is entered, then a Behavior Program must be in place for the person. Item 34=Y.
36. Serious Disruptive BehaviorBehavior examples include threatening strangers, running into traffic and public disrobing.
Code to indicate Level of Caregiver Preventive Intervention:
0 = Not applicable or not on behavior program.
1 = Requires more staff supervision to prevent dangerous behavior.
2 = Requires constant one-on-one supervision during waking hours to prevent extremely dangerous behavior that could be life threatening to the person or to others.
Note: If a value of 1 or 2 is entered, then a Behavior Program must be in place for the person. Item 34=Y.
37. Aggressive BehaviorBehavior examples include physical attacks against others.
Code to indicate Level of Caregiver Preventive Intervention:
0 = Not applicable or not on behavior program.
1 = Requires more staff supervision to prevent dangerous behavior.
2 = Requires constant one-on-one supervision during waking hours to prevent extremely dangerous behavior that could be life threatening to the person or to others.
Note: If a value of 1 or 2 is entered, then a Behavior Program must be in place for the person. Item 34=Y.
38. Sexually Aggressive BehaviorBehavior examples include sexual assault, pedophilia and public masturbation.
Code to indicate Level of Caregiver Preventive Intervention:
0 = Not applicable or not on behavior program.
1 = Requires more staff supervision to prevent dangerous behavior.
2 = Requires constant one-on-one supervision during waking hours to prevent extremely dangerous behavior that could be life threatening to the person or to others.
Note: If a value of 1 or 2 is entered, then a Behavior Program must be in place for the person. Item 34=Y.

Nursing

Item NameContents
39. Service ProviderCode to indicate the licensed or registered professionals who provide nursing services to the person.
15 = Registered Nurse
16 = Licensed Vocational Nurse
40. Frequency CodeCode to indicate the frequency of nursing services for the person.
0 = Person does not have these services included in the IPP, ISP or IPC
1 = 15 minutes or less per week, 0-13 hours per year
2 = 16-30 minutes per week, 14-26 hours per year
3 = 31-60 minutes per week, 27-52 hours per year
4 = 61-149 minutes per week, 53-130 hours per year
5 = 150-180 minutes per week, 131-156 hours per year
6 = 181 or more minutes per week, 157+ hours per year

Day Services

Field NameContents
41. ServiceCode to indicate if the person participates in day services – group settings that are not individualized, including sheltered workshops and enclaves.
0 = Person does not participate
1 = Person does participate
42. Frequency CodeCode to indicate the frequency of the person's participation in day services.
0 = Person does not participate in day services
1 = up to 5 hours per week
2 = 6-10 hours per week
3 = 11-15 hours per week
4 = 16-20 hours per week
5 = 21-25 hours per week
6 = 26 or more hours per week
43. Funding CodeCode to indicate funding for the day services.
0 = Person does not participate in day services
1 = Medicaid funding
2 = Texas Education Agency funding
3 = Funding from other state agencies
4 = General Revenue funding
5 = Other funding sources, such as church, senior center, Salvation Army, etc.

Employment Services

Item NameContents
44. ServiceCode to indicate the person participates in employment services.
0 = Person does not participate
1 = Person participates in short-term employment services, such as employment assessments, job development
2 = Person participates in long-term employment services, such as ongoing, long-term support to maintain individualized, competitive employment
3 = Person participates in both short-term and long-term employment services, both 1 and 2
45. Frequency CodeCode to indicate the frequency of the person participation in employment services.
0 = Person does not participate
1 = up to 5 hours per week
2 = 6-10 hours per week
3 = 11-15 hours per week
4 = 16-20 hours per week
5 = 21-25 hours per week
6 = 26 or more hours per week
46. Funding CodeCode to indicate funding for employment services.
0 = Person does not participate
1 = Medicaid
2 = Texas Education Agency
3 = Department of Assistive and Rehabilitative Services
4 = General Revenue
5 = Other, non-state agency

Functional Assessment

Item NameContents
47. AmbulationCode to indicate the person's ambulation.
1 = Walks independently; walks with no supervision or physical hands-on assistance. May require mechanical devices, such as cane, crutch or walker, but not a wheelchair.
2 = Walks with intermittent supervision or physical hands-on assistance for difficult maneuvers, such as for stairs, ramps. May or may not require the use of mechanical devices, such as cane, crutch or walker, but not a wheelchair.
3 = Walking requires constant supervision, physical hands-on assistance with or without mechanical devices, but not a wheelchair, or both.
4 = Wheelchair is the most appropriate method of ambulation.

Physician's Evaluation and Recommendation – ICF/IID Only

Item NameContents
48. Does person’s medical regimen need to be under the supervision of an M.D. or D.O.?Check Yes or No to indicate if the person's medical regimen needs to be under the supervision of an M.D. or D.O.
Note: Yes must be indicated for the person to be eligible for ICF/IID program.
49. Will the person’s health status prevent participation in the active treatment of the ICF/IID program?Check Yes or No to indicate if the person's health status prevents participation in the active treatment of the ICF/IID program.
Note: No must be indicated for the person to be eligible for ICF/IID program.
50. To your knowledge, does the person have a condition of intellectual disability – previously referred to as mental retardation – a related condition or both?Check Yes or No to indicate if the person has a condition of intellectual disability or a related condition.
Note: Yes must be indicated for the person to be eligible for ICF/IID program.
51. Do you certify that this person requires ICF/IID or ICF/IID-RC care?Check Yes or No to indicate if you certify that this person requires ICF/IID care.
Note: Yes must be indicated for the person to be eligible for ICF/IID program.
52. Signature – I attest to Item 19 and Items 48-51 only.Signature of the M.D. or D.O., Advance Practice Nurse or Physician Assistant.
For admission to ICF/IID, signature of the M.D. or D.O. is required. Signature by designee is allowed for subsequent ID/RC Assessments.
53. Print full NamePhysician's, Advance Practice Nurse’s or Physician Assistant's printed full name.
54. Date CompletedDate of Physician's, Advance Practice Nurse’s or Physician Assistant's signature.
55 Physician License No.Physician's license number.
72. I attest that I have been delegated Items 19 and 48-51 by the physician whose license is noted in Item 55 and I am an advance practice nurse (APN) or physician’s assistant (PA) with the following valid APN or PA License No.:Advance Practice Nurse's or Physician Assistant's license number.

Provider Certification

Item NameContents
56. Signature of RN, LVN, QIDP, QDDP, Case Manager, LA Service Coordinator, HCS Provider RepresentativeSignature of the person responsible for completing this form.
Note: The following may sign for each program:
HCS – LIDDA Service Coordinator, initial only, HCS Provider Representative, all others
TxHmL – LIDDA Service Coordinator
ICF/IID – RN, LVN, QIDP
CLASS – RN
DBMD – RN, LVN, Case Manager
57. Print Full Name of RN, LVN, QIDP, QDDP, Case Manager, LIDDA Service Coordinator, HCS Provider RepresentativePrinted full name and title of the person who signed the form.
58. DateDate the RN, LVN, QIDP, Case Manager, LIDDA Service Coordinator, HCS Provider Representative signed the form.

Requested Begin and End Dates

Item NameContents
59. Begin DateRequested effective date of the LOC determination, LON assignment.
60. End DateRequested end date of the LOC determination, LON assignment. Note: Use end date only for Purpose Code E for ICF/IID.

For Departmental Use Only

Item NameContents
61. LOCCode to indicate the assigned level of care.
0 = Denial of LOC
1 = LOC I
8 = LOC VIII
62. LONCode to indicate the assigned level of need.
1 = LON 1, Intermittent
5 = LON 5, Limited
8 = LON 8, Extensive
6 = LON 6, Pervasive
9 = LON 9, Pervasive +
Note: See Calculating Level of Need Chart.
63. Effective DateEffective date of the LOC determination or LON assignment.
64. Expiration DateExpiration date of the LOC determination or LON assignment.
65. Reviewer NameName of HHSC staff person reviewing the assessment and assigning the LOC or LON.
66. Date ReviewedDate the assessment was reviewed.
67. Physician Name, if applicableName of the HHSC physician or designated staff person who reviews the assessment when LOC has been denied if applicable.

ABL Determination for CLASS and DBMD Programs Only, HCS/TxHmL and ICF/IID must refer to the DID Best Practice Guidelines

ICAP Conversion – CLASS and DBMD only

Service LevelAdaptive Behavior Level
7,8,9I
4,5,6II
2,3III
1IV

SIB-R Conversion – CLASS and DBMD only

RMU RangeAdaptive Behavior Level
82/90 – 100/90I
34/90 – 81/90II
5/90 – 33/90III
0/90 – 4/90IV

Calculating Level of Need (LON) – HCS/TxHmL and ICF/IID only

LON DescriptionICAP Service LevelService Score RangeOther
1 Intermittent7, 8 or 9>+ 70 
5 Limited4, 5 or 640 – 69 
8 Extensive2 or 320 – 39 
6 Pervasive11 – 19 
9 Pervasive +AnyAnyMust have a value of 2 in at least one of the following items:
35. Self-injurious Behavior
36. Serious Disruptive Behavior
37. Aggressive Behavior
38. Sexually Aggressive Behavior

Behavior Increase – ICF/IID, HCS and TxHmL only

If at least one of the behavior Items 35-38 is a value of 1, then a behavior increase is indicated. If the level of need has a value of 1, 5 or 8, then the requested LON will be increased one level when the ID/RC is electronically transmitted to HHSC. Submit documents that justify the behavior increase to HHSC within seven calendar days of the electronic transmission of the ID/RC.

Medical Increase – ICF/IID and HCS only

If Item 40, Nursing: Frequency Code, has a value of 6 indicating that 181 or more minutes per week of nursing services are provided and Item 39, Nursing: Service Provider, has a value of 15 or 16 – 15=Registered Nurse, 16=Licensed Vocational Nurse – a medical increase is indicated. If the level of need has a value of 1, 5 or 8, the level of need will be increased one level when the ID/RC is electronically transmitted to HHSC. Submit documents that justify the medical increase to HHSC within seven calendar days of the electronic transmission of the ID/RC.

LON 9 – ICF/IID, HCS and TxHmL only

If at least one of the behavior Items 35-38 is a value of two, then a LON 9 is indicated, and the requested LON will be increased to a LON 9 when the ID/RC is electronically transmitted to HHSC. Submit documents that justify an initial LON 9 request to HHSC within seven calendar days of the electronic transmission of the ID/RC.

Other

  1. A LON 6-Pervasive will never be increased to a LON 9-Pervasive + when requesting a behavior or medical increase.
  2. In ICF/IID, a person's LON can only be increased one time. For example, if a person's ID/RC satisfies both the behavior criteria for an increase and the nursing criteria for an increase, the LON is only increased one level.
  3. Cost caps for people enrolled in HCS are based on their LON. If the information on the ID/RC indicates a person receives 181 or more minutes per week of nursing services and these services are provided by an RN or an LVN, that person's cost cap will be increased to the LON 6 cost cap if the current LON has a value of 8.

Refer questions about Form 8578 or instructions to:

AssessmentHCS, TxHmL and ICF/IIDCLASS and DBMD
LOCIDD PES
512-438-2484
IDD PES
512-438-2484
LONIDD UR
512-438-5055
Not available