Records & Documents to Keep

The written decision that the person is eligible for DDS supports.

Why it matters: It is the key that unlocks DDS-funded services, and it is referenced in almost every later step.

Where to get it: Issued by DDS. If you cannot find it, your DDS Service Coordinator or area office can provide a copy.

Proof of MassHealth (Medicaid) coverage and the most recent eligibility/redetermination notice.

Why it matters: MassHealth funds Day Habilitation and non-emergency transportation. Coverage must stay active, and it is redetermined periodically.

Where to get it: MassHealth. Keep the annual redetermination notices — a lapse can interrupt services.

A current photo ID for the person receiving services.

Why it matters: Needed for benefits, appointments, and identity verification across agencies.

Where to get it: Massachusetts RMV.

The Social Security number and any SSI or SSDI award/benefit letters.

Why it matters: Establishes benefit status and is requested during eligibility and financial reviews.

Where to get it: Social Security Administration. Award letters can be re-downloaded from a my Social Security account.

The active DDS plan describing goals, services, and supports.

Why it matters: It is the reference point for whether services are actually being delivered as promised. Bring it to every meeting.

Where to get it: Developed with your DDS team under 115 CMR 6.00. Your Service Coordinator can provide the current copy.

Past plans and any evaluations or assessment reports.

Why it matters: They show history and progress, and are useful evidence in an appeal or a dispute about what was agreed.

Where to get it: Keep your own copies each year — agencies do not always volunteer the back file.

The most recent school IEP and the Chapter 688 transition referral.

Why it matters: These drive the hand-off from school to adult services. The 688 referral is filed about two years before school services end.

Where to get it: The school district. Confirm in writing that the 688 referral was filed and ask for a copy.

The agreement with each day program describing the service, schedule, and expectations.

Why it matters: When something is not happening, the first question is what the agreement actually says should happen.

Where to get it: The provider. Ask for a written copy of the current agreement and any updates.

The approved MassHealth Prescription for Transportation, if the person uses it to get to a covered service.

Why it matters: Proves the ride to Day Habilitation is authorized, and tells you which broker (MART or GATRA) is responsible.

Where to get it: Submitted online by the provider; coordinated by the Human Service Transportation program.

Letters approving a specific service, level, or number of units.

Why it matters: They define exactly what was approved, which matters if a service is later cut back or denied.

Where to get it: DDS or MassHealth, depending on who funds the service.

An up-to-date list of medications, doses, and prescribers.

Why it matters: Needed by day programs and in any medical emergency. Keep it current — an old list is a safety risk.

Where to get it: Maintain your own, cross-checked with the prescriber and pharmacy.

The document naming who makes medical decisions if the person cannot.

Why it matters: A health care proxy is often a less-restrictive alternative to guardianship, and it is honored across settings.

Where to get it: Completed with the person while they have capacity; no court needed. Keep the signed original safe.

Any current positive behavior support or behavior plan.

Why it matters: Restrictive plans are subject to human-rights review. You should have the current version and know what it authorizes.

Where to get it: The provider or clinician who wrote it. Ask how it is reviewed and by whom.

Copies of any reported incidents involving the person.

Why it matters: A pattern in the record can matter for safety, for the ISP, and for oversight. Request copies rather than relying on memory.

Where to get it: The provider is required to document incidents; ask how to request copies.

The court order appointing a guardian, and the letters of authority.

Why it matters: Providers and agencies need to see the order itself to honor a guardian's decisions.

Where to get it: Massachusetts Probate & Family Court. Keep certified copies — some agencies require them.

The specific court authority to consent to antipsychotic medication, if one exists.

Why it matters: A guardian without a Rogers order cannot consent to antipsychotic medication. It is reviewed on its own schedule.

Where to get it: Probate & Family Court. Note the review date so it does not lapse.

Any power of attorney, or the Social Security representative-payee designation.

Why it matters: These are common less-restrictive alternatives to a conservatorship for handling money and paperwork.

Where to get it: A POA is signed with the person; a rep payee is arranged through Social Security.

Your own dated notes of who you spoke to, when, and what you were told.

Why it matters: Memory fades and staff turn over. A contemporaneous log is credible and often decisive.

Where to get it: You keep it. A notebook or a simple document is enough — the discipline matters more than the format.

Every written decision, denial, or change notice you receive.

Why it matters: Each one states its own appeal rights and deadline. The deadline is on the notice — do not rely on memory for it.

Where to get it: Keep the envelope or the date received; appeal windows run from the date on the notice.

Emails and letters to and from your Service Coordinator, providers, and agencies.

Why it matters: Puts agreements and promises in writing. When you can, follow up a phone call with a short confirming email.

Where to get it: You keep it. A single folder — paper or digital — beats scattered threads.