For organizations that support individuals with intellectual and developmental disabilities (I/DD), person-centered care is the foundation of effective service delivery. In New York, the Coordinated Assessment System (CAS), implemented by the Office for People With Developmental Disabilities (OPWDD), is a foundational tool for ensuring support reflects each person’s needs, strengths and aspirations.
While provider agencies do not conduct the CAS itself, they play a critical role in its effectiveness by preparing individuals, maintaining organized documentation, and collaborating with the Care Manager to ensure results translate into high-quality, person-centered services.
What is CAS?
The Coordinated Assessment System (CAS) is a comprehensive functional assessment that evaluates an individual’s strengths, preferences and support needs through a structured interview, record review and input from chosen supporters. Required at least every two years for individuals 18 or older applying for or receiving services, the assessment is designed to deepen understanding of the person’s daily life so supports can reflect how they live, what they value and what they want to work toward.
Five Strategies to Strengthen CAS Implementation
Provider agencies play a central role in ensuring the CAS process is accurate, efficient and person-centered. The following strategies highlight where agencies can focus their efforts to build consistency, improve quality and promote a person-centered approach through the CAS process:
- Build Staff Competency and Clarity Around the CAS Process
CAS preparation is a shared responsibility. Everyone involved, from leadership and clinical teams to direct support professionals, should understand the purpose of CAS, their responsibilities, and how their work influences the assessment. Clear training should outline how to help individuals prepare, communicate with families and collaborate with Care Managers. - Strengthen Documentation Systems and Record Accuracy
Assessors review provider documentation before meeting with the individual, using it to understand the individual’s health history, behavioral support and any recent changes. Providers should maintain centralized record systems, assign clear responsibilities and conduct regular quality checks on these processes. For OPWDD’s official documentation review list, see the CAS Documentation Checklist. - Provide Person-Centered Assessment Preparation
Provider staff can significantly influence how comfortable and confident individuals feel during the assessment by explaining the purpose of CAS and discussing potential topics in advance. Helping individuals express their experiences, routines and goals will support more accurate results and a Life Plan that reflects what matters most to them. - Strengthen Collaboration and Communication with Care Managers
Care Managers are responsible for reviewing the CAS results with providers, families and the individuals themselves. Together, the Care Manager and provider collaborate to confirm the accuracy of the final CAS and ensure the Life Plan is updated accordingly. When clarification or corrections are needed, they must work together to request a review and work with OPWDD to establish an accurate final assessment. Throughout this process, Care Managers rely on providers to supply timely information that supports a complete and reliable CAS. - Embed CAS into Continuous Quality Improvement
CAS implementation is strongest when it is integrated into the agency’s quality framework. Providers should monitor assessment readiness and alignment between CAS results and service delivery, and gather feedback from individuals, families and staff to identify areas for improvement and stay aligned with OPWDD expectations.
Implementing CAS at Your Organization
CAS is more than a regulatory requirement. When supported by the right systems and collaboration, it becomes a powerful tool for understanding each individual, shaping services that matter and advancing a culture of person-centered care across the entire organization.
How Grassi Can Help
If your organization is ready to improve CAS implementation and the outcomes for the people you support, a Grassi advisor can help you take the next step. Our team is readily available to guide you throughout the entire CAS implementation lifecycle, including compliance and eligibility, staff training and assessment coaching, workflow and documentation optimization, stakeholder engagement and ongoing quality monitoring.
Frequently Asked Questions
Who is responsible for conducting the CAS? CAS assessments are conducted by OPWDD-certified assessors, not provider agencies or Care Managers. Providers contribute by preparing individuals, maintaining documentation and communicating relevant information that supports assessment accuracy.
How often is a CAS required? OPWDD requires CAS assessments at least every two years for individuals 18 or older applying for or receiving services. A new CAS may also be completed if significant changes in need occur.
What role do Care Managers play in the CAS and Life Plan? Care Managers receive CAS results from OPWDD assessors and integrate the findings into the Life Plan. They also coordinate with provider agencies to ensure the plan reflects current needs, goals and supports.
How can provider agencies prepare individuals for the CAS interview? Preparation may include explaining the purpose of the CAS, reviewing what topics may be discussed, identifying preferred supporters to join and creating a comfortable environment so the person can openly share their routines, strengths and goals.
