Tools and Resources

In observance of Independence Day, offices are closed Monday, July 4. All systems remain functional. Normal hours resume on Tuesday, July 5. 

RESOURCE: Updated Escalation Tree on Tools & Resources Site

The Maine ASA Escalation Tree has been updated with additional support information, which has been posted to the Tools & Resources site. Click the link below to download a copy of this important contact resource.

• Download | Maine ASA Escalation Tree

ASK MAINE ASA: Reach Out to Maine Help Desk with Questions or Suggestions
 
Do you have questions about any of the programs managed through Maine Assessing Services Agency (ASA)? Would you like to request a specific topic you would like to see covered in a future edition of the Quarterly Newsletter or maybe in an upcoming program webinar? Don't hesitate to reach out to us at Ask-MaineASA@maximus.com. 
 

SUPPORT: Your Maine ASA Help Desk Contacts

• Email: Ask-MaineASA@maximus.com
• Phone: 833.525.5784

Sign up for our Mailing List: Are you or someone on your team not on our email list? Contact us at: Ask-MaineASA@maximus.com with the subject line "Please add me to the ME ASA contact list" and include full name, title, facility/organization name and email address in the body of the message. All team members requiring access to the contact list can be included in one email request. 
 

The Maine ASA program requires certain documents from the submitting facility to proceed with an assessment. These items include:

• Face sheet 
• Guardianship documentation
• History and physical or discharge summary
• Current MD orders
• MD progress note for previous 72 hours
• Nurse’s note for previous 72 hours
• Active medication summary- include date/time prn’s received in the for the last 7 days (e.g. sliding scale insulin)
• Initial therapy evaluation (PT, OT, ST)
• (if currently receiving therapy) Progress notes for last 3 visits, treatment administration records for the last 7 days (include oxygen, wound care, tube feedings, IV’s)
• CNA documentation of ADLs (activities of daily living) needs for previous 7 days

Effective beginning from September 13, 2021 through December 31, 2021, a new temporary process change is in place for the Maine ASA program. 
 
When preparing for an assessment, the assigned RN Assessor will make three (3) telephone call attempts to facilities for needed documents. 

• First call attempt: Performed 24 hours of the referral or the last business day prior to assessment due date 
   
• Second call attempt: Performed on the assessment due date 
   
• Third call attempt: Performed the next business day following the assessment due date.  

If documents are not received by 5:00 p.m. ET on the next business day following the third call, the assessment will be cancelled in MeCare. The facility will be required to submit a new referral if determined the assessment is still necessary. Please note:

• If the original referral was not a late referral - The new referral will not be listed as “late and eligibility will be back-dated. 
   
• If the original referral was a late referral - The new referral will be listed as “late” and eligibility will be the date of the assessment. 

In this latest edition of the Maine ASA Quarterly Newsletter we cover a few important topics that providers across the state may find useful. These include some AssessmentPro tips on uploading files to the system, as well as some important best practice reminders on the submission of all necessary supporting documentation and a tip about the PASRR referral form. 

ASSESSMENTPRO TIP: Uploading Files Directly to the System
 
AssessmentPro simplifies the submission process, making uploading both easier and faster than faxing. A few advantages of direct system submission of supporting documentation include:

1. Immediate receipt confirmation
   The moment you upload, you can see the documents on the individual's assessment record. This allows you to confirm receipt of those materials by Maximus in real time.
2. Speed up the process
   Documents get to Maximus more quickly, reducing delays for you and the individuals you're serving.
3. Avoid potential fax issues
   Direct system upload allows AssessmentPro users to avoid any potential issues with fax receipt or document clarity. If a fax line goes down, users who upload do not experience any delays. Uploaded documents do not have distorted text, which can potentially occur with a fax.
    

BEST PRACTICE: Submitting Referral Documentation

Providing all appropriate documentation at the time of each referral can help to ensure a speedy assessment process and also reduce the number of potential call-backs your staff may receive from the assessor requesting additional information. 
 

For a facility assessment, the following documentation will be needed:

• ROI
• Face Sheet
• Guardianship/POA documentation
• History & Physical and/or Discharge Summary
• Current MD orders
• MD progress notes for last 72hours (as available)
• Nurses Notes for the last 72hrs (as available)
• Active Medication Summary-include date/time prn's received in the for the last 7 days (for example sliding scale insulin)
• Initial Therapy evaluation (PT, OT, ST)
• If currently receiving therapy Progress notes for last 3 visits
• Treatment Administration records for the last 7 days (include oxygen, wound care, tube feedings, IV's)

Nursing Facilities, please include this additional documentation:

• Activities of daily living (ADL) flow sheets for the last 7 days

Interview Reminder: The assessor will also ask to speak with a staff member who is familiar with the individual's care needs, in addition to speaking with the individual being assessed.
 

REMINDER: Maine ASA Site - Fax Form for PASRR Referral Only
 
In recent months, some MED referrals have been mistakenly submitted using the Fax referral form linked on the Maine ASA site, found under the Resources header. This specific form is intended for PASRR referral submissions only.
 

SUPPORT: Your Maine ASA Resources 

Referral & General Questions: 833.525.5784
Fax a Referral: 844.356.7500
Fax PASRR Materials: 877.431.9568
Email Referrals: Maine-ASA@maximus.com