Tools and Resources

Dear Mississippi Providers,

Maximus recently hosted the MS PASRR Quarterly Provider Q&A on October 9. We had a great turnout, with nearly 100 participants who asked some fantastic questions!

We truly appreciate all those who were able to attend. We missed seeing several of you and hope you can join us next time. If you were unable to attend or would like to review the content of this Q&A, please click this link.

Be sure to review the registration information below for the next Q&A call taking place on January 8, 2024, and as always, thanks for all you do to improve the lives of those we serve.

Best,

Lori Crawford,

MS PASRR Clinical Program Manager
 

REGISTER: Quarterly Provider Q&A | 1:00 p.m. CT on Monday, January 8, 2024

Hosted by Maximus and the Mississippi Division of Medicaid - this session is your quarterly opportunity to find answers to all your PASRR questions. Click the link below to register in advance for this webinar:

After registering, you will receive a confirmation email containing information about joining the webinar.

Quarterly Provider Q&A | 1:00 p.m. CT on Monday, January 8, 2024

 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com

Hello Mississippi Providers,

As Summer turns to Fall, we hope this newsletter finds you all well. We’d like to thank you for your ongoing collaboration with us. Please read on for information regarding an upcoming Q&A session, as well as several important program updates and assessment reminders.

As always, thank you so much for all you do to improve the lives of those we serve.

Best,

Lori Crawford, MS PASRR Clinical Program Manager

SAVE THE DATE: Quarterly Provider Q&A | 1:00 p.m. CT on Monday, October 9

Hosted by Maximus and Mississippi Division of Medicaid - this session is your Quarterly opportunity to find answers to all your PASRR questions. Click the link below to register in advance for this webinar:

After registering, you will receive a confirmation email containing information about joining the webinar.

Quarterly Provider Q&A | 1:00 p.m. CT on Monday, October 9


BEST PRACTICES: Assessment Tips & Reminders

1. What documents should be included with your PASRR referrals?

Be sure to only include the documents listed below in the referral. Including additional documents only slows down the review process. A Maximus staff member will contact the submitter directly if additional information is needed.

For an LTSS Referral: 

• Most recent H&P (dated within the last 12 months)
• MAR or Orders
• Psych Note/Eval (if available)
• 3-5 days of nursing notes

For A Status Change Referral:

• Combined SC/LOC form
• Most recent H&P (dated within the last 12 months)
• MAR or Orders
• Psych Eval/Note, if available
• 3-5 days only of nursing notes

For a Service Monitoring Request:

• MS PASRR Service Monitoring DBR Form found on Tools and Resources | Maximus (maximusclinicalservices.com)
• Care Plan
• Copy of the Most Recent MDS
• MD/Therapy Orders
• Psychiatric Assessment (if available)

2. Status Change (SC) Referral Reminders

All Status Changes must be submitted via fax to Maximus at 877.431.9568 using theupdated, combined Status Change/Level Of Care form.

Both forms must be completed fully and submitted with a signature on each. Keep in mind that Maximus can't process a Status Change referral if the LOC form is missing, or if the forms are missing the submitter's signature. The form can be completed digitally, then must be printed to add signatures.

Make sure to check all documents to ensure the packet is complete with signatures and includes all supporting documents noted above.

Not sure if a Status Change is required? Look at what qualifies as a Significant Change in Status and requires submission of a Status Change. Please review the attached document for guidelines on when a SC must be submitted. 


3. Faxing Reminders

• Never include information for multiple people in the same fax. Maximus will have to contact the submitter to refax information for each induvial separately, which delays the determination process.
   
• Illegible faxes will be deleted if we are unable to match them to the correct record or determine the sender. Maximus will always contact the submitter to refax information for each induvial separately…this delays the review process.
   
• Do not re-use fax coversheets for multiple people or multiple assessments for the same person. They are person-specific and assessment-specific.

PROCESS REMINDER: Are you Missing a PASRR Outcome?

Many Providers contact Maximus seeking copies of multiple outcomes all at once, just in advance of or during the survey. Please make sure your staff are aware to be on the lookout for when first faxed to your facility, then:

1. Immediately file them in the individual's chart (per federal PASRR regulations), or give them to the staff person in charge.

2. Ensure the individual receives a copy of the outcome letter when the referral triggers for a Level II assessment.

For an LTSS referral: please make sure to always check in LTSS first before submitting a request to Maximus. All Level I and Level II outcomes are uploaded into LTSS. If the LTSS screening didn't trigger for a Level II and was automatically closed in the system, you can pull that outcome at the time of submission in LTSS, as well.

Note: Maximus will be creating a document with instructions on how to pull outcomes in LTSS in the near future and will upload the guidance document on Maximus provider website page. For any LTSS referrals reviewed by Maximus, follow these instructions to obtain a copy of the Level I or Level II outcomes.

If a referral is automatically closed in LTSS, you can see the automatic approval in the Level of Care tab: 
 

Next, click View to the right of the screen where you will be able to see where the MS Division of Medicaid gave an automatic Level I Outcome. Please note that MS Division Medicaid has the Level I Outcome in this section of LTSS only! They also do not create letters for their outcomes.
 

To view the Level I Outcome and to see the rationale for the outcome, navigate to the Screening and Assessments tab, click on PASRR Level II Determination, then click View. You will see the rationale for the outcome and the Level I Outcome letter in the Attachment section for you to download. 
 

For the Level II recommendations and Summary of Findings: These outcomes can be found in the same location as the Level I outcomes noted in the picture above.

Please be aware that it could take up to 7-9 business days for this information to be available and uploaded if the individual was referred for a Level II outcome and for the final approval by MS DMH…you may have to check the LTSS system periodically. 

For a SC referral: Level I outcomes are faxed from Maximus to the submitter.

Note: Per MS DOM, any outcomes from the old Omnitracks system (for those that were automatically closed by the system) may not be accessible at this time. If the referral triggered for Level II activity, Maximus always maintains these in our system and will have access to the outcome letters.
 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com

Hello Mississippi Providers,
 
Happy Spring 2023! We hope this newsletter finds you all well. Please read on for information regarding some exciting upcoming learning opportunities, as well as several important program updates and assessment reminders.

As always, thank you so much for all you do to improve the lives of those we serve.

Best,

Lori Crawford, MS PASRR Program Manager

 

REGISTER: Panel Presentation - Person-Centered Care: Tips to Help Manage Challenging Behaviors and Symptoms With Residents in the Nursing Home | 1:00 p.m. CT on Monday, June 12

Join Maximus for an enriching panel discussion, taking place at 1:00 p.m. CT on Monday, June 12. Panel presenters include: Dr. Susan Rieck, Dr. Judy Regan, Lori Crawford, Nakelia Franklin, and Shenna Bridgeforth

Click the link below to register in advance for this informative session. Once registered, you will receive a confirmation email containing details on how to join the meeting.

• 1:00 p.m. - 2:30 p.m. CT | Monday, June 12, 2023

SAVE THE DATE: Quarterly Provider Q & A | 1:00 p.m. CT on Monday, July 10

Hosted by Maximus and Mississippi Division of Medicaid - this session is your Quarterly opportunity to find answers to all your lingering PASRR questions. Click the link below to register in advance for this webinar:

After registering, you will receive a confirmation email containing information about joining the webinar.

Quarterly Provider Q&A | 1:00 p.m. CT on Monday, July 10



BEST PRACTICES: Assessment Tips & Reminders

1. All Status Changes (SC) must be submitted via fax to Maximus at877.431.9568 using the updated, combined Status Change/Level Of Care form. Both forms must be completed fully and submitted with a signature on each. Submit these with all supporting documentation (Most recent H&P, MAR or Orders, Psych Eval/Note, if available).The form can be completed digitally, but must be printed to add a signature before faxing it to Maximus.
    
2. What qualifies as a Significant Change in Status and requires submission of a Status Change? Please review the attached document for guidelines on when a SC must be submitted. 
    
3. Make sure all supporting documentation is dated within the last year. Attaching older documents delays outcomes as they require a message in LTSS or a phone call to the submitter.
    
4. Be sure to check for and respond to messages in LTSS regularly. This messaging system was designed to allow for improved communication about referrals and limit the need for phone calls to the submitter. 
    
5. If you're unable to attend an event that is offered by Maximus (Q&A, Provider Training), keep in mind that they are always recorded and posted to our Provider website within a short time. Always check the provider website for updates.
    
6. Do you have a Provider in your agency that isn't receiving the Provider Newsletters or Announcements? Please send an email to the MS PASRR Provider Help Desk with the subject line “Add to Mailing List” and include the person’s name, agency name and email address in the body of the message. We will add them to the distribution list immediately. 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com

Hello Providers,

Beginning next Monday, April 3, 2023, Maximus Mississippi PASRR Assessors will resume completing Level II assessments in person. This decision was made in cooperation with MS Division of Medicaid, and with guidance from the MS Department of Health. Please be aware that some assessments will continue to be completed virtually due to location of the facility and/or current health status at the facility or the referred individual. 

With the unwinding of the Public Health Emergency, Maximus is aware that there may be changes to this process. If you have any questions or concerns, please contact the MS PASRR Help Desk at 833.967.2777. As always, we are committed to ensuring the safety of everyone involved in the process as we navigate this transition.

Assessors aren’t required to make an appointment to complete their assessments. However, all Assessors will call the facility prior to going onsite to ask some questions:

• Is the referred individual on site and will be there the day the assessment will be completed (no appointments scheduled, not admitted yet, etc)?
   
• Is the facility currently on “Outbreak Status?” If so, does the referred individual have COVID-19 or currently on isolation for any reason? Note: If the person is on isolation, the assessment will be competed virtually.
   
• Who should the Assessor speak to at your facility to access the individual’s medical record? Note: If your facility utilizes an EHR, the Assessor will need access to the system or copies of a multiple documents from the chart.

Please review some important process reminders below, and as always, thanks for all you do to improve the lives of those we serve.

Best,
Lori Crawford, Clinical Program Manager - MS PASRR
 

PROCESS REMINDERS: In-Person Assessment Protocol

1. Assessors must wear surgical masks and their badges while on site. Note: The badge allows you to easily identify who they are.
    
2. The Assessor will introduce themselves to staff and the individual’s nurse upon arriving. The Assessor will notify them of the purpose of their visit and which individual they are going to assess.
    
3. As part of the PASRR process:

• The Assessor will complete a chart review.
   
• The Assessor will complete an in-depth assessment with the individual. Note: As part of the required PASRR process, please make sure to provide the individual a copy of the Level I outcome letter so they are aware of the reason for the interview ahead of time - available in LTSS (for an LTSS Screening) or via fax (for Status Changes).
   
• If the individual has family and/or a responsible party involved in their care, the Assessor will request the individual sign a Release of Information (ROI) so the Assessor can speak to them. If present at the time of their assessment and the person is comfortable with their participation, family and/or their responsible party are encouraged to participate in the assesment. 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com

Dear Mississippi PASRR Providers,

Thank you for partnering with us on this PASRR journey! We appreciate each of you and the time you contribute to this process. Keep in mind that we are always here for you to help if you have any questions about the PASRR process or a referral.

Please read on below for some important tips and reminders, and Happy New Year 2023 from the entire MS PASRR Team at Maximus!

Best,

Lori Crawford, Program Manager
 

REGISTER: Quarterly Q&A Session | Monday, January 23 at 1:00 p.m. CT

Be sure to join Maximus and MS DOM for the next scheduled Q&A session, taking place on Monday, January 23 at 1:00 p.m. CT. These webinars are a time for open discussion and your opportunity to ask any questions you have about the MS PASRR process. The team will also provide a review about recent updates to the Status Change process and inputting required information in an LTSS screen.

Click the link below to register, and share the invite with anyone from your agency whom you believe will benefit from attending:

Quarterly MS PASRR Q&A Session | 1 p.m. CT on Monday, January 23
 

BEST PRACTICES: LTSS System Reminders

When inputting a new LTSS Screen, it is very important to include the following information to ensure the referral can be reviewed in a timely manner and avoid the need for a Maximus Clinical Reviewer to call the submitter:

• Always include the person’s social security number in their profile. Maximus requires this to upload the referral into our system. It also helps us identify whether the person already had prior referrals so we can review previous documentation/referral information.
   
• Always list the name, address, and phone number for the person’s medical doctor in the Representative section of their profile. It is a federal PASRR requirement for the MD to receive a copy of the Level II outcome letter.
   
• Make sure to always attach required documentation to the original referral, including the most recent H&P (dated within the last 12 months), medication orders, and (if available) a copy of the psych eval and/or notes. When we receive these at submission, it allows us to process these more quickly.
   
• If the referred individual is on hospice and will qualify for a Terminal Illness Exemption, please submit an a statement signed by the MD that the person has 6 months or less to live. This will allow us to process this exemption right away. 
   
• In the LTSS system, there is a Message Center (located in the upper right corner of your screen on the top bar). Please check regularly to see if you have any messages and reply as quickly as possible. Maximus will always send a message in LTSS first - this message center allows us to communicate with you directly and quickly (instead of a phone call) to request additional information which allows us to complete our clinical review of the referral and determine if a Level II evaluation is required.  

PROCESS: Status Changes (SC) Guidance

The Mississippi PASRR team continues to receive several questions about the Status Change (SC) process. Please take some time to review the guidelines on our MS PASRR Provider website, where you will find many helpful resources:

Significant Change in Condition Guide: this provides clarification about when a SC is and isn’t required. 

Mississippi PASRR Status Change Request From: always use this form when submitting a SC. Because a Level Of Care (LOC) form is required in MS for all SC referrals submitted, the SC form is now combined with the LOC form in a fillable PDF. Make sure to save a copy on your desktop for quick reference.

Just fill it out on your computer, print, sign and fax it with all the required documentation (most recent H&P dated within the last 12 months, Orders, and psych eval or notes, if available) to Attn: MS PASRR at 877.431.9568.

Note: Please do not send the person’s Plan of Care or MDS. These aren’t needed for a Status Change referral, only Service Monitoring request.
 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com