Tools and Resources

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

Hello Providers, 

We understand there have been many changes in the last month, and our team is committed to making the PASRR referral process as efficient as possible. Please review several important reminders below that will limit the need for Maximus to contact Providers, and assist Providers in processing all LTSS PASRR referrals in a timely manner. 

Thank you so much for your attention to these important reminders, and as always, don't hesitate to reach out to the Mississippi PASRR Help Desk if you have any questions.

Best, 
Lori Crawford, MS PASRR Program Manager
 

BEST PRACTICES: Assessment Tips & Reminders

1. When creating an individual's profile, always add the individual’s MD Name, complete address, and phone number in the Representative section. Keep in mind that you are able to add more than one type of representative in this section.

The example below shows where the individual’s MD information should be entered. The name and phone number for the MD were included, along with identifying Current Physician as the Representative type. However, the address needs to be added on this example referral:
 

Note: Level II Determination Letters and the Summary of Findings are mailed to the doctor, which is why it is important to have the mailing address.


2. Always add the individual’s address to their profile. Use the Address Type dropdown, and choose the corresponding type of location and add the full address.

The example below shows where the individual’s address should appear in the profile. Please do not leave this section blank. 
 

3. Make sure to add required attachments at the time of the LTSS Screening submission. These are used to determine whether an individual fits into PASRR population, and prevents the need for a Maximus staff person to contact the submitter:

• History & Physical dated within the last twelve months (Required)
• Orders (Required)
• Psych Evaluation/Notes (if available to support mental health dx and treatment) 

If you experience difficulty adding more than one document in the system, please remember to provide feedback in the system using the Feedback tool. While on the page where you're having an issue, click on Menu-->Feedback-->Create, and add details about the problem you're experiencing. This provides immediate feedback to the vendor.


4. Check your Message Center daily for communication from Maximus staff.  The Message Center tab shows in the upper right hand corner of the page you’re logged on. When you hover over the Message Center tab, it shows “Home” or “New Message”. Click the Home button and the Message Center will open in a new tab. A new message will be highlighted. 

If you have a new message, the number will change to represent how many messages you have. Be sure to respond to all messages as quickly as possible. This allows the Maximus staff to gather required information in a more efficient manner (as opposed to a phone call) and process the referral in a timely manner. 
 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com

In this latest edition of the Mississippi PASRR Quarterly Newsletter, the program support team shares some insightful best practice tips about the recently launched state system, LTSS, for completing PASRR referrals. A list of upcoming holiday closures, registration details for the upcoming Provider Quarterly Q&A Webinar and a reminder on the continuing use of virtual assessments. Continue reading below to learn more.

BEST PRACTICES: Assessment Tips & Reminders

With the implementation of the new LTSS System for completing PASRR referrals, we’d like to share a couple of helpful reminders:

1. In LTSS, there is a Message Center: this allows Maximus staff to communicate directly with submitters to request additional details/documentation for referrals. Please check your message center notification regularly. On the home page in LTSS in the upper right-hand corner, you will see the Message Center. If there is a number there, it indicates the number of messages you’ve received. Please remember to respond to messages in a timely manner so we can process your referrals as quickly as possible.

If there’s a request for additional documents, please fax those to Maximus at 877.431.9568 – Attn: MS PASRR.

Note: at the time of submitting a referral, please ALWAYS attach an H & P (dated within the last 12 months) and Treatment Orders. If you have a psych eval and/or psych note, include those, as well. Attaching these to the original submission will usually eliminate the need for further document requests.

Only a Level I PAS can be submitted in LTSS. Please continue to submit all Status Changes to Maximus via fax using the new combined SC/LOC form available on our provider website. Always include all supporting documents (same as noted above for a PAS).
 

CALENDAR: Upcoming Holiday Closures 

• Veterans Day - Friday, November 11
• Thanksgiving - Thursday, November 24
• Day after Thanksgiving - Friday, November 25
• Christmas Day - Observed on Monday, December 26
• New Year’s Day - Observed on Friday, December 31

LEARNING OPPORTUNITY: Register for Quarterly Provider Q&A Webinar | Next Monday, October 10, 2022

On next Monday, October 10, the Mississippi PASRR team will host the next Quarterly Provider Q&A Webinar. Select the link below to register for this insightful session.

When: Oct 10, 2022 at 1:00 – 2:30 PM CT

Topic: MS PASRR Quarterly Provider Q & A
 
Register in advance for this webinar | 1:00 p.m. CT Monday, October 10

After registering, you will receive a confirmation email containing information about joining the webinar. As always, please reach out to our MS PASRR Help Desk for any questions.

PROCESS TIP: Virtual Assessments 

All Level II PASRR assessments continue to be completed virtually using Zoom. Our assessors will continue to reach out to providers to get these scheduled as soon as possible.
 

SUPPORT: Contact the Mississippi PASRR Help Desk

Phone: 833.967.2777
Email: MSPASRR@maximus.com