Tools and Resources

Thanks to everyone who attended last week's PRTF Training session. If you were unable to attend, or would like a refresher on the topics presented, click the links below to explore the presentation materials. Also, be sure to review some other important presentation highlights below. 

• ND Under 21 - PRTF Training – October 2023 - Recording
   
• ND Under 21 - PRTF Training – October 2023 - Slides

Additionally, The Maximus North Dakota Under 21 Team has developed a helpful new resources for PRTF Providers, entitled ND Under 21 - Sample PRTF Referral.

This resource provides examples regarding the level of detail (frequency, severity, intensity, and duration) of behavioral and emotional needs PRTF Providers should include in referrals. Be sure to review this helpful new document at your earliest convenience, and keep in mind that you can access this and all your Provider resources 24/7 on the Under 21 Tools & Resources site.

Maximus looks forward to seeing you at the North Dakota Behavioral Health & Children and Family Services Conference in Bismarck in just a few weeks! 

1. Emergency Admissions Procedures:

In partnership with HHS, Maximus will prioritize completion of the CON for PRTF emergency admissions. ​

Effective immediately, if a child is being admitted to a PRTF on an emergency placement basis, please: ​

Send an email to the North Dakota Under 21 Help Desk with the child’s name, and when Maximus should expect the referral to be submitted in AssessmentPro.​

As the first statement in the Reason for Referral and Behaviors/Symptoms section, please add: “This referral is for an emergency PRTF admission".


2. Medicaid ID

Providers should always utilize the new Medicaid ID number when submitting a referral. ​This number starts with ND and is followed by seven (7) digits. Using other number combinations or choosing state specific ID could create a duplicate profile.​

If the 000-XXXXXXX number is used, please send an email to the Under 21 Help Desk providing notification once the NDXXXXXX number is issued for Maximus to update our records—this will prevent referral submission delays for the child by avoiding duplicate records.​
 

3. Approximate Dates

When referencing dates and timelines, Maximus requests approximate dates. For example, for items requesting prior inpatient or outpatient treatment dates, last treatment dates, dates pertaining to onset of symptoms requiring PRTF level of care - all of these can be approximate dates and do not need to reflect exact (to the day) dates. 

4. Required Documents

The only document required for attachment to the PRTF referral is the most recent psychiatric assessment/evaluation [dated within ninety (90) days prior to proposed admission date]​

This is expected to outline the child’s mental, emotional or behavioral disorder requiring the intensity of services offered in an inpatient setting. ​

The purpose: To establish medical necessity for all CON reviews completed by the Maximus Utilization Review team. ​

A letter can be provided in lieu of an available assessment/evaluation note; however it must include the following items:​

Composed on the hospital or office letterhead of the physician dated within ninety (90) days of proposed admission date​

Description of subjective/objective observations, diagnosis(es), current psychotropic medications and recommendations​

What can’t be accepted is: A letter with a MD statement of "I recommend [Youth] for PRTF and call me with any questions”. ​

Policy effective October 2022: If neither an assessment/evaluation or a letter is available to submit with the admission review, the child will be approved for an initial fifteen (15) days in order for the treating facility to complete a psychiatric assessment. A CSR must be completed, and include the psychiatric assessment, with the Continued Stay Review (CSR), if length of stay requires additional time.​
 

5. CANS Guidance

What Maximus is using CANS scoring for: ​

Data Collection​

• Identify patterns or trends regarding behaviors and needs​
• Better informing ND Medical Services regarding behavioral needs Maximus is seeing based on outcome ​

What Maximus is not using CANS scoring for:​

• PRTF Decisions are made utilizing the state medical necessity criteria, not the CANS.​
• ND U21 does not have a developed Clinical Decision Support Model (formally referred to as an “algorithm” with use of the CANS). ​
• Determinations are made based on the established criteria developed and implemented in June 2023​
• Through 2022 and 2023, Maximus and the HHS clinical team met to discuss ND level of care criteria and eliminating clinical overlap between levels (PRTF/QRTP)​
   

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com

EVENT REMINDER: PRTF Training | 9:00 a.m. CT on Wednesday, October 4

Be sure to register for the upcoming PRTF Training session, taking place on Wednesday, October 4 at 9:00 a.m. CT. Use the link below to register in advance for this informative event. Once registered, you will receive a confirmation link containing details on how to join the meeting. 

ND Under 21 PRTF Training | 9:00 a.m. Wednesday, October 4
 

BEST PRACTICES: Assessment Tips & Reminders

1. It is essential that Providers appropriately select Medicaid ID or State Specific ID when submitting a referral. If a child has a medicaid ID number, be sure to select this as the identifier in the referral. If possible, always use the new medicaid number that starts with "ND", but if they haven't been issued a new medicaid number, use the old number that starts with "000". 

State-specific ID should only be used if a child does not have a medicaid ID. If you select the wrong identifier type, it can create a duplicate profile in the system.

2. If you receive a pop-up notification regarding inconsistent demographics, reach out to the Help Desk ASAP so they can identify the issue and prevent duplicate referrals. This pop-up typically occurs when there is an error in spelling or another demographic field which conflicts with a profile that has already been created.

3. Keep in mind that Providers must log into AssessmentPro at least once every 90 days to avoid their account being deactivated. After six months of inactivity, the account is terminated. If you discover you need to reactivate your account, reach out to the Help Desk for assistance.

4. Please note that the authentication process for accessing proprietary resources on the ND Under 21 Provider site has switched to AssessmentPro. SImply log into AssessmentPro to view locked documents and training materials. 
 

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com

Please be aware of a new process update that allows Maximus to prioritize processing and expediting the CON associated with all PRTF emergency placements.

Effective immediately, if a child is being admitted to a PRTF on an emergency placement basis, please: 

1. Send an email to the North Dakota Under 21 Help Desk with the child’s name, and when Maximus should expect the referral to be submitted in AssessmentPro.

2. As the first statement in the Reason for Referral and Behaviors/Symptoms section, please add: “This referral is for an emergency PRTF admission" (see below). 
 

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com

Thanks to everyone for making the June 20 migration to AssessmentPro a success! We appreciate your hard work and flexibility as we've implemented this new gold-standard Assessment system. Continue reading to review an important temporary process update, as well as some important AssessmentPro resources available on the Under 21 Provider site.

PROGRESS TRACKER: Important Migration Milestones
 

Important Process Update: Continued Stay Review Option Available in AssessmentPro as of June 28

Please be aware that the previously announced temporary workaround for Continued Stay Reviews is no longer needed as of tomorrow, June 28. Going forward, you can submit Acute and PRTF Continued Stay Reviews in AssessmentPro. Please email the Help Desk: NDUnder21@maximus.com if you have any issues.
 

REVIEW: New AssesmentPro Resources Now Available on Under 21 Provider Site

The Maximus Under 21 and Clinical Services Training teams have developed some essential AssessmentPro System resources for Providers. Be sure to review these helpful materials below, available 24/7 on the Under 21 Provider Tools & Resources site.

AssessmentPro Training Materials - Part I

Thanks to all who attended the recent Introduction & Updates to AssessmentPro training sessions. The slides and presentation recordings from these sessions have been posted for your review. If you were unable to attend these sessions, or would like a refresher on the topics presented, use the links below to review the session materials.

Note: there were two different training sessions offered, one for PRTF staff, and one for Acute staff. Be sure to review the materials that apply most approprately for your role.

ND Under 21 - Part I - Introduction to Updates & AssessmentPro – PRTF (Slides)

ND Under 21 - Part I - Introduction to Updates & AssessmentPro – PRTF | Recording (55:00 mins, Register to View)

ND Under 21 - Demonstration of AssessmentPro - PRTF | Recording (1:17:11 mins, Register to View)

ND Under 21 - Part I - Introduction to Updates & AssessmentPro - Acute (Slides)

ND Under 21 - Part I - Introduction to Updates & AssessmentPro – Acute | Recording (42:07 mins, Register to View)

ND Under 21 - Demonstration of AssessmentPro - Acute | Recording (1:26:48 mins, Register to View)


AssessmentPro Training Checklist

This is your go-to resource for all things related to AssessmentPro, from logging in and changing your password to viewing facility screens and accessing assessment outcomes. Click here to review.

AssessmentPro Frequently Asked Questions (FAQs)

Use this handy document as a quick reference for any system-related questions that may arise. Click here to review.

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com

We're just one week away from the North Dakota - Under 21 migration to AssessmentPro, the industry gold standard online system for the management of Maximus assessments. The transition to AssessmentPro will help to streamline the assessment process, as providers across the state will be able to access assessment information and documentation directly from AssessmentPro, negating the need for secure email or fax. 

Continue reading to register for Part II of the AssessmentPro training series, and review some essential resource documents now available on the Under 21 Provider site, including slides and a recording of the recent AssessmentPro system training. Also included are registration details for upcoming Q&A opportunities to answer any lingering questions you may have about next Tuesday's migration.

PROGRESS TRACKER: Important Migration Milestones
 

REMINDER: AssessmentPro Training Part II - Demonstration of AssessmentPro

Don't forget to register for Part II of the AssessmentPro Training series, based on your specific facility type. This session will provide attendees with an AssessmentPro walk-through, where we actively demonstrate how to register as a user, how to create a screen, and show you the PRTF form live.

Note: if you are unable to attend the sessions, keep in mind that a recording will be made for you to review at your convenience.

Part 2: PRTF Staff - ND Under 21 Demonstration of AssessmentPro | 1:00 p.m. CT on Wednesday, June 14

Part 2: Acute Care Staff - ND Under 21 Demonstration of AssessmentPro | 10:00 a.m. CT on Thursday, June 15

 

REVIEW: New AssesmentPro Resources Now Available on Under 21 Provider Site

The Maximus Under 21 and Clinial Services Training teams have developed some essential AssessmentPro System resources for Providers. Be sure to review these helpful materials below, available 24/7 on the Under 21 Provider Tools & Resources site.

AssessmentPro Training Materials - Part I

Thanks to all who attended the recent Introduction & Updates to AssessmentPro training sessions. The slides and presentation recordings from these sessions have been posted for your review. If you were unable to attend these sessions, or would like a refresher on the topics presented, use the links below to review the session materials.

Note: there were two different training sessions offered, one for PRTF staff, and one for Acute staff. Be sure to review the materials that apply most approprately for your role.

ND Under 21 - Part I - Introduction to Updates & AssessmentPro – PRTF (Slides)

ND Under 21 - Part I - Introduction to Updates & AssessmentPro – PRTF | Recording (55:00 mins, Register to View)

ND Under 21 - Part I - Introduction to Updates & AssessmentPro - Acute (Slides)

ND Under 21 - Part I - Introduction to Updates & AssessmentPro – Acute | Recording (42:07 mins, Register to View)

AssessmentPro Training Checklist

This is your go-to resource for all things related to AssessmentPro, from logging in and changing your password to viewing facility screens and acessing assessment outcomes. Click here to review.

AssessmentPro Frequently Asked Questions (FAQs)

Use this handy document as a quick reference for any system-related questions that may arise. Click here to review.

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com

Maximus continues to move forward on the North Dakota - Under 21 migration to AssessmentPro, the industry leading online system for the management of Maximus assessments. This migration is slated to take effect on Tuesday, June 20, 2023. The transition to AssessmentPro will help to streamline the assessment process, as providers across the state will be able to access assessment information and documentation directly from AssessmentPro, negating the need for secure email or fax. 
 
In the weeks ahead, we will keep you connected with important updates and resources, including:

• Provider Resources: Understand what's changing with a helpful overview of AssessmentPro processes and procedures 
   
• System Benefits: Walkthrough of the positive impact this new tool can have for program stakeholders – most importantly, the at-risk populations we serve together across North Dakota 
   
• Account Registration: Step-by-step instructions to create your own new system account 
   
• Learning Opportunities: Dates and registration details for all planned webinars and Q&A sessions   

 
Read on to register for one of several important system training sessions taking place in June, and review some essential technological prerequisites for the AssessmentPro system that are listed below. Also included is a visual progress tracker for an at-a-glance view of key milestones for the AssessmentPro migration timeline. 

PROGRESS TRACKER: Important Migration Milestones
 

UPDATE: Statement Regarding PRTF Criteria

Maximus provided consultation with the state to review and update the PRTF criteria to align with federal initiatives that support youth receiving care in the least restrictive setting and the updated ND PRTF Administrative code. In updating the PRTF criteria there is now a clearer distinction between treatment needs best served in a PRTF and other existing levels of care. The updated criteria will go into effect on June 20, 2023, the same day as the AssessmentPro Migration.

To review the updated criteria, click here.

EVENT UPDATE: System Training Events Taking Place Across the Month of June
 
In preparation for this important system transition, the previously announced training events have been modified to cover more ground, with a Part 1 and Part 2 session for Providers. There will be separate opportunities for both PRTF staff and Acute Care staff. 
 
Be sure to register for both of the sessions listed below, based on your specific facility type. Note: if you are unable to attend the sessions, keep in mind that a recording will be made for you to review at your convenience. 
 
Register - PRTF Staff Trainings:
 
Part 1: PRTF Staff - ND Under 21 Introduction to Updates & AssessmentPro | 11:00 a.m. CT on Thursday, June 8

This training will focus on a review of slides covering various topics including general updates for PRTF Providers, registration, and form updates.
 
Part 2: PRTF Staff - ND Under 21 Demonstration of AssessmentPro | 1:00 p.m. CT on Wednesday, June 14

This session will take attendees through AssessmentPro walk through, where we actively demonstrate how to register as a user, how to create a screen, and show you the PRTF form live.
 
 
Register – Acute Care Staff Trainings:
 
Part 1: Acute Care Staff - ND Under 21 Introduction to Updates & AssessmentPro | 1:00 p.m. CT on Thursday, June 8

This training will focus on a review of slides covering various topics including general updates for Acute Providers, registration, and form updates.
 
Part 2: Acute Care Staff - ND Under 21 Demonstration of AssessmentPro | 10:00 a.m. CT on Thursday, June 15

This session will take attendees through an AssessmentPro walkthrough, where we actively demonstrate how to register as a user, how to create a screen, and show you the PRTF form live.

BEST PRACTICE: Include Medicaid ID Number

Please keep in mind that the state of North Dakota has updated the format of the Medicaid ID number. The old Medicaid ID format started with three zeros (Example: 000xxxxx) whereas the new Medicaid ID format begins with ND (Example:NDxxxxxxx). Please use the new Medicaid ID format, this will continue to be important ater the transition to AssessmentPro. 

SYSTEM REQUIREMENTS: Review Technology Requirements Ahead of AssessmentPro Transition

To receive and complete assessments via AssessmentPro, providers must have a PC with a Windows operating system (Dell, HP, Toshiba, etc.). AssessmentPro is not supported by Apple/Mac computers, or Google Chromebook. 

Chrome or Microsoft Edge browsers are required to properly access AssessmentPro. Adobe Acrobat Reader is necessary as well. 
 
If you have any questions about obtaining these tools, please call the ND Under 21 Help Desk: 629.230.5034.

COMING SOON: AssessmentPro Support Resources

Be on the lookout in the coming weeks for some invaluable AssessmentPro resources for Providers, includng a helpful System Training Checklist, and an AssessmentPro Frequently Asked Questions (FAQs) handout. These resources will be available for your reference on the North Dakota Under 21 Provider site.
 

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com

EVENT UPDATE: System Training Events Taking Place Across the Month of June

In preparation for this important system transition, the previously announced training events have been modified to cover more ground, with a Part 1 and Part 2 session for Providers. There will be separate opportunities for both PRTF staff and Acute Care staff.

Be sure to register for both of the sessions listed below, based on your specific facility type. Note: if you are unable to attend the sessions, keep in mind that a recording will be made for you to review at your convenience.

Register - PRTF Staff Trainings:

Part 1: PRTF Staff - ND Under 21 Introduction to Updates & AssessmentPro | 11:00 a.m. CT on Thursday, June 8

This training will focus on a review of slides covering various topics including general updates for PRTF Providers, registration, and form updates.

Part 2: PRTF Staff - ND Under 21 Demonstration of AssessmentPro | 1:00 p.m. CT on Wednesday, June 14

This session will take attendees through AssessmentPro walk through, where we actively demonstrate how to register as a user, how to create a screen, and show you the PRTF form live.

Register – Acute Care Staff Trainings:

Part 1: Acute Care Staff - ND Under 21 Introduction to Updates & AssessmentPro | 1:00 p.m. CT on Thursday, June 8

This training will focus on a review of slides covering various topics including general updates for Acute Providers, registration, and form updates.

Part 2: Acute Care Staff - ND Under 21 Demonstration of AssessmentPro | 10:00 a.m. CT on Thursday, June 15

This session will take attendees through an AssessmentPro walkthrough, where we actively demonstrate how to register as a user, how to create a screen, and show you the PRTF form live.

BEST PRACTICE: Include Medicaid ID Number

Please keep in mind that the state of North Dakota has updated the format of the Medicaid ID number. The old Medicaid ID format started with three zeros (Example: 000xxxxx) whereas the new Medicaid ID format begins with ND (Example:NDxxxxxxx). Please use the new Medicaid ID format, this will continue to be important ater the transition to AssessmentPro. 

SYSTEM REQUIREMENTS: Review Technology Requirements Ahead of AssessmentPro Transition

To receive and complete assessments via AssessmentPro, providers must have a PC with a Windows operating system (Dell, HP, Toshiba, etc.). AssessmentPro is not supported by Apple/Mac computers, or Google Chromebook.

Chrome or Microsoft Edge browsers are required to properly access AssessmentPro. Adobe Acrobat Reader is necessary as well. 

If you have any questions about obtaining these tools, please call the ND Under 21 Help Desk: 629.230.5034.
 

SUPPORT: Contact the ND Under 21 Help Desk

Do you have questions about a current referral? Contact your North Dakota Under 21 Help Desk for assistance:

• Phone: 629.230.5034
• Email: NDUnder21@maximus.com