Ohio Preadmission Screening and Resident Review (PASRR)

For Pre-Admission Screenings, results should be available within three (3) calendar days of the initial referral. This includes the face-to-face clinical interview, the quality review, the summary of findings development, and identification of PASRR services.

For Resident Reviews, results should be available within five (5) calendar days from the initial referral. This includes the face-to-face clinical interview, the quality review, the summary of findings development, and identification of PASRR services.

For expedited Pre-Admission Screenings (inpatient psychiatric hospitalizations operated by and or licensed by the state), results should be available within an average of 48-hours of the initial referral.

Maximus will fax the referral source, local Area Agency on Aging (AAA) and admitting facility (if known) a copy of the summary and determination upon completion and mail the applicant, primary care provider and any legal guardian, a copy of the summary and determination within one (1) business day of the determination. 

According to federal regulations, a PASRR Level I screen (ODM-3622) must be completed for all individuals planning to enter a Medicaid-certified nursing facility (NF) or for NF residents following a significant change in condition regardless of payer source. If the Level I screening form is positive for indications of serious mental illness, then a Level II determination must occur prior to entry of the nursing facility.

If a status change has been indicated for a nursing facility resident, nursing facilities have within 72 hours to submit their change in status.

An emergency categorical approves the individual for NF services to be admitted for up to seven (7) days and is valid for use within twenty-four hours from the date of the determination, or immediately following discharge from a medical or surgical unit of a hospital. Specialized services are not appropriate for the emergency categorical.

A respite categorical approves the individual for NF services to be admitted for up to 14 days and must be used within sixty days from the date of the determination. A respite categorical determination is not appropriate if the individual does not plan to return to the caregiver at the conclusion of their NF stay. Specialized services are not appropriate for the respite categorical.

Submit a history and physical (H&P) completed within the past year, in addition to current medication records. We also encourage sending any relevant clinical information, such as psychiatric records, progress notes, case notes, most recent Minimum Data Set (MDS), etc.

For an out-of-state resident to be considered for placement in an Ohio nursing facility, follow the standard submission process, including completion of the Ohio Department of Medicaid (ODM) form 3622. Upon completion of the ODM-3622, if the applicant is found to have indications of serious mental illness (SMI) and or intellectual disability/related condition (ID/RC), then the application (ODM-3622) and supporting documents are submitted to the OhioMHAS and/or DODD respectively for further review.

Staff are available Monday-Sunday, including holidays from 8:00 a.m. – 5:00 p.m. EST. If your call is not immediately answered, leave a message and you will receive a call back.

Assessors are instructed to call the referral source prior to arrival. They are also asked to display a badge identifying them with OH PASRR and complete a form indicating they conducted the assessment, which requires a member of the facility to sign the form acknowledging they were there. Assessors will need access to supporting documents, such as the H&P and the Medication Administration Record (MAR), if Maximus has not received it prior to their arrival at the facility.