Tools and Resources

THE ROLE OF SUPPORTIVE DOCUMENTATION IN PASRR

A message from Jeff Ryan, PASRR Clinical Supervisor, Ohio Department of Mental Health & Addiction Services

Supportive documentation that is relevant, accurate, and updated is the “life blood” of the PASRR clinical review.  This information allows the clinical reviewers to better understand the comprehensive needs of the individual who is applying for nursing facility (NF) services. The reviewer uses this information to determine the most comprehensive setting to meet the applicant’s total needs. The reviewer’s determination will also include recommendations to assist in the care planning of the individual, regardless of where that person resides.

ANNOUNCEMENT: END OF PUBLIC HEALTH EMERGENCY
IMPACT TO THE PASRR PROGRAM

The 30-day delay of PASRR Level I screenings and Level II evaluations in response to the COVID-19 public health emergency (PHE) will terminate on May 11, 2023. 
 
As such, the Center for Medicare and Medicaid Services expects states to resume full PASRR activities in accordance with state PASRR rules (OAC 5160-3-15, OAC 5160-3-15.1, and OAC 5160-3-15.2) as of May 12, 2023. Therefore, providers must also return to the pre-PHE timeframes for completing PASRR requirements and related level of care requests.
 
To view a copy of the press release, click here. 
 
For additional questions, please submit them to PASRR@medicaid.ohio.gov.

FREQUENTLY ASKED QUESTIONS

Who needs a Pre-admission Screening?
State and federal law require anyone who is seeking admission to a Medicaid-certified nursing facility, regardless of payer source, to have a Pre-Admission Screening (PAS) completed prior to admission.
 
What if an individual does not present with a serious mental illness?
A Level I screen is still required, however, individuals who have no indications of serious mental illness are not subject for further review by the Ohio Department of Mental Health and Addiction Services. The receiving nursing facilities are responsible for ensuring all individuals seeking admission have met PASRR requirements.
 
Is anyone eligible for an exemption from the PASRR process even when short-term stays are needed?
An individual who has been hospitalized for acute inpatient care and requires nursing facility services for the condition for which care was received on a medical/surgical unit at a hospital is eligible for a hospital exemption. The attending physician certifies before admission to the facility that the resident is expected to require fewer than 30 days of nursing facility services. Following admission under the hospital exemption, should a nursing facility stay be expected to exceed 30 days, the nursing facility must complete a Resident Review for an expired hospital exemption.
 
Can a nursing facility admit an individual as long as the Level I screen (ODM-3622) has been submitted and determination is pending?
No. Individuals should not be admitted to a Medicaid-certified nursing facility, and the facility cannot bill Medicaid for services rendered until the PASRR process has been fully completed. This includes completion of the Level I screen and, if applicable, the Level II assessment and determination. The NF has the responsibility to refuse to admit an individual until the PASRR process is completed, or the individual is ruled out from further evaluation, or is approved for NF services, if the individual was referred for further evaluation.

PASRR BOARD REPORTS CORNER

REMINDER: PASSWORDS EXPIRE EVERY 90 DAYS
To enhance security and to keep your user account active in AssessmentPro, please log in on a regular basis and change your password every 90 days. If you have any questions, please contact us at Board.Reports@mha.ohio.gov.
 

ABOUT MAXIMUS

The Clinical Services Division of Maximus, formerly known as Ascend, assists state partners across the country in the management of complex programs to help ensure that individuals with intellectual, behavioral health and developmental disabilities and complex medical conditions receive the appropriate care and supports they need. The Company has provided PASRR assessment services for over 20 years. Maximus has national experience providing federally compliant PASRR programs in 15 states.

Learn more about Maximus services and capabilities.
 

QUALITY SATISFACTION SURVEY

YOUR FEEDBACK IS APPRECIATED

We appreciate your feedback about your assessment experience with Maximus. We will use your feedback to improve our processes and to ensure excellence in providing our services. This five-minute survey is anonymous, unless you would like to provide your contact information.

To complete the survey, use the camera on your smartphone to scan the QR code:



Or use your computer: https://www.surveymonkey.com/r/MMSCustomersvc

OHIO DEPARTMENT OF MEDICAID ANNOUNCES END DATE OF PUBLIC HEALTH EMERGENCY

Impact to the PASRR Program

The 30-day delay of PASRR Level I screenings and Level II evaluations in response to the COVID-19 public health emergency (PHE) will terminate on May 11, 2023.

As such, the Center for Medicare and Medicaid Services expect states to resume full PASRR activities in accordance with state PASRR rules (OAC 5160-3-15, OAC 5160-3-15.1 and OAC 5160-3-15.2) as of May 12, 2023. Therefore, providers must also return to the pre-PHE timeframes for completing PASRR requirements and related level of care requests.

To view a copy of the press release, click here.
For additional questions, please submit them to PASRR@medicaid.ohio.gov. 

LEARN AND FIND HELP

We at Ohio Department of Mental Health and Addiction Services (OhioMHAS) are working to ensure continuity of care for Ohioans with mental illness and addiction, many of whom have co-occurring health conditions.

To connect with services and resources you need to support prevention, treatment and recovery, visit: mha.ohio.gov/get-help.


MENTAL HEALTH HELP IS AVAILABLE

Ohio CareLine
1.800.720.9616
Help is available 7 days per week, 8 a.m. - 8 p.m.

Ohio Crisis Text Line
Text keyword "4HOPE" to 741.741

OhioMHAS Help Line
1.877.275.6364

Disaster Distress Helpline
1.800.985.5990
1.800.846.8517 TTY
Text "TalkWithUs" to 66746
Spanish-speakers: Text "Hablanos" to 66746
Available 24 hours a day, 7 days a week, year-round

Find Substance Use Disorder and Mental Health Treatment

https://findtreatment.gov

BEST PRACTICE REMINDERS

REQUESTS FOR ADDITIONAL INFORMATION

There may be times during a PASRR Level II evaluation where an Ascend staff or a state reviewer will request additional information to make a determination of an individual’s need for Nursing Facility (NF) and/or behavioral health services. Written notice will be sent outlining specific data elements and other documentation needed. If you receive a request for additional information, please respond within 14 days of the notice being issued. The deadline to receive the requested information is indicated in the letter.

SUBMITTING ODM-3622

If you discover a mistake or typo was made while completing the ODM-3622 in HENS, you do NOT need to submit a new application. Submitting a new referral will result in duplicated referrals, which may delay your outcome. Instead, please contact the Ascend help desk so that someone may assist you with correcting the error in the original application.         

• Phone: 833.917.2777
• Email: Ascend-OHPASRR@maximus.com

When submitting applications on a Friday, holiday, or the day before a holiday, please include contact information for any individual(s) who can assist the PASRR assessor over the weekend or on the holiday. It is not uncommon that the person who submitted the application is only available during the work week, and weekend staff are not familiar with PASRR, which can result in a delay in receiving the PASRR outcome.

OHIOMHAS PASRR PUBLISHES VIDEO TUTORIALS

NEW RELEASE: HOW TO FILE AN APPEAL

The OhioMHAS PASRR Bureau is excited to share a video training series exploring the importance of PASRR and best practice reminders individuals may take to maintain support of at-risk populations across the state.

Check out the newest release at: https://mha.ohio.gov/pasrr-training-series

https://www.youtube.com/watch?v=SLXgiXQBsvo
 

STAFF SPOTLIGHT

KRISTEN “JONNI” DANSBY, ADMINISTRATIVE PROFESSIONAL

Jonni joined the PASRR Bureau in 2021. She has previous public service experience with the Montgomery County Department of Job and Family Services, and most recently with Ohio Department of Public Safety. An Ohio native, she earned an associate degree in medical administrative technology with a minor in mortuary forensic science in 2011 from Lincoln College of Technology.

Jonni is a proud mother to a teenage daughter and business owner of two baking companies. She enjoys watching horror and action movies, logic puzzles, and escape room experiences. During the warmer months, you can find her riding her motorcycle on the open road.

Jonni, tell us about your typical day in PASRR.
I work on scheduling, answering phones, and communicating with stakeholders via email. I also spend time assisting our appeals team and conduct quality work.

What has been the most surprising thing to you about PASRR?
It is an ever-changing experience, and the staff are great to work with.

What advice would you give for anyone new to PASRR?
Take notes and be patient with yourself and work smarter.  
 

QUALITY SATISFACTION SURVEY

YOUR FEEDBACK IS APPRECIATED

We appreciate your feedback about your assessment experience with Maximus. We will use your feedback to improve our processes and to ensure excellence in providing our services. This five-minute survey is anonymous, unless you would like to provide your contact information.

To complete the survey, use the camera on your smartphone to scan the QR code:



Or use your computer: https://www.surveymonkey.com/r/MMSCustomersvc
 

PASRR BOARD REPORTS CORNER

REMINDER: PASSWORDS EXPIRE EVERY 90 DAYS

To enhance security and to keep your user account active in AssessmentPro, please log in on a regular basis and change your password every 90 days.

If you have any questions, please contact us at: Board.Reports@mha.ohio.gov.

ABOUT MAXIMUS

The Clinical Services Division of Maximus, formerly known as Ascend, assists state partners across the country in the management of complex programs to help ensure that individuals with intellectual, behavioral health and developmental disabilities and complex medical conditions receive the appropriate care and supports they need. The Company has provided PASRR assessment services for over 20 years. Maximus has national experience providing federally compliant PASRR programs in 15 states.

Learn more about Maximus services and capabilities.

GUIDE TO 14-DAY NOTICES
REQUESTS FOR ADDITIONAL INFORMATION

There may be times during a PASRR Level II evaluation where Maximus staff or a state reviewer will request additional information to make a determination of an individual’s need for Nursing Facility (NF) and/or behavioral health services. Written notice will be sent outlining specific data elements and other documentation needed. If you receive a request for additional information, please respond within 14 days of the notice being issued. 

You can find the deadline date within the notice, along with what type of required information is being requested. 

If PASRR does not receive the requested information within 14 days, you will receive a notice of case closure which is accompanied by appeal rights:

Pre-admission Screening (PAS): Admission to a nursing facility is not permitted due to failure to provide information necessary for the completion of the pre-admission screening process. [OAC 5160-3-15.1(J)]

Resident Review (RR): Continued stay in the nursing facility is not permitted due to failure to provide information necessary for the completion of the resident review process. [OAC 5160-3-15.2(H)]


POLICY REMINDERS TO AVOID APPLICATION PROCESSING DELAYS
WHEN SUBMITTING A PAS-EXPEDITED APPLICATION

OAC 5160-3-15.1 requires that a Level II evaluation be conducted for individuals seeking admission to a nursing facility directly from a psychiatric hospital or facility. OhioMHAS will expedite the issuance of determinations for individuals seeking nursing facility admission directly from psychiatric units or hospitals licensed or operated by OhioMHAS within 48 hours.

To ensure an accurate submission of PAS-expedited cases, submitters must select either “Private Psychiatric Unit/Facility” or “Regional Psychiatric Unit/Facility” as the current location of applicant.

HENS SUBMISSION ERRORS
If you discover a mistake or typo was made while completing the ODM-3622 (PASRR application) in HENS, you do NOT need to resubmit a new referral (PASRR application). Resubmitting a new referral creates duplicate referrals, which may delay your outcome. Instead, please contact the Ascend help desk so that someone may assist you with correcting the error in the original referral (PASRR application).   
      
Phone: 833-917-2777
Email: Ascend-OHPASRR@maximus.com

STAFF SPOTLIGHT 
STATE REVIEWER: ROBYN FERGUSON, RN

Robyn Ferguson was born and raised in central Ohio and attended The Ohio State University. She has previous work experience at OSU Hospitals and worked on the transplant floor of the Thoracic, Heart, and Lung Surgery Center. She joined the Ohio Department of Health as a long-term care surveyor before transferring to the PASRR Bureau in 2021. Her hobbies include fishing, hunting, boating, canning, and spending time outdoors on her farm. She also enjoys raising goats and recently won Champion Junior Buck at the Coshocton Goat Show.
     
What has been the most surprising thing to you about PASRR?
There are a lot of differences about the cases. I really like working with the Department of Developmental Disabilities and collaborating with them on determinations.
 
What advice would you give for anyone new to PASRR?
The community resources for all the counties are vast. It takes a long time to get a better grasp on those resources and then place those options in the summary of findings for the consumers.  

OHIOMHAS PASRR PUBLISHES VIDEO TUTORIALS

The OhioMHAS PASRR Bureau is excited to share a video training series exploring the importance of PASRR and best practice reminders individuals may take to maintain support of at-risk populations across the state.

Access PASRR training videos and other helpful resources at: https://mha.ohio.gov/pasrr-training-series

QUALITY SATISFACTION SURVEY
YOUR FEEDBACK IS APPRECIATED

We appreciate your feedback about your assessment experience with Maximus. We will use your feedback to improve our processes and to ensure excellence in providing our services. This five-minute survey is anonymous, unless you would like to provide your contact information.
 
To complete the survey, use the camera on your smartphone to scan the QR code:

You may also use your computer: https://www.surveymonkey.com/r/MMSCustomersvc 

RETURN TO IN-PERSON ASSESSMENTS
WHAT TO EXPECT WITH THE ASSESSMENT PROCESS

Assessors are taking the necessary steps to prepare for this transition in the safest manner possible, relying on CDC guidelines and best practices. Decisions on assessment format, either in-person or telephonic, will be determined by the preference of each facility on a case-by-case basis.
 
Have questions about this process? Please contact the Ohio PASRR Help Desk team for assistance:
 
Phone: 833.917.2777
Email: Ascend-OHPASRR@maximus.com

PASRR BOARD REPORTS CORNER

SAVE THE DATE: TRAINING COMING SOON!
We are happy to announce an upcoming PASRR refresher training for our partners with the local mental health boards and PASRR Report users on December 6, 2022. Each ADAMH board will receive an invitation with more information about webinar registration. 

REMINDER: PASSWORDS EXPIRE EVERY 90 DAYS
To enhance security and to keep your user account active in AssessmentPro, please log in on a regular basis and change your password every 90 days. If you have any questions, please contact us at: Board.Reports@mha.ohio.gov.

ABOUT MAXIMUS

The Clinical Services Division of Maximus, formerly known as Ascend, assists state partners across the country in the management of complex programs to help ensure that individuals with intellectual, behavioral health and developmental disabilities and complex medical conditions receive the appropriate care and supports they need. The Company has provided PASRR assessment services for over 20 years. Maximus has national experience providing federally compliant PASRR programs in 15 states.
 
Learn more about Maximus services and capabilities.

Please be aware that this evening, Tuesday November 1, Maximus IT will publish updates to the AssessmentPro system. With these upgrades comes a new way for users to update their passwords. 

Currently, when users click the reset password button, a link will be sent to the email address you use to log into AssessmentPro, prompting you to create a new password.

Going forward, instead of receiving a link, a verification code will be sent to your email address, which you will enter on the AssessmentPro site, then create a new password (see below):
 

 

 

 

 

If you have any questions about this important process update, please reach out to your program Help Desk.