Ohio PASRR

Tools and Resources

Maximus partners with the State of Ohio to perform Preadmission Screening and Resident Review (PASRR) assessments.

Your feedback helps us improve! Tell us about your assessment experience.

Are you a licensed Mental Health Clinician or Registered Nurse with behavioral health experience and interested in working as an assessor with the OH PASRR program? Contact our Recruiting team to learn more: Recruiting@maximus.com

 

Contact the help desk
Phone, Fax & Email

833.917.2777

877.431.9568

Ascend-OHPASRR@maximus.com

Business Hours

8:00 am - 5:00 pm EST, Daily

Announcements

  • Offices Remain Open on Memorial Day, 5/30

    The Ohio PASRR office will remain open and fully operational on Memorial Day, May 30. 

  • PASRR Connection Newsletter Issue 10 | May 2022

    COMMUNITY PATHWAYS
    A message from Ellie Jazi, OhioMHAS, Community Transitions Administrator

    OhioMHAS is committed to helping individuals with mental illness and substance use disorders explore options for transitioning to the community. Sometimes individuals with disabilities, including behavioral health, receive treatment in institutions (such as nursing homes and hospitals) and are not living in the most integrated setting.  Community Transitions is part of OhioMHAS’ Bureau of Recovery Supports and strives to support sustainable, person-centered transitions so individuals can live and recover within integrated communities. The Community Transitions team focuses on state-level policy work and programs that directly serve individuals, including Recovery Requires a Community and the Residential State Supplement (RSS).

    Recovery Requires a Community helps individuals with a behavioral health diagnosis by providing financial assistance for transitioning from nursing homes to sustainable community living. Funds can be used in many ways to help an individual transition, and can also be used to help recently transitioned individuals to avoid re-admission to a nursing facility. Some examples of recovery assistance include short-term housing assistance, a one-time payment of utility arrears, short-term supportive services (such as home health aide or peer support services), or other needs that will support the individual’s ability to live in the community.  

    The Residential State Supplement (RSS) program provides financial assistance to adults with disabilities to help with accommodations, supervision, and personal care services in eligible living arrangements. Individuals use RSS, which supplements their income, to pay the monthly allowable fee (or “rent”) to eligible living arrangements, i.e., Class Two Residential Facilities. Enrolled individuals also receive Medicaid coverage as part of the program benefits.  

    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: ANNETTE MATHEWS, RN, BSN

    Annette Mathews joined the PASRR Bureau more than six years ago as a peer review nurse.

    Born and raised in Columbus, Annette started her career in the health care field as a phlebotomist. She really enjoyed working in the lab at a local hospital and interacting with doctors and nurses. She later became a licensed practical nurse (LPN) and began work in home health care before returning to school to earn her RN. Most recently she completed her Bachelor of Science in Nursing on an accelerated master’s pathway program and looks forward to working on her master’s degree. 

    In her free time, you can find Annette frequenting bookstores and art museums. She enjoys traveling; her favorite destination is Nassau in the Bahamas. She hopes to visit London and Africa. She is a huge Star Wars fan, her favorite character being Luke Skywalker. 

    What is most surprising to you about PASRR?
    Some cases are not as cut and dry as you would think they should be, especially since there is a process in place. In fact, some cases must go through legal because of involvement with Medicaid, DODD (Ohio Department of Developmental Disabilities) or other entities due to complications revolving around the case.

    What advice would you give for anyone new to PASRR? 
    It takes time … PASRR is fluid. It is a constant learning experience, and I am still in that process. 



    BEST PRACTICE REMINDERS
    TO HELP SPEED UP A DECISION, INCLUDE THE FOLLOWING:


    Supporting documents

    • History and physical examination 
    • Drug history 
    • Psychological evaluation 
    • Psychiatric evaluation
    • Functional assessment, inclusive of ADL and IADL

    The HENS 3.0 system also allows for the submission of guardianship paperwork or proof of legal representative at the time of submission. This ensures that OhioMHAS staff is communicating with appropriate parties. 

    Please submit the most current, and relevant, supporting documents (e.g. if elevated blood sugars are the reason for the request, send the blood sugar readings).

    When submitting a 3622 for dementia, send medical records that support dementia as the primary focus of treatment. 


    YOUR QUESTIONS ANSWERED
    WHAT NURSING FACILITIES AND HOSPITALS NEED TO KNOW

    The Ohio Department of Medicaid (ODM) conducted two separate and unique PASRR trainings for nursing facility and hospital staff in December 2021. 

    If you are interested in receiving notifications of future PASRR trainings directly from the Ohio Department of Medicaid, please email PASRR@Medicaid.Ohio.gov. Include your name and the type of organization making the request (hospital, nursing facility, other) and you will be added to the distribution list.
     

  • PASRR Connection Newsletter Issue 9 | January 2022

    HAPPY NEW YEAR! 

    Message from Terry Watts, 
    PASRR Bureau Chief, Ohio Department of Mental Health and Addiction Services

    As we continue to search for normalcy during the COVID-19 pandemic, the PASRR bureau wishes you well throughout 2022. Please know that our unwavering commitment and advocacy will be to work with stakeholders to ensure access to needed services for individuals diagnosed with mental illness in the most-inclusive (least-restrictive) environment.

    The Ohio Department of Mental Health and Addiction Services (OhioMHAS), together with our community partners, will foster an environment to facilitate a continuity of care regardless to where individuals who are diagnosed with mental illness reside. We encourage you to get vaccinated if you have not already done so. Please adhere to the guidance provided by the Centers for Disease Control and Prevention and the Ohio Department of Health in response to the pandemic. 
     

    MENTAL HEALTH HELP IS AVAILABLE

    COVID CareLine 
    (emotional support call service)

    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

    Find Substance Use Disorder and Mental Health Treatment
    https://findtreatment.gov/
     
    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


    POLICY REMINDER
    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: LEEANN FUNSTON, LSW 

    Leeann Funston joined the PASRR Bureau as a state reviewer in 2014. She obtained her associates degree in Arts and Sciences and bachelor’s degree in Social Work from The Ohio State University. Born and raised in Newark, Leeann lives in Columbus with her husband and two cats. They enjoy going to movies and spending time playing euchre with friends and family.

    Why did this type of work interest you and how did you get started?
    My stepfather worked as a mental health counselor and retired around age 80. He had such a passion for his work and for the people he helped, which influenced my decision to study social work. While in college, I worked at an adult care facility for six years and then accepted a position at Catholic Social Services as an assistant director. This position allowed me to complete intake screenings for case management services, provide supported counseling, and supervise staff at the site. 
     
    My work came full circle when I joined the State of Ohio as an adult care facility surveyor and I was able to return to my previous group home, in addition to others, to complete site surveys.

    Tell us about your role in PASRR.
    As a state reviewer, I make final determinations in the PASRR process and approve or deny an individual for admittance or continued stay in a nursing facility. The cases are always interesting and sometimes even heartbreaking. I enjoy my role because I feel like I am helping an individual with mental illness in some small way, whether it be approving them or denying them, which may give them the opportunity for more independence.
     
    What has been the most surprising thing to you about PASRR? 
    I am most surprised that after seven years I am still learning about PASRR.   

     

    BEST PRACTICE REMINDERS
    TO HELP SPEED UP A DECISION, INCLUDE THE FOLLOWING:

    Supporting documents

    • History and physical examination 
    • Drug history 
    • Psychological evaluation 
    • Psychiatric evaluation
    • Functional assessment, inclusive of ADL and IADL
    • List of current medications 

    The HENS 3.0 system also allows for the submission of guardianship paperwork or proof of legal representative at the time of submission. This ensures that OhioMHAS staff is communicating with the appropriate parties. 

    Please submit the most current and relevant supporting documents (e.g. if elevated blood sugars are the reason for the request, send the blood sugar readings).

    When submitting a 3622 for dementia, send medical records that support dementia as the primary focus of treatment.
     

    PASRR BOARD REPORTS CHECK-IN
    REMINDER: PASSWORDS EXPIRE EVERY 90 DAYS

    ADAMH Board Staff: To enhance security and to keep your user account active in AssessmentPro, please change your password every 90 days. If you have any questions or need your account to be reactivated, please contact us at: 
    Board.Reports@mha.ohio.gov

     

    SHARE YOUR FEEDBACK

    • Do you have questions about a PASRR-related topic you would like to see covered in a future edition of PASRR Connection, or in a webinar?
    • Have you hired a new staff person who would benefit from receiving the system overview training?
    • Are you interested in learning more about how PASRR functions with the mental health population?

    Please send all training inquiries or questions to:
    PASRRBureau@mha.ohio.gov

  • PASRR Connection Newsletter Issue 8 | October 2021

    HENS 3.0 UPGRADE

    A message from Norma Tirado, PASRR Administrator at the Ohio Department of Medicaid

    The HENS 3.0 upgrade has been completed, and the system is now available at https://hens.age.ohio.gov. User guides and training videos can be accessed by clicking the Help link in the upper right corner of the page. PASRR policy-related questions should be directed to PASRR@medicaid.ohio.gov and HENS 3.0 information technology (IT) issues should be directed to PAS-RR@age.ohio.gov

    UPCOMING TRAINING OPPORTUNITIES
    PASRR trainings are under development. Nursing facilities and hospitals will be notified of upcoming training dates. If you are interested in receiving notifications of future PASRR trainings directly from the Ohio Department of Medicaid, please email PASRR@medicaid.ohio.gov and include your name and the type organization making the request (hospital, nursing facility, other) and you will be added to the distribution list.
     

    PROCESS REMINDERS
    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
     

    CONNECTING WITH THE COMMUNITY
    COMMUNITY RESOURCE GUIDE

    The Ohio Department of Mental Health and Addiction Services (OhioMHAS) is working to ensure continuity of care for Ohioans with mental illness and addiction, many of whom have co-occurring health conditions.
     
    Each PASRR determination includes a resource guide to assist with accessing needed services. A copy of the resource guide can be found for review at: https://mha.ohio.gov/wps/portal/gov/mha/about-us/rules-and-regulations/pasrr/resources/community-transitions-guide
     

    MENTAL HEALTH HELP IS AVAILABLE

    COVID CareLine 
    (emotional support call service)

    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

    Find Substance Use Disorder and Mental Health Treatment
    https://findtreatment.gov/
     
    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
     

    STAFF SPOTLIGHT 
    STATE REVIEWER: DREW PALMITER, LSW, LICDC

    Drew Palmiter has been with the PASRR Bureau for approximately seven years. He has previous work experience as a certification specialist with the former Ohio Department of Alcohol and Drug Addiction Services (ODADAS) conducting surveys and state compliance with certified alcohol and other drug programs including treatment facilities, Methadone providers, and Driver Intervention Programs. He has also worked at a 28-day inpatient treatment facility in Montpelier, Ohio. Drew has also been interested in suicide prevention, and past jobs include an on-call pre-screener for suicide prevention in the Toledo area.

    Born in Montpelier, Ohio, Drew and his family have long resided in northwest Ohio. He remembers his first experiences visiting nursing facilities as a kid and baking sugar cookies for the residents. 
     
    Drew initially was a machinist after graduating high school, but when the facility closed, he used funds from his employer and attended college and earned two associates degrees and then his bachelor’s degree in Counseling from the University of Toledo. 
     
    Outside of work, Drew enjoys spending time with family, including his wife, kids, grandkids, and his beloved dog, Snowball. Drew enjoys making cakes for everyone in his life. In fact, his baking skills are legendary, crafting up to 100 cakes a year.
     
    Drew, tell us about your typical day. 
    I review cases for nursing facility admission and continuous stay, look at documentation that has been received, and determine if they meet criteria for placement.
     
    What is most surprising to you about PASRR?
    The number of cases and complexity of the cases vary: resident reviews, pre-admissions, significant changes in condition, emergency approvals, respite approvals.
     
    What advice would you give for anyone new to PASRR? 
    Be patient with PASRR and yourself; listen to those who understand the process and learn from them. 
     

    BEST PRACTICE REMINDERS
    TO HELP SPEED UP A DECISION, INCLUDE THE FOLLOWING:

    Supporting documents

    • History and physical examination 
    • Drug history 
    • Psychological evaluation 
    • Psychiatric evaluation
    • Functional assessment, inclusive of ADL and IADL
    • List of current medications 

    The HENS 3.0 system also allows for the submission of guardianship paperwork or proof of legal representative at the time of submission. This ensures that OhioMHAS staff is communicating with the appropriate parties. 

    Please submit the most current and relevant supporting documents (e.g. if elevated blood sugars are the reason for the request, send the blood sugar readings).

    When submitting a 3622 for dementia, send medical records that support dementia as the primary focus of treatment. 


    UPCOMING EVENTS
    PASRR REPORTS: CHECK-IN WEBINAR

    PASRR Report users within each ADAMHS Board are invited to join us for a check-in webinar on Wednesday, October 20, from 9-9:45 a.m. Please check your email for your registration invitation.
     

    SHARE YOUR FEEDBACK

    • Do you have questions about a PASRR-related topic you would like to see covered in a future edition of PASRR Connection, or in a webinar?
    • Have you hired a new staff person who would benefit from receiving the system overview training?
    • Are you interested in learning more about how PASRR functions with the mental health population?

    Please send all training inquiries or questions to:
    PASRRBureau@mha.ohio.gov

  • PASRR Connection Newsletter Issue 7 | July 2021

    UPCOMING CHANGES TO ASSESSMENT PROCESS

    After more than a year of completing virtual Level II assessments, OhioMHAS PASRR will transition to a hybrid assessment model, which includes the option of completing assessments in-person. Decisions on assessment format, either in-person or telephonic, will be determined by the preference of each facility on a case by case basis and are scheduled to begin Thursday, July 15.
     

    WHAT TO EXPECT WITH AN IN-PERSON ASSESSMENT 

    Assessors are taking the necessary steps to prepare for this transition in the safest manner possible, relying on CDC guidelines and best practices.

    • Assessors will call in advance to arrange the in-person visit.
    • Steps to be taken include the stringent use of Personal Protective Equipment (PPE) during each visit.
    • Assessors will work directly with Ascend to submit health assessment forms on any days where an in-person interview is planned.

    Have questions about this process change? Please contact the Ohio PASRR Help Desk team for assistance:

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

    POLICY REMINDER
    Requests for Additional Information

    There may be times during a PASRR Level II evaluation where an Ascend staff member or a state reviewer will request additional information to make a determination of an individual's need for nursing facility and/or specialized 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.

    If PASRR does not receive the requested information within 14 days:

    • Pre-admission Screening (PAS): admission to a nursing facility is not permitted due to failure to provide information necessary for the completion of the preadmission 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)]
       

    PASRR STAFFING UPDATE
    George Pelletier's Retirement

    We in the PASRR Bureau acknowledge George Pelletier, who has retired from his role as Quality Manager/Assistant Bureau Chief. He was a member of the PASRR team for more than 8 years, defining the role of the bureau's quality section, and we are grateful for his many contributions. We invite you to join us as we offer our congratulations and best wishes to George, as he turns the page on a new chapter of his life's journey. 
     

    INTERNAL STAFFING CHANGES

    Rebecca Grimm, MSW, LSW, now serves as the Quality Manager/Assistant Chief to the PASRR Bureau. In addition, Kathryn Smigielski, LISW, now serves as Appeals and Community Options Coordinator, where she will represent the PASRR Bureau in state hearings while continuing her work with community transitions, outreach, and compliance reporting.  
     

    PASRR BOARD REPORTS
    Upcoming Technical Assistance Training

    We are happy to announce an upcoming technical assistance training for our PASRR Report users. Identified staff within each ADAMHS board will receive an invitation with more information about webinar registration and account set-up. If you have any questions, please contact us at:

    Board.Reports@mha.ohio.gov


    SHARE YOUR FEEDBACK

    Do you have questions about a PASRR-related topic you would like to see covered in a future edition of PASRR Connection, or in a webinar?

    Have you hired a new staff person who would benefit from receiving the system overview training?

    Are you interested in learning more about how PASRR functions within the mental health population?

    Please send all training inquiries or questions to: 

    MHAS-PASRR-Operations@mha.ohio.gov