Tools and Resources

ASSESSMENTPRO UPDATE: New Menu Tab, PathTracker, Not Currently Ready for Access

You may have noticed a new tab, PathTracker, that now appears at the top of your AssessmentPro home page – pictured below. This tab should not be used at this time.

Shown for reference only, below are screenshots depicting the Admittance and Census queues accessible through the PathTracker tab. Although currently available to view, do not update any of these data fields until further instructions are provided. 

What are next steps? Additional guidance and access to training resources pertaining to the purpose and use of these new tabs/queues will be shared with program stakeholders at some future point.
 

NEW RESOURCE: SLP - Fair Hearing Appeals Packet

New fair hearing and appeals information, including a fillable Fair Hearing Request form, has been developed which more clearly provides program specific options and related timeframes for requesting reconsiderations or appeals for those who may disagree with the SLP Comprehensive Mental Health Assessment decision regarding an individual’s potential SLP appropriateness. 

This packet is now available for review and download on the IL PASRR Tools and Resources site: 

Download SLP Appeals Packet

BEST PRACTICE: Always Provide Contact Phone Number(s) for Individual Being Assessed

Be sure to provide the phone number for the person being assessed in addition to the contact information for other persons who may be helpful to include in the process or who can engage the individual. This will allow Quality Clinicians to schedule, conduct a SLP Comprehensive assessment and issue a determination in a timely fashion. Not being able to reach needed individuals for the assessment results in delays and cancellations. If Maximus is unable to reach the needed parties including the individual, within 72 hours or less, the SLP Comprehensive Assessment will be canceled, and the submitter would need to start the process again. 

TOOLKIT: Additional SLP Resources

Community Resources | Download - NEW
SLP Screen | Download 
AssessmentPro for SLP | Listen to Recording – 48:36 mins
AssessmentPro Training Checklist – General Support | Download 
AssessmentPro – Frequently Asked Questions (FAQs) | Download  
SLP – Process Overview | Download
SLP – Frequently Asked Questions (FAQs) | Download

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other SLP process or AssessmentPro questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more: 

Email: ILSLP@maximus.com 
Phone: 833 PASRR IL (833.727.7745)

NEW RESOURCE: SMHRF Refresher Training Presentation 
 
In early November 2022, the IL SMHRF support team provided several insightful Refresher Training sessions, which were open to all program stakeholders. If you were unable to attend or would like to walk through the helpful content covered during the training again, select the links below to explore a recording or download a copy of this informative presentation.
 
SMHRF Refresher Training | Download Presentation
 
SMHRF Refresher Training | Listen to Recording – 38:10 mins
 
*Note: you must register when prompted to listen to the recording listed above
 

ACTION ITEM: Verify All Facility Information is Accurate

It’s critical that AssessmentPro users managing facility information in the system ensure that the details listed for their facilities are accurate and up to date. Follow the steps below to review and update those details:

1.) Go into your profile under User Information. Review the details listed for all phone numbers for any necessary updates.

2.) Scroll through the Facilities list. 

 

3.) Click on each Facility name. Once inside the individual Facility profiles, review the following:

Email
If the email address is something general such as "administrator.healthcare.org", be sure that the other information provided clearly indicates the name/identity of the individual owner of that email address. When a staff change occurs for someone using a general email address like this, it makes it more difficult for the AssessmentPro support team to know that updates are required for that email account’s owner.

Note: remember that no email accounts linked to a facility profile should be shared accounts accessible by more than one individual. 

Business Phone
The Business Phone field should be a phone number that directly reaches the facility office associated with the AssessmentPro account, not a general line across a network. The Illinois program support team will need this information when they must speak directly with a facility.

AssessmentPro Administrators
Review the list of AssessmentPro Administrators and all other contact information listed for each facility. Email or call the Help Desk at 833.727.7745 if any of the information needs to be updated.
 

BEST PRACTICE: SMHRF Process Tips
 
The recent SMHRF Refresher training sessions included numerous process tips and reminders. Continue reading for a few of the most critical takeaways:

1. Provide an accurate facility address
2. Provide accurate contact information for the person and any legal representative
3. Wait to submit the referral until the individual is ready to participate in the assessment 
4. Respond promptly to the Assessor to avoid delay
5. Keep Pathtracker information up to date
6. Wait to discharge until the determination has been received and if applicable, until after the FDDP consultation has taken place

TOOLKIT: Helpful SMHRF Resources

• SMHRF – Process Overview | Download
   
• SMHRF – Frequently Asked Questions (FAQs) | Download
   
• AssessmentPro - Frequently Asked Questions (FAQs) | Download
   
• AssessmentPro for SMHRF | Listen to Recording – 69:08 mins 

*Note: you must register when prompted to view the recording
 

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other SMHRF or AssessmentPro system related questions? Contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:

• SMHRF related questions - mail: ILSMHRF@maximus.com  
• Phone: 833 PASRR IL (833.727.7745)

REGISTER: PASRR Program Refresher Training | Available Session Dates – November 7, 8, 9, 10

Be sure to join one of the upcoming Illinois PASRR Program Refresher webinars planned for early November. As we mark six months since the implementation, these trainings will recap the extensive changes made to preadmission processes and requirements. Multiple dates and times are offered to accommodate busy schedules. These hour-long sessions will also include best practice reminders and Q&As with the project team. Registration details are listed below. 
 
Note: each webinar will feature identical content, so only one registration is necessary.
 
Who should attend? Anyone who works with or in a Nursing Facility or refers individuals to them, including Hospitals, ISCs, and CCUs
 
Select the webinar date and time below that works best with your schedule, then choose that same date/time from the dropdown found on the registration page.

PASRR Program Refresher | 2:00 p.m. CST Monday, November 7, 2022
 
PASRR Program Refresher | 1:00 p.m. CST Tuesday, November 8, 2022
 
PASRR Program Refresher | 10:00 a.m. CST Wednesday, November 9, 2022
 
PASRR Program Refresher | 10:00 a.m. CST Thursday, November 10, 2022
 
Note: except for Q&As, topics discussed will be identical for all sessions.

BEST PRACTICES: PASRR Process Tips  

1. Completing a Referral
When filling out the Level I PASRR Referral, ensure that you are correctly identifying Reason for Screening, Current Location, and “Typical” Living Situation. Populating these items incorrectly could result in:

• A DON Referral not routing to the CCU properly
• A provider being flagged for non-compliance
• An individual not qualifying for expedited, abbreviated, or delayed Level II assessment activities, which can help to hasten hospital discharges when a person is eligible
  
  Fill out every section completely and correctly with information that aligns with documentation provided. Avoid writing, “See documentation.”

Include the individual’s contact information and any additional persons that the assessor can contact to assist with assessment completion. This will expedite the process, including completion of interviews with the individual and caregivers.

2. Time Limited Approvals
Occasionally, the Level I Outcome permits a 30-day Exempted Hospital Discharge (EHD) or 60-day Convalescence Categorical, but the individual needs a continued stay that exceeds the time-limited approval. When that occurs, the nursing facility must submit a new Level I PASRR Referral (indicating a Resident Review) 7-10 days prior to expiration. 
 
A Level II Outcome may result in a time-limited approval. If the individual needs a continued stay that exceeds the time-limited approval, a new Referral must be submitted 7-10 days prior to expiration.

3. Avoiding a HIPAA Breach
Prior to attaching or faxing documentation, make sure to:

• Double check that the document is for the correct person.
• Look through every page of the documentation to be sure all contents belong to the same person.

Do not use one fax coversheet for multiple individuals at the same time.

• The fax coversheet printed when submitting a Level I PASRR Referral has a unique QR code associated with that Referral. 
• When using the generic cover letter for faxing, fax only one person's information at a time.

TOOLKIT: Helpful PASRR Resources

Process Overview | Download

Frequently Asked Questions (FAQs) | Download

PASRR Outcomes Guide | Download
 
Illinois PASRR Level I – Form Example | Download
 
Illinois PASRR Level II – Fax Coversheet and QR Code | Download

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other PASRR process questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more: 

Email: ILPASRR@maximus.com  
Phone: 833 PASRR IL (833.727.7745)

UPDATE: Access to Cook County CCU Queue to be Discontinued for Certain CCUs on November 1, 2022 

As part of planned upgrades to IL PASRR processes in the AssessmentPro system, availability to the shared Cook County CCU queue will end for CCUs who don’t require access to them, beginning on Tuesday, November 1, 2022, due to the creation of agency specific queues.

If you have questions about this transition, please contact the CCU Support at: ILCCU@maximus.com.  
 

HOW TO: Assign and Complete the Determination of Need (DON)
 
AssessmentPro system users should open the Unassigned Referrals queue to assign and complete the DON. 

Assigning a Determination (DON)/Choices from the AssessmentPro Home Page

STEP 1: Click the Unassigned Referrals tab
 

STEP 2: Click the Claim button of the referral to complete

STEP 3: The referral will appear in the draft queue

Completing a Determination of Need (DON)/Choices Referral from the AssessmentPro Homepage

STEP 1: Click the Drafts tab.
 

STEP 2: Click the person’s name to open the referral

REMINDER: Reassignment of DON Referrals
 
When a DON Referral needs to be reassigned to a different CCU, you must enter that information in the Smartsheet located here. Be sure to bookmark this location.
 
To fill out the Smartsheet above, you will need to know the Assessment ID (AID) for the DON Referral, the name of the CCU it where it is currently assigned, and the name of the CCU it should be assigned to. If you need assistance obtaining this information, please call the Help Desk at 1.833.727.7745. 
 
Once you have completed the form and the referral has been re-assigned, you will receive an email from an AssessmentPro.com account notifying you know when the change is complete. 
 
If you have additional questions on this process, contact CCU Support: ILCCU@maximus.com. 

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other program or AP system related questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:

• Care Coordination Unit (CCU) Support: ILCCU@maximus.com 
• General PASRR Support: ILPASRR@maximus.com  
• Phone: 833 PASRR IL (833.727.7745)

Be sure to join at least one of the Illinois Program Refresher training webinars planned for early November. As we mark six months since the implementation, these trainings will recap the extensive changes made to preadmission assessment processes and requirements. Webinars will be specific to each assessment (PASRR and SMHRF), and each will be offered multiple times to accommodate busy schedules. These hour-long sessions will also include best practice reminders and Q&As with the project team.
 
Registration details and guidance on which webinars are right for you are listed below.  
 
Note: each webinar in a specific series will feature identical content, so only one registration per assessment type is necessary.

SMHRF | Program Refresher 

Available Session Dates – November 1 and 2, 2022
 
Who should attend? Anyone who refers individuals to SMHRFs, including Front Door Diversion Providers (FDDP), or who works in a SMHRF
 
Select the webinar date and time below that works best with your schedule, then choose that same date/time from the dropdown found on the registration page.

SMHRF | Program Refresher | 10:00 a.m. CST Tuesday, November 1, 2022

SMHRF | Program Refresher | 2:00 p.m. CST Wednesday, November 2, 2022

PASRR | Program Refresher 

Available Session Dates – November 7, 8, 9 and 10, 2022
 
Who should attend? Anyone who works with or in a Nursing Facility or refers individuals to them, including Hospitals, ISCs, and CCUs

Select the webinar date and time below that works best with your schedule:

PASRR Program Refresher | 2:00 p.m. CST Monday, November 7, 2022
 
PASRR Program Refresher | 1:00 p.m. CST Tuesday, November 8, 2022
 
PASRR Program Refresher | 10:00 a.m. CST Wednesday, November 9, 2022
 
PASRR Program Refresher | 10:00 a.m. CST Thursday, November 10, 2022

New AssessmentPro (AP) updates were recently launched on September 6, 2022, to provide better insight into the outcome of the Determination of Need (DON) assessment conducted by the CCU. Previously, DON results were listed only as Completed when entered by the CCU on the individual’s episodes grid. 

What’s changing? Now, in addition to showing a Completed status, AP users can see the individual’s DON score range, without having to click into the form, improving efficiency. This enhancement gives users the ability to see “at a glance” whether the individual meets institutional/nursing facility level of care criteria. Access to open the DON form still exists where additional details can be found including the exact DON score.

Reminder: NF admission requires a minimum DON score of 29 or more in addition to a completed PASRR. 

When a DON score is entered by a CCU, the status will now indicate one of the following:

• DON Completed - Score 29 or above 
• DON Completed - Score of 28 or below 
• DON Completed - Score not provided

Below is a screenshot displaying an example of a new DON status which is based on the input of the DON score by the CCU.

SUPPORT: Contact the Maximus - Illinois Help Desk  
Do you have other program or AssessmentPro system related questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:  

• Care Coordination Unit (CCU) Support: ILCCU@maximus.com 
• General PASRR Support: ILPASRR@maximus.com  
• Phone: 833 PASRR IL (833.727.7745)  

An update to AssessmentPro (AP) affecting Cook County Care Coordination Unit (CCU) users will go into effect during the week of October 3, 2022. 

• Currently, AP only automates CCU referrals for completion of the Determination of Need (DON) and Choices for Care Consultations based on a submitter’s County. This has presented some challenges for Cook County which is served by multiple CCUs.
   
• During the week of October 3, new system programming will route DON/Choices referrals to the CCU based on zip code boundaries rather than by county. This time-saving change means that Cook County CCUs will no longer need to filter through all Cook County referrals and instead, Cook County CCUs will have specific zip code-based referral queues.

Will this update affect my login?
No. These changes will not disrupt current system login processes for any CCU in any county.

Will this change affect my current processes? 
If you are not affiliated with a Cook County CCU, you will not experience any change.

If you are associated with a Cook County CCU, you will find referrals are grouped by zip code rather than county, improving the speed with which you can find and claim referrals for your specific agency. 

What if I am affiliated with more than one Cook County CCU?
Users who represent or oversee more than one CCU in Cook County will need to take note of the facility indicated at the top of the screen after logging in to AP.

Applicable users will need to toggle between agencies in order to see agency specific referrals. See the guide below for more details. 

RESOURCE: Review Instructions to Change User Agency

If you’re associated with more than one entity, select the link below to download and review instructions to switch to a different agency in AP.

System Guide – Change User Facility/Agency

SUPPORT: Contact the Maximus - Illinois Help Desk 
Do you have other program or AP system related questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more: 

• Care Coordination Unit (CCU) Support: ILCCU@maximus.com
• General PASRR Support: ILPASRR@maximus.com 
• Phone: 833 PASRR IL (833.727.7745) 

Important changes are coming to AssessmentPro (AP) giving ISCs greater access and control within the system. These changes impact both Level II DD PASRR assessments and SLP Comprehensive DD Assessments. 
 
Beginning September 26, 2022, ISCs will:

• Retrieve all PASRR and SLP assessment referrals within AssessmentPro (AP) via the Assessment Review Queue 
• Update the status of assessment referrals directly in AP once complete

These AP enhancements will replace the current use of email for the ISC’s receipt of assessment referrals and will eliminate the need to email Maximus the status of completed assessment. Instead, ISCs will now have direct access to agency specific referral queues and the ability to input PASRR and SLP referral updates once completed. 
 
ISCs will also have the ability to: 

• Submit Level I PASRR screens and SLP Initial Screens where needed 

However, several important next steps are needed.

1. REVIEW: On-Demand Training – Process for Receiving a PASRR Level II Referral and Entering a Level II Outcome in AssessmentPro
   Ahead of the upcoming system change, it’s important that you review the short training video linked below to familiarize yourself with the new process for receiving assessment referrals and entering the status of the assessment referral, in AssessmentPro, once complete.
   
   On-Demand Training – AssessmentPro Updates for ISCs | 3:42 mins 
   
   *The above video addresses PASRR DD referrals and assessments but the same process applies to SLP Comprehensive DD referrals and assessments.  
    
2. PREPARE: Activate New Account and Create New Password 
   These AP enhancements require Maximus to create new system accounts for all ISC contacts. Maximus will deactivate any current accounts and simultaneously send each ISC a link to activate the new account. You will receive an AP account email between the dates of September 24 and 25, 2022. Once received, simply click on the link found in the email message and create a new password.
   
   *The link to activate your new account will be valid for 72 clock hours; it will be important for each ISC to locate the email referenced and create a new password for the new account promptly.
    
3. ACCESS: Available Information Submitting PASRR and SLP Assessment Referrals 
   
   PASRR Process Overview 
   
   PASRR Level I Form Example 
   
   PASRR Level I & Level II AssessmentPro Review
   
   *Info specific to submitting a PASRR Level I Screen begins at the 17-minute mark at ends at approximately the 55-minute mark.
   
   SLP Process Overview 
   
   SLP Initial Screen Form Example 
   
   SLP AssessmentPro Training 
   
   *Info specific to submitting a SLP Initial Screen begins at the 25-minute and 30 second mark and ends at approximately the 42-minute mark.

BEST PRACTICE: Daily Login to Check for New Referrals 
 
Once the system change is complete, it’s critical that you log into the system each business day to review your queue. This best practice will help to ensure that no new referrals are missed and will allow for better tracking of turnaround times and compliance with regulations and policy.

NEXT STEPS: More Details Coming Soon 

Stay tuned for more communication and training materials in the weeks ahead, to help ensure you have the tools and information you need to be prepared for this important system upgrade. 

SUPPORT: Contact the Maximus - Illinois Help Desk

Do you have other PASRR, SLP or AP system related questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more: 

• PASRR Support – Email: ILPASRR@maximus.com   
• SLP Support – Email: ILSLP@maximus.com   
• Phone: 833 PASRR IL (833.727.7745) 

It is important to have a valid SMHRF assessment on file for everyone at the facility. If a current SMHRF resident was assessed as needing a time limited stay, but the expiration of that time limited stay is approaching and they require a continued stay, a new SMHRF Referral must be submitted. This should be done 5 to 10 calendar days before the existing time limited stay runs out.
 
Always be sure to closely track the end dates of existing assessments to ensure that every individual has a SMHRF assessment on file.

A note of appreciation to those facilities who have already incorporated this additional step into their process and have submitted a new SMHRF Referral for individuals requiring a continued stay. Thank you!

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other SMHRF or AssessmentPro system related questions? Contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:

Email: ILSMHRF@maximus.com

Phone: 833 PASRR IL (833.727.7745)

Interested in SMHRF updates? Contact ILSMHRF@maximus.com with the subject line "Please add me to the Illinois SMHRF contact list." Please include full name, title, facility/organization name and email address in the body of the message. All team members requiring access to the contact list can be included in one email request.

REMINDERS: Best Practice Tips for AssessmentPro (AP) Administrators

• Remember to always keep the PathTracker Census up to date with both admissions and discharges. 
   
• Every NF should have someone identified in AP for the role of ServiceMatters Respondent.  This role is best assigned to a Social Worker, Discharge Planner or whomever can assist in facilitation of the Follow Up Visit.
   
• NF ServiceMatters Respondent facilitation activities include: 
  Completion of the NF portion of the ServiceMatters Plus form prior to the Follow Up Visit in AP
  Uploading of the Plan of Care in AP
  Clarifying information as needed during the visit
  *Performing these steps quickly will help to avoid potential delays in the process.   
   
• Those with a ServiceMatters Respondent Role will receive an alert when an individual is due for a Follow Up Visit. The respondent will have five days to complete the NF portion of the ServiceMatters Plus form in AP before the FUV is referred to be assigned to a Regional Case Manager. Please make every attempt to complete your portion within those five days. You will not be able to go into the form to complete or edit your portion once the five days is up.

FAQs: Follow Up Visits – What to Expect?

Q: What can the individual expect during a follow up visit?

Our Regional Case Manager (RCM) will visit with the individual, provide any accommodations needed (ex. interpreter for translation) and spend approximately 30 minutes asking the person about: 

• Their preferred care setting(s) 
• The primary needs driving their care 
• Community services needed and previously received 
• Need for/interest in information regarding community resources and options 
• Status of PASRR identified services

Q: As a provider, what can I expect before, during, and after a PASRR Follow Up Visit?

Maximus will perform Follow Up Visits between the 30th and 60th day of a person’s NF stay. As the due date for the Follow Up Visit nears the 30-day mark, NFs can expect to receive a notice of visits due and a request to provide information related to the status of the person’s discharge planning and PASRR identified services. Supporting documentation, including but not limited to, sections of the person’s MDS and Plan of Care will be requested. 

Visit notices will be issued on day 25 on the person’s admission via AssessmentPro and repeat as needed on day 27 and 29 via email, if no action is taken. Follow Up Visits typically occur onsite and will be scheduled by a Maximus Regional Case Manager. 

During the Follow Up Visit, a Regional Case Manager will talk with the individual, complete a short form verifying the visit took place and then determine the status of any PASRR identified services and discharge planning and any other needed PASRR activities. If needed, additional information or assistance may also be requested of the social worker/discharge planner. 

After the Follow Up Visit, documentation of the PASRR specific findings is available in a report within AssessmentPro to the NF as well as the State.

TOOLKIT: Available AssessmentPro and Follow Up Visits Resources

AssessmentPro Training Checklist – General Support | Download 
AssessmentPro – Frequently Asked Questions (FAQs) | Download 
Follow Up Visits – Frequently Asked Questions | Download
Follow Up Visits – Process Overview | Download
Follow Up Visits – Presentation | Listen to Recording – 8:40 mins  
Follow Up Visits  – Presentation |  Slides – Download
 

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have specific Follow Up Visit process questions? Make sure to review the video training and pdf guides linked above. If you still have questions, please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more: 

Email: ILFollowUpVisits@maximus.com 

Phone: 833 PASRR IL (833.727.7745) 

BEST PRACTICE: Adding Entire Facility Census to PathTracker

SMHRFs must add their entire facility census into PathTracker. This is a critical step to ensure minimal disruptions to the SMHRF admissions process. This process is required both for any new admissions as well as all other current residents, including those that admitted prior to the Maximus SMHRF redesign. SMHRFs should plan to have this important information entered into the system on or before the end of September.

Follow the steps illustrated below to enter your facility census into PathTracker:

STEP 1: 
Click the PathTracker tab, Admittance Queue.

STEP 2: 
Select Individual not shown? Click here to search.

STEP 3: 
Select your search criteria from the dropdown. 
Enter the search information. 
Click the magnifying glass to begin the search.

STEP 4: 
No results should appear. 
Select Click here to create a new individual.
 

STEP 5: 
Complete the demographics information. 
Click Save to add the new record.

STEP 6: 
Click Admit without SMHRF Assessment if you have a valid SMHRF determination already on record for the person. 
 
Click Create New Assessment if you do NOT have a valid SMHRF determination on the person.

STEP 7: 
Enter the Admission Date and Expected Length of Stay.



STEP 8: 
Indicate if the person is being admitted from a known facility or other location. 
 
Select the facility or location from the fields. 



STEP 9: 
If you have a valid SMHRF determination and date of determination from prior to the Maximus SMHRF redesign: 

• Select Assessment not listed 
   
• Enter the Date of determination 

If you have a valid SMHRF determination but NO determination date: 

• Select Date of assessment not known 

If you do not have a valid SMHRF determination:

• Select No assessment was submitted for this admission 

If you have a valid SMHRF determination from after the Maximus SMHRF redesign, choose Select the assessment for this admission and choose the SMHRF determination listed in the grid.

Click Submit to complete the tracking notice. 
 
The person’s information appears in the Census queue.

Reminder: If a valid SMHRF determination is already on record in for the person, SMHRFs do not need to request a new SMHRF assessment during this process.

PROCESS REMINDERS: SMHRF Evaluation Outcomes

• Completed SMHRF Evaluation Outcomes are available for immediate printing so submitters can share them with the individual and any legal guardian/authorized persons. Outcomes should be printed by submitter and handed directly to the person and or legal guardian. This allows for SMHRF Evaluation outcomes to be known and acted upon in a timely fashion, whether that involves the person admitting to a SMHRF, engaging with the Front Door Diversion Program, making a decision about placement options, or perhaps requesting a reconsideration or appeal of the decision. Help us, help you by printing and providing the SMHRF Evaluation Outcome directly to the individual and/or guardian at the first available opportunity. 
   
• Maximus standard process is to mail completed SMHRF Evaluation Outcomes to the individual, any identified legal guardian, the submitter of the SMHRF Referral, and any known/admitting facility, if they were included on the SMHRF Referral at the time of submission.
   
• SMHRF Evaluation Outcomes can also be downloaded in PDF format which can be shared electronically if sent securely
   

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other SMHRF or AssessmentPro system related questions? Contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:

Email: ILSMHRF@maximus.com

Phone: 833 PASRR IL (833.727.7745)

Web: Illinois Tools & Resources Page 

Interested in SMHRF updates? Contact ILSMHRF@maximus.com with the subject line "Please add me to the Illinois SMHRF contact list." Please include full name, title, facility/organization name and email address in the body of the message. All team members requiring access to the contact list can be included in one email request.
 

SYSTEM UPDATE: Enhancements Made to AssessmentPro (APro)
 
APro now generates an automatic referral to the local Care Coordination Unit (CCU) for completion of the Determination of Need (DON) and Choices for Care Consultation in situations where the submitter selects the reason for PASRR screening as a: Nursing facility resident who is not currently in an inpatient psychiatric hospital/unit at this time, who has never had a PASRR Level I screen.
 
Who does this change impact? 
This system improvement impacts Nursing Facilities (NFs) and CCUs. 
 
What will this update mean for existing processes?
Previously, CCU referrals for initial DON completion and Choices for Care Consultations were only automated when the reason for screening on the Level I PASRR was listed as NF applicant. 
 
Now, this adjustment means NF and CCU coordination is more streamlined, saving time for both entities. 

BEST PRACTICES: PASRR Process Tips  

1. State and Federal regulations require PASRR Level I Screens and, as applicable, Level II assessments to be completed before a person is admitted and regardless of payer source, if entering a Medicaid certified NF. Therefore, the selection of the option, NF resident who has never had a PASRR, should be rare and chosen to help conform with applicable laws. 
2. NF admission requires a DON score of 29 or more. Wherever possible, the initial DON completion (which determines NF eligibility) and Choices for Care consultations should also occur before a person is admitted, to prevent inappropriate admissions and later care disruptions and/or involuntary discharges.
3. As always, in response to receiving the automated DON referral, the CCU should establish whether or not an initial DON for eligibility and the Choices Consultation needs to be conducted or just verified, if the Division of Rehabilitation Services (DRS) should be involved, and the turnaround time required for completion. 

SUBMITTER REMINDER: Share Outcomes with Key Stakeholders

Completed PASRR Outcomes are available for immediate printing so submitters can share them with the individual and any legal guardian/authorized persons.
 
Outcomes should be printed by submitter and handed directly to the person and or legal guardian as part of safe and orderly discharge practices. This allows for PASRR outcomes to be known and acted upon in a timely fashion, whether that involves the person admitting to a NF, making a decision about other placement options, or perhaps requesting a reconsideration or appeal of the decision. Help us, help you by printing and providing the PASRR outcome directly to the individual and/or guardian at the first available opportunity. 
 
When and how are outcomes typically shared?

• Maximus regularly mails completed PASRR outcomes to the individual, any identified legal guardian, the submitter of the screen, and any known/admitting facility if they were included on the Level I at the time of submission.
   
• PASRR outcomes are available to any staff member associated with the submitter’s facility/agency who has been approved to use APro, for ease of access. 
   
• PASRR outcomes can also be downloaded in PDF format which can be shared electronically if sent securely. 
   

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have PASRR process or APro system related questions? Please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more: 

General Questions: Do you have other AssessmentPro related or PASRR process questions? Make sure to review the video vignettes and pdf guides on the Training Checklists linked above. If you still have questions, please contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:

• Email: ILPASRR@maximus.com 
• Phone: 833 PASRR IL (833.727.7745) 
• Care Coordination Unit (CCU) Support: ILCCU@maximus

PROCESS REMINDERS: SLP Outcomes
 
Completed SLP Outcomes are available for immediate printing so submitters can share them with the individual and any legal guardian/authorized persons.
 
Outcomes should be printed by submitter and handed directly to the person and or legal guardian. This allows for SLP outcomes to be known and acted upon in a timely fashion, whether that involves the person admitting to a SLP, making a decision about placement options, or perhaps requesting a reconsideration or appeal of the decision. Help us, help you by printing and providing the SLP Outcome directly to the individual and/or guardian at the first available opportunity.

• Maximus standard process is to mail completed SLP outcomes to the individual, any identified legal guardian, the submitter of the Screen, and any known/admitting facility, if they were included on the SLP Initial Screen at the time of submission. 
   
• SLP outcomes can also be downloaded in PDF format which can be shared electronically if sent securely

FAQ: Determining SLP Setting Eligibility

Q: Can an individual with a known or suspected mental illness participate in a SLP setting?

A: No person shall be improperly excluded from or denied participation in the SLP based solely on the diagnosis of mental illness if the State’s designated screeners find the individual otherwise eligible and appropriate for services within the Program. 
 
SLP Providers remain subject to all applicable State and Federal law, including the Americans with Disabilities Act and the Fair Housing Act. No individual participating in the Supportive Living Program (SLP) shall be discriminated against because of race, color, religious belief, political affiliation, sex, national origin, or disability. 

TOP TIPS: SLP Best Practices

1. Current SLP residents seeking a transfer to a Nursing Facility (NF) don’t need a new SLP Screen but do need a new Determination of Need (DON) and PASRR Level I Screen to be submitted by the current SLP Provider. In these cases, referral to the CCU for a new DON will be made automatically by Maximus to the CCU when the Level I Screen is submitted.
    
2. Maximus will make an automatic referral to the CCU/DRS to conduct a DON for all SLP Initial Screens submitted. However, communication of DON completion and the DON outcome is to be handled directly between the SLP Screen Submitter and CCU/DRS. Screen Submitters will have access to the DON score in AssessmentPro as well as any CCU/DRS update within AssessmentPro, when provided. See the newly developed resource regarding the SLP and DON overlap chart below for more information about when a DON is needed and when completion is expected.  
    
3. Conversions for individuals currently in a SLP (converting to Medicaid from another payor source) no longer need to be submitted through AssessmentPro and you may notice that referral reason has now been removed. A DON is needed for conversions to Medicaid and should be handled directly between the current SLP and the CCU/DRS. 

NEW RESOURCE: SLP Processes + DON Overlap Chart 
 
Due to the numerous questions surrounding when SLP Initial Screens should be submitted and by whom, as well as the timing surrounding SLP Comprehensive Assessments and DON completion, a helpful chart has been created for reference. Click below to review.

SLP Processes + DON Overlap Chart | Download
 

TOOLKIT: Available AssessmentPro and SLP Resources 

AssessmentPro for SLP | Listen to Recording – 48:36 mins

AssessmentPro Training Checklist – General Support | Download 

AssessmentPro – Frequently Asked Questions (FAQs) | Download  

SLP – Process Overview | Download

SLP – Frequently Asked Questions (FAQs) | Download

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other AssessmentPro or SLP-related questions? Contact the Maximus – Illinois Help Desk team from 8:00 a.m. to 8:00 p.m. CST, Sunday - Saturday to learn more:

SLP-related questions – email: ILSLP@maximus.com  

Phone: 833 PASRR IL (833.727.7745) 

Interested in SLP updates? Contact the Illinois Help Desk at: ILSLP@maximus.com with the subject line "Please add me to the Illinois SLP contact list." Include full name, title, facility/organization name and email address in the body of the message. All team members requiring access to the contact list can be included in one email request.