Tools and Resources

The Maximus training team is pleased to announce a new ongoing series of one-hour quarterly training opportunities. These informative sessions will review processes and teach new users how to submit PASRR (Preadmission Screening and Resident Review), SLP (Supported Living Program), and SMHRF (Specialized Mental Health Rehabilitation Facility) referrals and screens in AssessmentPro.

Who should attend?

These webinars are primarily designed for staff new to working with PASRR, SLP, and/or SMHRF, but all Providers who would like a refresher are welcome to attend.

Topics to be covered:

Each session will provide a broad overview of project fundamentals including:

• Processes
• Timeframes
• Outcome options
• Program highlights
• AssessmentPro basics
• How to obtain additional support

Register for the Quarterly Provider Training

Click the link below to register for the first quarterly session, taking place at 10 a.m. CT on Thursday, April 25, 2024.

• Quarterly Provider Training – 10 a.m. CT on Thursday, April 25, 2024

Once registered, you will receive a confirmation email containing details on how to join the meeting. Please forward this notice to others in your organization who may benefit.

Contact the Maximus - Illinois Help Desk

Do you have system or 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 – General Support: ILHelpDesk@maximus.com
• Phone: 833.727.774

The current Colbert Consent Decree Dementia Reviews process via Smartsheet upload will end on March 25, 2024. Moving forward, this work will be completed within the AssessmentPro system. This important change will help to streamline the submission process. 

To learn more about the new process for completing Dementia Reviews in the AssessmentPro system, join the Illinois Department of Healthcare and Family Services (HFS), the Illinois Department of Public Health (IDPH), and the Dementia Review Training Team on Wednesday, March 20, 2024 at 10 AM. 

In this informative one-hour session, you will learn how to: 

• Identify newly initiated Reviews in AssessmentPro and submit the screening materials required
• Submit required documentation
• Find outcomes and print outcome letters

The training will also include a Question-and-Answer segment to address your Dementia Review-related questions.

• Register for the Training Session: 10 AM CT Wednesday, March 20, 2024 – Dementia Reviews in AssessmentPro 

Once registered, you will receive a confirmation email containing details on how to join the meeting. Please forward this notice to others in your organization who may benefit.  Please note, Illinois regulations require all Nursing Facilities in Cook County to fully respond to fully comply with Colbert Dementia Reviews; as such, the State encourages each Cook County Nursing Facility to have multiple staff members trained on the process.

SUPPORT: Contact the Maximus - Illinois Help Desk

Do you have system or 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. 

• Dementia Review support: ILDementiaReview@maximus.com
• IL Help Desk – general support: ILHelpDesk@maximus.com 
• Phone: 833.727.7745 

Effective immediately, the method for calculating turnaround time for Preadmission Screening and Resident Review (PASRR) Level II assessments for serious mental illness and Preadmissions assessments for Specialized Mental Health Rehabilitation Facility (SMHRF) has been changed.  
 
When referrals are submitted after 3:00 p.m. CST, Maximus assessors often face difficulty accessing facilities during evening shifts and may be unable to complete assessments in a timely manner. Moving forward, if a referral for PASRR or SMHRF is submitted after 3:00 p.m. CST, then the turnaround time will begin at 8:00 a.m. CST the following day. We appreciate your partnership and will continue to strive to complete these for the patients and their families quickly.  
 

REMINDER: Timely Referral Submissions 
 
The Department of Healthcare and Family Services recommends that PASRR screenings and referrals for SMHRF preadmission assessments be submitted as early in the day as possible. This helps expedite completion of assessments to support discharge planning for the individuals we serve. 
 

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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: 

• IL Help Desk - general support: ILHelpDesk@maximus.com  
• PASRR Assistance: ILPASRR@maximus.com 
• SMHRF Assistance: ILSMHRF@maximus.com  
• Phone: 833.727.7745 

Due to technical issues during a November training on the topic, the Maximus training team will host another webinar about the referral process for Specialized Mental Health Rehabilitation Facilities (SMHRF) on Tuesday, December 19, 2023, at 12:00 p.m. CT. The session will cover the intent of the SMHRF program, exclusionary criteria, and the process for hospital worker referrals. Although this content is specific for those who work in hospitals, all are welcome to attend. 

Use the link below to register in advance for this important learning opportunity. Once registered, you will receive an email confirmation containing details on how to join the meeting. 

SMHRF Training for Hospitals | Tuesday, December 19, 2023 at 12:00 p.m. CT
 

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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: 

• IL Help Desk - general support: ILHelpDesk@maximus.com 
• SMHRF Assistance: ILSMHRF@maximus.com  
• Phone: 833.727.7745 

For those who missed the recent Colbert Dementia Review training sessions or would like to share details with others on your team, please review the helpful on-demand learning video and guide below.

• VIEW: Colbert Class Member Dementia Reviews | Recording – 41:15 mins (register to view)  
   
• DOWNLOAD: Colbert Class Member Dementia Reviews | Presentation  

RESOURCES: Colbert Dementia Review Training Guides 
 
Additional resources linked below have been developed to walk you through the submission process. Be sure to bookmark the Colbert Dementia Review site and check back frequently for new resources:

https://maximusclinicalservices.com/svcs/illinois_dementia_review.

• Completing a Dementia Review Training | Recording – 2:57 mins  
   
• Completing a Dementia Review | Presentation
   
• FAQs: Colbert Dementia Review | Guide
   
• Process Overview: Colbert Dementia Review | Guide

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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.

• Dementia Review support: ILDementiaReview@maximus.com   
• Phone: 833.727.7745 

Join the Maximus training team on Wednesday, November 15, 2023, at 12:00 pm. CT for an important training regarding the referral process for Specialized Mental Health Rehabilitation Facilities (SMHRF). The team will discuss the intent of the program, exclusionary criteria, and the process for referral. If you work in a hospital and are interested in learning more, this session is for you.

Use the link below to register in advance for this important learning opportunity. Once registered, you will receive an email confirmation containing details on how to join the meeting.

• SMHRF Training for Hospitals | Wednesday, November 15, 2023 at 12:00 p.m. CT
   

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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: ILSMHRF@maximus.com
• Phone: 833.727.7745

Be sure to join the Maximus training team for one of two important sessions about Colbert Dementia Reviews. The team will discuss the intent of the program, exclusionary criteria, and the process for referral. Time will be set aside for Q&A at the end of each training. If you work in a Cook County Nursing Facility and are interested in learning more, this session is for you. 

Two different sessions will be offered on Tuesday, November 7 at 1:00 p.m. CT, and Wednesday, November 8 at 8:30 a.m. CT. Select the link below and choose your preferred date/time from the dropdown menu to register in advance for one of these informative sessions.  Once registered, you will receive an email confirmation containing details on how to join the meeting. 

• Option A: 1:00 p.m. CT Tuesday, November 7, 2023
   
• Option B: 8:30 a.m. CT Wednesday, November 8, 2023

Register for the Training Session: Dementia Review Program and Process
 

RESOURCES: Colbert Dementia Review Training Guides 
 
The resources linked below have been developed to walk you through the submission process. Be sure to bookmark the Colbert Dementia Review site and check back frequently for new resources: https://maximusclinicalservices.com/svcs/illinois_dementia_review.

• Completing a Dementia Review Training | Recording – 2:57 mins (register to view) 
• Completing a Dementia Review | Presentation
• FAQs: Colbert Dementia Review | Guide – NEW 
• Process Overview: Colbert Dementia Review | Guide – NEW 

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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.

• Dementia Review support: ILDementiaReview@maximus.com   
• General Help Desk assistance: ILHelpDesk@maximus.com
• Phone: 833.727.7745 

The Illinois Department of Healthcare and Family Services (HFS) has contracted with Maximus to provide a new service known as Continued Stay Reviews (CSRs). CSRs will ensure state visibility into the status of discharge planning and ongoing treatment needs for all Medicaid members residing in SMHRFs. CSRs will also improve connections to community resources for SMHRF residents in accordance with the Williams Consent Decree.

With its recent launch on September 5, 2023, it is critical that all SMHRFs ensure that their Census Reports are accurate in AssessmentPro moving forward.

The process for CSRs is as follows:

1. AssessmentPro initiates a CSR 90 days after the admission date on the Census Report of each SMHRF consumer, provided that the Census Report does not indicate that the person has discharged or is deceased. 

2. An upcoming CSR is sent to the SMHRF where the individual resides via AssessmentPro.

The notice outlines two tasks for the SMHRF:

 - Respond to brief questions about the resident including the nature of services being provided and the status of discharge planning.

 - Request for documentation to be uploaded.

3. A Maximus assessor will schedule with the SMHRF and the individual an onsite visit to complete the CSR. The visit includes a record review, an interview with the resident, and an interview with at least one SMHRF team member.

4. The resident (and guardian, if applicable) receives a copy of the CSR report by mail. The SMHRF may access the CSR report in AssessmentPro.

Review important Continued Stay Review information and other SMHRF-related resources available below and the new Illinois SMHRF Tools and Resources page: https://maximusclinicalservices.com/svcs/illinois_smhrf. 

TOOLKIT: On-Demand CSR Learning and Other SMHRF-Related Resources

Explore these handy guides for any system or process questions you may have.

• SMHRF Continued Stay Reviews Information Session | Recording - register to view – NEW 
• SMHRF Continued Stay Reviews Information Session | Slides – NEW 
• FAQs: SMHRF Continued Stay Reviews – UPDATED 
• Process Overview: SMHRF Continued Stay Reviews – NEW 
• Intro to AssessmentPro | 77:19 mins – register to view  
• AssessmentPro – Changing/Adding System User Roles
• SMHRF – AssessmentPro Training Checklist
• SMHRF – AssessmentPro Training | 69:08 mins – register to view
• SMHRF – Provider Training Checklist

SUPPORT: Contact the Maximus - Illinois Help Desk 
 
Do you have other system or 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: 
 

• IL Help Desk - general support: ILHelpDesk@maximus.com 
• SMHRF support: ILSMHRF@maximus.com  
• Phone: 833.727.7745 

Please be aware that next Wednesday, October 4, the Maximus AssessmentPro Team will make new updates to two critical functions in the AssessmentPro system. Be sure to review these changes below at your earliest convenience. If you have any questions please contact your program's Help Desk for support. As always, thank you for your continued partnership in improving the lives of those we serve.


1. The button to send a message has a new icon. The paper airplane icon has been updated to the text bubble shown below. 

When clicked, the button will now open a window where a message can be entered and sent.

2. A new option will be added which enables the Communicator “pop up” to be a movable window on the screen by clicking the button with two small arrows shown at the bottom right.

Closing the window using the “x” button or clicking the Restore button will return the Communicator back to its original locked position at the top of the screen. 

The Illinois Department of Healthcare and Family Services (HFS) has contracted with Maximus to provide a new service known as Continued Stay Reviews (CSRs). CSRs will ensure state visibility into the status of discharge planning and ongoing treatment needs for all Medicaid members residing in SMHRFs. CSRs will also improve connections to community resources for SMHRF residents in accordance with the Williams Consent Decree.

With its launch today, September 5, 2023, it is critical that all SMHRFs ensure that their Census Report is accurate in AssessmentPro moving forward.

The process for CSRs is as follows:

1. AssessmentPro initiates a CSR 90 days after the admission date on the Census Report of each SMHRF consumer, provided that the Census Report does not indicate that the person has discharged or is deceased.Notice of an upcoming CSR is sent to the SMHRF where the individual resides via AssessmentPro.

2. The notice outlines two tasks for the SMHRF:

• Respond to brief questions about the resident including the nature of services being provided and the status of discharge planning.
   
• Request for documentation to be uploaded.

3. A Maximus assessor will schedule with the SMHRF and the individual an onsite visit to complete the CSR. The visit includes a record review, an interview with the resident, and an interview with at least one SMHRF team member.

4. The resident (and guardian, if applicable) receives a copy of the CSR report by mail. The SMHRF may access the CSR report in AssessmentPro.

Register below for Continued Stay Review informational sessions and explore other SMHRF-related resources available through the Illinois Tools and Resources site. Thank you for your partnership as we launch this new process.

REGISTER: SMHRF Continued Stay Review Informational Sessions | September 7, 13, 14, 2023

Select the registration link below and choose one session from the dropdown options at a date/time that works best with your schedule. Note: each session will feature identical content, so registration is necessary for only one session.

Once registered, you will receive a confirmation email containing details on how to join the meeting. We encourage multiple users with your facility to sign up for training, as well as access to AssessmentPro, if they have not already registered. Please forward this notice to others in your organization who may benefit.

TOOLKIT: SMHRF Resources

Additional SMHRF-focused AssessmentPro resources are available below and on the Maximus - Illinois Tools and Resources Website. Review these handy guides for any system or process questions you may have.

• Intro to AssessmentPro | 77:19 mins – register to view 
   
• AssessmentPro – Changing/Adding System User Roles
   
• SMHRF – AssessmentPro Training Checklist
   
• SMHRF – AssessmentPro Training | 69:08 mins – register to view
   
• SMHRF – Provider Training Checklist

SUPPORT: Contact the Maximus - Illinois Help Desk

Do you have other system or 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:

• Introducing the new general IL Help Desk support: ILHelpDesk@maximus.com 
   
• SMHRF support: ILSMHRF@maximus.com
   
• Phone: 833.727.7745 
   

The State of Illinois Department of Healthcare and Family Services (HFS) has contracted with partner Maximus to conduct independent, conflict-free, Dementia Reviews to facilitate HFS compliance with Colbert Consent Decree requirements. Scheduled to launch on August 14, 2023, this new service will help to:

• Identify persons residing in Cook County Nursing Facilities who may no longer require community transition services due to a severe dementia (i.e., major neurocognitive disorder) that is unlikely to improve.  
   
• Support the long-term resolution of the Colbert Consent Decree, through the implementation of this new process. 

These document-based Dementia Reviews will include an electronic notice from Maximus, in which Cook County Nursing Facilities will need to complete a brief questionnaire and submit requested documentation via secure electronic upload. Cook County Nursing Facilities should respond to requests within 14 calendar days after receiving notification from Maximus. Once Maximus has completed the Dementia Review, an outcome letter will be sent to the Cook County Nursing Facility, the person who received the review, and guardian, as applicable. 
 

NEXT STEPS: What’s Next in Prepping for this New Service? 
 
Review the on-demand training materials linked below for step-by-step guidance on new Dementia Review-related processes and take note of the Help Desk account, at ILDementiaReview@maximus.com, created specifically to support this service. Please pass this communication along to everyone on your team, including anyone who may be involved in responding to the electronic notice from Maximus and submission of required documents.

In the coming weeks, additional communications will provide important tips, reminders, and resource guides to ensure your facility is fully prepped for the changes ahead. We appreciate your ongoing partnership in the upcoming launch of this new process designed to provide greater stability for the at-risk populations we serve together.
 

ACTION REQUIRED: Take On-Demand Training for Dementia Review 
 
The resources linked below have been developed to walk you through the submission process. Cook County Nursing Facilities in particular should review the training resources below to be fully prepared when contacted by Maximus for submission of documents supporting completion of the Dementia Review.

• VIEW: Dementia Review Training | Recording – 2:57 mins (register to view) 
   
• DOWNLOAD: Dementia Review Training | Presentation

 
Please pass this information along to any other members of your team who may benefit from reviewing this information. 
 

SUPPORT: Contact the Maximus - Illinois Help Desk 
 
Do you have other system or 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: 

Introducing two new support resources: 

• Dementia Review support: ILDementiaReview@maximus.com  
   
• General Help Desk assistance: ILHelpDesk@maximus.com
    
• Phone: 833.727.7745 

As shared in previous communications, PathTracker+, the helpful new AssessmentPro system tool to assist in capturing and reporting your census information, officially launched on June 28, 2023. The Illinois Supported Living Program (SLP) team would like to thank everyone who attended the recent PathTracker+ Training and Technical Assistance sessions. 

Continue reading below to register for the final Q&A session and review some comprehensive on-demand training materials, as well as other support resources. 
 

REGISTER: PathTracker+ Technical Assistance Session | 12 p.m. CT Wednesday, July 12, 2023

Do you have additional questions about the process for reporting census data? Join the SLP support team for tomorrow’s final PathTracker+ Technical Assistance session. This insightful event will be an opportunity for attendees to get answers to their toughest questions. Please forward this link to others in your organization who may benefit.
 
Click the link below to register. Please note that this is a support session provided for attendees to ask questions, no new information will be shared during this Technical Assistance session.

• PathTracker+ Technical Assistance | 12 p.m. – 1 p.m. CT Wednesday, July 12, 2023
   

NEW RESOURCES: SLP PathTracker+ Training Guides

For those who missed the recent PathTracker+ webinar sessions, would like a refresher, or would like to share details with others on your team, review the helpful on-demand learning guides linked below. 

• VIEW: PathTracker+ Training | Recording – 52:20 mins (register to view) 
   
• DOWNLOAD: PathTracker+ Training | Presentation 

TOOLKIT: PathTracker Resources

Several helpful PathTracker Resources are available on the Maximus - Illinois PASRR Tools & Resources Website. Be sure to take some time to review these helpful guides ahead of these upcoming training sessions: 

• AssessmentPro Training – Using PathTracker
• Guide: Admitting an Individual in PathTracker
• Guide: Discharging an Individual in PathTracker
• Guide: Editing an Admission Notice in PathTracker
• Guide: Running a PathTracker Census Report
• Video: Running a PathTracker Census Report – 0:47 mins

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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: 

• Introducing the new general IL Help Desk support: ILHelpDesk@maximus.com
• SLP Assistance: ILSLP@maximus.com 
• PASRR and General Help Desk Assistance: ILPASRR@maximus.com 
• Phone: 833.727.7745
   

The Illinois Supported Living Program (SLP) training team is pleased to introduce a helpful new tool, PathTracker+, which assists in the creation of timely and accurate reporting. Launching on June 28, 2023, this easy-to-use system feature will allow you to capture and report your census within AssessmentPro (AP).

Be sure to register for one of several informative webinars coming later this month. You will learn how to link your admissions, discharges, and transfers with the completed screens to help improve communication and record keeping. 

Select the registration link below and choose one session from the dropdown options at a date/time that works best with your schedule. Note: each webinar will feature identical content, so registration for only one session is necessary.

Once registered, you will receive a confirmation email containing details on how to join the meeting. We encourage multiple users, clinical and administrative, to sign up for training, as well as access to AssessmentPro, if they have not already registered.  Please forward this notice to others in your organization who may benefit.

PathTracker+ Technical Assistance Sessions

Following the PathTracker training events, these Technical Assistance sessions offer you the opportunity to ask questions about PathTracker+ in AssessmentPro. No new information will be provided during these events.

TOOLKIT: PathTracker Resources

Several helpful PathTracker Resources are available on the Maximus - Illinois PASRR Tools & Resources Website. Be sure to take some time to review these helpful guides ahead of these upcoming training sessions: 

• AssessmentPro Training – Using PathTracker
• Guide: Admitting an Individual in PathTracker
• Guide: Discharging an Individual in PathTracker
• Guide: Editing an Admission Notice in PathTracker
• Guide: Running a PathTracker Census Report
• Video: Running a PathTracker Census Report – 0:47 mins

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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: 

• LP Assistance: ILSLP@maximus.com 
• PASRR and General Help Desk Assistance: ILPASRR@maximus.com 
• Phone: 833.727.7745
   

Under 77 Illinois Administrative Code 300 and 380, your facility is mandated to submit a census report to the Illinois Department of Human Services on a monthly basis. The census report must reflect an accurate census of all Medicaid-eligible residents and the previous month's voluntary and involuntary discharges conducted under Section 300.3300 and 380.515, including any voluntary and involuntary discharges scheduled to be conducted within 48 hours after the end of the reporting month. 

In an effort to support increased and accurate compliance, the Illinois Department of Public Health (IDPH), in partnership with the Illinois Department of Healthcare and Family Services (HFS), will be launching the use of PathTracker to maintain your facility’s census and document new admissions and discharges. Both agencies will together host a mandatory attendance session to introduce the PathTracker system and to educate facility staff on how to utilize the system for timely and accurate reports.

As of June 1, 2023, PathTracker will be the only system through which your facility will do the census reporting required by 77 Illinois Administrative Code 300 and 380, by ensuring that all current and future residents are entered into the PathTracker system upon admission and updated at time of discharge, to comply with the requirement. 

ACTION REQUIRED: Register for Mandatory PathTracker Training | Choose a Session – May 20, 23, 24, 25, 2023

This required PathTracker session walks you through the process of completing tracking information for your census within AssessmentPro.

Select the registration link below and choose ONE session from the dropdown options at a date/time that works best with your schedule. Once registered, you will receive a confirmation email containing details on how to join the meeting.

We encourage multiple users, clinical and administrative, to sign up for training, as well as access to AssessmentPro if they have not already registered. Please forward this notice to others in your organization who may benefit.

Note: training attendee names will be provided to the state, so each person should register separately for the session.

PathTracker Technical Assistance Sessions

Following the required PathTracker training events, optional PathTracker Technical Assistance sessions offer you the opportunity to ask questions specific to admissions and discharges to your census in AssessmentPro. No new information will be provided during these events.

After these initial training sessions are completed, IDPH and HFS will work on scheduling additional training sessions, office hours, and other technical assistance, as necessary to ensure that facility staff successfully adopt PathTracker.  

TOOLKIT: PathTracker Resources

Several helpful PathTracker Resources are available on the Maximus - Illinois PASRR Tools & Resources Website. Be sure to take some time to review these helpful guides ahead of these upcoming training sessions:

• AssessmentPro Training – Using PathTracker
   
• Guide: Admitting an Individual in PathTracker
   
• Guide: Discharging an Individual in PathTracker
   
• Guide: Editing an Admission Notice in PathTracker

SUPPORT: Contact the Maximus - Illinois Help Desk 

Do you have other system or 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: 

• SMHRF Assistance: ILSMHRF@maximus.com 
   
• PASRR and General Help Desk Assistance: ILPASRR@maximus.com
   
• Phone: 833 PASRR IL (833.727.7745)