Illinois SMHRF

Tools and Resources

We have contracted with the State of Illinois Department of Healthcare and Family Services (HFS) to manage the assessment process for all individuals indicating preference for placement in a Specialized Mental Health Rehabilitation Facility (SMHRF). Maximus uses the IM+CANS to complete SMHRF assessments for all individuals referred for SMHRF admission via the Maximus AssessmentPro assessment management system.  This also includes required Continued Stay documentation in AssessmentPro by the SMHRF for persons remaining in the facility 90 days after the outcome.

Stay connected to important program updates and helpful program resources. Reach out with general questions using the appropriate Help Desk contact email shown below. If you or members of your team would like to be added to one of the Maximus – Illinois contact lists, include full name, title, facility/organization name, and email address in the body of the message. 

General assistance: ILHelpDesk@maximus.com 
SMHRF assistance: ILSMHRF@maximus.com 

After exploring the resources linked below the Announcements section, do you have a specific inquiry? Choose one of the options below to send a quick request to the Help Desk. Simply click the correct link, add the necessary details into the body of the message, and send. 

SMHRF Support:
SMHRF Provider Training Checklist  
SMHRF AssessmentPro Training | Recording - 69:08 mins 
Please Add to the SMHRF Contact List 

AssessmentPro (AP) - System Support:
AssessmentPro – Access Coordinator (Admin Role) Approval Needed  
AP User Registration Assistance Needed  
My Facility is Not Found in the AP Facility List | Include the following information in the body of the message:

  • Facility NPI or TIN
  • Facility Type – Hospital, Nursing Facility, SLP, SMHRF, State Agency, etc.)
  • Address – City, State, Zip, County
  • Point of Contact – Full Name + Email + Phone
Contact the help desk
Phone, Fax & Email

833.727.7745

877.431.9568

ILSMHRF@maximus.com

Business Hours

8:00 a.m. – 8:00 p.m. CST, Sunday - Saturday

Announcements

  • Illinois Screening and Assessments for Long-Term Care (SALT): Register for Upcoming Quarterly Provider Training on April 25, 2024

    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.

    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.

  • Illinois SALT: Update to Turnaround Time (TAT) Calculations for Preadmission Screening and Resident Review (PASRR) and Specialized Mental Health Rehabilitation Facility (SMHRF) Assessments

    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: 

  • Illinois Specialized Mental Health Rehabilitation Facilities (SMHRFs) – Event Announcement: Register for Additional SMHRF Training for Hospital Providers | 12 p.m. Tuesday, December 19, 2023

    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: 

  • Illinois Specialized Mental Health Rehabilitation Facilities (SMHRFs) – Event Announcement: Register for SMHRF Training for Hospital Providers | Wednesday, November 15 at 12:00 p.m. CT

    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.

    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: 

  • Reminder: Illinois Specialized Mental Health Rehabilitation Facilities (SMHRF) – New Service, Continued Stay Reviews Recently Launched on September 5, 2023

    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.


    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: 
     

  • PROCESS UPDATE: Review Upcoming AssessmentPro Changes

    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. 

     

  • Illinois Specialized Mental Health Rehabilitation Facilities (SMHRFs): New Service, Continued Stay Reviews Launches Today, September 5, 2023 | Register for Upcoming Informational Sessions | Review Additional SMHRF Resources

    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.

    2:30 p.m. – 3:30 p.m. CT Thursday, September 7, 2023
    1:00 p.m. – 2:00 p.m. CT Wednesday, September 13, 2023
    10:00 a.m. – 11:00 a.m. CT Thursday, September 14, 2023
     
    Register: SMHRF Continued Stay Review – Informational Sessions


    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.


    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:

  • REMINDER: Illinois Specialized Mental Health Rehabilitation Facilities (SMHRFs) and Cook County NFs - Census Reports Must Be Submitted to the IDHS on a Monthly Basis | Register for Mandated PathTracker Training

    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.

    9:00 a.m. – 10:00 a.m. CT, Saturday, May 20, 2023
    7:00 p.m. – 8:00 p.m. CT, Tuesday, May 23, 2023
    9:00 a.m. – 10:00 a.m. CT, Wednesday, May 24, 2023
    10:30 a.m. – 11:30 a.m. CT, Thursday, May 25, 2023

    Register: PathTracker System Training


    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.

    10:30 a.m. – 11:30 CT, Wednesday, May 31, 2023
    10:30 a.m. – 11:30 CT, Thursday, June 1, 2023
    10:30 a.m. – 11:30 CT, Thursday, June 9, 2023
    10:30 a.m. – 11:30 a.m. CT, Tuesday, June 14, 2023
    10:30 a.m. – 11:30 a.m. CT, Wednesday, June 22, 2023
    10:30 a.m. – 11:30 a.m. CT, Thursday, June 27, 2023

    Register: Technical Assistance Q&A Sessions


    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:


    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: 

  • Illinois Specialized Mental Health Rehabilitation Facilities (SMHRFs) and Cook County NFs: Census Reports Must Be Submitted to the IDHS on a Monthly Basis | Register for Mandated PathTracker Training

    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 16, 17, 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.

    9:00 a.m. – 10:00 a.m. CT, Tuesday, May 16, 2023
    1:30 p.m. – 2:30 p.m. CT, Wednesday, May 17, 2023
    9:00 a.m. – 10:00 a.m. CT, Saturday, May 20, 2023
    7:00 p.m. – 8:00 p.m. CT, Tuesday, May 23, 2023
    9:00 a.m. – 10:00 a.m. CT, Wednesday, May 24, 2023
    10:30 a.m. – 11:30 a.m. CT, Thursday, May 25, 2023


    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.

    10:30 a.m. – 11:30 CT, Wednesday, May 31, 2023
    10:30 a.m. – 11:30 CT, Thursday, June 1, 2023
    10:30 a.m. – 11:30 CT, Thursday, June 9, 2023
    10:30 a.m. – 11:30 a.m. CT, Tuesday, June 14, 2023
    10:30 a.m. – 11:30 a.m. CT, Wednesday, June 22, 2023
    10:30 a.m. – 11:30 a.m. CT, Thursday, June 27, 2023

    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: 


    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: 

Resources

Education & Training