1. October 2009 Pre-Admission Screening Resident Review Presented by EDS Provider Field Consultants

2. 2/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Agenda Objectives Overview Roles and Responsibilities Provider Enrollment Eligibility Process Billing Procedures Remittance Advice Top Denial Reasons Helpful Checklist Helpful Tools Questions

3. 3/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Objectives At the end of this session, providers will: Have a better understanding of how the Pre- Admission Screening Resident Review (PASRR) program works Be able to distinguish the roles and responsibilities of the agencies involved Know the appropriate forms to use and how to obtain the forms Understand the PASRR billing process and successfully submit claims

4. 4/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Overview Pre-Admission Screening Resident Review (PASRR) –The nursing facility PASRR was federally mandated under the 1987 nursing facility reform –Residents who reside in an IHCP-certified nursing facility (NF) are subject to the PASRR process irrespective of known diagnoses, IHCP enrollment, or method of payment –PASRR is a two-part program: Pre-Admission Screening (PAS) refers to the assessment and determination of member eligibility, with regard to mental health, for admission to a NF Resident Review (RR) refers to the evaluation used to determine the necessary services to meet the mental illness ( MI) and/or mental retardation and developmentally disabled ( MR/DD) condition

5. 5/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW PAS Level I –All individuals applying for admission to a nursing facilities, must be given the opportunity to go through the PAS process to determine NF Level of Care (LOC). However, all individuals entering Medicaid-Certified nursing facility must have a PAS completed –The form entitled, Level I Identification Screen, Form 450B, Section IV must be completed for each applicant by the appropriate entity as stated on the Level I at the time of pre-admission screening Resident Review Level II(RR) –An assessment will be conducted by the community mental health centers (CMHCs) for nursing facility residents who may be MI –For those individuals who are diagnosed MR;MR/DD; and/or MI/MR/DD, the assessment is conducted by the Diagnostic and Evaluation (D&E) team PASRR

6. 6/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Perform State-required PAS Ensure that Level I is completed for all Medicaid NF applicants Determine if Level II review is necessary; when review is needed, notify applicant and refer to appropriate agency: –Community Mental Health Center (CMHC) for MI –Diagnostic and Evaluation (D&E) team for MR/DD or MI/MR/DD Review evaluation information and determine if the NF applicant is: –Appropriate for NF admission –In need of specialized services Area Agency on Aging (AAA) Responsibilities Aging and Disability Resource Centers (ADRCs)

7. 7/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Issue Form 4B and send 4B, Level II evaluation, certification, and related paperwork to NF A 4B must be completed even if a person dies or is not admitted Enter information into the PAS database PASRR forms may be printed on demand by accessing http://www.in.gov/icpr Area Agency on Aging (AAA) Responsibilities Aging and Disability Resource Centers (ADRCs)

8. 8/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW After receiving an AAA referral, the PASRR Level II assessment is conducted by the community mental health centers (CMHCs) for nursing facility residents who have an MI diagnosis or MI episode CMHC performs Resident Reviews (RRs) as needed and enters the information on the Web, which is sent to the Division of Aging (DA) https://www.roeing.com/residentr eview https://www.roeing.com/residentr eview CMHC provides applicable cover letter, final certification, and copy of Level II assessment to the NF CMHC Responsibilities

9. 9/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Yearly Resident Review (RR) – Determine if yearly RRs are necessary – Conduct tracking and scheduling of the yearly review – Perform yearly reassessment (if needed) in same calendar quarter Significant Change RR – Nursing facility initiates a referral to the CMHC  Commonly occurs during yearly review or upon observation of a significant change – A significant change indicates the need for a new RR Missed RR – RR must be completed by the CMHC within 30 calendar days following referral from AAA, the nursing facility, or the EDS Long Term Care Unit CMHC Responsibilities

10. 10/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW A PASRR Level II assessment is conducted by the Diagnostic and Evaluation (D&E) team for nursing facility residents who may be MI and MR/DD Perform Resident Reviews (RRs) as needed –Complete paperwork and transmit assessment data to State Bureau of Developmental Disabilities Services (BDDS) Unit –BDDS issues the final certification and and forwards the AAA to complete the 4b form Determine if future Level II yearly assessments are necessary –New D&E teams are only approved to conduct PASRR Level II assessments through contractual arrangements with Division of Disability and Rehabilitative Services (DDRS) D&E Team Responsibilities

11. 11/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Comply with federal Centers of Medicare & Medicaid Services (CMS) and PASRR requirements –Ensure a Level I assessment was completed and is maintained in every resident file –Develop and implement new plan of care –Based on the above activities, determine if new Level II review is needed –Notify CMHC or BDDS in writing if new review is needed Promptly notify CMHC or BDDS if previously identified MI or MR/DD resident has been admitted, discharged, or transferred –Notify the CMHC of any missed RR Nursing Facility Responsibilities

12. 12/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Ensure a copy of most recent level II is maintained in the resident’s file Provide a list of identified MI and MR/DD residents to EDS –A sampling of these residents is included in long-term care audits Comply with PAS and RR recommendations Nursing Facility Responsibilities

13. 13/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW EDS Responsibilities Enroll providers into the IHCP program Process PASRR claims Long Term Care Unit identifies any missed Resident Reviews during the NF audits Maintain the MI and MR/DD list that is provided by the nursing facility

14. 14/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Providers who are currently enrolled as IHCP providers do not need to reenroll –Providers will need to complete the IHCP Hospital and Facility Provider Application and Maintenance Form to add the PASRR program New D&E teams and CMHCs are only approved to conduct PASRR Level II assessments through contractual arrangements with Division of Disability and Rehabilitative Services (DDRS) and Division of Mental Health and Addiction (DMHA) Provider Enrollment

15. 15/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Eligibility Process The following steps must be completed to ensure the eligibility file for an initial referral is loaded to IndianaAIM: –AAA must complete a 4B on all new referrals to the CMHC Send 4B to Division of Aging –CMHC must complete an assessment and certification and send to the nursing facility Nursing facility maintains in resident’s plan of care –AAA enters the certification data into the PAS module –EDS receives the eligibility segment for the member based on the data entered into the PAS module Initial Referrals

16. 16/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Eligibility Process The following steps must be completed to ensure the eligibility file for nursing facility referrals is loaded to IndianaAIM: –Nursing facility initiates referral to the CMHC –CMHC enters data on the Roeing Web site –EDS receives the updated eligibility based on the data entered on the Roeing Web site Note: Please allow two weeks for the eligibility process to be completed Referrals from the Nursing Facility

17. 17/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW PASRR claims must use the PASRR member’s ID that consists of 800 plus the individual’s Social Security number 800 999 99 9999 (800 + Social Security number) –If the resident is a Medicaid member, the PASRR ID number will still remain 800 plus the Social Security number –Do not use the member’s Medicaid ID for PASRR claims Submit PASRR claims via the CMS- 1500 claim form, Web interChange, or the 837P transaction, within one year from the date of service Billing Procedures

18. 18/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Billing Procedures The maximum fee, procedure code, and all modifiers must be billed on the claim PASRR services cannot be combined with a claim for any other Medicaid services Claims that encounter an edit or an audit for any missing or invalid information will deny

19. 19/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW T2011 U1 UA – Fee $355.00 –T2011: Pre-Admission Screening Resident Review (PASRR) Level II Evaluation, per Evaluation –U1: PAS (Pre-Admission Screening) –UA: Mental Retardation / Developmental Disability T2011 U1 UA H1 – Fee $150.00 (psych exam) –T2011: Pre-Admission Screening Resident Review (PASRR) Level II Evaluation, per Evaluation –U1: PAS (Pre-Admission Screening) –UA: Mental Retardation / Developmental Disability –H1: Integrated Mental Health and Mental Retardation / Developmental Disabilities Program Procedure Codes PAS MR/DD Level II

20. 20/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW T2011 U2 UA – Fee $355.00 –T2011: Pre-Admission Screening Resident Review (PASRR) Level II Evaluation, per Evaluation –U2: RR (Resident Review) –UA: Mental Retardation / Developmental Disability T2011 U2 UA H1 – Fee $150.00 (psych exam) –T2011: Pre-Admission Screening Resident Review (PASRR) Level II Evaluation, per Evaluation –U2: RR (Resident Review) –UA: Mental Retardation / Developmental Disability –H1: Integrated Mental Health and Mental Retardation / Developmental Disabilities Program PASRR MR/DD Level II Procedure Codes

21. 21/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW T2011 U1 UB – Fee $322.00 ( initial) –T2011: Pre-Admission Screening Resident Review (PASRR) Level II Evaluation, per Evaluation –U1: PAS (Pre-Admission Screening) –UB: Mental Illness T2011 U1 UB TS – Fee $143.50 (follow-up) –T2011: Pre-Admission Screening Resident Review (PASRR) Level II Evaluation, per Evaluation –U1: PAS (Pre-Admission Screening) –UB: Mental Illness –TS: Follow-up service PAS MI Level II Procedure Codes

22. 22/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW T2011 U2 UB – Fee $322.00 –T2011: Pre-Admission Screening and Resident Review (PASRR) Level II Evaluation, per Evaluation –U2: RR (Resident Review) –UB: Mental Illness PASRR MI Level II Procedure Codes

23. 23/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Remittance Advice Providers receive a Remittance Advice (RA) each week if IndianaAIM has claims in the processing system –RAs are posted at the beginning of each week on Web interChange –RA will be posted four consecutive weeks –RA contains the status of each processed claim RAs list paid claims, denied claims, claims in process, and adjusted claims The electronic 835 transaction lists paid and denied claims See Chapter 12 of the IHCP Provider Manual for more information about RAs

24. 24/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Top Denial Reasons

25. 25/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Edit 4021 Cause —The procedure code is not covered for the dates of service for the program billed Resolution —Verify the PASRR procedure codes and modifiers that were submitted on the claim —Verify the eligibility segment dates are within the dates beginning billed Procedure Code Versus Program Indicator

26. 26/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Edit 2029 Cause —Member does not have a PASRR eligibility segment for the dates of service billed in the payer processing system Resolution —Verify the PASRR number that was submitted on the claim —Verify the dates of service that was submitted on the claim are inline with the dates of service submitted on the Roeing website —Verify the AAA has submitted the correct information to Insite NON-IHCP MEMBER INELIGIBLE FOR DATES OF SERVICE

27. 27/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Edit 4209 Cause —An invalid procedure code or modifier was used on the claim Resolution —Verify the PASRR procedure code and modifier are correct for the program billed No Pricing Segment for Procedure/Modifier Combination

28. 28/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Edit 513 Cause —Member name and/or Social Security number is not on file Resolution —Verify the member’s name and Social Security number Recipient Name and Number Disagree

29. 29/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Edit 2037 Cause —Member does not have a PASRR eligibility segment in the payer processing system Resolution —Verify the PASRR number that was submitted on the claim —Verify that the CMHC has completed the certification online though the Roeing website —Verify the AAA has entered the information into Insite Member Not on File for Non-IHCP Program

30. 30/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Cause –Claim was submitted with Legacy Provider Identifier (LPI) only –All healthcare claims must be submitted with a National Provider Identifier (NPI) Resolution –Include NPI on all healthcare claims Rendering NPI Must Be Submitted Edit 1122

31. 31/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Helpful Checklist Applicants do not have to be enrolled Medicaid members for this program All member IDs must begin with “800” followed by the member’s Social Security number All providers must be enrolled in the PASRR program to submit PASRR claims Only approved Healthcare Common Procedure Coding System (HCPCS) codes and modifiers will be accepted on claims

32. 32/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW A PAS level I must be completed on all members entering a Medicaid-enrolled nursing facility A Level II must be completed on residents who are suspected of having a severe mental illness or developmental disability The 4B form must be issued by the AAA before the CMHC can submit its claim, which only applies to the PAS process, but not the Resident Review process Helpful Checklist

33. 33/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Helpful Tools IHCP Web site at www.indianamedicaid.comwww.indianamedicaid.com Customer Assistance –1-800-577-1278 or (317) 655-3240 in Indianapolis local area Written Correspondence –P.O. Box 7263 Indianapolis, IN 46207-7263 Provider Relations Field Consultant Division of Aging – http://www.in.gov/fssa/2329.htm http://www.in.gov/fssa/2329.htm Area Agencies on Aging (AAAs) –http://www.iaaaa.org/members/aaalist.asphttp://www.iaaaa.org/members/aaalist.asp Resident Review on the Web –1-888-787-5402 –https://www.roeing.com/residentreviewhttps://www.roeing.com/residentreview Contact the INsite Help Desk with problems or questions on the RR-on- the-Web application –E-mail InsiteHelpDesk@fssa.in.gov or call (317) 232-7858InsiteHelpDesk@fssa.in.gov

34. 34/ October 2009 PRE-ADMISSION SCREENING RESIDENT REVIEW Questions

35. October 2009 EDS and the EDS logo are registered trademarks of Hewlett-Packard Development Company, LP. HP is an equal opportunity employer and values the diversity of its people. © 2009 Hewlett-Packard Development Company, LP. Office of Medicaid Policy and Planning (OMPP) 402 W. Washington St, Room W374 Indianapolis, IN 46204 EDS, an HP Company 950 N. Meridian St., Suite 1150 Indianapolis, IN 46204