Title: Department of Medical Assistance Services Nursing Facility Services
1Department of Medical Assistance Services
Nursing Facility Services
Melissa A. Fritzman Program Supervisor Division
of Long-Term Care Fall 2008
2How Do I Know If I Meet Criteria?
- Nursing Facilitys Responsibility for Ensuring
Residents Meet Criteria for Placement
3Regulatory Support
- Section 12 VAC 30-60-300 of the Virginia
Administrative Codes states the following - Prior to an individual's admission, the nursing
facility must review the completed pre-admission
screening forms to ensure that appropriate
nursing facility admission criteria have been
documented.
4Additionally
- The nursing facility is also responsible for
documenting, upon admission and on an ongoing
basis, that the individual meets nursing facility
criteria and that the individual continues to
meet nursing facility criteria based on the
completion of the MDS.
5Which Assessment Tool?
- For this purpose, the nursing facility will use
the Minimum Data Set (MDS)
6When Should the MDS be Completed?
- The post admission assessment must be conducted
- no later than 14 days after the date of admission
and/or - promptly after a significant change in the
resident's physical or mental condition.
7Use of MDS cont.
- If at any time during the course of the
resident's stay, it is determined that the
resident does not meet nursing facility criteria
as defined in the State Plan for Medical
Assistance, the nursing facility must initiate
discharge of such resident. - The facility must ensure the resident is
discharged appropriately.
8What is the Criteria for Continued Stay in a
Nursing Facility?
- Individuals may be considered appropriate for
nursing facility care when one of the following
describes their medical or nursing needs and
functional capacities recorded on the Minimum
Data set of the Resident Assessment Instrument.
9What is the Criteria for Continued Stay in a
Nursing Facility? Cont.
- A. Functional Capacity
- 1. Rated dependent in two to four of the ADLs,
and also rated semi-dependent or dependent in
Behavior Pattern and Orientation, and
semi-dependent in Joint Motion or dependent in
Medication Administration. (12 VAC 30-60-303) or
10What is the Criteria for Continued Stay in a
Nursing Facility? Cont.
- B. Medical or Nursing Needs
- 1. The individual has health needs that require
medical or nursing supervision or care above the
level, which could be provided through assistance
with ADLs, medication administration, and general
supervision and is not primarily for the care and
treatment of mental diseases.
11What is the Criteria for Continued Stay in a
Nursing Facility? Cont.
- A. Functional Capacity
- 2. Rated dependent in five to seven of the ADLs,
and also rated dependent in Mobility or - 3. Rated semi-dependent in two to seven of the
ADLs, and also rated dependent in Mobility and
Behavior Pattern and Orientation.
12Definitions to be Applied When Completing MDS
ADLs
- Transfer Section G(1)(b)(A) In order to meet
this ADL, the individual must score a 1, 2, 3, 4,
or 8 as described below - (0) Independent No help or oversight OR help or
oversight provided only 1 or 2 times during last
7 days. - (1) Supervision Oversight, encouragement, or
cuing provided 3 times during last 7 days OR
supervision plus physical assistance provided 1
or 2 times during last 7 days.
13Definitions to be Applied When Completing MDS
ADLs
- Transfer Section G(1)(b)(A) In order to meet
this ADL, the individual must score a 1, 2, 3, 4,
or 8 as described below - (2) Limited Assistance Resident highly involved
in activity received physical help in guided
maneuvering of limbs or other non-weight-bearing
assistance 3 times OR more help provided only 1
or 2 times during last 7 days.
14Definitions to be Applied When Completing MDS
ADLs cont..
- (3) Extensive Assistance While resident
performed part of activity over last 7-day
period, help of following type or types was
provided 3 or more times weight-bearing support
or full staff performance during part (but not
all) of last 7 days.
15Definitions to be Applied When Completing MDS
ADLs cont..
- (4) Total Dependence Full staff performance of
activity during entire 7 days. - (8) Activity Did Not Occur During the Entire
7-day Period Use of this code is limited to
situations where the ADL activity was not
performed and is primarily applicable to fully
bed-bound residents, who neither transferred from
bed nor moved between locations over the entire
7-day period.
16Definitions to be Applied When Completing MDS
ADLs cont..
- Dressing G(1)(g)(A) In order to meet this
ADL, the individual must score a 1, 2, 3, 4, or 8
(definitions are the same as described for
Transferring) - Eating G(1)(h)(A) In order to meet this ADL,
the individual must score a 1, 2, 3, 4, or 8
(definitions are the same as described for
Transferring) - Or Under Section G, one of the following is
checked - (1) K(5)(a) - Parenteral or intravenous.
- (2) K(5)(b) - Feeding tube.
- (3) K(5)(d) - Syringe (oral feeding).
17Definitions to be Applied When Completing MDS
ADLs cont..
- Toilet Use G(1)(i)(A) In order to meet this
ADL, the individual must score a 1, 2, 3, 4, or 8
(definitions are the same as described for
Transferring) - Bathing G(2)(A) To meet this ADL, the
individual must score a 1, 2, 3, 4, or 8 as
described below - (0) Independent No help provided.
- (1) Supervision Oversight help only.
- (2) Physical Help Limited to Transfer Only.
- (3) Physical Help With Part of Bathing Activity.
- (4) Total Dependence.
- (8) Activity Did Not Occur During the Entire
7-Day Period (See definition under transferring)
18Definitions to be Applied When Completing MDS
ADLs cont..
- Bladder Continence H(1)(b) In order to meet
this ADL, the individual must score a 2, 3, or 4
in this category - (0) Continent Complete control.
- (1) Usually Continent incontinent episodes once
a week or less. - (2) Occasionally Incontinent 2 times a week but
not daily. - (3) Frequently Incontinent Tended to be
incontinent daily, but some control present
(e.g., on day shift).
19Definitions to be Applied When Completing MDS
ADLs cont..
- Bladder Continence H(1)(b) In order to meet
this ADL, the individual must score a 2, 3, or 4
in this category - (4) Incontinent Had inadequate control multiple
daily episodes. - OR
- To meet this ADL, one of the following is
checked - H(3)(c) - External catheter.
- H(3)(d) - In-dwelling catheter.
20Definitions to be Applied When Completing MDS
ADLs cont..
- Bowel Continence H(1)(a) In order to meet
this ADL, the individual must score a 2, 3, or 4
in this category - (0) Continent Complete control.
- (1) Usually Continent Control problems less than
weekly. - (2) Occasionally Incontinent Once a week.
21Definitions to be Applied When Completing MDS
ADLs cont..
- Bowel Continence H(1)(a) In order to meet
this ADL, the individual must score a 2, 3, or 4
in this category - (3) Frequently Incontinent 2-3 times a week.
- (4) Incontinent Had inadequate control all (or
almost all) of the time. - OR
- To meet this ADL, H(3)(i) - Ostomy, is checked.
22Definitions to be Applied When Completing MDS
Joint Motion cont..
- Joint Motion In order to meet this category, at
least one of the following must be CHECKED - Contracture to arms, legs, shoulders, or hands.
- Hemiplegia/hemiparesis.
- Quadriplegia.
- Arm partial or total loss of voluntary movement.
- Hand lack of dexterity (e.g., problem using
toothbrush or adjusting hearing aid). - Leg partial or total loss of voluntary movement.
7. (i) Leg unsteady gait. - Trunk partial or total loss of ability to
position, balance, or turn body.
23Definitions to be Applied When Completing MDS
Locomotion cont..
- C. Locomotion G(1)(f)(A) In order to meet
this ADL, the individual must score a 1, 2, 3, 4,
or 8 in this category (definitions are the same
as described for Transferring) -
24Definitions to be Applied When Completing MDS
Behavior and Orientation cont..
- Behavior and Orientation In order to meet this
category, the individual must meet at least one
of the categories for both behavior AND
orientation.
25Definitions to be Applied When Completing MDS
Behavior and Orientation cont..
- Behavior To meet the criteria for behavior, the
individual must meet at least one of the
following - a. E(2)(e) Failure to eat or take medications,
withdrawal from Self Care or leisure activities
(must be CHECKED). - OR
- b. One of the following is coded 1 (behavior of
this type occurred less than daily) or 2
(behavior of this type occurred daily or more
frequently) - E(4)(a)(A) - Wandering (moved with no rational
purpose, seemingly oblivious to needs or safety).
26Definitions to be Applied When Completing MDS
Behavior and Orientation cont..
- b. One of the following is coded 1 (behavior of
this type occurred less than daily) or 2
(behavior of this type occurred daily or more
frequently) - E(4)(b)(A) - Verbally abusive (others were
threatened, screamed at, cursed at). - E(4)(c)(A) - Physically abusive (others were
hit, shoved, scratched, sexually abused). - E(4)(d)(A) - Socially inappropriate/disruptive
behavior (made disrupting sounds, noisy, screams,
self-abusive acts, sexual behavior or disrobing
in public, smeared/threw food/feces, hoarding,
rummaged through others belongings).
27Definitions to be Applied When Completing MDS
Behavior and Orientation cont..
- Orientation To meet this category, the
individual must meet at least one of the
following - B(3)(d) - Awareness that the individual is in a
nursing facility is NOT CHECKED. - B(3)(e) - None of the memory/recall ability
items are recalled must be CHECKED. OR
28Definitions to be Applied When Completing MDS
Behavior and Orientation cont..
- Orientation To meet this category, the
individual must meet at least one of the
following - B(4) - Cognitive skills for daily
decision-making must be coded with a 2
(moderately impaired decisions poor cue or
supervision required) or 3 (severely impaired,
never or rarely made decisions).
29What if a Resident No Longer Meets Criteria?
30Change in Level of Care
- The Department of Medical Assistance Services
shall conduct surveys of the assessments
completed by nursing facilities to determine that
services provided to the residents meet nursing
facility criteria and that needed services are
provided.
31Change in Level of Care
- Nursing Facilities have the ultimate
responsibility to ensure residents meet the
established criteria for continued stay. - Part of good discharge planning is looking at
discharge options. - If DMAS determines that a resident does not meet
the criteria for continued stay in a nursing
facility, a Change in Level of Care is initiated.
32Documentation used for Change in Level of Care
- CHECKLIST FOR CHANGES IN LEVEL OF CARE
- The following information must be obtained in
order for DMAS to write a change in level of care
memorandum. - Admission Fact Sheet
- In/Out Tracking sheets
- Physicians Orders - 60 Days
- Physicians Progress Notes - 3 months
33Documentation used for Change in Level of Care
cont
- Team Care Plan
- Nursing PRN Notes - 3 months
- Nursing Adm. Assessment
- Nursing Monthly Summaries - 3 months
- Med./Treatment Sheets - 3 months
- Pharmacy Reviews - 3 months
- MDS/Qtly review - 1 year
- DMAS 96
- Admission UAI
34Documentation used for Change in Level of Care
cont
- Social Services Progress Notes 4 quarters
- Activities Progress Notes 4 quarters
- Dietary Progress notes 4 quarters
- Therapy Evals and notes 4 quarters
- Psychological Eval and notes 4 quarters
35Change in Level of Care Procedures
- DMAS uses the aforementioned documentation to
generate a memo that is submitted to our Medical
Director. - If the Medical Support Unit agrees that nursing
facility criteria is not met, a letter is sent to
the recipient, and the facility. The letter
includes information about appeal rights.
36Change in Level of Care Procedures
- The facility is given thirty days to submit
documentation from the physician that the
resident continues to meet nursing facility
criteria. - If that documentation is not submitted, then the
DMAS Medical Directors decision will stand.
37Change in Level of Care Procedures
- A letter will be sent to the facility and
concerned parties regarding the decision. - Payment to the facility is stopped within 10 days
following the final determination if the decision
is upheld.
38Change in Level of Care Procedures
- Once the final decision is made, the recipient
will be given an opportunity to appeal the
decision if it is his/her wish to do so. - The recipient may be required to be responsible
for payment to the facility during the
recipients appeal if the decision is upheld and
they must be discharged. - It is important that the facility has systems in
place to identify those residents who do not meet
the criteria for continued nursing facility stay.
39Medically Necessary Private Room Rate Differential
- What if a Resident Needs One?
- What Does a Facility Do?
40Medically Necessary Private Room Rate Differential
- The Virginia Medicaid Nursing Facility Provider
Manual, Chapter IV, page 2 states the following - Payment may be made for a private room or other
accommodations more expensive than semi-private
only when such accommodations are medically
necessary. - It further states that
- Private rooms will be considered necessary when
the residents condition requires him/her to be
isolated for his/her own health or that of
others.
41What Does This Mean?
- Medicaid will not pay for a private room just
- Because the family prefers a private room or..
- Because a resident sleeps better in a private
room or - Because the resident walks around and disturbs
other residents or - Because the facility is going up on its room
rates and the family does not want to pay the
difference.
42Medically Necessary Private Room Rate Differential
- Even though a resident has a right to personal
privacy related to accommodations, medical
treatment, written and telephone communications,
personal care, visits, and meetings of family and
resident groups, Medicaid is not required to
provide a private room for each resident. - The Virginia Medicaid Nursing Facility Provider
Manual, Chapter VII Residents Rights and
Responsibilities, page 5
43Medically Necessary Private Room Rate Differential
- One of the services that may be charged to a
residents fund, (with resident approval) and if
the resident has requested this in writing is the
charge for a Private room, except when
therapeutically required - The Virginia Medicaid Nursing Facility Provider
Manual, Chapter VII Residents Rights and
Responsibilities, page 14
44Procedure
- Reimbursement for private rooms will only be
made when authorized by the Virginia Department
of Medical Assistance Services (DMAS). A written
request for private room reimbursement must be
submitted.
45Procedure cont.
- Submit written request to
- Department of Medical Assistance Services
- Division of Long-Term Care
- Program Administration Supervisor II
- 600 East Broad Street, 10th Floor
- Richmond, VA 23219
46Procedure cont.
- The written request must include, at a minimum,
the following - 1. Medical justification (signed and dated by the
physician) for a private room - 2. A list of the facilitys rooms indicating
which are private and which are semi-private and
- 3. The current charges for the semi-private and
private rooms.
47Procedure cont.
- There must be current medical record
documentation to support physicians request. - That may include progress notes, nursing notes,
physicians orders, lab results etc. - A letter from the physician simply listing the
residents diagnoses will not suffice.
48Procedure cont.
- Most of these requests deal with residents who
require some type of isolation for the purposes
of infection control. - Once the information has been received.
- It is reviewed and additional information is
requested if needed - A recommendation is made by our division
- It is then forwarded to the Medical Support
Division at DMAS where they agree or disagree
with the recommendation.
49Procedure cont.
- If approved,
- The information is submitted to our Fiscal
Division where they determine the rate
differential. - A letter is sent to the facility to include
instructions on how to receive the approved rate,
the begin date and information regarding the end
date. These approvals are not open ended.
50Procedure cont.
- If denied,
- A letter relaying this information as well as the
facilitys appeals rights is sent to the
facility. - The facility, not the family, has 30 days to
appeal the decision.
51What is PIRS?
- What Do I Do With It?
- Why Is It Required?
52PIRS Submission
- Upon admission to a nursing facility, a DMAS-80
or Patient Intensity Rating System (PIRS) form
should be completed for every Medicaid recipient
and forwarded to DMAS for processing. (Nursing
Facility Manual, Chap VI, pages 5-9) - This includes those individuals who are admitted
as Medicare primary (or in what is normally
referred to as a skilled stay).
53PIRS Submission
- PIRS forms may be faxed to (804) 371-4986 to
DMAS. DMAS does not confirm receipt of faxes do
to the shear volume of documents we receive each
day. - Please either FAX or mail the form not both.
54PIRS Submission
- PIRS forms must be sent to DMAS for processing
within 30 days or less of admission to the
nursing facility. - PIRS forms do not require the signature of the
Nursing Facility Administrator. - PIRS forms must contain the complete Medicaid 12
digit Enrollee ID number for processing. - DMAS cannot process any pending Medicaid
eligibility requests.
55PIRS Submission
- The National Provider Identifier Numbers are
required for submitted PIRS forms. - NPIs are 10 digits.
- Medicaid recipient numbers are 12 digits in
length. - Please submit the Medicaid Enrollee number and
not the case number.
56PIRS Submission
- DMAS will verify eligibility and enter the
information from the PIRS form into the level of
care file in the VaMMIS system. - This generates an authorization to bill letter
back to the provider. - The provider may then bill for services.
- DMAS has 5 business days to complete processing.
57Top Reasons for Return of PIRS Forms
- Medicaid Enrollee Number is Invalid
- Recipient has AID Category of 012, 032, or 052
- Recipient has AID Category of SLMB
- Recipient has AID Category of QMB
- Recipients Medicaid coverage has been cancelled
- DMAS notifications contain what appropriate
action is necessary to correct the aid category
problems.
58Billing Level of Care Change Process - An Example
- An individual enters a nursing facility and DMAS
issues a level 1 or Medicaid only authorization
to bill. - The individual then has a fall and is
hospitalized. - The individual has the required three day
hospital stay and returns to the nursing facility
as skilled or Medicare primary/Medicaid
secondary. - The nursing facility must then request a level
change from a level 1 authorization to bill to a
level 2 authorization to bill.
59Billing Level of Care Change Process - An Example
- The nursing facility can fax in the information
to DMAS and must include the begin date for the
level 2 authorization. - DMAS will process the request and a new
authorization to bill letter will be generated
with the proper begin date and provider number. - The nursing facility must notify DMAS (via the
same process) when the level 2 stay has ended and
the individual is converting back to a level 1
Medicaid only status.
60Billing Level of Care Change Process
- Level changes should be clear, readable, and
contain all necessary information for processing.
- Level change requests may be faxed to (804)
371-4986. - Level changes may be sent on a copy of the
original request or on a fax cover sheet.
61Discharge Information
- Please submit discharge information by using any
of the outlined formats below - DMAS-122
- MDS Discharge Tracking Form (preferred method
NF Manual, Chap VI, pages 9-10 - Authorization Letter
62MDS Quality Management Review (QMR)
- What is the Secret to a Successful MDS QMR?
63MDS QMR
- The MDS is completed through discussions with all
members of the interdisciplinary team, as well as
the resident and/or their representative, for a
holistic assessment.
64MDS QMR
- Fill out every blank in the MDS
- Assure every i is dotted and t is crossed
- Your assessment and completion of the MDS
determines your reimbursement rate
65MDS QMR
- The MDS is complete, it has been submitted and
youre going merrily along your way..
66MDS QMR
- Then out of the blueMEDICAID appears to do the
MDS QMR!
67 MDS QMR
- DO NOT PANIC!
- REMAIN CALM!
- THEY CAN SMELL FEAR!
68MDS QMR
- Hundreds of blanks on the MDS have been
completed, DMAS is reviewing only 104 elements. - Of course we know you have all of the supporting
documentation in the resident record to justify
the score for each element.
69MDS QMR
- DMAS will provide you a list of resident records
to be reviewed. - We will require all documentation that support
the scores. - This includes the current record and all records
at least 30 days previous to the Assessment
Reference Date.
70MDS QMR
- Hopefully, that did not hurt too much.REMEMBER
the secret to a successful MDS QMR??? - SUPPORTING DOCUMENTATION
71Therapeutic Beds
- Who, What, Where, When and How?
72Therapeutic Beds Cost Settlement
- Effective for services on or after July 1, 2005,
NFs shall be reimbursed an additional 10 per day
for those recipients who require a specialized
treatment bed due to their having at least one
stage IV pressure ulcer. Recipients must meet
criteria as outlined in 12 VAC 30-60-350, and the
additional reimbursement must be pre-authorized
as provided in 12 VAC 30-60-40.
73Therapeutic Beds Cost Settlement
- NFs shall not be eligible to receive this
reimbursement for individuals whose services are
reimbursed under the Specialized Care
methodology. Effective July 1, 2005, this
additional reimbursement shall be subject to
adjustment for inflation in accordance with 12
VAC 30-90-41B, except that the adjustment shall
be made at the beginning of each state fiscal
year, using the inflation factor that applies to
provider years beginning at that time. This
additional payment shall not be subject to direct
or indirect ceilings and shall not be adjusted at
year-end settlement.
74Therapeutic Beds
- Prior approval by DMAS will be required for all
therapeutic beds (Low air loss or Air Fluidized)
furnished to nursing home residents who have a
documented Stage IV pressure ulcer. (RAI MDS
Classification Stage IV A full thickness of
skin and subcutaneous tissue is lost, exposing
muscle or bone) - Residents enrolled in Specialized Care are not
eligible for the 10 a day reimbursement for the
therapeutic bed.
75Therapeutic Beds
- The facility is required to submit via fax the
DMAS-258 Specialized Treatment Bed
Pre-Authorization Form to fax 804-371-4986. - The reimbursement at 10 a day for the
therapeutic bed will begin from the date of the
physician order plus one day for up to 82
consecutive days. - Example
- Order received January 1, 2008
- Authorization valid through March 22, 2008
76Therapeutic Beds
- A request for the bed may be made up to three
times annually for a total of 246 days, if the
following situations are met - Annually - Based on the recipients first day of
use of a bed - The recipient has had a lapse of 30 days off the
therapeutic bed - The recipient has developed a new Stage IV ulcer.
Facilities must report all Stage IV ulcers a
patient has the first time a request for a
therapeutic bed is made.
77Therapeutic Beds
- You are required to resubmit your form if you
receive a correction notification with the
exception of the approval or duplicate requests
which have been denied as duplicates. - If you receive a denial you may request a
reconsideration within 30-days of receiving
notification by writing and sending supporting
documentation to - Supervisor LTC Division
- Department of Medical Assistance Services
- 600 East Broad Street, 10th Floor
- Richmond, Virginia 23219
78Therapeutic Beds - QMR
- DMAS will conduct QMR of the use of the
therapeutic specialty beds used by a NF in the
treatment of recipients with Stage IV ulcers.
These visits may be done in conjunction with the
current Minimum Data Set (MDS) validation reviews
currently conducted by the agency or be
unannounced.
79Therapeutic Beds QMR (cont)
- Documentation must be available and in the
medical record that shows the following - 1. A Physician order for the therapeutic bed
dated and signed must be in the medical record. - 2. The order must be for a low-air-loss or
air-fluidized bed. Overlays are not covered under
the 10-per-day reimbursement.
80Therapeutic Beds QMR (cont)
- 3. Documentation must be in the medical record
stating the recipient is on the bed and for how
long. - 4. Documentation must be noted on the Minimum
Data Set (MDS) Form indicating a Stage IV
pressure ulcer. - Services not specifically documented in the
recipients medical record as rendered shall be
deemed as not rendered, and no reimbursement will
be provided.
81Long Term Care Bits and Pieces
82LTC Resident Missing UAI
- You must have the required documentation prior to
admitting an individual. - If the UAI was not completed prior to admission
and the individual extends their stay, the
facility must fax letter to the DMAS Supervisor
explaining why the facility accepted an
individual without the required UAI. - The letter must be accompanied by the completed
DMAS-80 form.
83Long Term Care-Bits Pieces
- Please remember to submit discharge information
to DMAS for those residents who are discharged
from your facility. - If you have billing questions, call the PROVIDER
HELPLINE _at_ 1-800-552-8627. The LTC Division is
not able to answer billing questions.
84Long Term Care-Bits Pieces
- Our mailing address is
- DMAS
- Division of Long-Term Care
- 600 East Broad Street, 10th Floor
- Richmond, Virginia 23219
- (804) 225-4222
- (804 371-4986 (fax)
- Website www.dmas.virginia.gov
85Nursing Facility Manual
- Please make sure you have read and are up to date
on the current Nursing Facility Provider Manual. - Many of the questions that you call DMAS for are
addressed within the provider manual. - You should pay specific attention to Chapters IV,
V, and VI. - The Manual is available at our website via the
following link http//websrvr.dmas.virginia.gov/
ProviderManuals/Default.aspx
86The Future of Long-Term Care
- Envision a world that values age, a nation that
embraces agea Commonwealth that honors age.