Title: Relocation Assistance and Discharge Planning
1Relocation Assistance and Discharge Planning
- State Of Wisconsin Board on Aging and Long Term
Care - Tom LaDuke
- Relocation Ombudsman Specialist
- Rachel Selking
- Regional Ombudsman
2Ombudsman
- An Ombudsman protects and promotes the rights of
long term care consumers and works with
residents, their families and facilities to
achieve quality care and quality of life. - An Ombudsman typically assists in resolving
concerns and complaints, but can consult with
facilities - You can reach an Ombudsman by contacting
-
- Wisconsin Board on Aging and Long Term Care
- 1402 Pankratz Street- Suite 111
- Madison WI 53704
- 1-800-815-0015
- boaltc_at_wisconsin.gov
- http//longtermcare.state.wi.us
3Social Worker Best Practice Guidelines
- STANDARD 4. Program Functions
- Interpretation
- Specific social work functions may include, but
are not limited to the following - -Advocacy of appropriate care and treatment of
residents through the development and
implementation of policies, and the education of
residents, staff and family regarding residents
rights, as well as consultation with the
long-term care ombudsperson - -NASW standards for social work services in
long-term care facilities page 14. -
4(No Transcript)
5Role of the Regional Ombudsman
- A regional ombudsman has unfettered access to any
residential care facility and can investigate
complaints in long term care facilities to
suggest solutions to resolve problems. - The ombudsman can provide consultation to
facilities and can speak to community groups
about long term care issues. - The ombudsman can help establish and work with
resident and family councils. - While not inspectors or regulators, the Ombudsman
works with state and federal enforcement agencies
to improve the residents quality of life at the
facility.
6Role of the Relocation Ombudsman Specialist
- The relocation ombudsman specialists role is
not unlike that of the regional ombudsman except
that rather than being regularly assigned to a
number of homes in a particular county, he works
anywhere in the state where groups of residents
are being moved either because the facility is
being closed or its being rebuilt or remodeled.
7Implications for Having to Move
- Q Why would someone ever leave a
- nursing home?
- A Either because he or she wanted to or
- because he or she had to (or because of
- voluntary or involuntary discharge.)
- Relocation can be stressful in either case!
8Person Centered Discharge Planning
- A move can be exciting and exactly what a
resident wants - But because moving can be stressful, if not
harmful, a home must take steps to minimize any
possible negative impact - The best way of accomplishing that is through
careful planning and thorough preparation thats
centered on the residents wants and needs
9Federal RegulationsORIENTATION and PREPARATION
- 483.12 (a)(7) Orientation for transfer or
discharge. A facility must provide sufficient
preparation and orientation to residents to
ensure safe and orderly transfer or discharge
from the facility. - F204 Interpretive Guidelines 483.12(a)(7)
Sufficient preparation means the facility
informs the resident where he or she is going and
takes steps under its control to assure safe
transportation. The facility should actively
involve, to the extent possible, the resident and
the residents family in selecting the new
residence. Some examples of orientation may
include trial visits, if possible, by the
resident to a new location working with family
to ask their assistance in assuring the resident
that valued possessions are not left behind or
lost orienting staff in the receiving facility
to residents daily patterns and reviewing with
staff routines for handling transfers and
discharges in a manner that minimizes unnecessary
and avoidable anxiety or depression and
recognizes characteristic resident reactions
identified by the resident assessment and care
plan.
10Social WorkerBest Practice guidelines
- Ethical Standards
- 1.15 Interruption of Services
- Social workers should make reasonable efforts to
ensure continuity in services in the event that
services are interrupted by factors such as
unavailability, relocation, illness disability or
death. - -Code of Ethics of the National Association of
Social Workers
11State Regulation
- DHS 132.68(5) SERVICES.
- Social services staff shall provide the
following -
- (c) Discharge planning. Assistance to other
facility staff and the resident in discharge
planning at the time of admission and prior to
removal under this chapter
12Social Worker Best Practice Guidelines
- STANDARD 4. Program Functions
- Interpretation
- Specific social work functions may include, but
are not limited to, the following - -Facilitating residents safe integration into
the community through interdisciplinary discharge
planning and follow up services. - -NASW standards for social work services in
long-term care facilities page 15.
13Relocation Stress
- Relocation Stress is also called transfer trauma
and defined as the combination of medical and
psychological reactions to abrupt physical
transfer that may increase the risk of grave
illness or death. - This stress can take on clinical features like
signs of depression, anger and/or anxiety about
the move and could result in sleep disturbance or
change in eating patterns weight loss or gain.
Frequent falls can occur in a new and unfamiliar
environment. -
- The best way to mitigate relocation stress is to
prevent it by providing the resident with
information, facilitating choice and involving
him or her in thoroughly planning the move. - Its understandably more stressful to be made to
leave than to choose to move
14Measures to Minimize Relocation Stress
- Promptly inform the resident of the need to move
and present an optimistic attitude by pointing
out any positive aspects of the relocation - Thoroughly assess the residents needs and
preferences and discuss all available options for
relocating - Offer written information about options and
provide tours. Provide an escort and follow up to
see whether or not the resident liked the
proposed new setting - Allow the resident time to think on the matter
and provide opportunities to ask questions or
state concerns - Listen to what the resident is saying and respond
honestly. Resolve concerns promptly - Honor preferences, allowing the resident to
maintain control. Be flexible as plans can change - Keep the resident informed throughout the
planning process. Encourage the participation of
friends and families
- Be prepared, be organized. Avoid chaos, provide a
sense of security to the resident - Maintain the residents daily routine throughout
the planning process and the move to the new
home. Make arrangements for telephone and other
services including the notification of a change
of address. Notify interested persons of the move - Safeguard personal possessions, and help pack and
move belongings. Involve the resident and family
to set up the new room similar to the old room - Help the resident become acclimated to their new
surroundings by offering tours and assistance
with unpacking. Consider having a welcoming
committee, matching a staff member/volunteer with
each individual - Educate everyone about Relocation Stress -all
staff members, residents, families, volunteers,
friends - Monitor for signs of Relocation Stress, never
minimize or ignore these characteristics - Offer support, be empathetic, visit often, and
respect the individuals rights
15State and Federal RegulationsPROHIBITIONS
- DHS 132.53(2)(a) CONDITIONS.
- (a) Prohibition and exceptions. No resident may
be discharged or transferred from a facility,
except - 1. Upon the request or with the informed consent
of the resident or guardian - 2. For nonpayment of charges, following
reasonable opportunity to pay any deficiency - 3. If the resident requires care other than that
which the facility is licensed to provide - 4. If the resident requires care which the
facility does not provide and is not required to
provide under this chapter - 5. For medical reasons as ordered by a physician
- 6. In case of a medical emergency or disaster
- 7. If the health, safety or welfare of the
resident or other residents is endangered, as
documented in the resident's clinical record - 8. If the resident does not need nursing home
care
- 42 CFR 483.12 (a)(2) Transfer and discharge
requirements. - The facility must permit each resident to remain
in the facility, and not transfer or discharge
the resident from the facility unless - (i) The transfer or discharge is necessary for
the resident's welfare and the resident's needs
cannot be met in the facility - (ii) The transfer or discharge is appropriate
because the resident's health has improved
sufficiently so the resident no longer needs the
services provided by the facility - (iii) The safety of individuals in the facility
is endangered - (iv) The health of individuals in the facility
would otherwise be endangered - (v) The resident has failed, after reasonable and
appropriate notice, to pay for (or to have paid
under Medicare or Medicaid) a stay at the
facility. For a resident who becomes eligible for
Medicaid after admission to a facility, the
facility may charge a resident only allowable
charges under Medicaid or -
- (vi) The facility ceases to operate.
16Preparation and Orientation
- 483.12 (a)(7) Orientation for transfer or
discharge. A facility must provide sufficient
preparation and orientation to residents to
ensure safe and orderly transfer or discharge
from the facility. - May require more than one planning session
- Resident has a right to
- Be informed of available options
- Be involved in choosing alternate living
arrangement - Participate in the planning
- Facility needs to
- Review the need for relocation
- Discuss the effect of the move on the resident
- Develop and implement an individualized
relocation care plan that also addresses the
mitigation of any possible trauma associated with
the transfer. - Provide counseling regarding the transfer
- Provide opportunities, including transportation,
for the resident to make 1-3 visits to potential
alternate placement options - Follow up with both the resident and the
potential alternate living arrangement on the
results of the visit
17State RegulationsDISCHARGE ACTIVITIES
- DHS 132.53(3)(b)
- 3. Transfer and discharge activities shall
include - a. Counseling regarding the impending transfer or
discharge - b. The opportunity for the resident to make at
least one visit to the potential alternative
placement, if any, including a meeting with that
facility's admissions staff, unless medically
contraindicated or waived by the resident - c. Assistance in moving the resident and the
resident's belongings and funds to the new
facility or quarters - d. Provisions for needed medications and
treatments during relocation. - 4. A resident who is transferred or discharged at
the resident's request shall be advised of the
assistance required by subd. 3. and shall be
provided with that assistance upon request.
18Relocation Planning First Phase
- Holding a Conference to
- Review the need to relocate and the residents
assessed needs - Discuss available options for alternate placement
and services - Determine the residents preferences
- Developing and Implementing a plan for
- Making Referrals other providers, ADRC, etc.
- Facilitating touring new places
- Exchanging of information
- Following up
- Monitoring for stress
- (Seven days before this conference might be a
good time to send a discharge planning conference
notice)
19State and Federal RegulationsCOUNSELING and
CONFERENCING
- DHS 132.53(3)(b) Planning conference
- 2. Unless the resident is receiving respite care
or unless precluded by circumstances posing a
danger to the health, safety, or welfare of a
resident, prior to any involuntary transfer or
discharge under sub. (2) (a) 2. to 10., a
planning conference shall be held at least 14
days before transfer or discharge with the
resident, guardian, if any, any appropriate
county agency, and others designated by the
resident, including the resident's physician, to
review the need for relocation, assess the effect
of relocation on the resident, discuss
alternative placements and develop a relocation
plan which includes at least those activities
listed in subd. 3.
20Referrals and Linking with Other Providers when
the Resident is Publically Funded
- ADRC referral
- Screening for Functional and Financial
Eligibility - Options Counseling
- Enrollment Counseling
- Referral to FC-MCO, PACE/Partnership, IRIS
- MCO Enrollment
- Team Assignment
- Assessment
- Development and Implementation of the
Member-Centered Plan - Implications for collaboration with discharge
planning.
21Local Contact Agencies are Aging and Disability
Resource Centers (ADRCs)
- The cap on Family Care funding and relocation
from a nursing home - Operational Practice Guidelines
- -Implementation of the Enrollment Cap for the
Family Care., IRIS, PACE and Partnership Programs
and Urgent/Emergency Enrollment Guidance - -ADRC of Wisconsin (revised 07/21/2011)
22Family Care Cap Exceptions
- Relocations
- An individual interested in relocating from a
nursing home, funded under the Medicaid Program,
may be enrolled in one of the long term care
programs without regard to the limitations of the
enrollment cap under the criteria as defined in
the 2011-13 biennial budget, section 9121 (1g)
The Department may enroll an individual who is
relocating from an institution into a long term
care program without regard to the limitations of
the enrollment cap if any of the following
applies - 1. The individual has resided at the
institutional facility for at least 90 days. - 2. The Department removes the individual from the
institutional facility under section 50.03 (5m)
(a) of the statutes. - 3. The institutional facility is closing or
relocating residents under section 50.03 (14) of
the statutes. - 4. The institutional facility is not licensed to
operate in this state. - 5. The individual is relocated due to an
emergency, as determined by the Department.
23Section Q discussion
- Section Q item Q0500B
- Do You Want to Talk to Someone about the
Possibility of Returning to the Community? - The Right of the resident to community placement
24Social WorkerBest Practice Guidelines
- Ethical Standards
- 2.06 Referral for Services
- (b) Social workers who refer clients to other
professionals should take appropriate steps to
facilitate an orderly transfer of responsibility.
Social workers who refer clients to other
professionals should disclose, with clients
consent, all pertinent information to new service
providers - -Code of Ethics of the National Association of
Social Workers
25Process Reviewed
- Decision to move has been made
- Issue a Planning Conference Notice and Convene to
- Review need for relocation, continuing care
needs and provider options to meet those needs. - Discuss preferences and developed plan that
includes making referrals and facilitating
exploration (maybe tours, etc.) - Assess any potential negative reactions to the
need to relocate and planned to mitigate - Develop and Implement a Relocation Plan to
explore options - Secure and Confirm Alternate Living
Arrangements
26SUITABLE ALTERNATE LIVING ARRANGEMENTS
- Under most circumstances, a resident may not be
involuntarily discharged unless an alternate
living arrangement has accepted the resident and
the alternate placement is arranged. A facility
to which the resident is to be discharged must
have accepted the resident for and in advance of
the transfer, except in a medical emergency (or
if the transfer is for nonpayment of charges
after a reasonable opportunity to pay.) The
written notice must state the location to which
the resident is to be discharged. - The written notice also must state the effective
date of discharge. The resident may not be
involuntarily discharged unless alternate living
arrangements have been secured and the resident
has been provided with sufficient orientation and
adequate preparation.
27State RegulationsALTERNATE PLACEMENT
- DHS 132.53(2)(b) Alternate placement. Â
- 1. Except for transfers or discharges under par.
(a) 2. and 6., for nonpayment or in a medical
emergency, no resident may be involuntarily
transferred or discharged unless an alternative
placement is arranged for the resident. The
resident shall be given reasonable advance notice
of any planned transfer or discharge and an
explanation of the need for and alternatives to
the transfer or discharge except when there is a
medical emergency. The facility, agency, program
or person to which the resident is transferred
shall have accepted the resident for transfer in
advance of the transfer, except in a medical
emergency.
28Discharge Notice
- Every resident has a right and facilities are
required to provide reasonable advanced written
notice of any planned (involuntary) discharge. -
- This notice is to be made to the
- resident
- authorized decision-maker,
- known family member (unless the resident requests
that the family not be notified,) - legal counsel
- residents physician
- The notice must be made in writing, and in a
language and manner thats understood by the
resident and others.
29DISCHARGE NOTICE TIMING
- The written notice should be made at least thirty
days before the resident is to be discharged
unless the continued presence of the resident at
the facility endangers the health, safety or
welfare of the resident or others, or should
immediate transfer be required by the residents
urgent medical need or should the residents
health improve sufficiently to allow a more
immediate transfer. The resident may be
discharged at his/her request or upon the
informed consent of the residents guardian. - Should the resident elect to move sooner (than
thirty days after alternate living have been
made) then notice should be made as soon as
practicable before the discharge.
30State and Federal RegulationsTIMING and CONTENTS
of the NOTICE
- DHS 132.53(3)(a) Notice.
- The facility shall provide a resident, the
resident's physician and, if known, an immediate
family member or legal counsel, guardian,
relative or other responsible person at least 30
days notice of transfer or discharge under sub.
(2) (a) 2. to 10., and the reasons for the
transfer or discharge, unless the continued
presence of the resident endangers the health,
safety or welfare of the resident or other
residents. The notice shall also contain the
name, address and telephone number of the board
on aging and long-term care. For a resident with
developmental disability or mental illness, the
notice shall contain the mailing address and
telephone number of the protection and advocacy
agency designated under s. 51.62 (2) (a), Stats.
- 42 FR 483.12 (a)(5)
- Timing of the notice.
- (i) Except when specified in paragraph (a)(5)(ii)
of this section, the notice of transfer or
discharge required under paragraph (a)(4) of this
section must be made by the facility at least 30
days before the resident is transferred or
discharged.
31DISCHARGE NOTICECONTENTS
- The written notice must state the reason for
discharge , the location to which the resident is
to be discharged and the effective date of
discharge. -
- The written notice must inform the resident of
the right to appeal the discharge decision and
explain how to appeal the action as well as with
contact information (name, address and telephone
number) for the nearest office of the division of
quality assurance and for either the ombudsman
program (Board on Aging and Long Term Care) or
protection and advocacy organization (Disability
Rights Wisconsin.)
32Federal Regulations NOTICE CONTENTS
- 42 CFR 483.12 (a)(6) Contents of the notice.
- The written notice specified in paragraph (a)(4)
of this section must include the following - (i) The reason for transfer or discharge
- (ii) The effective date of transfer or discharge
(See below iii-vii)483.12 (a)(6) Contents of the
notice. - (iii) The location to which the resident is
transferred or discharged483.12 (a)(6) Contents
of the notice. - (iv) A statement that the resident has the right
to appeal the action to the State - (v) The name, address and telephone number of the
State long term care ombudsman - (vi) For nursing facility residents with
developmental disabilities, the mailing address
and telephone number of the agency responsible
for the protection and advocacy of
developmentally disabled individuals established
under Part C of the Developmental Disabilities
Assistance and Bill of Rights Act and - (vii) For nursing facility residents who are
mentally ill, the mailing address and telephone
number of the agency responsible for the
protection and advocacy of mentally ill
individuals established under the Protection and
Advocacy for Mentally Ill Individuals Act.
33APPEAL
- The written notice must inform the resident of
the right to appeal the discharge decision and
explain how to appeal the action. No resident,
having appropriately filed a written appeal, may
be discharged until after the division of quality
assurance has completed its review and has
notified both the resident and the facility of
its decision. - The written notice must provide the resident with
contact information (name, address and telephone
number) for the nearest office of the division of
quality assurance and for either the ombudsman
program (Board on Aging and Long Term Care) or
protection and advocacy organization (Disability
Rights Wisconsin.)
34State RegulationsAPPEAL RIGHTS
- 132.53 (6) APPEALS ON TRANSFERS AND DISCHARGES. Â
- (a) Right to appeal. Â
- 1. A resident may appeal an involuntary transfer
or discharge decision. - 2. Every facility shall post in a prominent
place a notice that a resident has a right to
appeal a transfer or discharge decision. The
notice shall explain how to appeal that decision
and shall contain the address and telephone
number of the nearest division of quality
assurance regional office. The notice shall also
contain the name, address and telephone number of
the state board on aging and long-term care or,
if the resident is developmentally disabled or
has a mental illness, the mailing address and
telephone number of the protection and advocacy
agency designated under s. 51.62 (2) (a), Stats. - 3. A copy of the notice of a resident's right to
appeal a transfer or discharge decision shall be
placed in each resident's admission folder. - 4. Every notice of transfer or discharge under
sub. (3) (a) to a resident, relative, guardian or
other responsible party shall include a notice of
the resident's right to appeal that decision.
35State RegulationsAPPEAL PROCEDURES
- 132.53(6)(b) Appeal procedures. Â
- 1. If a resident wishes to appeal a transfer or
discharge decision, the resident shall send a
letter to the nearest regional office of the
department's division of quality assurance within
7 days after receiving a notice of transfer or
discharge from the facility, with a copy to the
facility administrator, asking for a review of
the decision. - 2. The resident's written appeal shall indicate
why the transfer or discharge should not take
place. - 3. Within 5 days after receiving a copy of the
resident's written appeal, the facility shall
provide written justification to the department's
division of quality assurance for the transfer or
discharge of the resident from the facility. - 4. If the resident files a written appeal within
7 days after receiving notice of transfer or of
discharge from the facility, the resident may not
be transferred or discharged from the facility
until the department's division of quality
assurance has completed its review of the
decision and notified both the resident and the
facility of its decision. - 5. The department's division of quality
assurance shall complete its review of the
facility's decision and notify both the resident
and the facility in writing of its decision
within 14 days after receiving written
justification for the transfer or discharge of
the resident from the facility. - 6. A resident or a facility may appeal the
decision of the department's division of quality
assurance in writing to the department of
administration's division of hearings and appeals
within 5 days after receipt of the decision. - Note The mailing address of the Division of
Hearings and Appeals is P.O. Box 7875, Madison,
Wisconsin 53707. - 7. The appeal procedures in this paragraph do
not apply if the continued presence of the
resident poses a danger to the health, safety or
welfare of the resident or other residents.
36Discharge Planning End Phase
- After a decision has been made and both the
resident and potential alternate placement
facility have agreed upon the residents
transfer, a planning session should be scheduled
to discuss the final details of the move
including the kinds of assistance to be provided
in moving the resident and his/her belongings and
funds, and provisions for medications and
treatments.
37State RegulationsDISCHARGE ACTIVITIES
- DHS 132.53(3)(b) 3. Transfer and discharge
activities shall include - a. Counseling regarding the impending transfer or
discharge - b. The opportunity for the resident to make at
least one visit to the potential alternative
placement, if any, including a meeting with that
facility's admissions staff, unless medically
contraindicated or waived by the resident - _._._._._._._._._._._._._
- c. Assistance in moving the resident and the
resident's belongings and funds to the new
facility or quarters - d. Provisions for needed medications and
treatments during relocation. - 4. A resident who is transferred or discharged at
the resident's request shall be advised of the
assistance required by subd. 3. and shall be
provided with that assistance upon request.
38State and Federal RegulationsSUMMARY and PLAN of
CARE
- 42 CFR 483.20 (l) Discharge summary. When the
facility anticipates discharge a resident must
have a discharge summary that includes - (1) A recapitulation of the resident's stay
- (2) A final summary of the resident's status to
include items in paragraph (b)(2) of this
section, at the time of the discharge that is
available for release to authorized persons and
agencies, with the consent of the resident or
legal representative and - (3) A post-discharge plan of care that is
developed with the participation of the resident
and his or her family, which will assist the
resident to adjust to his or her new living
environment.
- DHS 132.53(3)(c)Records. Upon transfer or
discharge of a resident, the documents required
by s. HFS 132.45 (5) (L) and (6) (h) shall be
prepared and provided to the facility admitting
the resident, along with any other information
about the resident needed by the admitting
facility. - DHS 132.45(5)(L) Discharge or transfer
information. Documents, prepared upon a
resident's discharge or transfer from the
facility, summarizing, when appropriate - 1. Current medical findings and condition
- 2. Final diagnoses
- 3. Rehabilitation potential
- 4. A summary of the course of treatment
- 5. Nursing and dietary information
- 6. Ambulation status
- 7. Administrative and social information and
- 8. Needed continued care and instructions.
39Discharge Summary and Post Discharge Plan of Care
- Discharge instructions should include at a
minimum -
- the individuals preferences and needs for care
and supports personal identification and contact
information, including Advance Directives - provider contact information of primary care
physician, pharmacy, and community care agency
including personal care services (if applicable)
etc. - brief medical history current medications,
treatments, therapies, and allergies - arrangements for durable medical equipment
- arrangements for housing
- contact information at the nursing home if a
problem arises during discharge.
40Discharge Summary
- Discharge summary should include at a minimum
-
- the individuals preferences and needs for care
and supports personal identification and contact
information, including Advance Directives -
- provider contact information of primary care
physician, pharmacy, and community care agency
including personal care services (if applicable)
etc. - brief medical history current medications,
treatments, therapies, and allergies
41MDS Q0400 (Post) Discharge Plan
- The care plan should include
- the name and contact information of a primary
care provider chosen by the resident, family,
significant other, guardian or legally authorized
representative, - arrangements for the durable medical equipment
(if needed) - formal and informal supports that will be made
available, - the persons and providers in the community who
will meet the residents needs - the place the resident is going to be living.
42Process Reviewed
- I. Issue a Planning Conference
Notice and Convene to - Review need for relocation, continuing care
needs and provider options to meet those needs. - Discuss preferences and developed plan that
includes making referrals and facilitating
exploration (maybe tours, etc.) - Assess any potential negative reactions to the
need to relocate and planned to mitigate - II. Develop and Implement a Relocation Plan
-
- III. Secure and confirm Alternate Living
Arrangements - IV. Issue Proper Discharge Notice to
- Identify location and effective date
- V. Convene a Final Discharge Planning
Conference to - Discuss final details of move with resident,
interested parties and even subsequent care
and service providers
43Social WorkerBest Practice Guidelines
- STANDARD 4. Program Functions
- Interpretation
- Specific social work functions may include, but
are not limited to, the following assistance
with - placement and expectations for care
- inter- or intrafacility transfers
- re-establishing community living
- -NASW standards for social work services in
long-term care facilities page 15.
44Questions
45Resources
- Discharge Planning Guidebook
- Nursing Home Residents Rights Booklet
- Relocation Stress Syndrome Brochure
- Samples of a
- Discharge Notice
- Discharge Planning Conference Notices
- Helpful websites
- http//longtermcare.state.wi.us
- http//socialworkers.org/practices
- http//cms.gov/CommunityServices
46CONTACT INFORMATION
- Rachel Selking
- Regional Ombudsman
- (262) 248-8854
- rachel.selking_at_wisconsin.gov
- Tom La Duke
- Relocation Ombudsman Specialist
- (262) 654-4952
- thomas.laduke_at_wisconsin.gov