The RDB team is responsible for processing Medical Resource Databank (RDB) Requests. For information on making a request, see Requesting an Addition to the Resource Databank.
Follow the steps below to add a resource:
Click Resource Databank from Global Navigation. The Resource Search page displays.
Enter basic search criteria to ensure it doesn’t already exist.
Enter the Name
NOTE: If the search results are too long, an error is received and additional search criteria will be needed. Narrowing the search can cause a resource that is needed to not appear so only narrow it with one item at a time.
Select All from the Status drop-down menu
Select Provider from the Category drop-down menu
Click the Search button. Confirm the resource does not display on the Resource Search page.
NOTE: Some Resource IDs are not to be used or edited except for specific staff. If the resource is one of the following, a new resource must be created instead.
SMART Vendor – Review the Service Type to identify SMART Vendor resources (Only DXC PPS may use these)
PE - Resources that call out PE
Child Care Providers – This includes resources that have a service type of Licensed Home, Child Care Center, In Home Relative, and Out of Home Relative.
Click the Add Resource button. The Resource Detail page displays.
Complete the mandatory fields in the Basic Information section:
Select Active from the Status drop-down menu
Enter the Name
NOTE: Follow the naming convention instruction below when adding a new resource.
Medical Representatives and Facilitators:
Enter as One Person: First Name Middle Initial Last Name (i.e. JOHN A SMITH, JOHN SMITH)
NOTE: Requests for more than one person will each be entered separately. For example, John and Jane Smith would be entered as two separate resources, one for JOHN SMITH and the other for JANE SMITH.
Enter middle initial if known without a period
Use all uppercase
Include the suffix in uppercase after the last name in the abbreviated format if known (JR, SR, II)
Medical Representatives and Facilitators that are part of an Entity:
Enter name of the entity followed by a dash and the name. For example, KANSAS ADVOCATES FOR BETTER CARE – JOHN DOE or THE UNIVERSITY OF KANSAS ST. FRANCIS – JOHN DOE.
If the entity is on the Active Nursing Facility/Institution List, use the same exact format as on the list followed by the name. For example, GOOD SAMARITAN SOCIETY – ATWOOD – JOHN DOE.
If a facility is named instead of an individual, enter it as the administration role. For example, GOOD SAMARITAN SOCIETY – HAYS – ADMINISTRATION.
If multiple individuals at the entity are named and the PA does not want to add the role of Administrator instead, each individual will be a separate resource.
Long Term Care Provider Organizations:
Enter as received from KDHE Central Office
HCBS Entities:
Enter as received from KDHE Central Office
Enter the Payee Name if it is different than the name. Otherwise, use the name that populates from the Name field.
Enter the Effective Date using the mm/dd/yyyy format or the calendar icon.
Complete the Language Section by selecting English.
Complete the Category section by selecting the check box for Provider.
Add the Address.
Click the Add Address button in the Address section. The Address Detail page displays.
Select Mailing from the Address Type(s) menu. A physical address is not required.
NOTE: A P.O. Box can never be a physical address. If the address is out of state, select Shawnee for the County.
Complete the mandatory fields for the address then click the Submit button. The Select Address page displays.
Click the radio button for Normalized Address if not already selected.
NOTE: Only use the “User-Entered Address” when the Normalized Address is not an option and the address has been confirmed. Ensure all formatting is followed for a User-Entered Address.
Do not use periods, commas, slashes, dashes, etc.
Ensure there are no extra spaces.
Use appropriate abbreviations.
Click the Select button. The Resource Detail page displays.
Complete the Phone Information section. The Add button does NOT need to be clicked for the first line of information.
Enter Type of phone number. Use Home if not known.
Enter the Number. Use (999)999-9999 if not known.
Click ADD only if a second phone number needs to be added to the Resource.
Leave the Internet Information section blank.
Leave the Additional Information section blank.
Complete the Maintainer Information section:
Select Not Applicable from the Update Frequency drop-down menu.
Enter 12/31/2999 in the Next Review Date text box.
Add the Worker ID KH0206Q100.
Click the Select button under Worker ID. The Select Worker page displays.
Enter the search information and click the Search button. The Select Worker page displays with search results.
Click the radio button for the appropriate worker’s name.
Click the Select button. The Resource Detail page displays with the selected Worker ID.
Click the Save button. The Resource Detail page displays.
Add the Service if the resource is a Facilitator, Institutional Care Facility, or related to HCBS. This includes a person or role at a facility. Skip to the next step if the resource is not one of these such as a family member that is the medical representative.
Click Services on the left navigation panel.
Click Add Service. The Service Detail will appear.
Select the Service Category and Service Type. Only use those that begin with Medical.
Enter the Start Date in the mm/dd/yyyy format.
Select Active for the Status.
Enter the Status Date.
Add the Worker ID KH0206Q100.
Select No for Is this Service contracted.
Click Save.
14. Make note of the ID number to return to the resource requester.
15. Click the Close button. The Resource Search page displays.
16. Complete the Journal on the resource (not the case level).