The RDB team is responsible for processing Medical Resource Databank (RDB) Change Requests. For information on making a request, see Requesting a Change to a Resource in the Resource Databank.
Follow the steps below to edit a resource:
Click Resource Databank from Global Navigation. The Resource Search page displays.
Enter the ID or Name of the Resource to be changed then click the Search button. The Resource Search page displays.
Click the Name hyperlink. The Resource Detail page displays.
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 Edit button. The Resource Detail page displays.
Update the Basic Information Section as needed:
Update the Name.
NOTE: Follow the naming convention instruction below when updating a name.
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 a consumer names multiple individuals at the entity and do 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.
Review the Effective Date and update if needed.
If the existing resource is being updated and previously had a date, do not change the existing date.
If the existing resource is being updated and did not previously have a date, enter 01/01/2016.
Review the Status and update if needed.
Active is used for all Active resource IDs.
Closed is used for resource IDs that are not being used and do not have any case history. (These resource IDs were created but have not ever been attached to a KEES case.)
Suspended is used for resource IDs that will no longer be used but do have case history.
Update the Language Section by selecting English.
Update the Category section by selecting the check box for Provider.
Update the Addresses as needed.
Edit an existing address: Click the Edit button for the address to be changed. 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 the Normalized Address if not already selected.
Click the Select button. The Resource Detail page displays.
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
Update the Phone Information section as needed.
Edit an existing phone information: Make changes as needed by selecting the appropriate value from the Type drop-down menu or type over the displayed phone number. If the phone number type is unknown, use Home. If the number is unknown, use (999)999-9999.
Add an additional phone number: Enter information on the new line of blank text boxes. There is no need to click the Add button unless there is more than one new number.
Leave the Internet Information section blank.
Leave the Additional Information section blank.
Update the Maintainer Information section as needed.
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.
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.
NOTE: The worker ID used is dependent on the status of the resource.
Active Resource IDs are assigned to KC0105A1C1.
Suspended Resource IDs are assigned to KC0105A1C2. These are no longer used but were previously attached to a case.
Closed Resource IDs are assigned to KC0105A1C3. These IDs are not being used and were never attached to a case.
Add or update the Service as needed 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 using the mm/dd/yyyy format.
Select the Status. Use the same status as on the Resource.
Enter the Status Date.
Add the Worker ID. This should be the same worker ID that is used in the Maintainer section of the Resource.
Select No for Is this Service Contracted.
Click Save.
Click the Close button. The Resource Search page displays.
Complete the Journal on the resource (not the case level).