Access the case through Person Search or enter the Case Number in the quick search field from Task Navigation and click Go.
If the consumer is on a program block with a spouse, or any other household member, the consumer will need to be moved to their own medical block. See Add New Program or Reapply Program.
If the consumer is on a medical program block with no other persons:
Add/Update Requested Medical Type to LTC with a Begin Month the month LTC begins.
Add/Update Administrative Role if there is a community spouse or additional correspondent who needs to receive notices. If there is a medical representative, they can be added at this point using the Resource Databank.
Add the consumer’s mailing and physical address to the facility’s address. See Contact Summary for information on updating an address.
Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Select LTC Data from Task Navigation. The LTC Data List page displays.
Click the Add button. The LTC Data Detail page displays.
Select the consumer name from the Name drop-down menu.
Select Institutional Care from the LTC Type drop-down menu.
Enter the date the information is being recorded in the Recorded Date field using the <mm/dd/yyyy> format or the calendar icon.
Complete the Facility Information block.
Click the Select button in the Facility Information block. The Select Provider Resource page in the Resource Databank displays. To search for and select the correct Facility Name/Location:
Enter the Facility name.
Enter the provider ID using the Active Nursing Facility (NF) List.
Click the Search button.
NOTE: If the Agency or Provider is not found or needs to be updated, see Requesting an Addition or Change to the Resource Databank.
Click the Select button. The provider selected populates on the LTC Data Detail page.
Select Yes from the Admission Information drop-down menu.
Complete the required fields using the MS-2126 Notification of Facility Admission/Discharge received from the facility.
Enter an Admission Date using <mm/dd/yyyy> format or the calendar icon.
Select 30 days or more from the Anticipated Length of Stay drop-down menu.
NOTE: Admitted From Hospital requests the Previous Admission Date. The Previous Admission Date is used to determine the Community Spouse Resource Allowance start date if applicable.
Select the Current Level of Care in Your Facility using the drop-down menu.
Enter the Cost of Care.
NOTE: The amount used for the Cost of Care depends on the situation:
If income does not meet the 300% rule on LTC-NF cases, use $9,999 as the Cost of Care.
When the Cost of Care meets or exceeds the 300% rule on the LTC-NF cases, use the Nursing facility daily rate (from MMIS or KDADS) x 31 days if the stay is more than 30 days.
For PRTF Cost of Care use $9,999.
Complete the CARE Screening information using the provided information from KDADS. Under Care Screening, select Yes if the consumer meets the CARE Screening requirements. If they do not meet the CARE Screening requirement select No. Enter the Date Screening Completed using the <mm/dd/yyyy> format or the calendar icon.
In some situations the consumer may be exempt from a CARE Screening. In this scenario the user should enter Yes for CARE Screening Met and the date the consumer became exempt from the screening requirement. Record this information in the Journal.
NOTE: If the facility did not complete the CARE Screening timely, but the consumer is still eligible for Medicaid, follow the steps described in LTC Care Score Override Process (ks.gov) to complete the appropriate override. .
If allocating income complete the Dependents of LTC/Applicant/Member or Dependents of Spouse block. See Income Allocation for more information.
Click the Save and Return button when all necessary information is recorded.
NOTE: If the consumer was previously open on a program block with another household member and is now being approved on their own LTC program block, the consumer will need to be closed on the old program. This will need to be done prior to running EDBC on the new program block in order for coding to send to MMIS correctly. See Deny or Discontinue a Program or Person (hyperlink) for more information.
Run EDBC beginning with the application month (or first prior medical month if requested) in order through the current come up month
NOTE: If the LTC person was previously on a spenddown, the spenddown for the LTC person should automatically be shortened when the LTC is approved. If the LTC persons spenddown is not shortened the next day in KMMS and there is no other person on the spenddown then a Help Desk ticket may be needed.
Check system generated notice for accuracy. If needed See Manual NOA Generation and Generating a Form for an Institutional Care Facility for detailed steps on sending the notifications.
Create a Journal entry documenting the changes.