Institutional Care to HCBS

NOTE: Change the consumer’s mailing and physical address to the home address. See Contact Summary for information on updating an address.

1. Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Select LTC Data from Task Navigation. The LTC Data List page displays.

2. Click the Edit button for the Institutional Care record that is ending.

3. Complete the LTC Data Detail page:

     A.  Select Yes from the Discharge Information drop-down menu.

     B.  Enter the discharge information from MS-2126 Notification of Facility Admission/Discharge.

4. Click the Save and Return button. The LTC Data List page displays.

5. Click the Add button. The LTC Data Detail page displays.

6. Select the consumer’s name from the Name drop-down menu.

7. Select HCBS from the LTC Type drop-down menu.

8. Enter the date the information is being recorded in the Recorded Date field using the <mm/dd/yyyy> format or the calendar icon.

9. Complete the HCBS Information section.

   1. Click the Select button to select the correct Agency. The Select Provider Resource page in the Resource Databank displays. To search for and select the correct Agency:

      1. Enter the Provider ID for the correct MCO Agency.

NOTE: If an MCO was not selected and the consumer was not able to be reached to select one, the system is to automatically select the MCO. Use Provider ID 1246712 HCBS MCO PLACEHOLDER in the data details record for the MCO Agency. This will cause the system to select the MCO automatically in the MMIS within 24-48 hours. Return the case after the selection has been made in MMIS and update the Provider ID from 1246712 HCBS MCO PLACEHOLDER to one that is now displayed in MMIS.

NOTE: If the Agency or Provider is not found or needs to be updated, see Requesting an Addition or Change to the Resource Databank.

10. Complete all additional required fields on the LTC Data Detail page using the ES-3160 KanCare/HCBS Services.

    1. If allocating income to a community spouse use the Add button to add the community spouse in the Dependents of LTC/Applicant/Member or Dependents of Spouse block at the bottom of the page. The Begin Date should be the month allocation should begin.

NOTE: The consumer’s Choice Date and Effective Date of Services on the LTC Data Detail page cannot start before the consumer’s date of discharge from the Institutional Care facility. Services can begin on the date of discharge or after. The HCBS start date cannot be before the consumer leaves the facility. For AU, BI, and TA waivers enter the effective date in the both the choice date and effective date fields. For AU, BI, and TA waivers enter the effective date in both the Choice Date and Effective Date fields.

11. Click the Save and Return button when all necessary information has been entered.  The LTC Data Detail page displays.

12. Run EDBC for each month beginning with the month HCBS begins through the come-up month to update the protected income limit and client obligation information. See Running EDBC for detailed steps.

13. Click the Medical hyperlink with a Run Status of Not Accepted on the EDBC List page. The Medical EDBC Summary page displays.

14. Click the Eligible Budgets hyperlink to check that the LTC Details have accurate start and end dates. If the dates are incorrect the user needs to correct the LTC Data Detail page(s).  Also note KEES sends the lowest liability amount for the month.

15. Click the Close button. The Medical EDBC Summary page displays.

16. Click the Accept button if the EDBC Result is correct. The EDBC List page displays.

17. Click the Save and Continue button.

18. Send Notices. See Manual NOA Generation and Generating a Form for an Institutional Care Facility  for detailed steps on sending the notifications.

19. Select Journal from Utility Navigation.  Record all actions taken on the case.  See Journal for more information about journaling functionality.