Changing an Institutional Care Temporary Stay to Long Term Care

If the child has been approved for a temporary stay using the steps in PPS Adoption Assistance to Institutional Care or Foster Care to Institutional Care, the following steps can be used to update the case to long term care.  

Changing an Institutional Care Temporary Stay to Long Term Care

1. Access the case through Person Search or enter the Case Number in the quick search field from Task Navigation and click Go. The Case Summary page displays.

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

3. Click the Edit button for the Institutional Care record. The LTC Data Detail page displays.

4. Enter the Nursing Facility Admission Date using the <mm/dd/yyyy> format or calendar icon.

5. Select 30 days or more from the Anticipated Length of Stay drop-down menu.

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

7. Run EDBC for the month the Long Term Stay begins. See Running EDBC for detailed steps.

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

9. Click the Eligible Budgets hyperlink to check that the LTC Details have accurate start and end dates.

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

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

12. Click the Save and Continue button.

13. Run EDBC through the come up month.

14. Delete any Notice of Actions (NOA) which generate. Select the check box for the NOA and click the Delete button.

15. Create a Journal entry documenting all actions taken. See Journal for more information about journaling functionality.

Changing an HCBS Temporary Stay to Long Term Care

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

2. Click the Edit button for the current HCBS record.

3. Click the Edit button on the LTC Data Detail page in the Temporary Care Dates block at the bottom of the page. The Temporary Care Details page displays.

4. Enter the Temporary Care Discharge Date as the last day of the Temporary Stay using the <mm/dd/yyyy> format or calendar icon.  Click the Save and Return button. The LTC Data Detail page displays.

5. Complete the HCBS Information section:

   • Enter the last day of the Temporary Stay in the Nursing Facility Admission Date field.

   • Select 30 days or more from the Anticipated Length of Stay drop-down menu.

   • Select Yes from the HCBS Terminated drop-down menu.

   • Enter the last day of the Temporary Stay in the HCBS/MFP Termination Effective Date field using the <mm/dd/yyyy> format or the calendar icon.

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

7. Select the Add button to complete the Institutional Care record. The LTC Data Detail page displays.

8. Select the consumer name from the Name drop-down menu.

9. Select Institutional Care from the LTC Type drop-down menu.

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

11. Complete the Facility Information section.

    • In the Facility Information block, click the Select button.  The Select Provider Resource page in the Resource Data Bank displays. To search for and select the correct Facility Name/Location:

    • • Enter the Facility name.

      • Select Active under Status.

      • Click the Search button. A list of providers fitting the search criteria display.

    NOTE: A misspelled name may incorrectly limit results.

    • Click the radio button for the desired Facility Name/Location.

    • Click the Select button.

    • The provider selected populates on the LTC Data Detail page.

    NOTE: If the Facility Name/Location is not found on the first search, try entering a portion of the Facility Name.  If the Facility Name/Location is still not found or needs to be updated, see Requesting an Addition or Change to the Resource Databank.

12. Select Yes next to the Admission Information field.

13. Enter the Admission Date as the last day of the Temporary Stay from HCBS using the <mm/dd/yyyy> format or calendar icon.

14. Complete the required fields using MS-2126 Notification of Facility Admission/Discharge received from the facility.

    • Select 30 days or more from the Anticipated Length of Stay drop-menu.

    NOTE: The Admitted From Hospital requires the Previous Admission Date. This date is used when determining the Community Spouse Resource Allowance. If a Community Spouse Resource Allowance is not being completed, do not select Hospital. This field can be left blank.

    • Select the Current Level of Care in Your facility using the drop-down menu.

    • Enter the Cost of Care.

    NOTE: For PRTF Cost of Care use $9000.00.

    • Complete the CARE Screening information using the information provided on the MS-2126. Under Care Screening, select Yes if the consumer meets the CARE Screening requirement. Enter the Date Screening Completed using the <mm/dd/yyyy> format or calendar icon. If a CARE screening date is not provided, use the date the child entered the PRTF.

15. Click the Save and Return button when all necessary information is recorded. The LTC Data List page displays.

16. Select Run EDBC from Task Navigation to run EDBC for the month the permanent stay begins. The Run EDBC page displays. See Running EDBC for detailed steps.

17. Select the Benefit Month the permanent stay begins from the drop-down menu then click the Select button.

18. Select the program using the check box. If the month the permanent stay begins is not the come-up month, select Yes for a Timely Notice Exception and a Reason of LTC Late Change then click the Run EDBC button.

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

20. Click the Eligible Budgets hyperlink to check that the LTC Details have accurate start and end dates. If the information is incorrect the user needs to correct the LTC Data Detail page(s).

21. Click the Close button to close the window. The Medical EDBC Summary page displays.

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

23. Click the Save and Continue button.

24. Run EDBC through the come-up month to high date the new eligibility. See Running EDBC  for detailed steps. For months prior to the come-up month, select Yes for a Timely Notice Exception and a Reason of LTC Late Change.

25. Delete Notice of Actions (NOAs) which generate. Select the check box for the NOA and click the Delete button.

26. Select Journal from Utility Navigation. Create a Journal entry documenting all actions taken.