The following steps are required when placing a foster child in Institutional Care – Psychiatric Residential Treatment Facility (PRTF). The user must be in context of the case which needs the change in living arrangement.
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.
Click the View Details button in the Medical Program block. The Medical Program Detail page displays.
Click the Edit button. The Medical Program Detail page redisplays with edit capabilities.
Click the Edit button for the current Placement Provider in the Administrative Role section. The Administrative Role Detail page displays.
Enter the date before the facility admission date in the End Date field using the <mm/dd/yyyy> format or the calendar icon.
Example: The child enters Institutional Care on 01/15/20XX, enter 01/14/20XX in the End Date field.
Click the Save and Return button. The Medical Program Detail page displays.
Click the Add button in the Administrative Roles section. The Administrative Role Detail page displays.
Select Placement Provider from the Administrative Role drop-down menu. The Resource label displays.
Click the Select button under Resource. The Select Resource page displays.
Enter the name of the PRTF in the Name field and select Active in the Status drop-down menu.
NOTE: A misspelled name may incorrectly limit results.
Click the Search button. The Select Resource page displays with results.
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 KDHE Licensed and Child Care Centers.
Click the radio button for the correct resource.
Click the Select button. The Administrative Role Detail page displays. Verify the correct resource has been chosen.
Enter the date of PRTF admittance in the Begin Date field using the <mm/dd/yyyy> format or the calendar icon.
Click the Save and Return button. The Medical Program Detail page displays.
Click the Edit button in the Program Persons section. The Medical Person Detail page displays.
Click the Add button in the Requested Medical Type section. The Requested Medical Type Detail page displays.
Select LTC from the Requested Medical Type drop-down menu.
Enter the month of admittance in the Begin Month field using the <mm/yyyy> format or the calendar icon.
NOTE: LTC must be the Requested Medical Type (RMT) for the entire month in which PRTF services start.
Click the Save and Return button. The Medical Person Detail page displays.
Click the Save and Return button. The Medical Program Detail page displays.
Click the Save and Return button. The Case Summary page displays.
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 child's Name from the drop-down menu.
Select Institutional Care from the LTC Type drop-down menu.
Enter the date the information is getting entered for the Recorded Date using the <mm/dd/yyyy> format or the calendar icon.
Click the Select button under Facility Name/Location in the Facility Information section. The Select Provider Resource page displays.
Enter the Name and click the Search button. The Select Provider Resource results page displays.
Click the radio button for the desired provider.
Click the Select button. The LTC Data Detail page displays with Facility information populated.
Select Yes from the Admission Information drop-down menu in the Facility Placement/Discharge section. Additional fields may display.
NOTE: Reference Form MS-2126 Notification of Nursing Facility Admission/Discharge received from the facility to complete the next several steps.
Enter the Admission Date using the <mm/dd/yyyy> format or the calendar icon.
Select the correct value from the Anticipated Length of Stay drop-down menu.
Select Less than 30 days for a temporary stay. Proceed to STEP 21.
Select 30 days or more for a long term stay. Proceed to STEP 24.
NOTE: Per PPS policy a temporary stay at a PRTF is considered any time period less than 30 days. A temporary stay can be determined by the Anticipated Length of Stay recorded on the MS-2126. If the Anticipated Length of Stay field on the MS-2126 has a recorded estimate of 30 days or longer the stay is considered a long term placement.
Select Psychiatric Residential Treatment Facility from the Current Level of Care in Your Facility drop-down menu.
Complete Cost of Care and all other relevant fields in the Facility Placement/Discharge section.
NOTE: Use 9000.00 for the PRTF Cost of Care.
Select Yes from the Discharge Information drop-down menu if the discharge information is known. Additional fields dynamically display.
Select the correct value from the Discharged To drop-down menu and enter the Discharge Date as recorded on the MS-2126.
Select Yes from the Care Screening Met drop-down menu in the Care Screening section.
Enter the Screening Date as recorded on the MS-2126 in the Date Screening Completed field using the <mm/dd/yyyy> format or the calendar icon.
NOTE: If there is no screening date listed on the MS-2126, the date of admittance should be used as the Date Screening Completed.
Click the Save and Return button. The LTC Data List page displays.
Select Run EDBC from Task Navigation. The Run EDBC page displays.
Select the month Institutional Care begins from the Benefit Month drop-down menu.
Click the Select button.
Select the check box for the Medical program. If the Benefit Month precedes the come-up month:
Select Yes from the Timely Notice Exception drop-down menu.
Select LTC Late Change from the Reason drop-down menu.
Click the Run EDBC button. The EDBC List page displays with Status of ‘Not Accepted’.
Click the Medical hyperlink for the benefit month run. The Medical EDBC Summary page displays.
Click the Name hyperlink. The Individual Eligibility Criteria page displays.
Review the information:
Name = Child’s name
Age = Child’s age
Requested Medical Type = LTC
The person is in a Long Term Care Living Arrangement = Yes
Foster Care Medical = Yes
Click the Close button. The Medical EDBC Summary page displays.
Review the information:
Resource Test section:
Test = Long Term Care
Result = Pass
Resource Limit = $2,000.00
Resource Total = $0.00
Person = Child’s name
Individual Amount = $0.00
Eligible Budgets section:
Test = Foster Care Medical
Result = Pass
FPL% = 0%
Premium/LTC/Liability Spenddown = $0.00
Aid Code = FCM/DC/N/N (for FC)
LTC Details = IC/BF/MH
Members Tested = Child’s name
Role = MEM
NOTE: If there is an amount in the Premium/LTC/Liability Spenddown, the user needs to follow the steps in Modify Existing Income. This occurs for children receiving SSA or SSI benefits and were residing in a PRTF at the time they were placed in agency custody. Since FC/AA Medical does not establish patient liability the amount needs to be changed to $0.00.
Click the Foster Care Medical hyperlink in the Eligible Budgets section. The Requested Medical EDBC – Foster Care Medical page displays. Review the LTC Details block to verify the Start Date and End Date are correct.
Name = Child’s name
Type = IC
Living Arrangement = BF
Waiver =
Start Date = Admission date as shown on MS-2126
End Date = Discharge date as shown on MS-2126 or last date of the month
If the information is correct, click the Close button and continue to STEP 51.
If the information is incorrect, click the Close button. Click Cancel on the EDBC Summary page and correct the LTC Data Detail page.
Click the Accept button if the EDBC results are correct. The EDBC List page displays with a Status of ‘Accepted-Not Saved’.
Click the Save and Continue button. The Distributed Documents page displays with the Notice of Action (NOA) generated.
Select the check box for the NOA. Click the Delete button. The NOA is removed from the Distributed Documents page.
Select Run EDBC from Task Navigation and authorize Medical through the come-up month to ensure the medical program is high-dated if the Benefit Month is before the come-up month.
Set a task if no discharge date was provided for a temporary stay. Select Tasks from Utility Navigation. The Task Management window opens. Click the Add Task button. See Adding a Task.
NOTE: A task should be set for 30 days from the Admission Date to check the status of temporary care cases. If the child is discharged prior to the 30th day, see Institutional Care to Foster Care Medical. If the PRTF stay is expected to exceed 30 days, see Institutional Care – Temporary Stay to Long Term Care.
Select Journal from Utility Navigation. Record all actions taken on the case. See Journal for more information about journaling functionality.