TITLE 12. HEALTH
Title of Regulation: 12VAC30-60. Standards
Established and Methods Used to Assure High Quality Care (amending 12VAC30-60-303, 12VAC30-60-310;
adding 12VAC30-60-301, 12VAC30-60-302, 12VAC30-60-304, 12VAC30-60-305,
12VAC30-60-306, 12VAC30-60-308, 12VAC30-60-313, 12VAC30-60-315; repealing
12VAC30-60-300, 12VAC30-60-307, 12VAC30-60-312).
Statutory Authority: § 32.1-325 of the Code of
Virginia; 42 USC § 1396 et seq.
Effective Date: August 22, 2018.
Agency Contact: Emily McClellan, Regulatory Supervisor,
Policy Division, Department of Medical Assistance Services, 600 East Broad
Street, Suite 1300, Richmond, VA 23219, telephone (804) 371-4300, FAX (804)
786-1680, or email emily.mcclellan@dmas.virginia.gov.
Summary:
Item 306 PPP of Chapter 780 of the 2016 Acts of Assembly
directs the Department of Medical Assistance Services (DMAS) to contract out
community-based screenings for children, track and monitor all requests for
screenings that have not been completed within 30 days of an individual's
request, and establish reimbursement and tracking mechanisms. Emergency
regulations were promulgated effective September 1, 2016, to implement this
legislative mandate. The permanent regulations are intended to supersede the
emergency regulations.
The amendments add requirements for accepting, managing,
and completing requests for community and hospital electronic screenings for
community-based and nursing facility services and for using the preadmission
screening (ePAS) system, establish the use by DMAS of contractors, and provide
a framework for public or private entities to screen children and adults in
communities where community preadmission screening teams are unable to complete
screenings within 30 days of the initial request date for a screening. The
current requirements for functional eligibility (12VAC30-60-303 B) for
long-term services and supports (LTSS) are retained since these standards
support the eligibility process for the DMAS home-based and community-based
waiver programs (the Elderly or Disabled with Consumer Direction Waiver, the
Technology Assisted Waiver, the Alzheimer's Assisted Living Waiver, the Program
of All-Inclusive Care for the Elderly, and nursing facility care).
The amendments repeal 12VAC30-60-300 and move the existing
nursing facility criteria to 12VAC30-60-303. The functional criteria, based on
the Uniform Assessment Instrument (UAI) form, are not changing in this
regulatory action, and the use of the UAI for this purpose remains the same.
Amendments include adding a definitions section
(12VAC30-60-301) and sections describing the requirement for the request for
screenings (12VAC30-60-304), screenings for Medicaid-funded LTSS
(12VAC30-60-305), submission of screenings (12VAC30-306), ePAS requirements and
submissions (12VAC30-60-310), individuals determined to not meet criteria
(12VAC30-60-313), and ongoing evaluations for individuals receiving
Medicaid-funded LTSS (12VAC30-60-315).
Changes since the proposed stage of the regulation based on
public comments on the proposed amendments (i) add definitions of long standing
terminology; (ii) modify the required training program to permit experienced
screeners, who have successfully completed the initial training course, to take
a shorter refresher course every three years; (iii) add an additional six
months to complete the required training; (iv) clarify the text of the special
circumstances; (v) add the individual's physician as an entity who can make
requests and referrals for screenings; (vi) specify that screenings are
face-to-face; (vii) add the statutory exception (i.e., an individual being
financially eligible within six months of the screening) to screenings
conducted by community-based teams and hospitals; (viii) allow inpatients in
hospitals to have adult protective services and child protective services
workers request a screening; (ix) qualify the term "eligibility" throughout
with medical or nursing and functional descriptors; (x) allow screeners to
complete the asterisked sections of an online UAI form; (xi) clarify the
long-standing policy of the functional equivalency between UAI and minimum data
set level of care determinations; and (xii) make editorial corrections to
improve clarity and readability.
Summary of Public Comments and Agency's Response: A
summary of comments made by the public and the agency's response may be
obtained from the promulgating agency or viewed at the office of the Registrar
of Regulations.
12VAC30-60-300. Nursing facility criteria. (Repealed.)
A. Medicaid-funded long-term care services may be provided
in either a nursing facility or community-based care setting. The criteria for
assessing an individual's eligibility for Medicaid payment of nursing facility
care consist of two components: (i) functional capacity (the degree of
assistance an individual requires to complete activities of daily living) and
(ii) medical or nursing needs. The criteria for assessing an individual's
eligibility for Medicaid payment of community-based care consist of three
components: (i) functional capacity (the degree of assistance an individual
requires to complete activities of daily living), (ii) medical or nursing needs
and (iii) the individual's risk of nursing facility placement in the absence of
community-based waiver services. In order to qualify for either Medicaid-funded
nursing facility care or Medicaid-funded community-based care, the individual
must meet the same criteria.
B. The preadmission screening process preauthorizes a
continuum of long-term care services available to an individual under the
Virginia Medical Assistance Program. Nursing Facilities' Preadmission
Screenings to authorize Medicaid-funded long-term care are performed by teams
composed by agencies contracting with the Department of Medical Assistance
Services (DMAS). The authorization for Medicaid-funded long-term care must be
rescinded by the nursing facility or community-based care provider or by DMAS
at any point that the individual is determined to no longer meet the criteria
for Medicaid-funded long-term care. Medicaid-funded long-term care services are
covered by the program for individuals whose needs meet the criteria
established by program regulations. Authorization of appropriate
non-institutional services shall be evaluated before nursing facility placement
is considered.
C. Prior to an individual's admission, the nursing
facility must review the completed pre-admission screening forms to ensure that
appropriate nursing facility admission criteria have been documented. The
nursing facility is also responsible for documenting, upon admission and on an
ongoing basis, that the individual meets and continues to meet nursing facility
criteria. For this purpose, the nursing facility will use the Minimum Data Set
(MDS) The post admission assessment must be conducted no later than 14 days
after the date of admission and promptly after a significant change in the
resident's physical or mental condition. If at any time during the course of
the resident's stay, it is determined that the resident does not meet nursing
facility criteria as defined in the State Plan for Medical Assistance, the
nursing facility must initiate discharge of such resident. Nursing facilities
must conduct a comprehensive, accurate, standardized, reproducible assessment
of each resident's functional capacity and medical and nursing needs.
The Department of Medical Assistance Services shall
conduct surveys of the assessments completed by nursing facilities to determine
that services provided to the residents meet nursing facility criteria and that
needed services are provided.
D. The community-based provider is responsible for
documenting upon admission and on an ongoing basis that the individual meets
the criteria for Medicaid-funded long-term care.
E. The criteria for nursing facility care under the
Virginia Medical Assistance Program are contained herein. An individual's need
for care must meet these criteria before any authorization for payment by
Medicaid will be made for either institutional or non-institutional long-term
care services. The Nursing Home Pre-Admission Screening team is responsible for
documenting on the state-designated assessment instrument that the individual
meets the criteria for nursing facility or community-based waiver services and
for authorizing admission to Medicaid-funded long-term care. The rating of
functional dependencies on the assessment instrument must be based on the
individual's ability to function in a community environment, not including any
institutionally induced dependence.
12VAC30-60-301. Definitions.
The following words and terms as used in 12VAC30-60-302
through 12VAC30-60-315 shall have the following meanings unless the context clearly
indicates otherwise:
"Activities of daily living" or "ADLs"
means personal care tasks such as bathing, dressing, toileting, transferring,
and eating or feeding. An individual's degree of independence in performing
these activities is a part of determining appropriate level of care and service
needs.
"Adult" means a person age 18 years or older who
may need Medicaid-funded long-term services and supports (LTSS) or who becomes
[ functionally ] eligible to receive Medicaid-funded LTSS.
"Appeal" means the processes used to challenge
actions regarding services, benefits, and reimbursement provided by Medicaid
pursuant to 12VAC30-110 and Part XII (12VAC30-20-500 et seq.) of 12VAC30-20.
"At risk" means the need for the level of care
provided in a hospital, nursing facility, or an intermediate care facility for
individuals with intellectual disability (ICF/IID) when there is reasonable
indication that the individual is expected to need the services in the near
future (that is, [ one month 30 days ] or
less) in the absence of home or community-based services.
"Child" means a person up to the age of 18 years
who may need Medicaid-funded LTSS or who becomes [ functionally ]
eligible to receive Medicaid-funded LTSS.
"Choice" means the individual is provided the
option of either home and community-based waiver services or institutional
services and supports, including the Program of All-Inclusive Care for the
Elderly (PACE), if available and appropriate, after the individual has been
determined likely to need LTSS.
"Communication" means all forms of sharing
information and includes oral speech and augmented or alternative communication
used to express thoughts, needs, wants, and ideas, such as the use of a
communication device, interpreter, gestures, and picture or symbol
communication boards.
[ "Community-based services" means
community-based waiver services or the Program of All-Inclusive Care for the
Elderly (PACE).
"Community-based services provider" means a
provider or agency enrolled with Virginia Medicaid to offer services to
individuals eligible for home and community-based waivers services or PACE. ]
"Community-based team" or "CBT" means
(i) a registered nurse or nurse practitioner; (ii) a social worker or other
assessor designated by DMAS; and (iii) a physician. The CBT members are
employees of, or contracted with, the Virginia Department of Health or the
local department of social services.
[ "CSB" means a local community services
board. ]
"DARS" means the Virginia Department for Aging
and Rehabilitative Services.
"Day" means calendar day unless specified
otherwise.
"DBHDS" means the Virginia Department of
Behavioral Health and Developmental Services.
"DMAS" means the Department of Medical
Assistance Services.
"DMAS designee" means the public or private
entity with an agreement with the Department of Medical Assistance Services to
complete preadmission screenings pursuant to § 32.1-330 of the Code of
Virginia.
"ePAS" means the DMAS automated system or a
DMAS-approved electronic record system for use by [ all ]
entities contracted by DMAS to perform screenings pursuant to § 32.1-330
of the Code of Virginia.
"Face-to-face" means an in-person meeting with
the individual seeking Medicaid-funded LTSS.
"Feasible alternative" means a range of services
that can be provided in the community via waiver or PACE, for less than the
cost of comparable institutional care, in order to enable an individual to
continue living in the community.
[ "Functional capacity" means the degree of
independence that an individual has in performing ADLs, ambulation, and
instrumental ADLs as measured on the UAI and as used as a basis for
differentiating levels of long-term care services.
"Functional eligibility" means the demonstrable
degree to which an individual requires assistance with activities of daily
living.
"Home and community-based services" means
community-based waiver services or the Program of All-Inclusive Care for the
Elderly (PACE).
"Home and community-based services provider"
means a provider or agency enrolled with Virginia Medicaid to offer services to
individuals eligible for home and community-based waivers services or PACE. ]
"Home and community-based services waiver,"
[ "HCBS," ] or "waiver services" means
the range of community services and supports [ , including PACE, ]
approved by the Centers for Medicare and Medicaid Services (CMS) pursuant to
§ 1915(c) of the Social Security Act to be offered to individuals as an
alternative to institutionalization.
"Hospital team" means persons designated by the
hospital who are responsible for conducting and submitting the screening
[ document documents ] for inpatients to
ePAS.
"Inpatient" means an individual who has a
physician's order for admission to an acute care hospital, rehabilitation
hospital, or a rehabilitation unit in an acute care hospital and shall not
apply to [ outpatient outpatients ],
patients in observation beds, and patients of the hospital's emergency
department.
"Local department of social services" or
"LDSS" means the entity established under § 63.2-324 of the Code of
Virginia by the governing city or county in the Commonwealth.
"Local health department" or "LHD"
means the entity established under § 32.1-31 of the Code of Virginia.
"Long-term services and supports" or
"LTSS" means a variety of services that help individuals with health
or personal care needs and ADLs over a period of time that can be provided in
the home, the community, [ assisted living facilities, ]
or nursing facilities.
[ "Managed care organization" or ]
"MCO" [ or ] means a health plan
selected to participate in the Commonwealth's CCC Plus program and that is a
party to a contract with DMAS.
"Medicaid" means the program set out in the 42
USC § 1396 et seq. and administered by the Department of Medical
Assistance Services consistent with Chapter 10 (§ 32.1-323 et seq.) of Title
32.1 of the Code of Virginia.
[ "Medical or nursing need" means (i) the
individual's condition requires observation and assessment to ensure evaluation
of needs due to an inability for self-observation or evaluation; (ii) the
individual has complex medical conditions that may be unstable or have the
potential for instability; or (iii) the individual requires at least one
ongoing medical or nursing service. ]
"Medicare" means the Health Insurance for the
Aged and Disabled program as administered by the Centers for Medicare and
Medicaid Services pursuant to 42 USC 1395ggg.
[ "Minimum data set" or "MDS"
means the evaluation form used by nursing facilities, as federally required,
for the purpose of documenting ongoing level of care required for all of an
NF's residents. ]
"Nursing facility" or "NF" means any
nursing home as defined in § 32.1-123 of the Code of Virginia.
[ "Ongoing" means continuous medical or
nursing needs that shall not be temporary. ]
"Other assessor designated by DMAS" means an
employee of the local department of social services holding the occupational
title of family services specialist [ or an employee of a DMAS
designee ].
"Preadmission screening" or
"screening" means the [ face-to-face ] process
to (i) evaluate the functional, [ medical or ] nursing,
and social support needs of individuals referred for screening for certain
long-term care services requiring NF eligibility; (ii) assist individuals in
determining what specific services the individual needs; (iii) evaluate whether
a service or a combination of existing community services are available to meet
the individual's needs; and (iv) provide a list to individuals of appropriate
providers for Medicaid-funded nursing facility or home and community-based
services for those individuals who meet nursing facility level of care.
[ "Primary account holder" means the
person who performs the initial web registrations for the screening entity and
establishes the security needed for accessing ePAS. ]
"Private pay individual" means individuals who
are not eligible for Medicaid or not expected to become eligible for Medicaid
[ for 180 days within six months ] following
admission.
"Program of All-Inclusive Care for the Elderly"
or "PACE" means the community-based service pursuant to § 32.1-330.3
of the Code of Virginia.
[ "Provider" means an individual
professional or an agency enrolled with Virginia Medicaid to offer services to
eligible individuals. ]
"Referral for screening" means information
obtained from an interested person or other third party having knowledge of an
individual who may need Medicaid-funded LTSS and may include, for example, a
physician, PACE provider, service provider, family member, or neighbor who is
able to provide sufficient information to enable contact with the individual.
[ "Reimbursement" means the
determination that a submitted claim is completed accurately and completely and
the service is covered resulting in the payment by DMAS for the services
represented on the claims. ]
"Representative" means a person who is
authorized to make decisions on behalf of the individual.
"Request date for screening" or "request
date" means the date (i) that an individual, [ an emancipated
child, ] the individual's representative, an adult protective
services worker, child protective services worker, [ physician, ]
or the managed care organization (MCO) care coordinator contacts the
screening entity in the jurisdiction where the individual resides asking for
assistance with LTSS, or (ii) for hospital inpatients, that a physician orders
case management consultation or a hospital's case management service determines
the need for LTSS upon discharge from the hospital.
"Request for screening" means (i) communication
from an individual, [ an emancipated child, ] individual's
representative, adult protective services worker, child protective services
worker, [ or physician, ] managed care
organization (MCO) care coordinator [ , or CSB support coordinator ],
expressing the need for LTSS or (ii) for hospital inpatients, a physician order
for case management consultation or case management determination of the need
for LTSS upon discharge from a hospital.
"Residence" means [ the location in
which an individual is living ], for example, an individual's
private home, apartment, assisted living facility, nursing facility,
[ or ] jail or correctional facility [ if
the individual to be screened is seeking Medicaid-funded LTSS and does not
request an alternative screening location as allowed in 12VAC30-60-305 A ].
"Screening entity" means the hospital screening
team, community-based team, or DMAS designee contracted to perform screenings
pursuant to § 32.1-330 of the Code of Virginia.
"Significant change in condition" means a change
in an individual's condition that is expected to last longer than 30 days and
shall not include (i) short-term changes that resolve with or without
intervention; (ii) a short-term illness or episodic event; or (iii) a
well-established, predictive, cyclic pattern of clinical signs and symptoms
associated with a previously diagnosed condition where an appropriate course of
treatment is in progress.
"Submission" means the transmission of the
screening findings [ and receipt of successfully
processed results using via ] ePAS.
[ "Submission date" means the date that
the screening entity transmits to DMAS the screening findings using ePAS. ]
"Uniform Assessment Instrument" or
"UAI" means the standardized multidimensional assessment instrument
that is completed by the screening entity that assesses an individual's
physical health, mental health, and psycho/social and functional abilities to
determine if the individual meets the nursing facility level of care.
"VDH" means the Virginia Department of Health.
12VAC30-60-302. Access to Medicaid-funded long-term services
and supports.
A. Medicaid-funded long-term services and supports (LTSS)
may be provided in either home and community-based or institutional-based
settings. To receive LTSS, the individual's condition shall first be evaluated
using the designated assessment instrument, the Uniform Assessment Instrument
(UAI), and other [ designated DMAS-designated ]
forms. Screening entities shall [ also ] use the
DMAS-designated forms ([ UAI, ] DMAS-95,
DMAS-96, DMAS-97) [ and ], if selecting nursing
facility placement, the DMAS-95 Level I (MI/IDD/RC) [ , as
appropriate, the DMAS-108, and the DMAS-109 ]. If indicated by the
DMAS-95 Level I results, the individual shall be referred to DBHDS for
completion of the DMAS-95 Level II (for nursing facility placements only).
1. An individual's need for LTSS shall meet the established
criteria (12VAC30-60-303) before any authorization for reimbursement by Medicaid
[ or its designee ] is made for LTSS.
2. Appropriate [ home and ] community-based
services shall be evaluated [ as an option for long-term services
and supports ] prior to consideration of nursing facility
placement.
B. The evaluation shall be the screening as designated in
§ 32.1-330 of the Code of Virginia, which shall preauthorize a continuum
of LTSS covered by Medicaid. [ These screenings shall be conducted
face to face. ]
1. Such screenings, using the UAI, shall be conducted by
teams of representatives of (i) hospitals for individuals (adults and children)
who are inpatients; (ii) local departments of social services and local health
departments, known herein as CBTs, for adults residing in the community and who
are not inpatients; (iii) a DMAS designee for children residing in the
community who are not inpatients; and (iv) a DMAS designee for adults residing
in the community who are not inpatients and who cannot be screened by the CBT
within 30 days of the request date. All of these entities shall be contracted
with DMAS to perform this activity and be reimbursed by DMAS.
2. All screenings shall be comprehensive, accurate,
standardized, and reproducible evaluations of individual functional capacities,
medical or nursing needs, and [ whether the individual is at ]
risk for institutional placement [ within 30 days of the
screening ].
C. Individuals shall not be required to be financially
eligible for receipt of Medicaid or have submitted an application for Medicaid
in order to be screened for LTSS [ for admission to either a NF or
home and community-based services ].
D. Pursuant to § 32.1-330 of the Code of Virginia,
individuals shall be screened if they are [ financially ] eligible
for Medicaid or are anticipated to become [ financially ] eligible
for Medicaid reimbursement of their NF care within six months of NF [ placement
admission or Medicaid reimbursement of home and community-based services and
supports ].
E. Special circumstances.
[ 1. Out-of-state hospitals shall not be required
to perform a screening for residents of the Commonwealth who are inpatients. If
a screening is needed and is requested by either the individual or the
individual's representative, individuals shall be screened upon discharge from
the out-of-state hospital by the CBT serving the locality in which the
individual resides. Screenings shall not be required for individuals who
transfer into a nursing facility in the Commonwealth from an out-of-state
nursing facility.
2. Veterans and military hospitals located in the Commonwealth
that have inpatients who are residents of the Commonwealth shall not be
required to perform screenings and may refer, upon discharge, the individual
who requests a screening to the CBT serving the locality in which the
individual resides. Screenings shall not be required for individuals who
transfer to a nursing facility in the Commonwealth from a veterans or military
hospital.
3. State facilities that are licensed by DBHDS shall not
be required to perform screenings of individuals who are receiving their
services. Individuals shall be referred, upon discharge from such state
facilities, to the CBT serving the locality in which the individual lives if
the facility anticipates an individual may need a screening.
4. Hospitals shall not be required to initiate
screenings for inpatients who are determined by the hospital team to be private
pay individuals unless there is a request for a screening as outlined in
12VAC30-60-304 C.
5. Wilson Workforce Rehabilitation Center (WWRC) staff
shall perform screenings of the WWRC clients.
6. A screening shall not be required for enrollment in
Medicaid hospice services as set out in 12VAC30-60-130 and home health services
as set out in 12VAC30-50-160.
1. Private pay individuals who will not become financially
eligible for Medicaid within six months from admission to a Virginia nursing
facility shall not be required to have a screening in order to be admitted to
the NF.
2. Individuals who reside out of state and seek direct
admission to a Virginia nursing facility shall not be required to have a
screening. Individuals who need a screening for HCBS waiver or PACE programs
and request the screening shall be screened by the CBT or DMAS designee, as
appropriate, serving the locality in which the individual resides once the
individual has relocated to the Commonwealth.
3. Individuals who are inpatients in an out-of-state
hospital, in-state or out-of-state veteran's hospital, or in-state or
out-of-state military hospital and seek direct admission to a Virginia NF shall
not be required to have a screening. Individuals who need a screening for HCBS
waiver or PACE programs and request the screening shall be referred, upon
discharge from one of the identified facilities, to the CBT or DMAS designee,
as appropriate, serving the locality in which the individual resides once the
individual has relocated to the Commonwealth.
4. Individuals who are patients or residents of a state
owned or operated facility that is licensed by DBHDS and seek direct admission
to a Virginia NF shall not be required to have a screening. Individuals who
need a screening for HCBS waiver or PACE and request the screening shall be
referred, upon discharge from the facility, to the CBT or DMAS designee, as
appropriate, serving the locality in which the individual resides.
5. A screening shall not be required for enrollment in
Medicaid hospice services as set out in 12VAC30-50-270 or home health services
as set out in 12VAC30-50-160.
6. Wilson Workforce Rehabilitation Center (WWRC) staff
shall perform screenings of the WWRC clients. ]
[ G. F. ] Failure to comply
with DMAS requirements, including competency and training requirements
applicable to staff, may result in retraction of Medicaid payments.
12VAC30-60-303. Preadmission screening Screening
criteria for Medicaid-funded long-term care services and
supports.
A. Functional [ dependency capacity ]
alone is shall not be deemed sufficient to demonstrate the
need for nursing facility care [ or placement admission ]
or authorization for [ home and ] community-based care services
[ and supports ]. An individual shall be determined to meet
the nursing facility criteria when:
1. The individual has both limited functional capacity
[ and, ] medical or nursing needs [ ,
and is at risk of NF admission within 30 days ] according to the
requirements of this section; or
2. The individual is rated dependent in some functional
limitations, but does not meet the functional capacity requirements, and the
individual requires the daily direct services or supervision of a licensed
nurse that cannot be managed on an outpatient basis (e.g., clinic, physician
visits, home health services).
B. An individual shall only be considered to meet the
nursing facility criteria when both the functional capacity of the individual
and his medical or nursing needs meet the following requirements. Even when an
individual meets nursing facility criteria, placement in a noninstitutional
setting shall be evaluated before actual nursing facility placement is
considered In order to qualify for Medicaid-funded LTSS, the individual
shall meet the following criteria:
1. [ For Medicaid-funded nursing facility
services to be authorized, the screening entity shall document that the
individual has both functional and medical or nursing needs ] The
criteria for screening an individual's eligibility for Medicaid reimbursement
of NF services shall consist of [ two three ]
components: (i) functional capacity (the degree of assistance an individual
requires to complete ADLs) [ ; ] (ii) medical or
nursing needs [ ; and (iii) the individual is at risk of NF
admission within 30 days of the screening date ]. The rating of
functional dependency on the UAI shall be based on the individual's ability to
function in a community environment and exclude all institutionally induced
dependencies.
2. In order for Medicaid-funded community-based [ services
LTSS ] to be authorized, an individual shall not be required to be
physically admitted to a NF. The criteria for screening an individual's
eligibility for Medicaid reimbursement of community-based services shall
consist of three components: (i) functional capacity [ needs
(the degree of assistance an individual requires in order to complete ADLs),; ]
(ii) medical or nursing needs [ ,; and (iii) the
individual's risk of NF placement within 30 days in the absence of
community-based services.
1. C. Functional capacity.
a. 1. When documented on a completed
state-designated preadmission screening assessment instrument a UAI
that is completed in a manner consistent with the definitions of activities of
daily living (ADLs) and directions provided by DMAS for the rating of
those activities, individuals may be considered to meet the functional capacity
requirements for nursing facility care when one of the following describes
their functional capacity:
(1) a. Rated dependent in two to four of the Activities
of Daily Living ADLs, and also rated semi-dependent or dependent in
Behavior Pattern and Orientation, and semi-dependent [ or dependent ]
in Joint Motion or dependent in Medication Administration.
(2) b. Rated dependent in five to seven of the Activities
of Daily Living ADLs, and also rated dependent in Mobility.
(3) c. Rated semi-dependent [ or
dependent ] in two to seven of the Activities of Daily Living ADLs,
and also rated dependent in Mobility and Behavior Pattern and Orientation.
b. 2. The rating of functional [ dependencies
capacity ] on the preadmission screening assessment
instrument must shall be based on the individual's ability to
function in a community environment, not including any institutionally induced
dependence. The following abbreviations shall mean: I = independent; d =
semi-dependent; D = dependent; MH = mechanical help; HH = human help.
(1) a. Bathing.
(a) (1) Without help (I)
(b) (2) MH only (d)
(c) (3) HH only (D)
(d) (4) MH and HH (D)
(e) (5) Performed by Others (D)
(2) b. Dressing.
(a) (1) Without help (I)
(b) (2) MH only (d)
(c) (3) HH only (D)
(d) (4) MH and HH (D)
(e) (5) Performed by Others (D)
(f) (6) Is not Performed (D)
(3) c. Toileting.
(a) (1) Without help day or night (I)
(b) (2) MH only (d)
(c) (3) HH only (D)
(d) (4) MH and HH (D)
(e) (5) Performed by Others (D)
(4) d. Transferring.
(a) (1) Without help (I)
(b) (2) MH only (d)
(c) (3) HH only (D)
(d) (4) MH and HH (D)
(e) (5) Performed by Others (D)
(f) (6) Is not Performed (D)
(5) e. Bowel Function function.
(a) (1) Continent (I)
(b) (2) Incontinent less than weekly (d)
(c) (3) External/Indwelling Device/Ostomy --
self care (d)
(d) (4) Incontinent weekly or more (D)
(e) (5) Ostomy -- not self care (D)
(6) f. Bladder Function function.
(a) (1) Continent (I)
(b) (2) Incontinent less than weekly (d)
(c) (3) External device/Indwelling
Catheter/Ostomy -- self care (d)
(d) (4) Incontinent weekly or more (D)
(e) (5) External device -- not self care (D)
(f) (6) Indwelling catheter -- not self care (D)
(g) (7) Ostomy -- not self care (D)
(7) g. Eating/Feeding.
(a) (1) Without help (I)
(b) (2) MH only (d)
(c) (3) HH only (D)
(d) (4) MH and HH (D)
(e) (5) Spoon fed (D)
(f) (6) Syringe or tube fed (D)
(g) (7) Fed by IV or clysis (D)
(8) h. Behavior Pattern pattern
and Orientation orientation.
(a) (1) Appropriate or Wandering/Passive less
than weekly + Oriented (I)
(b) (2) Appropriate or Wandering/Passive less
than weekly + Disoriented -- Some Spheres (I)
(c) (3) Wandering/Passive Weekly/or more +
Oriented (I)
(d) (4) Appropriate or Wandering/Passive less
than weekly + Disoriented -- All Spheres (d)
(e) (5) Wandering/Passive Weekly/Some or more +
Disoriented -- All Spheres (d)
(f) (6) Abusive/Aggressive/Disruptive less than
weekly + Oriented or Disoriented (d)
(g) (7) Abusive/Aggressive/Disruptive weekly or
more + Oriented (d)
(h) (8) Abusive/Aggressive/Disruptive +
Disoriented -- All Spheres (D)
(9) i. Mobility.
(a) (1) Goes outside without help (I)
(b) (2) Goes outside MH only (d)
(c) (3) Goes outside HH only (D)
(d) (4) Goes outside MH and HH (D)
(e) (5) Confined -- moves about (D)
(f) (6) Confined -- does not move about (D)
(10) j. Medication Administration administration.
(a) (1) No medications (I)
(b) (2) Self administered -- monitored less than
weekly (I)
(c) (3) By lay persons, Administered/Monitored
(D)
(d) (4) By Licensed/Professional nurse
Administered/Monitored (D)
(11) k. Joint Motion motion.
(a) (1) Within normal limits or instability
corrected (I)
(b) (2) Limited motion (d)
(c) (3) Instability -- uncorrected or immobile
(D)
c. D. Medical or nursing needs. An individual
with medical or nursing needs is an individual whose health needs require
medical or nursing supervision or care above the level that could be provided
through assistance with Activities of Daily Living ADLs, Medication
Administration medication administration, and general supervision
and is not primarily for the care and treatment of mental diseases. Medical or
nursing supervision or care beyond this level is required when any one of the
following describes the individual's need for medical or nursing supervision:
(1) 1. The individual's medical condition
requires observation and assessment to [ assure ensure ]
evaluation of the [ person's individual's ] need for
modification of treatment or additional medical procedures to prevent
destabilization, and the person has demonstrated an inability to self observe
or evaluate the need to contact skilled medical professionals;
(2) 2. Due to the complexity created by the
[ person's individual's ] multiple, interrelated
medical conditions, the potential for the individual's medical instability is
high or medical instability exists; or
(3) 3. The individual requires at least one
ongoing medical or nursing service. The following is a nonexclusive list of
medical or nursing services that may, but need not necessarily, indicate a need
for medical or nursing supervision or care:
(a) a. Application of aseptic dressings;
(b) b. Routine catheter care;
(c) c. Respiratory therapy;
(d) d. Supervision for adequate nutrition and
hydration for individuals who show clinical evidence of malnourishment or
dehydration or have recent history of weight loss or inadequate hydration that,
if not supervised, would be expected to result in malnourishment or
dehydration;
(e) e. Therapeutic exercise and positioning;
(f) f. Routine care of colostomy or ileostomy or
management of neurogenic bowel and bladder;
(g) g. Use of physical (e.g., side rails,
poseys, locked wards) and/or or chemical restraints, or both;
(h) h. Routine skin care to prevent pressure
ulcers for individuals who are immobile;
(i) i. Care of small uncomplicated pressure
ulcers and local skin rashes;
(j) j. Management of those with sensory,
metabolic, or circulatory impairment with demonstrated clinical evidence of
medical instability;
(k) k. Chemotherapy;
(l) l. Radiation;
(m) m. Dialysis;
(n) n. Suctioning;
(o) o. Tracheostomy care;
(p) p. Infusion therapy; or
(q) q. Oxygen.
d. Even when an individual meets nursing facility criteria,
provision of services in a noninstitutional setting shall be considered before
nursing facility placement is sought.
C. E. When assessing an individual 21 years
of age or younger screening a child, the teams who are screening
entity who is conducting preadmission screenings [ the ]
screening for long-term care services LTSS shall utilize
the electronic Uniform Assessment Instrument (UAI) interpretive
guidance as contained referenced in DMAS' Medicaid Memo dated
October 3, 2012, entitled "Development of Special Criteria for the
Purposes of Pre-Admission Screening," November 22, 2016, entitled
"Reissuance of the Pre-Admission Screening (PAS) Provider Manual, Chapter
IV," which can be accessed on the DMAS website at https://www.virginiamedicaid.dmas.virginia.gov/.
12VAC30-60-304. Requests [ and referrals ]
for screening for adults and children living in the community and adults and
children in hospitals.
A. Screenings for adults living in the community.
Screenings for adults who are residing in the community but who are not
inpatients shall be completed and submitted [ (submission date) ]
by the CBT to ePAS [ within 30 days of the request date for
screening ]. [ If the individual, or any of the
other persons permitted to make such requests, requests a screening, the CBT
shall be required to perform the requested screening; otherwise, CBTs shall not
be required to screen individuals who are not expected to become financially
eligible for Medicaid-funded LTSS within six months of the screening. ]
1. Requests for screenings shall be accepted from either an
individual, the individual's representative, an adult protective service
worker, [ the individual's physician, ] or an MCO care
coordinator having an interest in the individual. The CBT in the jurisdiction
where the individual resides shall conduct such screening. For the screening to
be scheduled by the CBT, the individual shall either agree to participate or,
if refusing, shall be under order of a court of appropriate jurisdiction to
have a screening.
a. The LDSS or LHD in receipt of the request for a
screening shall contact the individual or his representative within seven days
of the request date for screening to schedule a screening with the individual
and any other persons whom the individual selects to attend the screening.
b. When the CBT has not scheduled a screening to occur
within 21 days of the request date for screening, and the screening is not
anticipated to be complete within 30 days of the request date for screening due
to the screening entity's inability to conduct the screening, the LDSS and LHD
shall, no later than seven days after the request date for screening, notify
DARS and VDH staff designated for technical assistance. [ After
contact with the LDSS and LHD, if DARS and VDH confirm that the screening
entity is unable to complete the screening within 30 days of the request date
for screening, the designated VDH staff shall refer the CBT and screening
request to the DMAS designee for scheduling of a screening and submission of
documentation. ]
2. Referrals for screenings may also be accepted by LDSS or
LHD from an interested person having knowledge of an individual who may need
LTSS. When the LDSS or LHD receives such a referral, the LDSS or LHD shall
obtain sufficient information from the referral source to initiate contact with
the individual or his representative to discuss the [ preadmission ]
screening process. Within seven days of the referral date, the LDSS or LHD
shall contact the individual or his representative to determine if the
individual is interested in receiving LTSS and would participate in the
screening. If the LDSS or LHD is unable to contact the individual or his
representative, it shall document the attempt to contact the individual or his
representative using the method adopted by the CBT.
a. After contact with the individual or his representative,
or if the LDSS or LHD is unable to contact the individual or his
representative, the LDSS or LHD shall advise the referring interested person
that contact or attempt to contact has been made in response to the referral
for screening.
b. Information about the results of the contact shall only
be shared [ by the LDSS or LHD ] with the interested
person who made the referral [ with either when the
LDSS or LHD has ] the individual's written consent or the written
consent of his legal representative who has such authority on behalf of the
individual.
B. Screenings for children living in the community.
Screenings for children who are residing in the community but who are not
inpatients shall be completed and submitted [ to via ]
ePAS [ (this shall be considered the submission date as
defined herein) within 30 days of the request date for
screening ]. [ If the individual or parent or
guardian, or any of the other persons permitted to make such requests, requests
a screening, the DMAS designee shall perform the requested screening;
otherwise, the DMAS designee shall not be required to screen individuals who
are not expected to become financially eligible for Medicaid-funded LTSS
within six months of the screening. ]
1. A child who is residing in the community and is not an
inpatient shall receive a screening from a DMAS designee. [ The
CBT shall forward requests for such screenings directly to the DMAS designee.
The DMAS designee may receive requests for screenings directly. Any requests
for screenings for a child received by the CBT shall be forwarded directly to
the DMAS designee. For the screening to be scheduled by the CBT, the child
shall either agree to participate or, if refusing, shall be under order of a
court of appropriate jurisdiction to have a screening. ]
2. The request for screening of a child residing in the community
shall [ initiate be accepted ] from the
parent, [ legal guardian, ] the entity having legal
custody of that child, an emancipated child, [ a physician, ]
an MCO care coordinator, or a child protective service worker having an
interest in the child.
3. Referrals for screenings may also be accepted from an
interested person having knowledge of a child who may need LTSS. The process,
timing, and limitations on the sharing of the results for referrals for
screenings for children shall be the same as that set out for adults in
subdivision A 2 of this section.
C. Screenings in hospitals for adults and children who are
inpatients. Screenings in hospitals shall be completed when an adult or child
who is an inpatient may need LTSS upon discharge or when the [ inpatient
individual ], [ MCO, ] or representative
[ , ] requests a screening.
1. As a part of the discharge planning process, the
hospital team shall [ also ] complete a face-to-face
screening when:
a. The individual's physician, in collaboration with the
individual or the individual's representative if there is one [ , ]
makes a request of the hospital team. If the individual is a child, the
screening shall be completed when the individual's physician, in collaboration
with the child's parent, [ legal guardian, ] the entity
having legal custody of the child, [ or ] the
emancipated child [ , adult protective services worker, child
protective services worker, or MCO care coordinator ] makes a
request of the hospital team; or
b. The individual, the individual's representative if there
is one, parent, [ legal guardian, ] entity having legal
custody, [ or ] emancipated child [ ,
adult protective services worker, child protective services worker, or MCO care
coordinator ] requests a consultation with hospital case
management.
2. [ Such When there is a
request, such ] individual shall receive a screening conducted by
the hospital team regardless of [ the primary payer source
(e.g., Medicare, health maintenance organization) and whether or not
if ] he is eligible for Medicaid or [ are
is ] anticipated to become eligible for Medicaid within six months
after admission to a NF.
[ 3. The hospital team shall exclude all
institutionally-induced dependencies from the face-to-face screening
documentation.
D. Screenings shall be submitted via e-PAS within 30 days
of the screening request. ]
12VAC30-60-305. Screenings in the community and hospitals
for Medicaid-funded long-term services and supports.
A. Community screenings for adults.
1. [ Eligibility Medical or
nursing and functional eligibility ] for Medicaid-funded LTSS shall
be determined by the CBT after completion of a screening of the individual's
needs and available supports. The CBT shall [ document a
screening of consider ] all the supports available for
that individual in the community (i.e., the immediate family, other relatives,
other community resources [ ) ], and other services in
the continuum of LTSS [ ) ]. The screening shall
be documented on the [ designated DMAS DMAS-designated ]
forms identified in 12VAC30-60-306.
2. Screenings shall be completed in the individual's
residence unless the residence presents a safety risk for the individual or the
CBT, or unless the individual or the representative requests that the screening
be performed in an alternate location within the same jurisdiction. The
individual shall be permitted to have another person [ or
persons ] present at the time of the screening. Other than
situations when a court has issued an order for a screening, the individual
shall also be afforded the right to refuse to participate. The CBT shall
determine the appropriate degree of participation and assistance given by other
persons to the individual during the screening and accommodate the individual's
preferences to the extent feasible.
3. The CBT shall:
a. Observe the individual's ability to perform [ appropriate ]
ADLs according to 12VAC30-60-303 and consider the individual's communication
or responses to questions or his representative's communication or responses;
b. Observe, assess, and report the individual's medical
[ , nursing, and functional ] condition. This
information shall be used to ensure accurate and comprehensive evaluation of
the individual's need for modification of treatment or additional medical
procedures to prevent destabilization even when the individual has demonstrated
an inability to self-observe or evaluate the need to contact skilled medical
professionals;
c. Identify the medical or nursing needs, [
or both, and functional needs ] of the individual; and
d. Consider services and settings that may be needed by the
individual in order for the individual to safely perform ADLs.
4. Upon completion of the screening and in consideration of
the communication from the individual or his representative, if appropriate,
and observations obtained during the screening, the CBT shall determine whether
the individual meets the criteria set out in 12VAC30-60-303. If the individual
meets the criteria for LTSS, the CBT shall inform [ the individual
or his representative, if appropriate, of this determination in writing ]
and provide choice [ to the individual and his
representative, if appropriate, ] of the feasible alternatives
[ , such as PACE or home and community-based waiver services, ]
to placement in a NF.
5. If waiver services or PACE, where available, are
declined, the reason for [ the declination declining ]
shall be recorded on the DMAS-97, Individual Choice - Institutional Care or
Waiver Services Form. The CBT shall have this document signed by either the
individual or his representative, if appropriate. In addition to the electronic
document, a paper copy of the DMAS-97 form with the individual's or his
representative's signature shall be retained in the individual's record by the
screening entity.
6. If the individual meets criteria and selects [ home
and ] community-based services, the CBT shall also document that
the individual is at risk of NF placement in the absence of [ home
and ] community-based services by finding that at least one of the
following conditions exists:
a. The individual has been cared for in the home prior to
the screening and evidence is available demonstrating a deterioration in the
individual's health care condition, a significant change in condition, or a change
in available supports [ preventing previous services and
supports from meeting the individual's needs ]. Examples of
such evidence may include (i) recent hospitalizations, (ii) attending physician
documentation, or (iii) reported findings from medical or social service
agencies.
b. There has been no significant change in condition or
available support but evidence is available that demonstrates the individual's
functional, medical, or nursing needs are not being met. Examples of such
evidence may include (i) recent hospitalizations, (ii) attending physician
documentation, or (iii) reported findings from medical or social service
agencies.
7. If the individual selects NF placement, the CBT shall
follow the Level I identification and Level II evaluation process as outlined
in Part III (12VAC30-130-140 et seq.) of 12VAC30-130.
8. If the CBT determines that the individual does not meet
the criteria set out in 12VAC30-60-303, the CBT shall notify [ in
writing ] the individual [ and or ]
the individual's representative, as may be appropriate, [ in
writing ] that LTSS are being denied for the individual. The denial
notice shall include the individual's right to appeal consistent with DMAS
client appeals regulations (12VAC30-110).
9. For those screenings conducted in accordance with clause
iv of 12VAC30-60-302 B 1, the DMAS designee shall follow the process outlined
in this subsection.
B. Community screenings for children.
1. [ Eligibility Medical or
nursing and functional eligibility ] for Medicaid-funded LTSS shall
be determined by the DMAS designee after completion of a screening of the
child's needs and available supports. The DMAS designee shall [ document
a screening of consider ] all the supports available for
that child in the community (i.e., the immediate family, other community
resources [ ) ], and other services in the continuum of LTSS
[ ) ]. The screening shall be documented on the
designated DMAS forms identified in 12VAC30-60-306.
2. Upon receipt of a screening request, the DMAS designee
shall schedule an appointment to complete the requested screening. Community
settings where screenings may occur include the child's residence, other
residences, children's residential facilities, or other settings with the
exception of acute care hospitals, rehabilitation units of acute care
hospitals, and rehabilitation hospitals.
3. The DMAS designee shall:
a. Determine the appropriate degree of participation and
assistance given by other persons to the individual during the screening in
recognition of the individual's preferences to the extent feasible.
b. Observe the child's ability to perform [ appropriate ]
ADLs according to 12VAC30-60-303 and consider the parent's, legal
guardian's, or emancipated child's communications or responses to questions;
c. Observe, assess, and report the child's medical
[ or nursing and functional ] condition. This information
shall be used to ensure accurate and comprehensive evaluation of the child's
need for modification of treatment or additional medical procedures to prevent destabilization
even when the child has demonstrated an inability to self-observe or evaluate
the need to contact skilled medical professionals;
d. Identify the medical or nursing [ and the
functional ] needs [ , or both, ] of
the child; and
e. Consider services and settings that may be needed by the
child in order for the child to safely perform ADLs in the community.
4. Upon completion of the screening and in consideration of
the communication from the child or his representative, if appropriate, and observations
obtained during the screening, the DMAS designee shall determine whether the
child meets the criteria set out in 12VAC30-60-303. If the child meets the
criteria for [ Medicaid-funded ] LTSS, the DMAS
designee shall inform [ the child and his representative, if
appropriate, of this determination in writing ] and provide choice
[ to the child and his representative, if appropriate, ]
of the feasible alternatives [ , such as PACE or home and
community-based waiver services, ] to NF placement.
5. If waiver services are declined, the reason for
declining shall be recorded on the DMAS-97, Individual Choice - Institutional
Care or Waiver Services Form. The DMAS designee shall have this document signed
by either the [ emancipated ] child or his representative
[ , if appropriate ]. In addition to the electronic
document, a paper copy of the DMAS-97 form with the child's or his
representative's signature shall be retained in the child's record by the
screening entity.
6. If the child meets criteria and selects [ home
and ] community-based services, the DMAS designee shall also
document that the individual is at risk of NF placement in the absence of
[ home and ] community-based services by finding that at
least one of the following conditions exists:
a. The child has been cared for in the home prior to the
screening and evidence is available demonstrating a deterioration in the
child's health care condition, a significant change in condition, or a change
in available supports [ preventing previous services and
supports from meeting the child's needs ]. Examples of such
evidence may include (i) recent hospitalizations, (ii) attending physician
documentation, or (iii) reported findings from medical or social service
agencies.
b. There has been no significant change in condition or
available support but evidence is available that demonstrates the child's
functional, medical, or nursing needs are not being met. Examples of such
evidence may include (i) recent hospitalizations, (ii) attending physician
documentation, or (iii) reported findings from medical or social service
agencies.
7. If the parent, [ legal guardian, ] entity
having legal custody of the child, or emancipated child selects NF placement,
the DMAS designee shall follow the Level I identification and Level II
evaluation process as set out in Part III (12VAC30-130-140 et seq.) of
12VAC30-130.
8. If the DMAS designee determines that the child does not
meet the criteria to receive [ Medicaid-funded ] LTSS
as set out in 12VAC30-60-303, the DMAS designee shall notify [ in
writing ] the parent, [ legal guardian, ] entity
having legal custody of the child, or the emancipated child and representative,
as may be appropriate, [ in writing ] that [ Medicaid-funded ]
LTSS are being denied for the child. The denial notice shall include the
child's right to appeal consistent with DMAS client appeals regulations
(12VAC30-110).
C. Screenings for adults and children in hospitals. For
the purpose of this subsection, the term "individual" shall mean
either an adult or a child.
1. [ Eligibility Medical or
nursing and functional eligibility ] for Medicaid-funded LTSS shall
be determined by the hospital screening team after completion of a screening of
the individual's [ medical or nursing and functional ] needs
and available supports. The hospital screening team shall [ document
a screening of consider ] all the supports available for
that individual in the community (i.e., the immediate family, other relatives,
other community resources [ ) ], and other services in the continuum
of LTSS [ ) ].
2. Screenings shall be completed in the hospital prior to
discharge. The individual shall be permitted to have another person [ or
persons ] present at the time of the screening. [ Other
than situations Except ] when a court has issued an
order for a screening, the individual shall also be afforded the right to
refuse to participate. The hospital screening team shall determine the
appropriate degree of participation and assistance given by other persons to
the individual during the screening and accommodate the individual's
preferences to the extent feasible.
3. The hospital screening team shall:
a. Observe the individual's ability to perform [ appropriate ]
ADLs according to 12VAC30-60-303, excluding all institutionally induced dependencies,
and consider the individual's communication or responses to questions or his
representative's communication or responses;
b. Observe, assess, and report the individual's medical
[ or nursing and functional ] condition. This information
shall be used to ensure accurate and comprehensive evaluation of the
individual's need for modification of treatment or additional medical
procedures to prevent destabilization even when the individual has demonstrated
an inability to self-observe or evaluate the need to contact skilled medical
professionals;
c. Identify the medical [ or , ]
nursing [ , and functional ] needs [ ,
or both, ] of the individual; and
d. Consider services and settings that may be needed by the
individual in order for the individual to safely perform ADLs.
4. Upon completion of the screening and in consideration of
the communication from the individual or his representative, if appropriate,
and observations obtained during the screening, the hospital screening team
shall determine whether the individual meets the criteria set out in
12VAC30-60-303. If the individual meets the criteria for [ Medicaid-funded ]
LTSS, the hospital screening team shall inform [ and provide
choice to ] the individual [ and or ]
his representative, if appropriate, [ of this determination in
writing and provide choice ] [ to the individual and his
representative, if appropriate ] of the feasible alternatives
[ , such as PACE or home and community-based waiver services, ]
to placement in a NF.
5. If waiver services or PACE, where available, are
declined, the reason for [ the declination declining ]
shall be recorded on the DMAS-97, Individual Choice - Institutional Care or
Waiver Services Form. The hospital screening team shall have this document
signed by either the individual or his representative, if appropriate. In
addition to the electronic document, a paper copy of the DMAS-97 form with the
individual's or his representative's signature shall be retained in the
individual's record.
6. If the individual meets criteria and selects [ home
and ] community-based services, the hospital screening team shall
also document that the individual is at risk of NF placement in the absence of
[ home and ] community-based services by finding that at
least one of the following conditions exists:
a. Prior to the inpatient admission, the individual was
cared for in the home and evidence is available demonstrating a deterioration
in the individual's health care condition, a significant change in condition,
or a change in available supports [ preventing previous services
and supports from meeting the individual's needs ]. Examples of
such evidence may include (i) recent hospitalizations, (ii) attending physician
documentation, or (iii) reported findings from medical or social service
agencies.
b. There has been no significant change in condition or
available support but evidence is available that demonstrates the individual's
functional, medical, or nursing needs are not being met. Examples of such
evidence may include (i) recent hospitalizations, (ii) attending physician
documentation, or (iii) reported findings from medical or social service
agencies.
7. If the individual selects NF placement, the hospital
screening team shall follow the Level I identification and Level II evaluation
process as outlined in Part III (12VAC30-130-140 et seq.) of 12VAC30-130.
8. If the hospital screening team determines that the
individual does not meet the criteria set out in 12VAC30-60-303, the hospital
screening team shall notify [ in writing ] the
individual [ and or ] the individual's
representative, as may be appropriate, [ in writing ] that
LTSS are being denied for the individual. The denial notice shall include the
individual's right to appeal consistent with DMAS client appeals regulations (12VAC30-110).
12VAC30-60-306. Submission of screenings.
A. The screening entity shall complete and submit the
following forms to DMAS electronically [ on via ]
ePAS:
1. DMAS-95 - MI/IDD/RC (Supplemental Assessment Process
Form Level I) [ , as appropriate ];
2. DMAS-96 (Medicaid-Funded Long-Term Care Service
Authorization Form) [ , as appropriate ];
3. DMAS-97 (Individual Choice - Institutional Care or
Waiver Services) [ and, as applicable ];
4. UAI (Uniform Assessment Instrument) [ ;
5. DMAS-108 (Tech Waiver Adult Referral); and
6. DMAS-109 (Tech Waiver Pediatric Referral ].
B. For screenings performed in the community, the
screening entity shall submit to DMAS [ on via ]
ePAS each screening form listed in subsection A of this section within 30
days of the individual's request date for screening.
C. For screenings performed in a hospital, the hospital
team shall submit to DMAS [ on via ] ePAS
each screening form listed in subsection A of this section, which shall be
completed prior to the individual's discharge. For individuals who will be
admitted to a Medicare-funded skilled NF or to a Medicare-funded rehabilitation
hospital (or rehabilitation unit) directly upon discharge from the hospital,
the hospital screener shall have up to an additional three days post-discharge
to submit the screening forms via ePAS.
12VAC30-60-307. Summary of pre-admission nursing facility
criteria. (Repealed.)
A. An individual shall be determined to meet the nursing
facility criteria when:
1. The individual has both limited functional capacity and
requires medical or nursing management according to the requirements of
12VAC30-60-303, or
2. The individual is rated dependent in some functional
limitations, but does not meet the functional capacity requirements, and the
individual requires the daily direct services or supervision of a licensed
nurse that cannot be managed on an outpatient basis (e.g., clinic, physician
visits, home health services).
B. An individual shall not be determined to meet nursing
facility criteria when one of the following specific care needs solely
describes his or her condition:
1. An individual who requires minimal assistance with
activities of daily living, including those persons whose only need in all
areas of functional capacity is for prompting to complete the activity;
2. An individual who independently uses mechanical devices
such as a wheelchair, walker, crutch, or cane;
3. An individual who requires limited diets such as a
mechanically altered, low salt, low residue, diabetic, reducing, and other
restrictive diets;
4. An individual who requires medications that can be
independently self-administered or administered by the caregiver;
5. An individual who requires protection to prevent him
from obtaining alcohol or drugs or to address a social or environmental
problem;
6. An individual who requires minimal staff observation or
assistance for confusion, memory impairment, or poor judgment;
7. An individual whose primary need is for behavioral
management which can be provided in a community-based setting;
12VAC30-60-308. Nursing facility admission and level of care
determination requirements.
Prior to an individual's admission, the NF shall review
the completed screening forms to ensure that applicable NF admission criteria
have been met [ and, ] documented
[ , and submitted via e-PAS unless the individual meets any of the
special circumstances set out in 12VAC30-60-302 E. NFs shall not accept paper
screening forms as proof that admission criteria have been met and documented ].
12VAC30-60-310. [Reserved] Competency training and
testing requirements.
By [ no later than December 31, 2018
June 30, 2019 ], each person performing screenings on behalf of a
screening entity shall complete required training and competency [ assessments
tests ]. A score of at least 80% on each module [ for
each person who is required to give final approval on screenings on behalf of
the screening entity ] shall constitute satisfactory competency
[ assessment test ] results. The most current
competency [ assessment test ] results
shall be kept in the screening entity's personnel records for each person
performing screenings for the screening entity. Such documentation results
shall be provided to DMAS upon its request.
1. All persons [ performing who
are required by the screening entity to give final approval of ] screenings
shall complete the DMAS-approved training and pass the corresponding competency
[ assessment tests ] with a score of at least
80% for each module of the training prior to performing screenings. [ This
training shall be repeated no less than every three years resulting in a score
of at least 80% on each module. ]
2. [ Upon successful completion of the initial
training, each person who is required to give final approval of screenings
on behalf of the screening entity shall complete the shortened refresher course
no less than every three years. A score of at least 80% on the refresher module
shall be required for a person to continue to perform screenings or
give final approval of screenings on behalf of the screening entity.
3. ] Failure to satisfy the training and
competency [ assessment tests ] requirements
may result in the retraction of Medicaid payment.
12VAC30-60-312. Evaluation to determine eligibility for
Medicaid payment of nursing facility or home and community-based care services.
(Repealed.)
A. The screening team shall not authorize Medicaid-funded
nursing facility services for any individual who does not meet nursing facility
criteria. Once the nursing home preadmission screening team has determined
whether or not an individual meets the nursing facility criteria, the screening
team must determine the most appropriate and cost-effective means of meeting
the needs of the individual. The screening team must document a complete
assessment of all the resources available for that individual in the community
(i.e., the immediate family, other relatives, other community resources and
other services in the continuum of long-term care which are less intensive than
nursing facility level-of-care services). The screening team shall be
responsible for preauthorizing Medicaid-funded long-term care according to the
needs of each individual and the support required to meet those needs. The
screening team shall authorize Medicaid-funded nursing facility care for an
individual who meets the nursing facility criteria only when services in the
community are either not a feasible alternative or the individual or the individual's
representative rejects the screening team's plan for community services. The
screening team must document that the option of community-based alternatives
has been explained, the reason community-based services were not chosen, and
have this document signed by the client or client's primary caregivers.
B. The screening team shall authorize community-based
waiver services only for an individual who meets the nursing facility criteria
and is at risk of nursing home placement without waiver services. Waiver
services are offered to such an individual as an alternative to avoid nursing
facility admission pursuant to 42 CFR 441.302 (c)(1).
C. Federal regulations which govern Medicaid-funded home
and community-based services require that services only be offered to
individuals who would otherwise require institutional placement in the absence
of home- and community-based services. The determination that an individual
would otherwise require placement in a nursing facility is based upon a finding
that the individual's current condition and available support are insufficient
to enable the individual to remain in the home and thus the individual is at
risk of institutionalization if community-based care is not authorized. The
determination of the individual's risk of nursing facility placement shall be
documented either on the state-designated pre-admission screening assessment or
in a separate attachment for every individual authorized to receive
community-based waiver services. To authorize community-based waiver services,
the screening team must document that the individual is at risk of nursing
facility placement by finding that one of the following conditions is met:
1. Application for the individual to a nursing facility has
been made and accepted;
2. The individual has been cared for in the home prior to
the assessment and evidence is available demonstrating a deterioration in the
individual's health care condition or a change in available support preventing
former care arrangements from meeting the individual's need. Examples of such
evidence may be, but shall not necessarily be limited to:
a. Recent hospitalizations;
b. Attending physician documentation; or
c. Reported findings from medical or social service
agencies.
3. There has been no change in condition or available
support but evidence is available that demonstrates the individual's
functional, medical and nursing needs are not being met. Examples of such
evidence may be, but shall not necessarily be limited to:
a. Recent hospitalizations;
b. Attending physician documentation; or
c. Reported findings from medical or social service
agencies.
12VAC30-60-313. Individuals determined to not meet criteria
for Medicaid-funded long-term services and supports.
[ An Notwithstanding 12VAC30-60-302 E, an ]
individual shall be determined not to meet [ the medical or
nursing and functional ] criteria for Medicaid-funded LTSS when
[ there is no screening or MDS to document the individual meets the
medical or nursing and functional criteria or when ] one of the
following specific care needs solely describes the individual's condition:
1. The individual requires minimal assistance with ADLs,
including those individuals whose only need in all areas of functional capacity
is for prompting to complete the activity;
2. The individual independently uses mechanical devices
such as a wheelchair, walker, crutch, or cane;
3. The individual requires limited diets such as a
mechanically altered, low-salt, low-residue, diabetic, reducing, or other
restrictive diets;
4. The individual requires medications that can be
independently self-administered or administered by the caregiver;
5. The individual requires protection to prevent him from
obtaining alcohol or drugs or to address a social or environmental problem;
6. The individual requires minimal staff observation or
assistance for confusion, memory impairment, or poor judgment; or
7. The individual's primary need is for behavioral
management that can be provided in a community-based setting.
12VAC30-60-315. [ Ongoing Periodic ]
evaluations for individuals receiving Medicaid-funded long-term services and
supports.
A. Once an individual is [ admitted to
enrolled in home and ] community-based services, the [ home
and ] community-based services provider shall be responsible for
conducting [ ongoing periodic ] evaluations
to ensure that the individual meets, and continues to meet, the waiver program
or PACE criteria, if appropriate. These [ ongoing
periodic ] evaluations shall be conducted using the Level of Care
Review tab in the Medicaid portal [ .at ] (https://www.virginiamedicaid.dmas.virginia.gov/wps/portal).
[ The home and community-based services provider shall promptly
evaluate the individual after he experiences a significant change in his
condition, as defined in 12VAC30-60-301. ]
B. Once an individual is admitted to a NF, the NF shall be
responsible for conducting [ ongoing periodic ]
evaluations to ensure that the individual meets, and continues to meet, the
NF criteria. For this purpose, the NF shall use the federally required Minimum
Data Set (MDS) form (see https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits
/MDS30RAIManual.html). The post-admission evaluation shall be conducted
no later than 14 days after the date of NF admission and promptly after an
individual's significant change [ in his condition ],
as defined in 12VAC30-60-301 [ , in condition ].
C. For individuals who are enrolled in [ a
an ] MCO that is responsible for providing LTSS, the MCO shall
conduct [ ongoing periodic ] evaluations
by qualified MCO staff to ensure the individual continues to meet criteria for
LTSS. [ The MCO shall promptly evaluate the individual after he
experiences a significant change in his condition, as defined in
12VAC30-60-301. ]
NOTICE: The following
forms used in administering the regulation were filed by the agency. The forms
are not being published; however, online users of this issue of the Virginia
Register of Regulations may click on the name of a form with a hyperlink to
access it. The forms are also available from the agency contact or may be
viewed at the Office of the Registrar of Regulations, General Assembly
Building, 2nd Floor, Richmond, Virginia 23219.
FORMS (12VAC30-60)
Certificate of Medical Necessity -- Durable Medical Equipment
and Supplies, DMAS 352 (rev. 8/95).
Request for Hospice Benefits, DMAS 420 (rev. 1/99).
Screening
for Mental Illness, Mental Retardation/Individuals with Intellectual
Disability, or Related Conditions, DMAS-95 MI/IDD/RC (rev. 12/2015)
Medicaid
Funded Long-Term Services and Supports Authorization Form, DMAS-96 (rev.
12/2015)
Individual
Choice - Institutional Care or Waiver Services Form, DMAS-97 (rev. 8/2012)
Virginia
Uniform Assessment Instrument
Virginia
Uniform Assessment Instrument, DMAS-98 (eff. 2/2016), including:
UAI-A; UAI-B; [ Eligibility Communication
Document; ] Screening for Mental Illness, Mental
Retardation/Intellectual Disability, or Related Conditions; MI/MR Supplemental:
Level II; Medicaid Funded Long-Term Care Service Authorization Form; Individual
Choice - Institutional Care or Waiver Services Form
Community-Based
Care Level of Care Review Instrument, DMAS-99LOC (undated)
[ Technology
Assisted Waiver Adult Referral, DMAS-108 (rev. 9/2016)
Technology
Assisted Waiver Pediatric Referral, DMAS-109 (rev. 12/2016) ]
DOCUMENTS INCORPORATED BY REFERENCE (12VAC30-60)
Department of Medical Assistance Services Provider Manuals (https://www.virginiamedicaid.dmas.virginia.gov/wps/portal/ProviderManuals):
Virginia Medicaid Nursing Home Manual
Virginia Medicaid Rehabilitation Manual
Virginia Medicaid Hospice Manual
Virginia Medicaid School Division Manual
Development of Special Criteria for the Purposes of
Pre-Admission Screening, Medicaid Memo, October 3, 2012, Department of Medical
Assistance Services
Diagnostic and Statistical Manual of Mental Disorders, Fourth
Edition (DSM-IV-TR), copyright 2000, American Psychiatric Association
Patient Placement Criteria for the Treatment of Substance-Related
Disorders (ASAM PPC-2R), Second Edition, copyright 2001, American Society on
Addiction Medicine, Inc.
Medicaid
Memo, Reissuance of the Pre-Admission Screening (PAS) Provider Manual, Chapter
IV, November 22, 2016, Department of Medical Assistance Services
Medicaid Special Memo, Subject: New Service
Authorization Requirement for an Independent Clinical Assessment for Medicaid
and FAMIS Children's Community Mental Health Rehabilitative Services, dated
June 16, 2011, Department of Medical Assistance Services
Medicaid Special Memo, Subject: Changes to
Children Community Mental Health Rehabilitative Services - Children's Services,
July 1, 2010 & September 1, 2010, dated July 23, 2010, Department of
Medical Assistance Services
Medicaid Special Memo, Subject: Changes to
Community Mental Health Rehabilitative Services - Adult-Oriented Services, July
1, 2010 & September 1, 2010, dated July 23, 2010, Department of Medical
Assistance Services
VA.R. Doc. No. R16-4355; Filed July 2, 2018, 4:20 p.m.