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08/23/2016
ODM 9401: Updates (Backlogged forms, FAQ, webinar)
ODM 9401: Updates
(Backlogged forms, FAQ, Webinar)
The Ohio Department of Medicaid (ODM) is providing the following guidance to nursing facilities and county department of job and family services (CDJFS) regarding the backlogged ODM 9401s not processed before Ohio Benefits went live on August 1.
The backlog of ODM 9401s at the CDJFS has been separated into three main categories:
- Admissions/Discharges/Deaths
- New Medicaid applications
- Financial (including eligibility-impacting or patient liability-impacting changes)
The CDJFS will not process the admission or discharge backlogged ODM 9401s, but will continue to process deaths. CDJFS has been instructed to process backlogged ODM 9401s for deaths and return a copy of the processed form to the original submitter.
CDJFS will process backlogged ODM 9401s for new Medicaid applications and financial changes (eligibility/patient liability-impacting changes) and return a copy of the processed form to the original submitter. The CDJFS have been instructed to maintain a copy of the backlogged ODM 9401 per the county’s record retention policy.
Nursing Facilities will be responsible for re-submitting unprocessed (backlogged) ODM 9401s for admissions and discharges that were submitted prior to 8/1/16.
- Nursing facilities (NFs) do not need to complete the new version of the ODM 9401 when submitting their unprocessed forms to the PASSPORT Administrative Agency (PAA) or ODM, but rather can re-submit the original ODM 9401 that was submitted to the CDJFS.
- In order for NFs to determine which admission and/or discharge ODM 9401s need to be sent to the PAA or ODM, they should do the following:
- Check MITS for a level of care (LOC). If there is a LOC in MITS, the NF does not need to submit a copy of the original ODM 9401. If there is NOT a LOC in MITS, the NF does need to submit a copy of the original ODM 9401 using the following guidance:
- Submit to the PAA (for admissions) and ODM (for discharge/death)
- Submit to the PAA any original ODM 9401s in which the resident is a current Medicaid recipient and has been residing in your NF for more than 90 days
- Submit to the PAA any original ODM 9401s in which the CDJFS has not made a Medicaid eligibility determination
- Check MITS for a level of care (LOC). If there is a LOC in MITS, the NF does not need to submit a copy of the original ODM 9401. If there is NOT a LOC in MITS, the NF does need to submit a copy of the original ODM 9401 using the following guidance:
ODM has been gathering questions since Ohio Benefits went live and will be updating the Frequently Asked Questions (FAQ) document accordingly. Some of the updates include hospice information and pending Medicaid applications/numbers. ODM will send out that FAQ document, and a link to access it, as soon as it has been finalized. ODM will be providing additional opportunities for nursing facilities to ask questions related to the new ODM 9401 (Facility Communication) form process.
There are several webinars scheduled for next week, and the registration information can be found below by clicking on the webinar dates. After you have registered for a session, you will have the ability to add the appointment to your calendar. Handouts will be made available during the webinar.
Thursday, September 1st at 11:00am