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STATE OF WASHINGTON

DEPARTMENT OF SOCIAL AND HEALTH SERVICES

Aging and Long-Term Support Administration

Home and Community Services Division

PO Box 45600, Olympia, WA 98504-5600

H15-017 – Information

February 25, 2015

|TO: |Area Agency on Aging (AAA) Directors |

| | |

| |Home and Community Services (HCS) Division Regional Administrators |

| | |

| |Developmental Disabilities Administration (DDA) Regional Administrators |

|FROM: |Bea Rector, Director, Home and Community Services Division |

| | |

| |Don Clintsman, Deputy Assistant Secretary, Developmental Disabilities Administration |

|SUBJECT: |CARE Change Control Information – February 27, 2015 & |

| |PAN Effective Date Policy |

|Purpose: |To provide information about the CARE Change Control Release on Friday, February 27, 2015. This CARE Change also |

| |includes a policy change to Service PAN effective dates for terminated and reduced actions that will be enforced |

| |by this CARE change. |

|Background: |This CARE Change Control Release will occur on Friday, February 27, 2015 starting at 5:35 pm. CARE users will |

| |receive the new version when they log into CARE any time after 8:00pm on Friday. |

| | |

| |No action is required by users for change to occur. CM/SSS/CRMs should check their cases in and close CARE before|

| |leaving for the weekend on February 27, 2015. |

| | |

| |When a client’s benefit is being reduced or terminated based on his/her functional CARE assessment, the department|

| |must provide at least 10-days’ notice. DDA has historically practiced the “10 to the End” policy and HCS/AAA is |

| |adopting this practice for effective and appeal by dates for client services that have been reduced or terminated.|

| |These dates will be system generated with this current CARE Change Release. |

| | |

| |10 to the End Policy: |

| |When an Annual or Significant Change assessment results in a decrease in residential rate or in-home units or |

| |termination of a service, this change will be effective the first day of the month following the month in which |

| |the ten day notice was provided to the client via a Planned Action Notice (PAN). If there are fewer than ten days |

|What’s new, changed, or |between the date the PAN is mailed and the last day of the month, the effective date is the first day of the |

|Clarified |following month.  This is known as the “10 to the End” policy. See attachments for details and examples. |

| | |

| | |

| |When an Annual or Significant Change assessment results in the approval (addition of a new service) or an increase|

| |in residential rate or in-home units, the department is required to send notice, but is not required to give |

| |10-days’ notice. In these cases the “10 to the end” policy does not apply and for HCS can be effective immediately|

| |upon client approval and completion of the new assessment. For DDA, upon client consent the approval or increase |

| |of a service will be effective on or after the ISP Effective Date. If an approval or increase in hours must begin |

| |prior to the first of the month following the completion of the new assessment, make sure and follow the |

| |instructions in the Social Service Authorization Manual (SSAM) related mid-month hour adjustments, to avoid over |

| |authorization and/or overpayment. |

| | |

| |CARE Change Control Release: |

| |The release will include: |

| |HCS/AAA & DDA : |

| |Service PAN improvements and updates include; |

| |“10 to the End” date auto-population for ‘Terminated’ and ‘Reduced’ actions |

| |Rules for Appeal By and Effective Dates |

| |**Service PAN improvements are a result of a LEAN Value Stream Mapping (VSM) that included input by DDA & HCS/AAA |

| |Headquarters staff, field staff, and other stakeholders. |

| |Remove requirement for CM Signature on Notice of Decision on Request for an In-Home Personal Care Exception to |

| |Rule. |

| |Add “Discharged To” Drop Down selections in NFCM screen |

| |APS/RCS/CPS Screen - RCS specific update |

| |CARE security changes |

| | |

| |HCS/AAA Only: |

| |Add Revised 14-225 LTC Acknowledgement of Services form made available on the Intranet forms site on 10/10/2014 |

| |Clarify “Transportation Reimbursement” language in the CARE Service Summary to specify transportation |

| |reimbursement is specific to Individual Providers and update to reflect 100 miles which was effective 11-1-2014 |

| | |

| |DDA Only: |

| |Create a new Waiver type in CARE for IFS waiver |

|ACTION: |*Please be aware that any service PANs that are in pending status will be deleted on the eve of February 27, 2015.|

| | |

| | |

| |CARE Practice will be released with the updates on Friday February 20, 2015. |

| | |

| |Please see the attachments for a full list of the changes related to this release. |

|ATTACHMENT(S): |The CARE Help Screens and LTC Assessor’s Manual have been updated and will be available for reference on February |

| |27, 2015. |

| | |

| |CARE Change Control Release Notes: |

| | |

| |[pic] |

| | |

| |Cheat Sheets: |

| | |

| |[pic][pic] |

| | |

| |MOCK PAN examples: |

| |LTC: DDA: |

| |[pic][pic] |

| |Assessor Manual Updates: |

| |*Updated sections of the Assessor’s Manual are noted in track changes. |

| | |

| |[pic] |

| | |

| |JRP(Joint Requirements Planning) HCS/AAA & DDA JRP List: |

| |HCS/AAA: DDA: |

| | |

| |[pic] [pic] |

|CONTACT(S): |Rachelle Ames, CARE/Case Management Program Manager |

| |(360) 725-2353 |

| |rachelle.ames@dshs. |

| | |

| |Alan McMullen, DDA Rule and CARE Change Request Coordinator |

| |(360) 725-3524 |

| |alan.mcmullen@dshs. |

| | |

| |Stacy Graff, Administrative Hearing & Individual Provider Program Manager |

| |(360) 725-2533 |

| |stacy.graff@dshs. |

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HCS MANAGEMENT BULLETIN

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