At a Front Door stakeholder meeting on Feb 22, Tonya Hawkins, Chief, Front Door Policy Section, Ohio Department of Medicaid (ODM) shared that a new ODM 9401 form has been created that will be submitted for clearance later this week or next week. The new process is streamlined to minimize confusion caused by the 9401 form implemented on 8/1/2016. The new 9401 form includes only information related to the communication of admission, discharge/death and NF transfer information. Information related to eligibility has been removed from the 9401 form and is included in a new Report a Change Form (ODM10203).
The new ODM 9401 Facility Communication form includes the following changes:
Once effective, the 9401 will be submitted upon admission as per pre-August 1, 2016 process. There is no change to the PASRR/LOC process and the submission of the 3697. Please note this form is only in draft and not to be used until we receive confirmation.
ODM is planning on hosting three live-trainings for the PAAs which will then be posted on the ODM website. ODM plans to offer a pre-recorded webinar for NFs and have it available on the website as well as sending it to the provider associations. The training will reference the new Report of Change Form but given the fact that the form is “owned” by another division of ODM the training will not focus on the ODM10203 form.
The new ODM10203 Report a Change Form is designed to be completed by the individual or authorized representative to communicate any change of information that needs to be submitted to the CDJFS. Prior to the institution of this form, there was no consistent state-level method of communication of changes in information that could potentially impact eligibility for all Medicaid recipients. The ODM10203 form includes information previously contained in sections 4 and 6 of the 9401. The NF completes the form only if the NF is the authorized representative. If the NF is not the authorized rep and the NF becomes aware of a change of income or resources for an individual that resides in their NF, then Ms. Hawkins stated that the NF can provide the ODM10203 form to the individual or authorized rep and notify the individual/authorized rep of their obligation to complete the form. A question was raised as to whether it was permissible for the NF that is not an authorized rep to complete the form on behalf of the individual to ensure continued Medicaid eligibility. Ms. Hawkins recommended that the question be raised in public comment as well as the need for training to be offered on the new form. Given the fact that this form is owned by another division in Medicaid, it will not go into clearance at the same time as the new 9401 form.
ODM will be updating OAC rules (5160-3-02 Provider agreement; and 5160-3-39 will be rescinded) that are related to the 9401 form.
In response to the question related to how will the CDJFS communicate changes in patient liability to the NF, Ms. Hawkins stated that providers should look at MITS. If there is a discrepancy between MITS and the information the provider has, then the provider needs to reach out to the CDJFS to resolve the discrepancy. ODM is continuing to work on the refinement of the 270//271 transaction set to include patient liability reporting.
LeadingAge Ohio will inform members of the effective date of the new 9401 form once confirmed. For questions, please contact Nisha Hammel at nhammel@leadingageohio.org