Uniform Screening Tool (MUST)

1 Version Revised 1/31/2011 Page 1 of 109 Uniform Screening tool ( must ) PASRR User Documentation Monday, January 31, 2011 Version 6. 4 Version Revised 1/31/2011 Page 2 of 109 This page intentionally left blank Version Revised 1/31/2011 Page 3 of 109 PREFACE The purpose of this manual is for the provision of information and instructional guidance to those providers who participate in the North Carolina Medicaid Uniform Screening Program (USP). It is designed to provide instructions for the understanding and completion of the Medicaid Uniform Screening tool ( must ) form related to the PASRR Only Screening .

2 Providers are responsible for familiarizing themselves with all Medicaid policies and procedures currently in effect as it relates to long term care services. The Division of Medical Assistance (DMA) publishes Medicaid General Bulletins the first working day of each month and Special Bulletins as needed, on their website. These publications contain important update information regarding Medicaid programs. For up-to-date news, providers should review these websites often. and Please note that throughout this document, privacy blocks have been placed within the screen shots to hide particular data for security reasons. Version Revised 1/31/2011 Page 4 of 109 Table of Contents Uniform Screening tool ( must ).

3 1 PASRR USER DOCUMENTATION .. 1 Monday, December 03, 2009 .. 1 CHAPTER 1: GETTING STARTED .. 7 PREREQUISITES .. 7 1. Computer with Internet Access .. 7 2. Email Account .. 7 3. Create your user login credentials .. 7 4. Login .. 7 5. Organization Registration .. 8 6. User Registration .. 8 CHAPTER 2: CREATING YOUR USER LOGIN CREDENTIALS .. 9 BUSINESS AND INDIVIDUAL USERS .. 9 STATE AND LOCAL GOVERNMENT USERS .. 9 WHAT IS NCID? .. 9 REGISTERING FOR AN NCID ACCOUNT .. 10 Retrieving your NCID User ID .. 18 Retrieving your NCID Password .. 21 CHAPTER 3: LOGGING INTO must .. 25 LOGGING IN (FIRST TIME USERS) .. 26 Requesting a Role: .. 26 LOGGING IN (NORMAL LOGIN).

4 31 LOGGING OUT .. 31 CHAPTER 4: ORGANIZATION TYPES AND USER ROLES .. 32 TYPES OF ORGANIZATIONS .. 32 Admitting Agency .. 32 Referring Agency .. 33 USER ROLES .. 33 Administrator .. 33 Screener .. 34 Tracker .. 35 Notification Viewer .. 35 CHAPTER 5: ORGANIZATION AND USER REGISTRATION .. 36 ORGANIZATION REGISTRATION .. 36 Version Revised 1/31/2011 Page 5 of 109 Confidentiality and Security Agreement Guidelines .. 40 USER REGISTRATION .. 41 Adding Additional User Roles After Initial User Registration .. 45 CHAPTER 6: ADMIN FUNCTIONS (ADMINISTRATORS ONLY) .. 46 HOW DO I BECOME AN ORGANIZATION ADMIN?.. 46 ADMINISTRATOR FUNCTIONS .. 46 Modify the Organization Details.

5 46 Display a List of Users .. 48 Approve User Roles .. 50 Delegating the Administrator Role: .. 52 Edit User Information .. 53 Activate/Deactivate a User Role .. 53 CHAPTER 7: Screening .. 54 IMPORTANT ANNOUNCEMENT: .. 54 Screening OVERVIEW .. 54 Screening PAGE .. 55 Screening Filter .. 55 Screening List .. 57 MY INBOX .. 58 Accessing Applicant Data .. 58 SUBMITTING A NEW SCREEN .. 61 Correcting Errors .. 64 Reviewing Screening Outcome / Results .. 65 Manual Review .. 66 Level II Referral .. 66 ATTACHMENTS .. 67 Adding Attachments .. 67 Attaching Files Using WinZip .. 69 TIME LIMITS AND AUTO POPULATING .. 72 Time Limits .. 72 Auto Populating .. 72 CHAPTER 8: NOTIFICATIONS.

6 73 PASRR LEVEL I DETERMINATION NOTICE .. 75 PASRR LEVEL II DETERMINATION NOTICE .. 75 PASRR LEVEL II REFERRAL NOTICE .. 75 CHAPTER 9: APPLICANT LOOKUP .. 76 ENTERING 3 IDENTIFIERS .. 77 ENTERING 2 IDENTIFIERS .. 79 ENTERING INVALID IDENTIFIERS .. 79 must ID S NOT IN YOUR ORGANIZATION .. 79 Version Revised 1/31/2011 Page 6 of 109 CHAPTER 10: APPLICANT TRACKING .. 80 IMPORTANT ANNOUNCEMENT: .. 80 WHAT IS APPLICANT TRACKING .. 80 TRACKING .. 80 Request PASRR Information .. 81 Admit New Applicant .. 82 Transfer Out .. 84 Transfer In .. 86 Discharge Applicant .. 88 Deceased applicant .. 89 CHAPTER 11: DUE PROCESS AND APPEALS 91 PURPOSE OF DUE PROCESS .. 91 APPEALS RIGHTS.

7 92 APPENDIX A: must OPERATING REQUIREMENTS .. 93 APPENDIX C: USEFUL TIPS FOR NAVIGATING THE Screening FORM .. 94 APPENDIX D: NCID COUNTY AGENCY SECURITY ADMINISTRATION .. 96 NCID Entity Information - Instructions Below .. 99 APPENDIX E: Screening REQUIREMENTS AND 100 WHO CAN BE A SCREENER .. 101 TRAINING REQUIREMENTS .. 101 Regional Training .. 101 On-line Training .. 102 Screening 102 must APPLICANT Screening HANDOUT .. 102 APPENDIX F: PASRR REQUIREMENTS AND PREREQUISITES .. 103 PASRR AUTHORIZATIONS .. 104 LEVEL II PROCESSES AND ECI (EARTHMARK CONSULTANTS, INC.) .. 104 APPENDIX G: GETTING HELP .. 106 LOGGING AN ISSUE, INCIDENT OR COMPLAINT .. 106 Filing a Complaint.

8 107 APPENDIX H: DEFINITIONS AND ACRONYMS .. 109 Version Revised 1/31/2011 Page 7 of 109 Chapter 1: Getting Started The NC must application is an online system and requires the end user to meet minimum hardware and software specifications as well as other prerequisites before access to the application can be granted. In order to gain access, please complete the following steps outlined below. More detailed information is available by selecting the associated links within each topic. Prerequisites 1. Computer with Internet Access To access the application, all users will need access to a personal computer with internet access. Please read must System Requirement for information related to your specific environment 2.

9 Email Account A valid email account is required for correspondence to be emailed through the must tool . If you do not have a company email account, free email accounts can be set up using many search vendors such as AOL, Google, Yahoo 3. Create your user login credentials Users must establish a user ID and password with the North Carolina Identity Management Service (NCID). The NCID Service is the standard identity management and access service provided to State, local, business and citizen users by the State of North Carolina. NCID enables its customers to achieve an elevated degree of security and access control to real time resources such as the must application.

10 Users can leverage the NCID service to: Create and Manage user accounts Provide user self-service functions such as self registration and password recovery Access to the must system will NOT be granted without an NCID. To create your user credentials, follow the instructions in Chapter 2: Creating your user login credentials 4. Login Once the user has created an account through NCID, the user name and password created will be used to log into the must application. To log in, please follow the instructions located in Chapter 3: Logging Into must (First Time Users) Version Revised 1/31/2011 Page 8 of 109 5. Organization Registration Each Organization will be required to register their business entity within the must application.