Provider Notice Issued 04/29/2021

Date:    April 29, 2021                                                                                 

To:      LongTerm Care Facilities - Nursing Facilities (NF), Intermediate Care Facilitiesfor Individuals with Intellectual Disabilities (ICF/IID), Supportive LivingProgram (SLP), Medically Complex for the Developmentally Disabled Facilities(MC/DD) and Specialized Mental Health Rehabilitation Facilities (SMHRF)

Re:      Departmentof Human Services Utilization of the Central Scanning Unit for Long Term CareProviders Effective April 26, 2021

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 In the Provider Notice dated 02/14/20, LTC providers were notified of the newABE Partner Portal for uploading documents directly to the resident’s caserecord. The ABE Partner Portal continues to be the preferred mode of documentsubmission.

Additionalinformation regarding the use of the ABE Partner Portal can be found on theHealthcare and Family Services Long Term Services and Supports webpage underthe section entitled Materials for Providers on Using the ABE Partner Portalat: 

https://www.illinois.gov/hfs/MedicalProviders/ltss/ltc/Pages/default.aspx

The guidanceprovided below is not intended to replace the use of the ABE Partner Portal.LTC providers should continue to upload scanned documents directly to theresident’s case record using the ABE Partner Portal when possible.

Inorder to avoid duplication, improve efficiency and ensure attachment to theappropriate resident case record, LTC providers should utilize only the ABEPartner Portal or the CSU LTC to submit documentation.  Documentation should not be emailed ormailed directly to the DHS MFO Offices.  

TheDepartment of Human Services (DHS) will be utilizing the Central Scanning Unit(CSU) Datacap for Long Term Care (LTC) providers beginning April 26, 2021. Ifthe LTC provider is not able to utilize the ABE Partner Portal, they should faxdocuments to CSU LTC at (217) 557-4965.

Submissionsthrough the CSU LTC will automatically be inserted into the Datacap forprocessing. This feature allows for documents to be faxed and directly uploadedto the resident’s electronic case record. This feature will also reduce theconnection time and costs associated with faxing documentation.  

Thebelow criteria and instructions should be similar for users of Xerox AltaLinkSeries Multifunction Printers. Users of other multifunction printer models mayneed to contact their vendor for instructions to set up Batch Send.  

1. Thefax machine setting needs to be set to double (2) sided
2. Batchesneed to be no more than 100 pages
   
   1. ​​​​​​Nomore than 100 pages if single (1) sided
   2. Nomore than 50 pages if double (2) sided
3. Thecustomer’s name and IES case number should be written on the first page of thedocument submitted. 
   
4. Documentsfrom 2 or more cases should not be submitted together in the same submission.
   
5. Thefax machine setting needs to be set for Batch Send.  See instructions for Setting Outgoing FaxDefaults below.
   

SETTINGOUTGOING FAX DEFAULTS

​​​1.   Fromthe control panel touch screen, select Device;

2.   SelectTools;

3.   SelectApp Settings → Fax App;

4.   SelectOutgoing Fax Defaults;

5.   BatchSend

The BatchSend feature allows LTC providers to send multiple fax jobs to a singledestination during a single fax transmission session.

1.On the Outgoing Fax Defaults screen, select Batch Send;

2.To enable Batch Send, select Disabled;

3.​Select OK.

If the LTC provideris unable to configure the Batch Send process on a fax machine, theywill need to wait until they get a confirmation page from a fax prior tosending another one to avoid issues with more than one set of documents fromdifferent cases coming into Datacap together.

Please contact the Bureau of Long Term Care toll free at (844)528-8444 with questions regarding this notice.                                          

 KellyCunningham

Medicaid Administrator   ​