You're receiving this email because of your relationship with the Office of Inspector General, Division of Health Care. Thank you for your continued commitment to serving the citizens of our Commonwealth!
Cabinet for Health and Family Services
Office of Inspector General
Division of Health Care
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Long Term Care Provider Newsletter
September 2021
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Federal funding that supports the CFHS Long Term Care Surveillance COVID Testing Program expires at the end of the calendar year. Alternate methods for meeting the testing requirements of CMS will be up to each provider.” |
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Electronic Plan of Correction
for Certified Nursing Homes
The Electronic Plan of Correction (ePOC) application was initiated in Kentucky on June 1, 2016. The ePOC application eliminates the need for paper-based communication between Certified Nursing Home providers and the Office of Inspector General, Division of Health Care, when submitting and reviewing plans of correction. Once providers complete the ePOC enrollment process, they can begin accessing the CMS-2567 Statement of Deficiencies (SOD) and enter their Plan of Correction (POC) via the secure website created by CMS.
Kentucky currently has 162 certified nursing facilities utilizing ePOC. Participation was voluntary; however, our CMS Atlanta location has requested we no longer offer two options for submitting the POC. Therefore, it will be mandatory for all remaining Certified Nursing Homes to enroll in ePOC by January 1, 2022.
Instructions and training information links are available on the OIG website. Our staff will provide technical support to assist providers when needed to walk through process. The contact information is located in the ePOC Accounts section of this newsletter.
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Residents' Rights Month October 2021
Residents’ Rights Month is an annual event celebrated nationally in October to honor residents living in all long-term care facilities. It is a time for celebration and recognition offering an opportunity for every facility to focus on and celebrate awareness of dignity, respect and the value of each individual resident.
The 2021 Residents’ Rights Month theme, “Reclaiming My Rights, My Home, My Life,” acknowledges the impact of this past year on residents and highlights the need for residents’ rights to be recognized, recovered, and reasserted. It emphasizes the recognition of the long-term care facility as the residents’ home, and the importance of residents reclaiming their own lives. The theme focuses on raising awareness of federally mandated residents’ rights while also underscoring the need for dignity and self-determination of all residents.
Residents are invited to get creative by participating in this year’s Resident’s Voice Challenge. The Resident’s Voice Challenge is an opportunity for long-term care consumers to respond to and reflect on this year’s theme - Reclaiming My Rights, My Home, My Life. Creative writing and artistic expression are meaningful and compelling ways to highlight the importance of residents’ rights and how these rights can be carried out in all long-term care settings. For more information on the contest visit the 2021 Resident's Rights Challenge page.
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Opportunity for Visitation Aids and Communicative
Technology Assistance Still Available
The Civil Money Penalty Nursing Home Visitation Aid Grant is still available for all certified nursing homes that have not already received the assistance. This grant allows up to $3,000 to purchase the following items to aid in visitation for residents as a result of the state of emergency due to COVID-19:
- tents or other shelter for outdoor visitation (purchase and/or rental)
- clear dividers (e.g., Plexiglas or similar product) to create a physical barrier to reduce the risk of transmission during in-person visits
Previously unallowed aids that are now allowable include:
- outdoor furniture
- portable air conditioning or heating units
- lighting systems
- infrared temperature scanners
The Civil Money Penalty Nursing Home Communicative Technology Grant is still available for all nursing homes that have not already received the assistance. This grant allows up to $3,000 to help with the expenses of certain communication devices and accessories allowing residents to communicate remotely due to COVID-19 restrictions. Examples of allowable communicative technologies and accessories include:
Devices
- iPad or iPad Mini
- Amazon Echo Show
- Kindle Fire
- Microsoft Surface
- Samsung Galaxy Tablet
- Facebook portal
Accessories
- Protective covers that can be cleaned and disinfected
- Assistive/adaptive equipment
- Tripods (floor or tabletop)
- Headphones
- Tablet cleaning and disinfection products that are in accordance with recommendations of the device manufacturer.
Certified nursing facilities are encouraged to apply for both grants if they have not already done so. Facilities that previously had applications denied due to unallowed items, that are now allowed, may be eligible to reapply. Application forms and additional information for both grants can be found on the Office of Inspector General’s Civil Money Penalty Funds website. For questions regarding these funds, the applications, or if your facility is able to reapply, please contact Lena Mullins-Datko, CMP Grant Administrator, at lena.mullinsdatko@ky.gov.
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FREE to Kentucky Nursing Homes:
The Virtual Dementia Tour® Dementia Training Program
In January 2020, the Kentucky Office of Inspector General announced that Second Wind Dreams® (SWD®) has been approved by the Centers for Medicare and Medicaid Services (CMS) to use Civil Money Penalty (CMP) funding in 125 Kentucky skilled nursing homes. The project assists nursing home staff to improve care for dementia residents by providing hands-on, experiential training using the patented Virtual Dementia Tour® (VDT®). The VDT has been scientifically proven to build a greater understanding of dementia using sensory tools and instructions.
A Second Wind Dreams Certified VDT Trainer will train designated nursing home contacts to conduct the VDT for their staff, as well as evaluate care staff and document improvements in caregiving. Once the training is complete, the nursing home may conduct the VDT as often as they like for their staff. Some choose to offer it as part of their new employee orientation. With some additional training, they can also invite family members and the public to their community to experience the VDT.
For more information and to apply:
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SNF QRP Risk Adjustment Appendix File
and ICD-10 HCC Crosswalks Now Available
An update to the Skilled Nursing Facility Quality Reporting Program (SNF QRP) Risk Adjustment Appendix File is now available. This document has been updated to reflect the risk adjustment coefficients for quality measure calculation to be used in conjunction with the SNF QRP Measure Calculations and Reporting User’s Manual (Version 3.0) and its corresponding addendum (Version 3.0.1). Additionally, the ICD-10 Hierarchical Condition Category (HCC) Crosswalks for SNF Mobility (NQF #2634 and #2636) and Self Care (NQF #2633 and #2635) functional outcome measures are available. These files can all be accessed on the SNF Quality Reporting Measures Information website.
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jRAVEN v1.7.8
The Resident Assessment Validation and Entry System (jRAVEN) was developed by the Centers for Medicare & Medicaid Services (CMS). jRAVEN is a free Java based software application which provides an option for facilities to collect and maintain MDS Assessment data for subsequent submission to the appropriate state and/or national data repository. jRAVEN displays the MDS Item Sets similar to the paper version of the forms. Please consult the jRAVEN Installation and User Guides for additional information.
jRAVEN v1.7.8 is now available for download under the Downloads section at the bottom of the MDS 3.0 Technical Information site. Users do not need a previous version of jRAVEN to download, install or use jRAVEN v1.7.8.
jRAVEN v1.7.8 includes the following enhancements:
The new MDS VUT, v3.6.0, updated to support the new ICD Code files that are in effect as of 10/1/2021, as well as the removal of the Section S items for the state of Vermont.
The new PDPM Grouper, v2.0000, updated to include the ICD codes that are effective 10/01/2021.
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Java PDPM Grouper, v.2.0
An update to the FINAL version of the Java PDPM Grouper, v.2.0 has been posted in the Downloads section of the MDS 3.0 Technical Information site. This update to the PDPM package is to enable vendor direct integration with the jars through a provided batch script and to update the snf-2.0.0-qa-test.jar file. Users can reference the readme.txt within the jars/directory for more details. Note that all other jars remained the same.
The PDPM Grouper JAR Package V2.0 technical documentation was updated with the correct email address for vendor support questions. Also, the note regarding logic updates to the NTA Comorbidity Score Calculation for the MDS 1040 Items refers to a change in the GROUPER logic that was made in January 2021 to correct a technical error that allowed two points to be added to the total NTA score instead of one point as originally intended by the PDPM coding logic. While this technical error affected very few stays (0.075%) from October 2019 to December 2020, a description of the logic change was not included in the documentation when the revised GROUPER DLL was posted in January 2021. The coding logic contained in the current production GROUPER since January 2021 and in the Java GROUPER that is effective October 2021 should be utilized from this point forward.
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Kentucky's Top 10 Citations
for Nursing Homes
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Informal Appeal of Survey Findings
Interested in Serving on an IDR Panel?
Kentucky requires one member of the IDR panel to be "a person currently engaged in the provision of Long Term Care services who has no affiliation with the provider disputing a deficiency." Typically, a Long Term Care Administrator is on each IDR panel. There is no payment or travel reimbursement for an Administrator serving on a panel. Administrators will be rotated. If a Long Term Care Administrator is interested in serving on a panel, a confidentiality statement must be signed prior to the participation in the first IDR panel.
Chrystal Daugherty, IDR/IIDR Coordinator
Office of Inspector General
116 Commerce Ave.
London, KY 40744
Fax: (606) 330-2054
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MDS/RAI CONTACT INFORMATION
For questions regarding MDS Assessment, Coding, Transmission or
Please do not send any identifiable patient information through e-mail. This includes patient names, SSNs, dates of birth, or any other data items considered identifiers or Protected Health Information (PHI) under HIPAA. Please redact any PHI prior to sending.
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Is your certified nursing facility signed up for ePOC? If so, be diligent about keeping your account and password up to date. All correspondence is handled in the ePOC system, including the plan of correction. Furthermore, if there is a change in administrator, it is incumbent upon the facility to update the system.
If your facility is not signed up, see the Account Setup instructions.
Not sure if your facility has any ePOC accounts or have other questions? E-mail ePOC.Support@ky.gov or call Rhonda Littleton-Roe at 502-564-7963 x.3300.
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Have you notified your residents?
Click the link below to download and/or print the contact list for various agencies.
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Which Branch is Serving You?
To provide the highest level of service, the Division of Health Care operates through four regional offices. Knowing the appropriate Branch to contact with questions and concerns will ensure you receive maximum service in minimum time. Review links below for detailed information.
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CMS Survey and Certification memoranda, guidance, clarifications and instructions to State Survey Agencies and CMS Regional Offices.
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Transfer/Discharge Hearing Appeals
Please submit your requests for transfer/discharge hearing appeals to Secretary Eric C. Friedlander, Cabinet for Health and Family Services, by emailing:
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LTC Facility Self-Reported
Incidents & Complaints
New email addresses have been established for communications regarding LTC Facility Self-Reported Incidents and for use by residents and the general public to report possible violations of regulatory requirements. Click Here for the email addresses and additional contact information.
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Quality, Safety & Education Portal
CMS's QSEP provides the full curriculum of surveyor training and guidance on health care facility regulations. All training is available on-demand on a top-notch self-service portal. 24/7 access means you have the freedom to learn what you want, where you want, when you want.
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Employment Opportunities
To search and apply for positions within the Office of Inspector General, please visit the Kentucky Personnel Cabinet's web page by clicking below.
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DHC Leadership Team:
Inspector General
Deputy Inspector General
Director
Assistant Director
Vacant
Assistant Director
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Want to Sign Up for This Newsletter?
If you have received a copy of this newsletter from a friend or co-worker, you can click here and enter your information to join our mailing list, or contact MelissaD.Richard@ky.gov.
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Commonwealth of Kentucky | Office of Inspector General | 275 East Main St., Frankfort, KY 40621 |
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The Office of Inspector General is the regulatory and licensing agency for all health care, day care and long-term care facilities and child adoption/child-placing agencies in the commonwealth.
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