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

ePOC Account Maintenance

*NOTE: ALL nursing facilities in Kentucky are required to create and maintain ePOC accounts.

The Electronic Plan of Correction (ePOC) application eliminates the need for paper-based communications between providers and OIG when reviewing plans of correction. After you have completed the request and activation of your ASPEN Web ePOC account the Statement of Deficiency (SOD) and Plan of Correction (POC) for certified nursing homes in Kentucky are available by logging into the CMSNet - Submission Access site.

There is additional information to request and activate your individual ASPEN Web ePOC account at the CMS ePOC Individual Access site. 

There is additional information for Multiple Facility / Corporate user access on the ePOC Multiple Facility / Corporate Access site.

It is highly recommended that your facility has at least two (2) people with ePOC access (a primary and backup person). Each facility is allowed up to 4 individual ePOC user accounts to access the SOD and submit POCs.

The ASPEN Web electronic Plan of Correction ePOC Facility Procedure Guide contains additional information for the active facility user about the ePOC procedures, reviewing posted SOD and survey related letters and submit/e-sign POC to state agency/regional office.

For MDS, ePOC and PBJ account changes and to update access complete the QIES (MDS/ePOC/PB) Corporate Access Request form. This form is completed to make the following account changes:

• Remove all access
• Remove only ePOC (electronic Plan of Correction) access
• Remove only PBJ (Payroll Based Journal) access
• Remove only MDS (Minimum Data Set) Submission access
• Increase user limit

Centers for Medicare & Medicaid Services (CMS) ASPEN Web ePOC account activity requirements:

• It is recommended you login to your ASPEN Web ePOC account every 30 to 40 days to ensure your account remains active by navigating to the ‘Survey List’ screen.
• After 60 days of inactivity the User ID is disabled.  
• After 90 days of inactivity the User ID is deleted, and you will have to register again to get a new User ID.

Additional information with screen shot for keeping your ASPEN Web ePOC account active can be viewed at ASPEN Web ePOC User Account Instruction.

ADDITIONAL RESOURCES:

• ePOC Provider Manual
• ePOC Provider Webinar and Hand Outs
• ePOC Account FAQs

For further assistance with User Registration, please contact the QTSO Help Desk at (888) 477-7876. 

MDS Training - NOW AVAILABLE!

Minimum Data Set training, hosted annually by the Kentucky Office of Inspector General and presented by Myers and Stauffer LC, is now available on TRAIN:

• OIG DHC MDS Webinar 1 Nursing Restorative Documentation October 2024 1124033
• OIG DHC MDS Webinar 2 Supportive Documentation Requirements Part 1 October 2024 1124035
• OIG DHC MDS Webinar 3 Supportive Documentation Requirements Part 2 and MDS Item Set Updates October 2024 1124037
• OIG DHC MDS Webinar 4 Section A Completion October 2024 1124039
• OIG DHC MDS Webinar 5 Section M Completion October 2024 1124040
• OIG DHC MDS Webinar 6 Chapter 6 PDPM October 2024 1124042

Note that last year's "Back to Basics" series is also still available!

• OIG DHC MDS RAI Manual Chapter 1 October 2023 1113709
• OIG DHC MDS RAI Manual Chapter 2 October 2023 1113710
• OIG DHC MDS RAI Manual Chapter 3 October 2023 1113711
• OIG DHC MDS RAI Manual Chapter 4 October 2023 1113712
• OIG DHC MDS RAI Manual Chapter 5 October 2023 1113713
• OIG DHC MDS RAI Manual Chapter 6 October 2023 1113714

The Kentucky Board of Nursing has approved contact hours for Kentucky RNs and LPNs upon completion, assessment, and evaluation of most individual sessions. Kentucky LTC Administrators will also receive contact hours.

Stay tuned! If you have any questions, you may contact Darlene.Cox@ky.gov.

Free Training for Nursing Facility Staff

The Center of Excellence for Behavioral Health in Nursing Facilities (COE-NF) was established by the Substance Abuse and Mental Health Services Administration (SAMHSA) and the Centers for Medicare and Medicaid Services (CMS). It provides mental health and substance use training, customized technical assistance and resources to certified Medicare and Medicaid nursing facility staff who care for residents with a variety of behavioral health conditions at absolutely no cost.

Check out resources today!

www.nursinghomebehavioralhealth.org

CMS Developed Global Public Health Emergency (PHE)

Grants Funds Still Available

CMS developed three applications to facilitate visitation and prevent the spread of COVID-19 infection. These one-time grants will continue beyond the PHE to allow all certified nursing facilities access to the products. CNFs can apply for all three programs for up to a total of $9,000.

Communicative Technology: Up to $3,000 for tablets and accessories to allow residents to communicate remotely with family and friends

Visitation I: Up to $3,000 for in-person visitation aids such as outdoor shelters and clear dividers

Visitation II: Up to $3,000 for portable fans and/or room air cleaners with HEPA filters (H-13, -14)

Want the funds but too busy for paperwork? We can help!

Contact Lena Mullins-Datko, CMP Grants Administrator, for assistance with applications at: Lena.mullinsdatko@ky.gov, CMPapplication_OIG@ky.gov, or (502) 564-5771.

For more details on the Kentucky CMP Reinvestment Fund and applications visit the Civil Money Penalty Funds - Cabinet for Health and Family Services website or contact Lena Mullins-Datko.

Division of Health Care Contact Information

Central Office

Carrie Storms, Director

Marissia Izlar, Assistant Director

Andrea Willhite, Assistant Director

275 E. Main St., 5E-A Frankfort, KY 40621

Phone: 502-564-7963

Fax: 502-564-6546

Western Enforcement Branch

Terri Gipson, Regional Program Manager

Samuel Ellsworth, Human Services Program Branch Manager

901 B South Main Street, Hopkinsville, KY 42240

Phone: 270-889-6052

Fax: 270-889-6089

Northern Enforcement Branch

Chuck Ballou, Regional Program Manager

Carmen Ferguson, Human Services Program Branch Manager

L & N Building 10-W, 908 W. Broadway, Louisville, KY 40203

Phone: 502-595-4958

Fax: 502-595-4540

Southern Enforcement Branch

Phyllis Monhollen, Regional Program Manager

Casey Shelley, Human Services Program Branch Manager

116 Commerce Ave., London, KY 40744

Phone: 606-330-2030

Fax: 606-330-2054

Eastern Enforcement Branch

Gae Vanlandingham, Regional Program Manager

Will Hendrickson, Human Services Program Branch Manager

455 Park Place, Suite 120A, Lexington, KY 40511

Phone: 859-246-2301

Fax: 859-246-2307

Kentucky's Top 10 Citations

for Nursing Homes

Health Care

Life Safety Code

Emergency Preparedness

Informal Appeal of Survey Findings

Every Long Term Care provider has the right to both an informal and formal appeal process following receipt of a completed Form CMS-2567. There are two informal appeal processes: Informal Dispute Resolution (IDR) and Independent IDR (IIDR).

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.

Please complete the Confidentiality Agreement and submit via email, fax, or mail to:

All certified nursing facilities are required to sign up for ePOC. Please 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.

Click here for the CMS security rules.

If your facility is not yet 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 contact Zakary Carter, ASPEN Coordinator, at Zakary.Carter@ky.gov.

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.

Regional Map

Contact Information

LTC Facility Self-Reported

Incidents & Complaints

Email addresses were 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. 

Cabinet for Health and Family Services

Office of Inspector General

Division of Health Care 

DHC Leadership Team:

Tricia Steward

Acting Inspector General

Carrie Storms

Director

Marissia Izlar

Assistant Director

Andrea Willhite

Assistant Director