Medicaid Transfer & Discharge Form, Process Updated by DSHS
DSHS issued a new Dear Provider Letter on June 10th. This letter outlines two updates that assisted living operators should implement to ensure notices are sent to the DSHS case managers in a streamlined and thorough manner. The optional Notice of Transfer or Discharge form has been updated as well.
CENTRALIZED NOTICE LOCATION
Effective immediately, a notice of transfer or discharge of a Medicaid resident must be sent to the Data Management System (DMS), not directly to the resident’s DSHS case manager. There are two different ways you can send the notice:
- Via fax at 885-635-8305; or
- Via mail to PO Box 45826 Olympia, WA 98599-5826
INCLUDE THE RESIDENT’S ACES ID NUMBER
For ease of tracking Medicaid residents’ transfers and discharges, the DSHS case managers requests you include the Medicaid resident’s ACES ID number in the notice of transfer or discharge. As a point of reference, the acronym “ACES” means Automated Client Eligibility System.
ACES IDs may be found on the resident’s CARE assessment details as well as their service summary. For both the CARE assessment details and the service summary you will find it in the upper right corner on the first page but also in the footer on all pages in the documents. A snippet from the bottom of the CARE assessment/service summary is below. An ACES ID may also be referred to as client ID.
WHCA has expressed concern with this new format, specifically sharing with DSHS staff that often times the staff person issuing a transfer notice may not have access to the resident’s ACES ID number. WHCA will be meeting with DSHS staff next week about this issue and will share any updates depending on the outcome of that meeting.
For questions, please email Vicki McNealley at the WHCA office.
