Short Stay

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Short Stay

Revised March 7, 2008

What is a short stay?

How long can a short stay be?

When is it appropriate to enter short stay data?

How do I enter short stay data?

What if the short stay spans multiple months?

How is participation assigned to a short stay provider?

How do I view participation assigned to a short stay provider?

What is a short stay?

A short stay is when a medical client is institutionalized or elects Hospice Services for a short time frame. See EAZ Manual LTC Definitions.

Generally, financial workers learn about short stays after they have ended and the clients have returned to their regular living situation.

How long can a short stay be?

Clients who meet Institutional criteria may have a short stay that spans a maximum of 60 consecutive days. See WAC 388-513-1320 Determining institutional status for long-term care (LTC) services.

Clients who meet non-institutional criteria in a TANF or RF AU may have a short stay that spans a maximum of 90 consecutive days.

All other non-institutional clients (including GA clients) may have a short stay which spans a maximum of 29 consecutive days.

These limits apply to an individual stay or to multiple consecutive stays:

For example: If a Non-Institutional MA/S02 client has a short stay from January 10th through February 2nd, the stay would be allowed. However, if the worker tried to enter another short stay from February 3^rd through February 20^th, the second entry would not be allowed because the total time is greater than the 29 day maximum for that category of AU. If there was a one day break (the second stay begin February 4^th), then the second stay would be allowed.

For more information, see EAZ Manual - LTC Eligibility Requirements, Worker Responsibilities and Inpatient Mental Health and Retardation Facilities, and WAC 388-454-0015 Temporary absence from the home.

When is it appropriate to enter short stay data?

Short stay data can only be entered:

For active medical recipients.

After the short stay has ended.

In a historical month.

For stays in a medical institution and for hospice services.

An institutional stay should only be entered as a short stay when the client has not discharged from their current setting.

Example of a temporary stay that is a short stay:

Client resides in a nursing facility, has a fall and is hospitalized for two weeks. After the hospital stay, the client returns to the same medical facility.

Example of a temporary stay that is not a short stay:

Client resides in a nursing facility, and has a medical condition requiring hospitalization. The client discharges from the nursing facility and enters the hospital. After two weeks, the client enters a new nursing facility. Although the client was only in the hospital for 14 days, it should be entered on the INST screen rather than the STAY screen because the client had discharged from the nursing facility.

How do I enter short stay data?

From AMEN, enter the AUID and month the short stay began.

Call up the STAY screen.

The STAY screen does not come up in the regular screen flow.

To call up STAY, press the <Home> key and type “STAY” in the upper right corner of the current page.

On the STAY screen:

Enter the Short Stay Living Arrangement type in the Liv Arr field. See <F1> Help.

Enter the Short Stay Institution or HCBS type in the Type INST/HCBS field. See <F1> Help.

Only Institutions from the Medical Facility subset can be entered.

The only allowable HCBS type is H – Hospice.

Enter the Provider Identification number in the Provider ID field, if appropriate.

The provider ID number is required for HCBS type H – Hospice, and for all medical facilities other than HS-Hospital, IM-IMD, and MR-IMR.

Provider IDs can be accessed via MMEN <F20>.

Enter the Entry and Leave dates in the Stay Dates fields.

The Entry Date must fall within the benefit month being processed.

The Leave Date cannot be prior to the Begin Date and cannot be a future date. The leave date can be a future benefit month, as long as it does not exceed the short stay time limit for the program.

When multiple stays exist, the dates cannot overlap, with the following exceptions:

The Leave Date of one short stay can be equal to the Entry Date of the next stay.

Hospice Services as a short stay can be coded concurrently with an Institutional stay when the client has elected Hospice Services while in an Institution.

The Hospice Service (HCBS = H) data must be entered as a separate entry from the Institutional data in order to capture rates for each provider.

Enter the Payment Authorization Date in the Pymt Auth Dt field if appropriate.

If no Pymt Auth Dt is entered, no participation will be assigned to the Short Stay Provider.

Enter the daily state rate in the State Rate field.

This field is required for all clients who meet institutional criteria. See WAC 388-513-1320 Determining institutional status for long-term care (LTC) services.

Repeat steps above for each short stay.

Call DONE and commit the data.

ACES will generate the following letters for authorized short stays:

For C, K, or L-track clients – Either Letter 002-17 (Approval for LTC Services) or Letter 002-18 (Approval for Hospice Services) based on the type of stay.

For non-institutional and I-track clients - Letter 002-32 (Approval for Short Stays).

This letter will be addressed to the client for whom the short stay was entered, regardless of the client's age and whether or not the client is the HOH.

This letter will not be generated for Hospital short stays unless there are concurrent Hospice services for the short stay.

This letter will only be viewable in aces.online by workers from the Foster Care Unit when it is generated for a D01or D02 AU.

A separate letter will be generated for each individual stay, unless the stays are for the same provider.

What if the short stay spans multiple months?

When a short stay spans multiple months, the stay must be entered in the month in which the stay begins.

The short stay data does not have to be re-entered in the following months.

Eligibility must be manually recalculated (via the Elig Recalc indicator on MISC screen in order to recalculate participation for each month impacted by the stay.

How is participation assigned to a short stay provider?

ACES calculates client responsibility based on data entered on STAYscreen and clients regular circumstances.

Participation is only assigned to short stays with a Payment Authorized Date entered.

Participation is assigned first to providers entered on the INST screen and if there is any remaining participation, it will then be assigned to the short stay provider(s).

How do I view participation assigned to a short stay provider?

To view participation assigned to a short stay provider, take the following steps:

From the AMEN, enter the CLID and the benefit month the short stay began.

Call up the STAY screen.

On the STAY screen, enter [Y] in the Sel field next to the specific short stay.

Press <F13> and the SSCC screen displays.

The SSCC screen will display the following fields for up to 3 benefit months, depending on the number of months spanned by the stay: Room & Board, Third Party Resources, Participation, and Total Payment

Short Stay
Revised March 7, 2008

What is a short stay? How long can a short stay be? When is it appropriate to enter short stay data? How do I enter short stay data? What if the short stay spans multiple months? How is participation assigned to a short stay provider? How do I view participation assigned to a short stay provider?
What is a short stay? A short stay is when a medical client is institutionalized or elects Hospice Services for a short time frame. See EAZ Manual LTC Definitions. Generally, financial workers learn about short stays after they have ended and the clients have returned to their regular living situation. How long can a short stay be? Clients who meet Institutional criteria may have a short stay that spans a maximum of 60 consecutive days. See WAC 388-513-1320 Determining institutional status for long-term care (LTC) services. Clients who meet non-institutional criteria in a TANF or RF AU may have a short stay that spans a maximum of 90 consecutive days. All other non-institutional clients (including GA clients) may have a short stay which spans a maximum of 29 consecutive days. These limits apply to an individual stay or to multiple consecutive stays: For example: If a Non-Institutional MA/S02 client has a short stay from January 10th through February 2nd, the stay would be allowed. However, if the worker tried to enter another short stay from February 3^rd through February 20^th, the second entry would not be allowed because the total time is greater than the 29 day maximum for that category of AU. If there was a one day break (the second stay begin February 4^th), then the second stay would be allowed. For more information, see EAZ Manual - LTC Eligibility Requirements, Worker Responsibilities and Inpatient Mental Health and Retardation Facilities, and WAC 388-454-0015 Temporary absence from the home. When is it appropriate to enter short stay data? Short stay data can only be entered: For active medical recipients. After the short stay has ended. In a historical month. For stays in a medical institution and for hospice services. An institutional stay should only be entered as a short stay when the client has not discharged from their current setting. Example of a temporary stay that is a short stay: Client resides in a nursing facility, has a fall and is hospitalized for two weeks. After the hospital stay, the client returns to the same medical facility. Example of a temporary stay that is not a short stay: Client resides in a nursing facility, and has a medical condition requiring hospitalization. The client discharges from the nursing facility and enters the hospital. After two weeks, the client enters a new nursing facility. Although the client was only in the hospital for 14 days, it should be entered on the INST screen rather than the STAY screen because the client had discharged from the nursing facility. How do I enter short stay data? From AMEN, enter the AUID and month the short stay began. Call up the STAY screen. The STAY screen does not come up in the regular screen flow. To call up STAY, press the <Home> key and type “STAY” in the upper right corner of the current page. On the STAY screen: Enter the Short Stay Living Arrangement type in the Liv Arr field. See <F1> Help. Enter the Short Stay Institution or HCBS type in the Type INST/HCBS field. See <F1> Help. Only Institutions from the Medical Facility subset can be entered. The only allowable HCBS type is H – Hospice. Enter the Provider Identification number in the Provider ID field, if appropriate. The provider ID number is required for HCBS type H – Hospice, and for all medical facilities other than HS-Hospital, IM-IMD, and MR-IMR. Provider IDs can be accessed via MMEN <F20>. Enter the Entry and Leave dates in the Stay Dates fields. The Entry Date must fall within the benefit month being processed. The Leave Date cannot be prior to the Begin Date and cannot be a future date. The leave date can be a future benefit month, as long as it does not exceed the short stay time limit for the program. When multiple stays exist, the dates cannot overlap, with the following exceptions: The Leave Date of one short stay can be equal to the Entry Date of the next stay. Hospice Services as a short stay can be coded concurrently with an Institutional stay when the client has elected Hospice Services while in an Institution. The Hospice Service (HCBS = H) data must be entered as a separate entry from the Institutional data in order to capture rates for each provider. Enter the Payment Authorization Date in the Pymt Auth Dt field if appropriate. If no Pymt Auth Dt is entered, no participation will be assigned to the Short Stay Provider. Enter the daily state rate in the State Rate field. This field is required for all clients who meet institutional criteria. See WAC 388-513-1320 Determining institutional status for long-term care (LTC) services. Repeat steps above for each short stay. Call DONE and commit the data. ACES will generate the following letters for authorized short stays: For C, K, or L-track clients – Either Letter 002-17 (Approval for LTC Services) or Letter 002-18 (Approval for Hospice Services) based on the type of stay. For non-institutional and I-track clients - Letter 002-32 (Approval for Short Stays). This letter will be addressed to the client for whom the short stay was entered, regardless of the client's age and whether or not the client is the HOH. This letter will not be generated for Hospital short stays unless there are concurrent Hospice services for the short stay. This letter will only be viewable in aces.online by workers from the Foster Care Unit when it is generated for a D01or D02 AU. A separate letter will be generated for each individual stay, unless the stays are for the same provider. What if the short stay spans multiple months? When a short stay spans multiple months, the stay must be entered in the month in which the stay begins. The short stay data does not have to be re-entered in the following months. Eligibility must be manually recalculated (via the Elig Recalc indicator on MISC screen in order to recalculate participation for each month impacted by the stay. How is participation assigned to a short stay provider? ACES calculates client responsibility based on data entered on STAYscreen and clients regular circumstances. Participation is only assigned to short stays with a Payment Authorized Date entered. Participation is assigned first to providers entered on the INST screen and if there is any remaining participation, it will then be assigned to the short stay provider(s). How do I view participation assigned to a short stay provider? To view participation assigned to a short stay provider, take the following steps: From the AMEN, enter the CLID and the benefit month the short stay began. Call up the STAY screen. On the STAY screen, enter [Y] in the Sel field next to the specific short stay. Press <F13> and the SSCC screen displays. The SSCC screen will display the following fields for up to 3 benefit months, depending on the number of months spanned by the stay: Room & Board, Third Party Resources, Participation, and Total Payment