Long Term Care

Revised May 10, 2012

AREP screens for Long Term Care Cases

Institutions and services that do not need to be indicated on the AREP screen

The following facilities do not need to be listed on the AREP screen as notices are generated based on the provider number indicated on the INST screen in ACES.  Do not indicate these facilities on the AREP screen in ACES:

1. Nursing Facilities
2. State veteran nursing facilities
3. Hospice Care Centers (link includes Hospice Agencies and Care Centers)
4. Hospice  Agencies when client is residing in a nursing home.
5. DDD ICF-MR:
   1. Barclay Group Home
   2. Bedford Group Home
   3. Brookhaven Group Home
   4. Camelot Group Home
   5. Carlton Group Home
   6. Lincoln Park Group Home
6. HCS Waiver or MPC services case managed by HCS or AAA do not need to be listed on the AREP screen.  These notices are generated to the HCS SW or AAA CM electronically via the barcode system.  The HCS SW and AAA CM receives the notice via their ECR To Do list.  The HCS SW or AAA CM makes necessary changes to SSPS based on the notice received   The DSHS 14-443 indicates who is case managing the case. * The only exception to this is HCS Services via an Healthcare for Workers with Disability program (HWD).  Notify the HCS SW or AAA CM if the HWD case is closed.  Once HWD is supported by the ACES system, the HCS SW or AAA CM will receive automated notices. 

Institutions or Services that DO need to be indicated on the AREP screen

In addition to the client representative and advocates, facilities or case managers need to be indicated on the AREP screen for correct payment and billing.  The billing for DDD Waivers and MPC occurs through SSPS, Hospice agencies that must claim participation for in home hospice services or state institutions that bill through Financial Service Administration (FSA).  

1. DDD Waiver and MPC  services do need to have the DDD CM on the AREP screen.  At this time, DDD case managers do not have a To Do list capability in Barcode.  A notice must be sent to the DDD case manager as eligibility for the Waiver or MPC services are based on the Medicaid eligibility including Waiver participation.  The DDD case manager must always receive a notice if Medicaid closes as the authorized services is tied to Medicaid eligibility. 
2. Hospice outside of a nursing facility or Hospice Care Center when a client is receiving Hospice outside of a medical institution and not on a DDD or HCS Waiver.  Link has additional information about Hospice  including the Hospice Care Center addresses. 
3. Washington Medicaid Integrated Partnership (WMIP)  -Snohomish County.  Link has additional instructions regarding the AREP screen.
4. New Freedom-King Co. Link has additional instructions regarding the AREP screen.  Scroll down to New Freedom instructions.
5. Program of All-Inclusive Care for the Elderly  (PACE) - King Co.  On the AREP screen indicate:  Providence ElderPlace Attn:  PEP Biller PO Box 389672 Seattle WA  98138-9672
6. The following services in state owned institutions must indicate DSHS Financial Services Administration Office of Financial Recovery PO Box 9768 Olympia WA  98507 on the AREP screen for correct billing:  (FSA link )
   1. Fircrest School Shoreline, Washington (DDD Residential Habilitation Centers- RHC)
   2. Frances Haddon Morgan Center, Bremerton, Washington (DDD RHC)
   3. Lakeland Village Medical Lake, Washington (DDD RHC)
   4. Rainier School  Buckley, Washington (DDD RHC)
   5. Yakima Valley School Selah, Washington (DDD RHC)
   6. Eastern State Hospital, (Institution for the Mental Disease-IMD)
   7. Western State Hospital, (IMD)
   8. Child Study and Treatment Center

It is important to update the information on the AREP screen if the client changes services.  (Example DDD client at RHC discharges home to a DDD Waiver).

Remove this information from the AREP screen once a client no longer is receiving long-term care or MPC services from the department.