Provider Notice Issued 04/29/2021

To:      Long Term Care Facilities - Nursing Facilities (NF), Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICF/IID), Supportive Living Program (SLP), Medically Complex for the Developmentally Disabled Facilities (MC/DD) and Specialized Mental Health Rehabilitation Facilities (SMHRF)

Re:      Department of Human Services Utilization of the Central Scanning Unit for Long Term Care Providers Effective April 26, 2021

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 In the Provider Notice dated 02/14/20, LTC providers were notified of the new ABE Partner Portal for uploading documents directly to the resident’s case record. The ABE Partner Portal continues to be the preferred mode of document submission. 

Additional information regarding the use of the ABE Partner Portal can be found on the Healthcare and Family Services Long Term Services and Supports webpage under the section entitled Materials for Providers on Using the ABE Partner Portal at: 

https://www.illinois.gov/hfs/MedicalProviders/ltss/ltc/Pages/default.aspx

The guidance provided below is not intended to replace the use of the ABE Partner Portal. LTC providers should continue to upload scanned documents directly to the resident’s case record using the ABE Partner Portal when possible. 

In order to avoid duplication, improve efficiency and ensure attachment to the appropriate resident case record, LTC providers should utilize only the ABE Partner Portal or the CSU LTC to submit documentation.  Documentation should not be emailed or mailed directly to the DHS MFO Offices.   

The Department of Human Services (DHS) will be utilizing the Central Scanning Unit (CSU) Datacap for Long Term Care (LTC) providers beginning April 26, 2021. If the LTC provider is not able to utilize the ABE Partner Portal, they should fax documents to CSU LTC at (217) 557-4965. 

Submissions through the CSU LTC will automatically be inserted into the Datacap for processing. This feature allows for documents to be faxed and directly uploaded to the resident’s electronic case record. This feature will also reduce the connection time and costs associated with faxing documentation.   

The below criteria and instructions should be similar for users of Xerox AltaLink Series Multifunction Printers. Users of other multifunction printer models may need to contact their vendor for instructions to set up Batch Send.  

1. The fax machine setting needs to be set to double (2) sided
2. Batches need to be no more than 100 pages
   
1. ​​​​​​No more than 100 pages if single (1) sided
2. No more than 50 pages if double (2) sided
3. The customer’s name and IES case number should be written on the first page of the document submitted. 
   
4. Documents from 2 or more cases should not be submitted together in the same submission.
   
5. The fax machine setting needs to be set for Batch Send.  See instructions for Setting Outgoing Fax Defaults below.
   

SETTING OUTGOING FAX DEFAULTS

​​​1.    From the control panel touch screen, select Device;

2.    Select Tools;

3.    Select App Settings → Fax App;

4.    Select Outgoing Fax Defaults;

5.    Batch Send

The Batch Send feature allows LTC providers to send multiple fax jobs to a single destination during a single fax transmission session.

1. On the Outgoing Fax Defaults screen, select Batch Send;

2. To enable Batch Send, select Disabled;

3. ​Select OK.

If the LTC provider is unable to configure the Batch Send process on a fax machine, they will need to wait until they get a confirmation page from a fax prior to sending another one to avoid issues with more than one set of documents from different cases coming into Datacap together. 

Please contact the Bureau of Long Term Care toll free at (844) 528-8444 with questions regarding this notice.                                          

 Kelly Cunningham

Medicaid Administrator   ​