- How do I obtain a nurse registry check, as described in 906 KAR 1:100?
Agencies may call the Nurses Registry at (502) 429-3347 or 3300 if they need to check one or two names of people they would like to hire. The Nurses Registry's policy is that it will not verbally check on more than two people per facility, per day. If the agency has several people to check, it should fax a list of names with Social Security numbers to (502) 696-3957. The turn-around time is two weeks or less for faxed requests, and there is no charge for this information.
Each potential employee must be checked, even if s/he indicates that s/he is not a home health aide or a nurse aide. The listing is online listing at http://kbn.ky.gov/kbn/downloads/KNAR_list.pdf. Each page has a date on it and is updated daily. The provider may print the page where a person's name would be listed, if s/he is a nurse aide or home health aide, for proof that the agency checked. If a person is not currently, and never was, a nurse aide or home health aide, his/her name will not be on the list. If the agency obtains the information verbally, it should document this on the page and place it in the person's personnel record.
- How do I obtain a central registry check as described in 922 KAR 1:470?
Agencies should complete the "DPP-156, Central Registry Check" form and write in under the types of employment OTHER section: "SCL Provider Agency, 907 KAR 1:145." Because the registry check is required by our regulation, agencies do not need to request it through the Open Records mechanism. The form must be filled out completely, in blue or black ink, with no initials or abbreviations in place of names. Include any nicknames, married names, and middle names given at birth. Mail the two-page DPP-156 Central Registry Check, edition 12/05, to the address listed on the form. Forms should not be brought to Frankfort.
The agency should retain a copy of the form in its files for proof of its attempt to get this information. The office that manages these requests has indicated the turnaround time is ten days. As long as the agency has maintained a copy of the request in its personnel records, we will not cite the agency if the response is 14 days past the date of hire. However, the agency is responsible for securing the response. The cost of the request is $10.00 per person, payable to the Kentucky State Treasurer. Providers may request the form via email from Courtney.Murphy@ky.gov or via phone at (502) 564-3834. The form is also available from the DMR website.
- Are the Central Registry and the Nurse Aide Registry the same thing?
No.
- Do all potential employees need to have both registry checks?
Yes.
- Is Central Registry check still with the CAN system?
CAN is the acronym for Child Abuse/Neglect. It is listed that way on the Central Registry check form.
- Can you clarify the requirement that the agency "(i) Not employ or place an individual as a volunteer to transport an SCL recipient if the individual has a driving under the influence (DUI) conviction during the past year."
The agency may not allow an employee who has a DUI misdemeanor conviction within the past year to transport SCL recipients in any vehicle.
- Do employees hired prior to July 12, 2007, need to submit to the additional registry check requirements in the E-reg?
No, the regulation does not require it. If the agency is aware that it currently employs a person who is on either registry as having been substantiated against, it should seek legal advice on how it should proceed.
- If an agency discovers that a current employee has any of the convictions listed in the SCL regulation that would prohibit employment of staff who provide SCL services, is it expected to terminate employment?
Yes.
- Will the KRS 209 training be available online?
Yes. It can be accessed at https://ky.train.org/. The course ID# is 1010333.
- What are the qualifications for face-to-face trainers of required training?
Trainer criteria are listed in the SCL Manual and on the division's section of this website under SCL Training Levels.
- Is an employee required to have an official date of hire prior to receipt of a TB skin test?
Yes. The seven-day period allows the agency the opportunity to begin the employment and training of newly hired staff, if it so chooses. However, some agencies may have a policy that prohibits employment pending the results of the testing.
- Is the medication administration training required annually?
No, not at this time; however, new medication administration curriculum is currently being developed and this requirement will most likely change.
- What are the requirements for Case Management Training?
The required case management training is completely new training which requires completion of four online modules and one day of face-to-face training provided by division staff. This training will be offered every other month. Dates and locations will be listed on the Calendar of Events, and registration will be on https://ky.train.org/. New Case Managers hired after August 1, 2007, will be required to complete this training within six months from the date of hire. Current case managers will be encouraged to attend these training sessions as space permits.
- Can you clarify what this new requirement for the case manager note means: "Documentation of monthly contact with each chosen SCL provider which shall include monitoring of the delivery of services and the effectiveness of the assessment of needs and plan of care"?
Case managers are required to have monthly, face-to-face contact with an SCL recipient. In order to determine if a person is satisfied with his/her supports, feels safe in his/her environment, has received appropriate health care supports, and his/her personal outcomes are being achieved, case managers must monitor a variety of venues, to include actual observation and documentation of supports being provided. This information will be recorded in the summary note and should be frequently reviewed to ensure that the SCL recipient is satisfied with the supports provided.
- Is the MAP-10 form required with annual re-certifications?
No, it is required only with the new admission LOC certification.
- Is the MAP-351 any different from the MAP-351B? If so, is it available in electronic form?
The MAP-351 replaces the MAP-351B. Please go to the MAP forms website listed below for the form.
- Is an additional self-assessment required?
No, only the forms listed are required; however, any additional assessments tools may be used by agencies to enhance the person-centered planning process.
- Is the MAP-4102 Freedom of Choice form obsolete?
Yes, it is no longer used.
- Is the 001 form obsolete?
Yes, it is no longer used. All information will now be reported on the MAP-24C.
- What is the "Person Centered Planning: Guiding Principles" and where is this document available?
This is a one-page document available on this website.
- When should an initial MAP-351 be sent for a client who is new to SCL or to the agency?
The question has two answers: (1) When a person is new to the SCL waiver, the MAP 351 form is faxed to SHPS requesting LOC. (2) When a person is new to the agency and is currently enrolled in the SCL waiver, that action is considered a "Transfer," and a new MAP-351, MAP-109 and MAP-24C will be faxed.
- What is the website address for all the forms?
See "SCL Forms" in the Related Links box for links to Incident Report Forms, Medicaid (MAP) forms, Certification Forms, and General SCL Forms. You will also find links to the Department for Medicaid Services and SCL Regulation on the Legislative Research Commission (LRC) website.
- Does the regulation allow individuals who live in their own homes to receive respite services?
Yes, if the person is unable to independently administer self-care and respite is provided on a short-term basis due to absence or need for relief of an individual providing care to person.
- Is a list available of all the regulation changes?
Many of the changes have been addressed in this FAQ. The E-Regs show new information as underlined text, and changed or deleted information as lined-thru text. There is also a section at the end of the E-Reg entitled "Regulatory Impact Analysis and Tiering Statement" which details many of the significant changes. If you have further questions, please do not hesitate to email them to your Area Administrator.
- How much time will the state allow providers to incorporate the regulation changes into agency practices?
Agencies are expected to demonstrate that they have begun to implement the changes as soon as is practical. There is no set time frame for implementation. DMR is aware of the delays in the online availability of the regulations and will accommodate the providers accordingly. Agencies should contact their Area Administrator if they have questions about the regulations.
