Provider Notice Issued 10/18/2018

Date:  10/18/18                                                        
 
To:     Long Term Care (Nursing Facilities, Intermediate Care Facilities for Individuals with Intellectual Disabilities, Specialized Mental Health Rehabilitation Facilities and Supportive Living Facilities)
 
Re:     Posting of Admission Transaction Audit Numbers (TANs) and Status Codes
______________________________________________________________________
 
The Department of Healthcare and Family Services (HFS) will begin posting a list of admission Transaction Audit Numbers (TANs), in Julian date order from 2015 to present, to the HFS website. They will be listed in pdf format by year and located on the Long Term Care Changes page. The lists will be updated weekly and provide the current status of the submitted admission transaction.
 
Below is a list of admission TAN status codes with a brief description for transactions entered into the Medical Electronic Data Interchange (MEDI) system. This will assist Long Term Care (LTC) providers in determining the status of a specific transaction.
 
Status Code
 
Description
00
Pending - Initial Status of the Transaction - Not Reviewed
01
Pending - Penalty Period
02
Pending - Resource Spend Down
03
Pending - 30 Day Extension Requested    [New – being programmed]
04
Pending - No Application or Active Case
05
Pending - Decertified Home
06
Pending - Income Spend Down    [New – being programmed]
07
Pending - Discrepancy with Discharge Dates from another Facility
08
Pending - Hold on New Admissions
09
Pending - VCL Sent Pending Application    [New – being programmed]
10
Rejected - Action Previously Taken or Duplicate Request
11
Completed - Patient Credit Update
12
Rejected - By DHS MFO LTC office
13
Completed - Update made to Admission / admission approved
14
Pending - Referral to OIG    [New – being programmed]
15
Pending - Admission Systematically Entered with Provisional Eligibility
16
Rejected - System Assigned by HFS    [New – being programmed]
99
Rejected - System Assigned Due to Entry Errors   [Note: Prior to 09/01/18, this status code was applicable to any rejected transaction, regardless of the reason.]
LTC providers with questions regarding “Rejected” status codes should email the appropriate Department of Human Services (DHS) Medical Field Operations (MFO) LTC office that serves the county in which the LTC setting is located. The request must include the name of the LTC facility, a facility contact name, phone number, email and TAN(s). Please enter in the Subject line “TAN status inquiry”.  In order to ensure efficiency, each inquiry should be limited to one (1) facility and with a list of TANs for that facility.
 
Refer to the Provider Notice dated 05/10/17 to identify the appropriate DHS MFO office.  
·       MFO North (#200):  DHS.MFOInfo@illinois.gov
·       MFO Central (#244):  DHS.MFOCentral@illinois.gov
·       MFO Downstate (#163): DHS.MaconLTC@illinois.gov
 
LTC providers with questions regarding why a TAN, which is over 45 days old, still has a “00 – Pending Initial Status of the Transaction – Not Reviewed” status should submit a fax to (217) 557-5061 or email a request to the Bureau of Long Term Care at HFS.LTC@illinois.gov. The request must include the name of the LTC facility, a facility contact name, phone number, email and TAN(s). Please enter in the Subject line “TAN status inquiry”.  In order to ensure efficiency, each inquiry should be limited to one (1) facility and with a list of TANs for that facility.
 
NOTE: Transactions with an error message indicated at the top of LTC Admission Results page are not successful and are not valid.
 
If you have questions, contact the Bureau of Long Term Care toll-free at 844-528-8444.
 
Teresa T. Hursey
Medicaid Director    
 
 

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