Welcome to Maine's ASO

State of Maine Department of Health and Human Services (DHHS) Administrative Services Organization (ASO)

Announcements

5/24/2022 - Attention Providers of Adult Behavioral Health Services: Updated Critical Incident Definitions 

The Office of Behavioral Health (OBH), in coordination with Kepro, have updated the definitions of a Critical Incident to better clarify when it must to be reported through the Kepro Atrezzo system.  

Level One (1) Critical Incident

A Level One (1) Critical Incident are those that result in death or serious injury and/or significantly jeopardize clients, public safety, or program integrity. Such incidents involving clients must be reported to OBH regardless of the location of the incident. A client’s death is always reported as a Level 1, regardless of whether the death was attended or not, and regardless of the cause of death.

Examples of Level 1 Critical Incidents include:

  • Suicide, homicide, other causes of death
  • Clinical or medication error resulting in emergency medical care for client 
  • Lost, missing client or client that left the facility Against Medical Advice (AMA) in a residential/Crisis Stabilization Unit (CSU) placement which would rise to the level of Silver Alert and/or who are under guardianship, in the Care and Custody of the Commissioner, and/or in violation of conditions of release/court order
  • Alleged abuse: physical/sexual, emotional abuse, neglect, and financial exploitation of client by a staff
  • Alleged serious crime (e.g., arson, assault, hostage) by client with extreme risk of harm to client, staff, or public
  • Other serious events (fire, flood, motor vehicle accident in company vehicle with clients that requires medical attention for staff and/or client(s)
  • Natural disaster, building becomes uninhabitable, incidents that require client evacuation from the building
  • Medical outbreak   

Level Two (2) Critical Incident

A Level Two (2) Critical Incident are those where significant errors or undesirable events that compromise quality of care or client safety occur.

Examples of Level 2 Critical Incidents include:

  • Alleged abuse: physical/sexual, emotional abuse, neglect, and financial exploitation of client by someone other than a provider staff
  • Suicide attempt that requires medical intervention
  • Self-harm that requires medical intervention
  • Lost or missing client or client that left the facility AMA in facility (Private Non-Medical Institution (PNMI) residential/ CSU placement client (for greater than 24 hours)
  • medication/drug diversion
  • Duty to Warn 
  • Neglect- is a pattern of conduct, engaged in without the patient's informed consent, resulting in deprivation of food, water, medication, medical services, shelter, cooling, heating, or other services necessary to maintain minimum physical or mental health. (Examples: Malnutrition, dehydration, pressure sores, unsafe, dangerous, or unsanitary living conditions, untreated medical problems) 

Provider Training

A provider training will be held on Wednesday, June 1, 2022, at 2:00 pm to review these changes. To participate in the training please register online. If you are unable to make the training, you can view the pre-recorded training video or view the instructional guide

For questions regarding this change or the upcoming training please contact Kepro Provider Relations at 1-866-521-0027, Option 3, or via email at ProviderRelationsME@kepro.com

5/11/2022 - Atrezzo Maintenance

Kepro's IT Team will be updating the Atrezzo system for maintenance beginning this evening at 9pm. Users may experience slowness or timeouts during this time. 

4/19/2022 - Section 97, Appendix D Children's Residential Care Facility (CRCF) Services Changes

Effective May 1, 2022, you must submit a PA to Kepro for all youth determined eligible for CRCF services. The PA will be valid for six months. This includes new CRCF referrals and Transfer CRCF referrals.

If the child does not access CRCF services within the six-month timeframe, you must complete a new referral with all required documentation, including the Behavioral Health Program Coordinator (BHPC) Consult. The new referral will initiate a new assessment with a Kepro clinical reviewer. You can submit the new referral up to 10 days prior to the end of the current authorization and may backdate it up to a maximum of five business days.

Youth Authorized Prior to May 1, 2022

For all youth authorized for CRCF services but not placed prior to May 1, 2022, please submit an extension request in Atrezzo prior to the end of the current authorization period. If approved, we will authorize the extension for six months. If the child does not access CRCF services within the six-month timeframe, you must complete a new referral with all required documentation including the BHPC Consult. The new referral will initiate a new assessment with a Kepro clinical reviewer. You can submit the new referral up to 10 days prior to the end of the current authorization and may backdate it up to a maximum of five business days.

The CRCF services application, directions, and Provider Guide, are available at Maine ASO | Children’s Residential Care Facility (CRCF) Services.

Please contact the Kepro intake team with any referral process questions at 1-866-521-0027 or  IntakeME@kepro.com.

3/4/2022 - Call Center Software Conversion

Effective March 28th, 2022, Kepro will be converting to a new call center technology. The new software provides enhanced functionality that we are excited to rollout in the state of Maine. We expect a seamless transition, however, we wanted to alert providers of the transition in the event we experience unexpected issues.

9/30/2021 - Attention TCM, BHH and HCT PROVIDERS: Referral Management Process Updates

Effective October 1, 2021, KEPRO will generate a provider specific HCT referral report monthly via Excel to all Targeted Case Management (TCM) and Behavioral Health Home (BHH) Program Directors.  This report will list all referrals for HCT from that provider with specific demographic information to verify accuracy.  The agency will be responsible for reviewing the report with staff and make any needed updates and changes. Referral sources are currently expected to make changes in Atrezzo as demographic changes occur with families. This new monthly review will ensure necessary changes are being made on a timely basis. Providers will send the updated report to KEPRO’s Provider Relations Team, who will make changes in Atrezzo. Referrals made by other entities will continue to receive calls directly from KEPRO.  This process will eventually replace the outreach calls made to families by Kepro.

See more information: Click Here

9/30/2021 - Attention Referral Providers for Children's Intensive Temporary Residential Treatment (ITRT)

Effective October 1, 2021, the Office of Child and Family Services (OCFS) will implement a change to the referral process for all children being referred to an Intensive Temporary Residential Treatment Facility (ITRT), also known as Children’s Residential Treatment (CRT). The process change will align with the Family First Prevention Services Act (FFPSA) to improve the lives of children and strengthen Maine families. The new process and all procedures will adhere to the current MaineCare policy requirements for ITRT under Section 97 of the MaineCare Benefits Manual. Information about the changes can be found at: https://content.govdelivery.com/accounts/MEHHS/bulletins/2f55a62

For Kepro Training -  Child Residential Assessment (PDF Version)

 

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