No Medicaid-reimbursed resident of a NF shall, on the ground
of race, color, or national origin be excluded from participation in, be denied
the benefits of, or be otherwise subjected to discrimination by any such
A NF may not directly or
through contractual or other arrangements, on ground of race, color, or
1. Deny a Medicaid-reimbursed
resident any service or benefit provided under the program.
2. Provide any service or benefit to a
Medicaid-reimbursed resident which is different, or is provided in a different
manner, from that provided to others under the program.
3. Subject a Medicaid-reimbursed resident to
segregation or separate treatment in any matter related to the receipt of any
service or benefit under the program.
4. Restrict a Medicaid-reimbursed resident in
any way in the enjoyment of any advantage or privilege enjoyed by others
receiving any service or benefit under the program.
5. Treat a Medicaid-reimbursed resident
differently from others in determining whether he satisfies any admission,
enrollment, quota, eligibility, membership or other requirement or condition
which the resident must meet in order to be provided any service or benefit
provided under the program.
(b) A NF, in determining the types of
services, or benefits which will be provided under any such program, or the
Medicaid-reimbursed resident to whom, or the situations in which, such services
or benefits will be provided under the program, or the Medicaid-reimbursed
resident to be afforded an opportunity to participate in the program, may not,
directly or through contractual or other arrangements, utilize criteria or
methods of administration which have the effect of subjecting those residents
to discrimination because of their race, color, or national origin, or have the
effect of defeating or substantially impairing accomplishments of the objective
of the program with respect to those residents of a particular race, color, or
(c) As used in
this rule, the services or benefits provided by a NF shall be deemed to include
any service, or benefit provided in or through a facility participating in this
(d) The enumeration of
specific forms of prohibited discrimination in this rule does not limit the
generality of the prohibition in this rule.
(e) When a NF has previously discriminated
against persons on the ground of race, color, or national origin, the facility
must take affirmative action to overcome the effects of prior
(f) Even in the
absence of such prior discrimination, a facility may take affirmative action to
overcome the effects of conditions which resulted in limiting participation by
persons of a particular race, color, or national origin.
Admissions, transfers, and discharges
(a) All NFs shall establish written
policies and procedures addressing admission, transfer and discharge,
consistent with these rules. These policies and procedures shall be available
for inspection by the state.
NF that has entered into a provider agreement with the Bureau of TennCare or an
MCO shall admit individuals on a first come, first served basis, except as
otherwise permitted by state and federal laws and regulations.
NFs participating in the Medicaid Program
shall not as a condition of admission to or continued stay at the facility
request or require:
1. Transfer or discharge
of a Medicaid-eligible resident because Medicaid has been or becomes the
resident's source of payment for long-term care.
2. Payment of an amount from a
Medicaid-eligible resident in excess of the amount of Patient Liability
determined by DHS.
3. Payment in
excess of the amount of Patient Liability determined by DHS from any resident
who is financially eligible for medical assistance but who has not submitted a
PAE for consideration or whose appeal rights for a denied PAE have not been
4. Any person to forego
his or her right to Title XIX Medical Assistance benefits for any period of
5. A third party (i.e.
responsible party) signature, except as required of a court appointed legal
guardian or conservator, or require payment of any kind by a third party on
behalf of a Medicaid Eligible individual.
NFs participating in the Medicaid Program
must comply with the following guidelines regarding transfers, discharges
A NF must permit each
resident to remain in the facility and must not transfer or discharge the
resident from the facility unless:
transfer or discharge is necessary to meet the resident's welfare which cannot
be met in the facility;
transfer or discharge is appropriate because the resident's health has improved
sufficiently so the resident no longer needs the services provided by the
(III) The safety of
individuals in the facility is endangered;
(IV) The health of individuals in the
facility would otherwise be endangered;
(V) The resident has failed, after reasonable
and appropriate notice, to pay (or to have paid under Title XIX or Title XVIII
on the resident's behalf) for a stay at the facility; or
(VI) The facility ceases to
(ii) In each of
the cases described above, no resident shall be discharged or transferred
without a written order from the attending physician or through other legal
processes and timely notification of next of kin and/or sponsor or authorized
representative, if any. Each NF shall establish a policy for handling residents
who wish to leave the facility against medical advice. The basis for the
transfer or discharge must be documented in the resident's clinical record. In
the cases described in items (I) and (II) above, the documentation must be made
by the resident's physician, and in the case described in item (IV) above, the
documentation must be made by a physician. For purposes of item (V), in the
case of a resident who becomes eligible for assistance under Title XIX after
admission to the facility, only charges which may be imposed under Title XIX
shall be considered to be allowable.
(iii) When a resident is transferred, a
summary of treatment given at the facility, condition of resident at time of
transfer and date and place to which transferred shall be entered in the
record. If transfer is due to an emergency; this information will be recorded
within forty-eight (48) hours; otherwise, it will precede the transfer of the
(iv) When a resident is
transferred, a copy of the clinical summary should, with consent of the
resident, be sent to the NF that will continue the care of the
Where an involuntary
transfer is proposed, in addition to any other relevant factors, the following
factors shall be taken into account:
traumatic effect on the resident.
(II) The proximity of the proposed NF to the
present facility and to the family and friends of the resident.
(III) The availability of necessary medical
and social services at the proposed NF.
(IV) Compliance by the proposed NF with all
applicable federal and State regulations.
Pre-Transfer and Pre-Discharge Notice.
Before effecting a transfer or discharge of a resident, a NF must:
(i) Notify the resident (and, if known, a
family member of the resident or legal Representative) of the transfer or
discharge and the reasons therefore.
(ii) Record the reasons in the resident's
clinical record (including any documentation required pursuant to Part 1.
above) and include in the notice the items described in Part 4.
(iii) Notify the Department
of Health and the LTC Ombudsman.
(iv) Not transfer or discharge a resident
until the above agencies have designated their intention to intervene and until
any appeal process is complete, should the resident request a fair
Notice. The notice under Part 2. above must be made at least thirty (30) days
in advance of the resident's transfer or discharge except:
In a case
described in Item 1200-13-01-.06(2)(d)
1.(i)(II) where the resident's health improves sufficiently to allow a more
immediate transfer or discharge.
In a case described in Item
1.(i)(I) where a more immediate transfer or discharge is necessitated by the
resident's urgent medical needs.
In a case where a resident has not
resided in the facility for thirty (30) days.
In the case of such exceptions, notice must be given as many
days before the date of transfer or discharge as is practicable.
Items included in
notice. Each pre-transfer and pre-discharge notice under Part 2. above must
(i) Notice of the resident's right
to appeal the transfer or discharge.
(ii) The name, mailing address, and telephone
number of the LTC Ombudsman.
In the case of residents with developmental disabilities, the mailing address
and telephone number of the agency responsible for the protection and advocacy
system for developmentally disabled individuals.
(iv) In the case of mentally ill residents,
the mailing address and telephone number of the agency responsible for the
protection and advocacy system for mentally ill individuals established under
the Protection and Advocacy for Mentally Ill Individuals Act.
5. Orientation. A NF must provide
sufficient preparation and orientation to residents to ensure safe and orderly
transfer discharge from the facility.
Notice of Bed-Hold Policy and Readmission.
Before a resident of a NF is transferred for hospitalization or therapeutic
leave, a NF must provide written information to the resident and a family
member or legal representative concerning:
(i) The provisions of the State Plan under
this Title XIX regarding the period (if any) during which the resident will be
permitted under the State Plan to return and resume residence in the facility,
(ii) The policies of the
facility consistent with Part 7. below, regarding such a period.
7. Notice Upon Transfer. At the
time of transfer of a resident to a hospital or for therapeutic leave, a NF
must provide written notice to the resident and a family member or legal
representative of the duration of any period under the State Plan allowed for
the resumption of residence in the facility.
NFs participating in the Medicaid Program
must establish and follow a written policy under which an Enrollee, whose
hospitalization or therapeutic leave exceeds the bed hold period, is readmitted
to the NF immediately upon the first availability of a bed in a semi-private
room if the Enrollee:
1. Requires the
services provided by the NF; and
Is eligible for the level of NF care services.
Single Wait List.
Each NF participating in the TennCare
must develop and consistently implement policies and procedures regarding its
admissions, including the development and maintenance of a single Wait List of
persons requesting admission to those facilities. This list must at a minimum
contain the following information pertaining to each request for admission:
1. The name of the applicant.
2. The name of the contact person or
designated representative other than the applicant (if any).
3. The address of the applicant and the
contact person or designated representative (if any).
4. The telephone number of the applicant and
the contact person or designated representative (if any).
5. The name of the person or agency referring
the applicant to the NF.
6. The sex
and race of the applicant.
date and time of the request for admission.
8. Reason(s) for
refusal/non-acceptance/other-action-taken pertaining to the request for
9. The name and title of
the NF staff person taking the application for admission.
10. A notation stating whether the applicant
is anticipated to be Medicaid eligible at time of admission or within one year
Wait List should be updated and revised at least once each quarter to remove
the names of previous applicants who are no longer interested in admission to
the NF. Following three (3) contacts each separated by a period of at least ten
(10) days, the NF shall, consistent with the written notice required in this
section move an applicant to the end of the single admission list whenever an
available bed is not accepted at the time of the vacancy, but the applicant
wishes to remain on the admissions list. Applicants shall be advised of these
policies at the time of their inquiry, and must be notified in writing, in a
format approved by the Department of Health, when their name is removed from
the list or moved to the end of the list. Such contacts shall be documented in
the facility log containing the Wait List. The date, time and method of each
contact shall be recorded along with the name of the facility staff person
making the contact, and the identity of the applicant or contact person
contacted. The log of such contacts shall also summarize the communication
between the facility staff person and the applicant or contact
(c) Each facility shall
send written confirmation that an applicant's name has been entered on the Wait
List, their position on the wait list, and a notification of their right of
access to the wait list as provided in Subparagraph (h) of this Rule. This
confirmation shall include at a minimum the date and time of entry on the wait
list and shall be mailed by first class postage to the applicant and their
designated representative (if any) identified pursuant to the requirements in
Subparagraph (a) of this Rule.
Each NF participating in TennCare shall admit applicants in the chronological
order in which the referral or request for admission was received by the
facility, except as permitted in Subparagraph (e) of this Rule.
Documentation justifying deviation from
the order of the Wait List must be maintained for inspection by the State.
Inspection shall include the right to review and/or make copies of these
records. Deviation may be based upon:
Medical need, including, but not necessarily limited to, the expedited
admission of patients being discharged from hospitals and patients who
previously resided in a NF at a different level of care, but who, in both
cases, continue to require institutional medical services;
2. The applicant's sex, if the available bed
is in a room or a part of the facility that exclusively serves residents of the
3. Necessity to
implement the provisions of a plan of affirmative action to admit racial
minorities, if the plan has previously been approved by the Department of
4. Emergency placements
requested by the Department when evacuating another health care facility or by
the Adult Protective Service of the Tennessee Department of Human
5. Other reasons or
policies, e.g., previous participation in a community based waiver or other
alternative care program, when approved by the Medical Director of the
Department of Health's Bureau of Health Licensure and Regulation, provided,
however, that no such approval shall be granted if to do so would in any way
impair the Department's or the facility's ability to comply with its
obligations under federal and state civil rights laws, regulations or
conditions of licensure or participation.
6. If a Medicaid-eligible recipient's
hospitalization or therapeutic leave exceeds the period paid for under the
Tennessee Medicaid program for the holding of a bed in the facility for the
resident and if the resident continues to require the services provided by the
NF, then the resident must be readmitted to the facility immediately upon the
first availability of a bed in the facility, consistent with Part 2.
7. Where, with the
participation and approval of the Department of Health, expedited admission is
approved for residents who are being displaced from another facility or its
waiting list as a result of that facility's withdrawal from the Medicaid
requests to be placed on the Wait List shall be accepted. The information
required in Subparagraph (a) of this Rule shall be documented.
(g) If an applicant, whether on his own
behalf or acting through another, requests admission or to be placed on a list
of applicants awaiting admission, the information on the waiting list must be
recorded and preserved.
Applicants or their representatives shall have the right to be informed by
telephone of their position on the Wait List. Ombudsmen and appropriate State
and federal personnel shall have access to the Wait List when requested, and
such access shall include the right to review and/or copy the Wait
Any referrals received
from the DHS shall be handled in the following manner.
1. Applicants shall be placed on a Wait List
without formal application until such facility is within sixty (60) days of
admission to the facility based on experience.
2. When the applicant is within sixty (60)
days of admission to the facility as estimated by the facility based on its
experience, the facility shall notify the applicant and DHS in writing so that
a formal application can be made prior to consideration for
3. If, after sixty (60)
days from the date notification is issued, the facility has not received a
completed application then the facility may remove the applicant's name from
the Wait List.
NFs are responsible for assuring that
physician visits are made according to the schedule set out at 42 C.F.R. §
. To meet the requirement for a physician visit, the physician must, at
the time of the visit,
1. See the
2. Review the resident's
total program of care, including treatments;
3. Verify that the resident continues to need
the designated level of NF care and document it in the progress notes or
4. Write, sign, and date
progress notes; and
5. Sign all
(b) At the
option of the physician, required visits after the initial visit may alternate
between visits by a physician and visits by a physician assistant or nurse
practitioner working under the physician's delegation.
(c) A physician visit will be considered to
be timely if it occurs not later than ten (10) days after the date of the
required visit. Failure of the visit to be made timely will result in
non-payment of claims, or a recoupment of all amounts paid by the Bureau or the
MCO during the time that the physician visit has lapsed.
NFs are responsible for assuring that the
physician verify at the time of each physician's visit the Medicaid recipient's
continued need for NF LOC and whether or not he is being served at the
1. Failure to obtain the
verification at the time of the scheduled physician visit may result in a
recoupment of all amounts paid by the Bureau or the MCO during the time that
the verification/physician visit has lapsed.
If such a recoupment is made, the
participating facility shall not:
to recoup from the resident; or
(ii) Discharge the resident based on the
3. In cases
where the physician refused to make the required verification because the
physician believes that the LOC is no longer appropriate, a new resident
assessment must be completed by the NF.
Termination of NF provider agreements.
Facilities requesting voluntary
termination of provider agreements shall comply with the following:
1. Facilities that choose to voluntarily
terminate their provider agreements may do so by notifying the Bureau or the
MCO(s) in writing of such intent. The effective date of the termination will be
determined by the Bureau consistent with the terms of the TennCare Provider
Agreement then in force between the Bureau or the MCO(s) and the
The facility will not
be entitled to payment for any additional or newly admitted TennCare eligible
residents from the date of the facility's notice of withdrawal from the
TennCare Program. The facility may, however, at its election, continue to
receive TennCare payment for those individuals who resided in the facility, on
the date of such notice, so long as they continue to reside in and receive
services from the facility and provided that such individuals are TennCare-
eligible during the period for which reimbursement is sought. The facility's
right to continue to receive TennCare payments for such individuals following
the date of its notice of intent to withdraw from the TennCare program is
(i) The facility's
compliance with all requirements for TennCare participation; and
(ii) Its agreement to continue to serve, and
accept TennCare payment for, on a non-discriminatory basis, all individuals
residing in the facility on the date of notification of withdrawal, who are or
become TennCare eligible.
The notification must provide the
(i) The reason(s) for
names and TennCare identification numbers of all TennCare-eligible
(iii) Name of the
resident and name of the contact person for the resident (if any) for each
resident with an application for TennCare eligibility pending;
(iv) A copy of the letter the facility will
send to each resident informing him of the voluntary termination, and a copy of
the letter to be sent to all TennCare-eligible residents regarding this
(v) A copy of the letter
sent to all applicants on the Wait List informing them of the facility's
or not the facility intends to continue to provide services to non-TennCare
residents who were residents of the facility on the date withdrawal was
approved, in the event they convert to TennCare eligibility; and a copy of the
notice to residents explaining that decision; and,
(vii) Other information determined by the
Bureau or the MCOs as necessary to process the request for
termination of the provider's involvement in TennCare must be done in such a
manner as to minimize the harm to current residents.
Residents who are currently
TennCare-eligible shall be informed, in a notice to be provided by the facility
and approved by the Bureau, that the facility has elected to withdraw from the
TennCare program. If the facility has elected under Subpart (ii) of the section
to continue to receive TennCare payments for residents of the facility as of
the date of notice of withdrawal from the TennCare Program, the notice shall
inform the resident of the right to remain in the facility as a TennCare
resident as long as he wishes to do so and remain otherwise eligible under the
rules of the TennCare Program. The notice shall also inform the resident that,
if he wishes to transfer to another facility, under the supervision of
TennCare, the NF where he now resides will assist in locating a new placement
and providing orientation and preparation for the transfer, in accordance with
A. §1396r(c)(2)(B) and implementing regulations and guidelines,
All other residents of
the facility shall receive a separate notice informing them of the facility's
intention to withdraw from the TennCare program.
The notice will be provided by the facility after having been
first reviewed and approved by the Bureau. The notice shall inform such
residents that, should they become eligible for TennCare coverage, they will be
able to convert to TennCare from their current source of payment and remain in
the facility only during a period that ends with the termination of the
facility's provider agreement, a date to be determined in accordance with the
terms of the provider agreement. They will not be eligible for TennCare
coverage of their care in the facility thereafter. Transfer of these residents
shall be considered an involuntary transfer and shall comply with federal and
State regulations governing involuntary transfer or discharges.
The same notice will caution these residents that, if they
require care as TennCare residents after the facility's provider agreement is
terminated, they will have to transfer to another facility. The notice will
also inform the residents that, when their present facility is no longer
participating in the TennCare program, certain legal rights and protections
that apply to all residents (regardless of source of payment) in TennCare
facilities will no longer be available to those who remain in the NF. Readers
of the notice will be informed that, if they wish to transfer, or to have their
names placed on Wait Lists at other facilities, the facility that is
withdrawing from the program will assist them by providing preparation and
orientation under the supervision of the Bureau, as required by 42 U.S.C.A.
§ 1396r(c)(2)(B) and implementing regulations and guidelines, if
names are on the facility's Wait List will be notified by the facility on a
form that has been reviewed and approved by the Bureau that the facility
intends to withdraw from the TennCare Program. They will be cautioned that they
will not be able to obtain TennCare coverage for any care that they receive in
the facility. The notice shall also inform them that certain legal rights and
protections that apply to all residents (regardless of source of payment) in
TennCare participating facilities will not be available in the NF to which they
have applied, once that facility has withdrawn from the TennCare program.
Applicants shall be informed in the notice that, if they wish
to make application at other facilities, the withdrawing facility, under the
supervision of TennCare, shall assist them in seeking placement
Following submission of a notice of withdrawal from the TennCare Program a
facility cannot opt to receive continued TennCare payments for any resident
unless it agrees to accept continual TennCare payment for all individuals who
are residents on the date of the notice of withdrawal, and who are or become
TennCare-eligible provided, however, that the Bureau or the Enrollee's MCO will
pay the facility for all covered services actually provided to
TennCare-eligible residents following notice of the facility's withdrawal and
pending the resident's transfer or discharge. In instances where facilities
elect to continue to receive such TennCare payments, their provider agreements
will remain in effect until the last TennCare-eligible individual, who resided
in the facility as of the date of notification of withdrawal, has been
discharged or transferred from the facility in accordance with TennCare and
State licensure requirements.
Facilities which terminate their provider agreement shall not be permitted to
participate in TennCare for a period of at least two (2) years from the date
the provider agreement is terminated.
7. Unless the facility notifies the Bureau
within thirty (30) days after giving a notice of termination, the facility may
not stop the termination procedure consistent with this order without written
approval from the Bureau.
(b) NFs may be involuntarily decertified by
the Tennessee Department of Health's Division of Health Care Facilities because
of their failure to comply with the provisions of these rules. Facilities that
are involuntarily decertified shall not be permitted to participate in the
Medicaid program for a minimum of five (5) years from the date of the
Tenn. Comp. R. &
Original rule filed
November 17, 1977; effective December 19, 1977. Amendment filed January 31,
1979; effective March 16, 1979. Amendment filed August 31, 1981; effective
October 15, 1981. Amendment filed September 16, 1981; effective November 2,
1981. Amendment filed November 6, 1981; effective December 21, 1981. Amendment
filed August 18, 1982; effective September 17, 1982. Amendment filed September
2, 1982; effective October 4, 1982. Amendment filed September 27, 1982;
effective October 27, 1982. Amendment filed November 12, 1982; effective
December 13, 1982. Amendment filed June 23, 1983; effective July 25, 1983.
Amendment filed August 31, 1983; effective September 30, 1983. Amendment filed
March 12, 1984; effective April 11, 1984. Amendment filed June 27, 1984;
effective July 27, 1984. Amendments filed March 27, 1985; effective April 26,
1985. Amendment filed June 4, 1985; effective July 4, 1985. Amendment filed
September 18, 1985; effective October 18, 1985. Amendment filed April 29, 1986;
effective May 29, 1986. Amendment filed June 30, 1986; effective July 30, 1986.
Amendment filed July 17, 1986; effective August 31, 1986. Amendment filed
September 2, 1986; effective October 17, 1986. Amendment filed July 30, 1987;
effective September 13, 1987. Amendment filed September 30, 1987; effective
November 14, 1987. Amendment filed February 19, 1988; effective April 4, 1988.
Amendment filed June 2, 1988; effective July 17, 1988. Amendment filed
September 6, 1988; effective October 21, 1988. Amendment filed November 10,
1988; effective December 25, 1988. Amendment filed March 22, 1989; effective
May 8, 1989. Amendment filed June 22, 1989; effective August 4, 1989. Amendment
filed June 29, 1989; effective August 14, 1989. Amendment filed July 26, 1989;
effective September 10, 1989. Amendment filed August 31, 1989; effective
October 15, 1989. Amendment filed October 11, 1989; effective November 25,
1989. Amendment filed November 30, 1989; effective January 14, 1990. Amendment
filed December 8, 1989; effective January 22, 1990. Amendments filed January
29, 1990; effective March 15, 1990. Amendment filed July 5, 1990; effective
August 19, 1990. Amendment filed August 17, 1990; effective October 1, 1990.
Amendment filed November 27, 1990; effective January 11, 1991. Amendment filed
December 14, 1990; effective January 28, 1991. Amendment filed January 16,
1991; effective March 2, 1991. Amendment filed February 19, 1991; effective
April 5, 1991. Amendment filed February 26, 1991; effective April 12, 1991.
Amendment filed May 7, 1991; effective June 21, 1991. Amendment filed June 12,
1991; effective July 27, 1991. Amendment filed June 14, 1991; effective July
29, 1991. Amendment filed September 16, 1991; effective October 31, 1991.
Amendment filed September 17, 1991; effective November 1, 1991. Amendment filed
September 30, 1991; effective November 14, 1991. Amendment filed October 14,
1991; effective November 28, 1991. Amendment filed October 21, 1991; effective
December 5, 1991. Amendment filed October 23, 1991; effective December 7, 1991.
Amendment filed March 10, 1992; effective April 24, 1992. Amendment filed March
26, 1992; effective May 10, 1992. Amendment filed April 29, 1992; effective
June 13, 1992. Amendment filed September 29, 1992; effective November 13, 1992.
Amendment filed October 20, 1992; effective December 4, 1992. Amendment filed
December 7, 1993; effective February 20, 1994. Amendment filed March 18, 1994;
effective June 1, 1994. Amendment filed May 25, 1994; effective August 9, 1994.
Amendment filed November 10, 1994; effective January 24, 1995. Amendment filed
August 1, 1995; effective October 14, 1995. Amendment filed October 20, 1995;
effective January 3, 1996. Amendment filed July 15, 1996; effective September
28, 1996. Amendment filed April 20, 1998; effective July 4, 1998. Amendment
filed October 14, 1998; effective December 28, 1998. Amendment filed January 3,
2000; effective March 18, 2000. Amendment filed June 22, 2000; effective
September 5, 2000. Amendment filed January 9, 2002; effective March 25, 2002.
Amendment filed July 24, 2003; effective October 7, 2003. Public necessity rule
filed July 1, 2005; effective through December 13, 2005. Public necessity rule
filed September 26, 2005; effective through March 10, 2006. Amendments filed
December 20, 2005; effective March 5, 2006. Amendment filed January 16, 2006;
effective April 1, 2006. Amendment filed July 17, 2007; effective September 30,
2007. Emergency rule filed March 1, 2010; effective through August 28, 2010.
Amendment filed May 27, 2010; effective August 25,