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4.25 ICF – Pre-Admission, Admission, and Transfer


  • To provide for an orderly process of determining the need for admission to the facility based on adequate data to document eligibility for services
  • To ensure that individually identifiable health information is safeguarded during the pre-admission, admission, discharge, or transfer processes in accordance with applicable law
  • To provide planning and the establishment of goals for each applicant prior to admission to most effectively serve that person’s needs and guarantee their right to treatment
  • To assist individuals and guardians in obtaining alternative placement when appropriate
  • To facilitate a successful discharge or transfer to another facility

Admission Policy

All individuals who reside at Park West Court Apartments (PWCA) will receive an appropriate, safe, and sanitary living environment; this home is governed by applicable local, state, and federal law. PWCA recognizes an individual’s need for privacy and independence and will assist to assure the individual, family, and legal guardian participates in decisions that affect the individual’s life choices. Upon admission, a copy of this policy is provided and explained to the individual, custodian, family, and/or legal guardian.

  • PWCA will only admit an individual whose residential service needs can be met by the facility.
  • When admitting an individual PWCA will take into consideration the ability to maintain an adequate level of services to all individuals residing in the facility.
  • Collateral information must be current and PWCA must obtain written acknowledgment of receipt of its Notice of Privacy Practices and a signed copy of the Authorization for Disclosure of Individually Identifiable Health Information. Collateral information will be updated within 30 days of admission if not current on the admission date.
  • PWCA will not unlawfully discriminate in admission or on the provision of services because of Disability, race, color, religion, national origin, ancestry, sex, or age.
  • PWCA will allow for reasonable accommodation to an individual’s physical, mental, or behavioral impairments except where demonstrated undue financial and safety hardships are placed upon the facility and other individuals. A reasonable accommodation is defined as making the facility or services readily accessible to and usable by a person with disabilities. PWCA may consider: the nature and cost of the accommodation needed, the residential services offered by the facility including the composition of the individuals currently served by PWCA, and the size of the program with respect to the number of individuals served.
  • PWCA will consult with a physician if there is any doubt about the health of an individual.
  • The individual should be able to participate in at least 1 to 4 hours of formalized active programming daily within the home/facility.  Reasonable accommodations will be made when extensive medical conditions exist.

Admission Criteria

The pre-admission protocol for the facility will be to ensure that only those able and/or willing to benefit from the available services are admitted. Applicants to PWCA will be screened pursuant to rule 5123:2-3-05 of the Ohio Administrative Code and in compliance with applicable government payer agreements and certification standards. PWCA cannot accept individuals with medical conditions that require the need for a ventilator or if they have a central line.

Pre-admission collateral (Collateral Information) – the following records will be required to assess an individual’s application for admission to PWCA: medical, dietary, social/emotional, Psychological Evaluation (within 3 years), habilitation, or rehabilitation records.  Current Behavioral Plan/Guidelines should also be submitted.  The previously listed records will undergo a comprehensive evaluation or update within 30 days of admission.

Pre-Admission Evaluation

No individual will be admitted to PWCA unless their physical, emotional, cognitive, and social needs can be adequately met by the facility. This will be determined by a pre-admission comprehensive evaluation which will be done before the admission and be completed by the facility’s interdisciplinary team who may consist of the following: Administer, Program Manager, QIDP, Physician, Medical Services Coordinator, Nursing Supervisor, Occupational Therapy, Physical Therapy, Speech Therapy, or Dietician.

Interest List

Emergency referrals and individuals with an adverse level of care residing in an inappropriate placement may precede the PWCA interest list at the discretion of the administrator. PWCA will assist with obtaining necessary collateral information for the admission of the new individual if needed to ensure a timely admission. If an application for admission cannot be processed or may not occur in a timely manner, PWCA may continue admission procedures for other qualified applicants.

Admission Procedure

  • When a vacancy is anticipated, the ICF Director will arrange an invitation for the applicant to meet with potential housemates, determine possible dates for admission, and schedule an admission meeting. Then coordinate an admission date with Franklin County Case Management or other applicable agencies and inform all team members and interested parties of the proposed date and time. The nursing department will need to be notified of current daily medications, treatments, and other health care needs.
  • The QIDP, on-site supervisor, and DSPs will assure the bedroom and all furniture have been properly cleaned and prepared for the new individual.
  • Upon admission, the Program Director or QIDP will coordinate with the staff to ensure the individual’s personal belongings are moved to the facility.
  • Collect applicable third-party payor information including Medicaid eligibility and
  • Review admission documentation with the individual within 24 hours. Admission documentation should include a copy of the Individuals Birth Certificate, Social Security card as well as State I.D.
  • Notify all applicable state and local agencies of the individual’s change of address.
  • Prepare a referral to a day program if the individual is interested and not already enrolled in one.
  • Notify our payee and accounting department to transfer funds if not accompanying the individual upon admission.
  • The QIDP will ensure that an inventory of their belongings is completed and will develop an active treatment schedule including activities of daily living checklist to use until the initial PCP is developed.
  • Within thirty (30) days after admission, the QIDP will initiate a review of the pre-admission evaluation with the participation of the PCP team and will review and update it every 90 days. The results for the evaluation as well as a prognosis will then be documented as the initial PCP and be used for their programming.

Semi-Annual and Annual Reviews

Will be completed to review each individual’s status and will culminate in program recommendations. Included in the review will be the consideration of the advisability of continued residence, alternative programs, need for guardianship if necessary, and how they may exercise their civil and legal rights. The results of the review will be documented in the PCP and made available to those directly involved in the care of the individual and their guardian.

Transfer to a Hospital

PWCA will enter a transfer agreement with a hospital that is close by to transport individuals and their records in case of an emergency. When an individual is transported to a hospital the nursing staff will record the reason for the transfer and a summary of findings. Nursing will also inform the guardian and any other persons designated by the individual or guardian, and Franklin County Case Management. The individual and or guardian may choose to be transported to a different hospital in cases where it is not an emergency or pre-planned hospitalization this may also depend on the ambulance services contracted and their availability.

Emergencies or Death

The Administrator or designee will promptly notify the individual’s guardian and the Risk Management Department will notify Franklin County Case Management of any unusual incident involving the individual including serious illness, accident, or death.

Signed by:

Rebecca Sharp Porter
Chief Executive Director

Last Revised: 6/21/24

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