SAMPLE POLICY WORK

• Enrollment Specialists support the liaison by providing any missing documentation or clarifications promptly. • Supervisory Staff and Senior Management oversee external communications and confirm that responses received from TennCare are addressed in a timely manner.

Step 5: Official Enrollment and Final Record Update

Procedural Guidance:

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Final Enrollment Confirmation:

– Once TennCare (or the designated review agency) approves the enrollment package, the applicant is officially enrolled in the CAC Waiver program. – The official enrollment confirmation is documented in the centralized electronic record system, including the approval date, reference number, and any final remarks provided by TennCare.

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System Update and Communication:

– The applicant’s status is updated from “Provisional Enrollment Approved” to “Officially Enrolled.” – An official enrollment notification is sent to the applicant and, if applicable, to their legal representative. This notification includes details about the next steps in care planning, the designated point of contact for ongoing services, and any conditions that might apply.

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Record Retention and Version Control:

– All enrollment documents, including the enrollment package, approval confirmation from TennCare, and electronic checklists, are stored in the secure repository. – Version control logs are updated to reflect the final enrollment decision and any accompanying documentation modifications.

Roles and Responsibilities:

• Enrollment Specialists update the applicant’s electronic record with the new official status, ensuring that all previous statuses are documented. • IT and Records Management Personnel validate that the updated records remain secure and accessible. • Care Coordinators and Supervisory Staff prepare the enrollment notification and ensure that the applicant is transitioned to service initiation seamlessly. • Compliance Teams audit all official records periodically to verify that enrollment procedures have been followed correctly.