Resources for Hospital and Nursing Facility Staff

COA’s Pre-Ad team works with professionals from hospitals and nursing facilities to provide screening and review of required PASRR processes and Levels of Care (LOC) as stipulated in Federal Law and the Ohio Administrative Code.

This page provides information on PASRR and LOC processes, step-by-step processes for common scenarios, links to required forms, and updates to rules about nursing facility placement.

• 9401 Submission 
• Hospice
• Hospital Processes
• Nursing Facilities
• Pre-Admission Screening (PAS)
• Nursing Facility to Nursing Facility Transfers
• Nursing Facility Transfers Involving a Hospital Stay
• Healthcare Electronic Notification System (HENS)
• Hospital Discharge Exemptions
• Level of Care (LOC)
• Out of State Processes
• Resident Review (RR)

Ohio Department of Medicaid Contacts for Nursing Facilities

The following contact information has been provided by the Ohio Department of Medicaid for the purposes noted:

• For questions regarding 9401 submissions, nursing facility admissions and discharges, please contact: [email protected]
• For questions regarding the PASRR and LOC processes, please contact: [email protected]
• For questions regarding nursing facility rules and policies, please contact: [email protected]

Contacting our Pre-Admission Review Team

PASSR and LOC requests: All PASSR documentation must be completed in HENS. Paper/fax requests are no longer accepted as of December 30, 2019.

By E-mail: [email protected]

By Phone: (513) 345-8622
8 a.m.-4:30 p.m., Monday-Friday

By Fax:

• For Hospitals and Hospice: (513) 810-3350
• For NFs and Other Agencies: (513) 810-3360

How do I contact someone on the weekend or a holiday?

Effective July 1, 2023, the Ohio Department of Aging and Ohio Area Agencies on Aging will no longer offer extended coverage. Please submit all PASSR requests via HENS.