Move Consumers Between Facilities

When a consumer moves from one facility to another, you’ll need to update both their Program Status and Service Authorizations. Follow these steps to make sure records and billing remain accurate.

Pull the current ISP to have all the information needed for setup.

Step 1: Close the Consumer in the Current Facility

NAVIGATION: MAINTAIN menu > Consumers > Program Status

  1. Select the consumer in the Consumer Master.
  2. Go to PROGRAM STATUS
  3. Click the line showing their current facility.
  4. Enter a Closed Date (the date they are leaving the facility).
  5. Status: keep the status as OPEN until all billing for the old location has been processed.
    1. After all billing has been submitted: Change the Status to CLOSED.

Step 2: Open the Consumer in the New Facility

NAVIGATION: MAINTAIN menu > Consumers > Program Status

  1. In the Program Status area, click Add New.
  2. Select the New Facility, Open Date, and the consumer’s diagnosis.
    1. A diagnosis is required for billing.
  3. Click SAVE

Step 3: Close Existing Authorization(s)

NAVIGATION: MAINTAIN menu > Consumers > Service Authorizations

  1. Click on the service authorizations tied to the old facility.
  2. Enter the End Date (date the consumer stopped receiving services there).
  3. Change the Status to EXPIRED.
  4. Update the Units Authorized to match the shortened service period.
  5. Click Save.

Step 4: Add New Service Authorization(s)

NAVIGATION: MAINTAIN menu > Consumers > Service Authorizations

  1. Click Add New.
  2. In the PAYOR CODE field, select PROMISe
  3. In the FACILITY field, select the facility
  4. In the START DATE field, enter the date of the service auth from the ISP
  5. In the END DATE field, enter the date of the service auth from the ISP
  6. In the SERVICE field, select the service code, i.e., W9030
  7. In the UNITS AUTHORIZED field, enter the number of units from the ISP
  8. Click SAVE

Step 5: Review the Facility Master 

NAVIGATION: MAINTAIN menu > Master Tables > Facility Master

  1. Select the facility.
  2. Under the Fee for Service tab, confirm that the authorized services are listed. If they are not in the grid, enter the remaining codes for the services to match the ISP – make sure the details match the ISP
  3. This information is required for billing
    1. Service Code
    2. Rate
    3. Unit Type – 1 Day for daily codes
    4. Status – Active
    5. Begin Date – when the service started at the home
    6. End Date – always leave this blank unless there is a rate change
    7. Procedure – enter/copy the service code
    8. Provider # - enter/copy the provider number from the General tab
  4. Move to the next line to save the entry
  5. Enter one line for every service code

Optional Information

  1. FORMS
    1. If your agency uses individualized forms to complete documentation, setup a new form for the authorized services. 
    2. Once the individualized form is setup, go to the Consumer Master > Assign Forms to link the form to the service.  
    3. If your agency uses one default form for all consumers, go to the Consumer Master > Assign Forms to link the form to the service. 

2/2026

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388