KDADS webinar outlines new ADRC, assessing and administrative case‑management contracts and work flow

Megan Shepherd, policy and program oversight director at the Kansas Department for Aging & Disability Services (KDADS), opened a KDADS webinar explaining recent contract changes that put Liberty Healthcare in charge of the statewide Aging and Disability Resource Center (ADRC) and Maximus as the new statewide assessing organization for three Home and Community‑Based Services (HCBS) waivers and the PACE program.

The change matters because the ADRC, the assessing organization and the 11 regional area agencies on aging (AAAs) together form the front line for people seeking long‑term services and supports: they handle options counseling, eligibility and documentation for Medicaid waivers, and referrals to administrative case management. Several webinar participants raised concerns about delays and communications during the contractor transition, and KDADS and contractor staff described the steps and timelines they will use to reduce those interruptions.

KDADS framed the new roles and responsibilities plainly. Prisca Asaro, executive director of the Kansas ADRC (supported by Liberty Healthcare), said the ADRC’s mission remains “to create and deploy a person centered process” and to be a “no wrong door” resource that helps Kansans and their caregivers find and access programs. Asaro described ADRC services as options counseling, information and referral, and assistance meeting people where they live or receive care.

Stephanie Birkhead, community outreach staff at Maximus, said Maximus is the “independent contractor of the state” that will conduct functional eligibility assessments for the brain injury, frail elderly and physical disability waivers and for PACE. Birkhead said Maximus brings experience conducting independent assessments and oversees about 40 assessors statewide. Paul Cook, Maximus program director, said Maximus attempts to contact people 45 days before an assessment is due and has a target of five business days to complete an assessment after receiving a referral from the ADRC.

KDADS and KDHE responsibilities were clarified. KDADS waiver eligibility staff will review program and functional eligibility. KDHE (Kansas Department of Health and Environment) makes the ultimate financial eligibility determination for Medicaid; KDADS forwards outcomes to KDHE for processing. KDADS staff said the physical disability waiver currently has a waitlist; brain injury and frail elderly waivers do not, according to the webinar statements.

Speakers described how the workflow will operate in practice: a participant or caregiver first contacts the ADRC for options counseling; if a waiver is appropriate, that referral goes to Maximus for a functional assessment; the assessor produces a level‑of‑care score and, if appropriate, a provisional plan of care; and the participant may opt in to administrative case management (ACM) provided by a regional AAA. Administrative case management includes intake, Medicaid application assistance and liaison services with KDHE during financial eligibility processing. KDADS staff reiterated that neither Liberty nor Maximus nor the AAAs make final financial eligibility determinations.

Multiple attendees raised specific concerns and KDADS and contractor staff responded. A hospital liaison said timing for options counseling plus assessment can create discharge delays for patients needing the brain injury waiver; Lee (KDADS/contract staff) and others said exceptions can be made for institutional transition cases and offered to provide a contact for the brain injury program manager. Paul Cook of Maximus confirmed the contractors will attempt earlier outreach (45 days before due dates) and added that Maximus pulls reassessment lists monthly to schedule reassessments.

Other public comments raised cases where referrals made in June had not produced an ACM assignment by late July; KDADS and Maximus staff acknowledged the transition of contracts (Liberty taking ADRC duties June 1 and Maximus taking assessment duties July 1, per webinar remarks) and invited callers to pursue the cases with KDADS or with the contact points posted to the KDADS listserv. KDADS said the webinar recording and slides will be posted to the KDADS website and distributed via its listserv.

Staff emphasized documentation requirements assessors need: signed releases of information, medical documentation for certain waivers, and the assessment tools used (Functional Assessment Inventory for PACE, frail elderly and physical disability; a Medicaid functional eligibility assessment inventory for brain injury). KDADS staff described a 365‑day functional eligibility period during which participants may accept ACM services.

The webinar closed with KDADS, Liberty and Maximus pledging ongoing outreach — social media, website content and community events — to keep participants, caregivers and provider partners informed while the transition continues.

KDADS said it will continue to post materials and contact information on its website and through the KDADS listserv.