Approval pends and consolidation

An approval pend asks participating organizations for more information before an approval lane can continue. Each pend opens a numbered cycle. CareMap preserves completed cycles and their evidence; a later pend creates a new cycle instead of editing an earlier one.

Answer an assigned question

Pend responses shows only questions assigned to your Organization and active service role. Opening a response does not reveal questions assigned to other responders. You can review only the Case and source material permitted for that response.

1. Open Pend responses, then open the assigned question.
2. Confirm whether the response is Required or Optional, and review the permitted source material.
3. Select Claim response. Only the current claimant can submit it.
4. Enter the response and optionally attach supporting files.
5. Select Submit response.

Submission freezes the answer and files as an immutable response version. It satisfies only that response dependency. It does not close the pend, complete the lane, or record an external resubmission.

Consolidate responses as a Supplier

Open Pend consolidations to see submitted and total response counts plus the required-response count. A consolidation stays Blocked until every required response is complete. Optional responses do not block it.

When the item becomes open:

1. Open the consolidation and select Claim consolidation.
2. Review the permitted prior-submission evidence, every question, submitted response version, and supporting file.
3. Prepare the consolidated resubmission PDF outside CareMap.
4. Upload it under Consolidated resubmission PDF.
5. Select Freeze and hand off.

CareMap freezes the Pend Packet and creates Support Coordination resubmission work. Unanswered optional responses remain in history but no longer remain actionable. This handoff does not attest that WAMS or DBHDS received a resubmission.

What happens after consolidation

The Support Coordinator reviews the preserved Pend Packet, completes the external resubmission, and records its reference in CareMap. That record completes only the current pend cycle and starts a successor ten-business-day review clock. Earlier cycles, responses, evidence, and clocks remain available in Case history.

CareMap records participant-provided WAMS and DBHDS attestations and evidence. CareMap does not connect to, independently verify, or confirm actions in WAMS or DBHDS.

Recover from blocked or unavailable work

• If another person claimed the item, coordinate a release or authorized reassignment instead of submitting from an old view.
• If required responses remain outstanding, the Supplier must wait; optional responses do not cause the blocked state.
• If permitted source material is missing or cannot be opened, refresh the Case and record its non-identifying reference and visible message for support. Do not substitute unverified material or share sensitive files through an unsecured channel.