Region 9 LEC School-Based Medi-Cal Administrative Activities (SMAA) Orange County Department of Education RMTS Training

Transcription

1 Region 9 LEC School-Based Medi-Cal Administrative Activities (SMAA) Orange County Department of Education RMTS Training 1

2 What is Random Moment Time Survey (RMTS)? Random Moment Time Survey (RMTS) is a statistically valid time survey methodology for accurately assessing the time spent on administrative activities RMTS is administered region-wide, which means your district will be pooled with other districts within all of Region 9 (Imperial, Orange, & San Diego counties). o As a result, reimbursement rates are based on regional results not individual district results. RMTS is administered for three quarters each year (October December, January March, and April June) o There is no RMTS during the July September months o Conducted during student attendance days 2

3 RMTS RMTS utilizes a web-based system that randomly selects and randomly assigns a moment to any program participant from an approved list of participants for all districts within the region o A moment is one minute in time during your work day when students are also in attendance. The selection of moments is random. o Some participants may not receive any moments, some may receive one, others may receive more than one moment. 3

4 Which staff should you include in RMTS? Typical TSP participants are district employees who: 1. Provide Medi-Cal health related services directly to students 2. Perform administrative activities associated with Medi-Cal health related services and providers 3. TSPs can be district employees or contracted staff Eligible TSPs must: 1. Perform SMAA related activities on a regular or routine basis 2. Not be 100% federally funded TSPs are identified and determined eligible to participate by each district SMAA Coordinator or other district administrator o A TSP list is created and certified each quarter by each district s SMAA Coordinator o This list is as known as Staff Pool List (SPL) 4

5 Staff Pool Lists Positions TSPs are placed into one of two participant pools based on their job duties/descriptions: o Direct Service and Administrative Providers o Administrative Services Providers only See SMAA Manual Section 6 for eligible job categories for each pool The two participant pools are mutually exclusive and no TSP should be included in both pools. 5

6 Staff Pool Lists Positions Once the region s SPL is certified, the LEC will submit the regional TSP staff pool list to DHCS for approval o o o o DHCS verifies that all positions align with a job classification listed on the approved staff pool lists from the SMAA Manual. If not, additional documentation/justification may be required on a DHCS Equivalency Form with supporting documentation. The DHCS form is available on the Region 9 LEC website. Please contact our office if you need assistance determining the cost pool and/or job category for a specific job title. 6

7 The RMTS System 7

8 The RMTS System Public Consulting Group, Inc. (PCG) LEC selected statewide vendor for the RMTS system through FY All moments will be received via . A direct link to the secure RMTS website will be provided in the notification. o s associated with the RMTS system will come from calec@pcgus.com o Please make sure to white-list calec@pcgus.com so that s are not stopped by spam blocker, sent to junk, or sent to Microsoft clutter Only school district employees/personnel are allowed access to the RMTS system. o Please do not share you user id/logon with any third party vendor or other person. This is prohibited according to your LEA/LEC contract and the LEC/PCG contract. 8

9 RMTS Moment Notifications TSPs should check their regularly for moment notifications o The subject line of the will contain the moment date and time. If selected for a moment, a TSP will receive an notification 5 student attendance days prior to their moment and another 1 hour prior to their moment. o Each moment is assigned a unique hyperlink for response and completion in the RMTS system. o They do not need a password to access the RMTS system. o Links can be accessed on any computer or smartphone with web capabilities. The link is not browser specific. TSPs should not delete time study notification s until they have completed and submitted their moment. o If the TSP deletes the , the LEA SMAA Coordinator or staff can submit a form to ocdesmaa@ocde.us and the will be resent by our office from the system (calec@pcgus.com). 9

10 Here s a sample of an notification a TSP receives if selected for a random moment. Note the date & time of the upcoming moment Here s the hyperlink to answer the RMTS questions s will come from calec@pcgus.com Note: The unique link that the TSP receives for their RMTS only pertains to that random moment. Links are TSP and moment specific and not interchangeable. 10

11 When a TSP clicks on the RMTS moment link Your name & will appear here Note the date & time of the moment Proceed by clicking NEXT. 11

12 Participants must progress through a series of training screens that provide general information about the program and how to respond to an RMTS moment. Please read and make sure you understand the slides before proceeding. Proceed by clicking NEXT. 12

13 Moment Reminders TSP must complete their RMTS moment within 5 student attendance days System generated follow-up reminder s (late notices) will be sent 24 hours and 72 hours after the moment if the TSP has not yet completed their moment. The district SMAA Coordinator(s) will be copied on the 24 hour and 72 hour reminders. Region 9 LEC staff will continue to send an additional response reminder to the SMAA Coordinator listing any moments that will expire the next day. 13

14 Response to RMTS moments Moments are meant to be representative of normal job functions performed throughout the course of any workday o TSPs should continue their workday as usual o Make a note of the who, what and why during the randomly selected minute It is the responsibility of the participant to respond timely and appropriately with as much detail as possible. o Once a response is submitted, it becomes certified and locked o The moment cannot be re-opened or modified. Each TSP is accountable for responding to their individually assigned moment. No one should respond on their behalf. 14

15 Response to RMTS Moments A response from the TSP is required whether or not the TSP is performing SMAA. o If performing SMAA, how are you improving, providing, and/or increasing availability and accessibility of Medi-Cal services to students and their families. Response wording should be clear and concise. o Don t be ambiguous. Always specify the type of service being provided or referred for, health-related or not. o The response needs to be narrowed to the exact one minute of the moment assigned. TSP participation and response to moments is crucial o Penalties may be applicable to districts for non-compliance to a minimum required 85% response rate. 15

16 Response to RMTS moments Any change in TSP employment status (i.e. terminations, retirements, leave of absences, direct replacements) needs to be communicated to the LEC on an ongoing basis using one of the LEC forms. o Any activity which would prevent the TSP from responding to their moment within the 5 day response time. o Please call our office or ocdesmaa@ocde.us if unsure. o Form can be found on our website at - CalAdministrativeActivities/Pages/default.aspx o The completed form should be ed to ocdesmaa@ocde.us 16

17 Response to RMTS moments After the assigned moment has elapsed, the TSP will be allowed to click on the unique link provided in either of the first two notification s. The TSP will respond to an initial question, "Were you working?" by selecting one of the following responses. o Yes, I was working o No, moment was during paid time off o No, moment was during unpaid time off o No, moment was before/after work day If the TSP responds No the system will automatically populate the three RMTS questions. If the TSP responds "Yes then the TSP is prompted to answer the three RMTS questions that document the activity being performed. 17

18 Here s a screenshot of the question Were you working at the time of your moment? Select the appropriate response button and click Next to proceed. 18

19 How to respond if at lunch? During the LEA coding review process, attendance verification is required. In response to challenges related to the documentation of paid or unpaid lunch, we are recommending the following change in procedure. For moments that occur during a paid or unpaid lunch: o TSPs should respond Yes, I was working to their moment. o They should respond that they were at lunch to all three questions (Who?, What? and Why?) o Central coders will use Lunch Certification Statements completed by the SMAA Coordinator to code as paid (Code 16) or unpaid (Code 17) o The Lunch Certification Statement form is available on the Region 9 LEC website. o Please maintain a copy in your audit records. o Please submit completed forms to the ocdesmaa@ocde.us mailbox if you have not done so or if there is a change. 19

20 The Three RMTS Questions If the TSP responds "Yes, I was working then the TSP is prompted to answer three RMTS questions that document the activity being performed. o Who were you with? i.e. student, parent, job title of staff No PROPER names o What were you doing? Describe the action you are performing o Why were you performing this activity? The reason you are performing the action The appropriate answer would share additional information about what you are doing for whom Provide a reason specific to your moment. No vague responses i.e., in my job description. 20

21 If yes is selected, proceed to question 1, documenting the who/what/why that was being performed at the exact one-minute moment. All three (3) questions must be answered to complete the moment. Click Next to review the responses entered. Note: There is no limitation in the number of characters that TSPs can submit in each of the response fields above. 21

22 The system will display the responses you typed in. If you find a mistake, you can click Edit to return to the previous screen to correct. If information entered is true and accurate, click the check box (shaded in pink) and then click Submit Moment. Once responses are certified they are locked and cannot be changed or edited. 22

23 The TSP will receive a confirmation screen that the RMTS moment was submitted successfully. Note: Responses will not be recorded in the RMTS system until the TSP receives this green check box. The system does not partially auto-save responses. Do not exit the RMTS system until this message is received. 23

24 If the TSP responds No, I was not working, the system will automatically populate the three RMTS questions. Click Next to view the completed questions Click the check box (shaded in pink) to certify the response shown. The Submit Moment button will then appear. 24

25 The participant will receive confirmation that the RMTS moment was submitted successfully. Note: Responses will not be recorded in the RMTS system until the TSP receives this green check box. The system does not partially auto-save responses. Do not exit the RMTS system until you receive this message. 25

26 What is a Clarifying Question/ Request for Follow-up? 26

27 Clarifying Question (CQ) Request for Follow-Up In the event that insufficient information is provided by the TSP in the moment response, up to 2 (two) Clarifying Questions (CQs) per moment may be sent to the TSP. Clarifying Questions must: o Be Open ended Not a Yes or No question o Not leading o Generated from/within the RMTS system s sent with the subject line - Request for Follow-up. TSPs have 5 student attendance days to respond to each CQ o If a TSP is non-responsive to the CQ, only the information provided in the original response will be considered for coding 27

28 Clarifying Question (CQ) Request for Follow-Up A reminder that a clarifying question has been requested will automatically be sent from the RMTS system 72 hours after the Request for Follow-Up was sent to the TSP if it has not yet been completed. The District SMAA Coordinator will be copied on the 72 hour Request for Follow Up reminder. From the date a response is submitted to a random moment, the LEC has 15 days to send a CQ to the TSP, if needed. 28

29 Example of Clarifying Question Request for Follow-Up A unique hyperlink will be included in the for the response to be collected in the RMTS system. Original moment date & time Unique hyperlink Note: The unique link for the Request for Follow-Up only pertains to that additional request. Links are TSP and moment specific and not interchangeable. 29

30 The Clarifying Question will appear below the initial RMTS responses previously submitted by the TSP. The TSP will type their response to the Clarifying Question and click on Respond to save and record the information. Note: There is no limitation in the number of characters that TSPs can submit in the response field above. 30

31 If there is no response from the TSP regarding the Clarifying Question, the LEC may choose to ask a second CQ. No Response displays if a CQ is not responded to. 31

32 Reminders 32

33 Reminders TSPs should be clear, concise, and specific in all of their responses but yet still provide enough information Narrow the response to the exact one minute of the moment assigned. o A Clarifying Question may be asked. Medical vs. Medi-Cal Do not use any proper names o Use job/position titles o Avoid terms like: co-worker, staff, boss these are too vague Do not use abbreviations or acronyms o Please spell them out o A CQ may be asked 33

34 Reminders Travel, paperwork, and follow the activity please tell us what the related activity was/is o Travel From where or to where are you driving and why? o What is the topic/subject of the ? o Paperwork What and why are you processing the paperwork? Don t be ambiguous. Always specify the type of service being provided or referred for, health-related or not. o A Clarifying Question may be asked. 34

35 Updating the RMTS System 35

36 RMTS Quarterly Updates For each RMTS quarter the following three items will need to be updated by the LEA Coordinator or designated staff: o Calendar o Shifts o TSP List 36

37 Quarter 2 RMTS Timeline RMTS Task Due Date LEC opens RMTS system for 16/17-Quarter 2 Friday August 5, 2016 District Annual Calendar for input and certified Friday August 26, 2016 District Staff Pool List changes and certification due Tuesday September 6,

38 New procedure for 2016/17 Calendar Input You will be entering dates for August 2016 through June 2017 on the calendar for Jul-Sep 2016 (JS16). If you know the information for July 2017, you may also enter that information. 38

39 Once you certify the annual calendar for Jul-Sept 2016, you will then again certify for Oct-Dec

40 Shifts and TSP Lists Updates to shifts and TSP lists will be entered in the Oct- Dec 2016 (OD16) quarter. Both shifts and the Staff Pool List will be locked for the Jul Sept 2016 quarter. Please work with the LEC office for changes that occurred prior to the OD 16 quarter by submitting the appropriate form from our website to 40

41 Shift Updates 41

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43 Updating TSP List 43

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47 Export/Import Feature You can use this feature to print a list of current TSPs or to update the Staff Pool List in the RMTS system. Instructions are located on the dashboard in the RMTS system. o o Please follow the instructions carefully. If you do not, the system will return an error and not process the update. 47

48 Monitoring There are multiple ways to monitor moments within the RMTS system. o Dashboard 48

49 Monitoring cont d Agency Last Name First Name Moment Date Submit Date Week# Job Category Cost Pool Employee ID Moment.ExpiresDate ABC Unified School District Smith John 4/11/2016 9:52 4/11/ :35 3 Speech-Language Pathologist with Valid Credential Direct Service and Administrative Providers abc@abc.edu /18/2016 9:52 ABC Unified School District Brown Sally 5/26/ :04 5/31/2016 7:32 9 Credentialed School Psychologist Direct Service and Administrative Providers abc@abc.edu /6/ :04 ABC Unified School District Black Mary 4/13/ :28 4/13/ :41 3 Licensed Registered Nurse Direct Service and Administrative Providers abc@abc.edu /20/ :28 ABC Unified School District George Vanessa 6/16/2016 9:31 12 Licensed Speech-Language Pathologist Direct Service and Administrative Providers abc@abc.edu /23/2016 9:31 ABC Unified School District King Lisa 6/2/ :39 6/2/ :43 10 Licensed Registered Nurse Direct Service and Administrative Providers abc@abc.edu /9/ :39 ABC Unified School District Blue Charlie 5/17/ :14 5/17/ :25 8 Licensed Speech-Language Pathologist Direct Service and Administrative Providers abc@abc.edu /24/ :14 ABC Unified School District Smith John 5/25/2016 9:21 5/25/2016 9:45 9 Licensed Speech-Language Pathologist Direct Service and Administrative Providers abc@abc.edu /3/2016 9:21 ABC Unified School District Brown Sally 6/23/2016 8:11 6/23/2016 9:38 13 Licensed Speech-Language Pathologist Direct Service and Administrative Providers abc@abc.edu /5/2016 8:11 ABC Unified School District Black Mary 5/4/ :54 5/5/2016 9:31 6 Credentialed School Psychologist Direct Service and Administrative Providers abc@abc.edu /11/ :54 ABC Unified School District George Vanessa 6/10/2016 9:47 6/13/2016 8:40 11 Credentialed School Psychologist Direct Service and Administrative Providers abc@abc.edu /17/2016 9:47 ABC Unified School District King Lisa 4/18/ :12 4/18/ :45 4 Licensed Registered Nurse Direct Service and Administrative Providers abc@abc.edu /25/ :12 o Moments Tab 49

50 Monitoring cont d o Filter on the Moment Tab 50

51 Monitoring cont d o Calendar Tab Show Alternate Label? Show Moment Dates? 51

52 Reports Quarterly Snapshot Report in the RMTS System* o By TSP effective dates and by Cost Pool 52

53 Questions? 53

54 RMTS Forms* 54

55 Funding Source Change Form Federally Funded TSPs o SMAA RMTS Participant Funding Source Change Form (DHCS) is required to be submitted to the LEC and then DHCS if TSPs become 100% federally funded during the course of the quarter 55

56 LEA Coding Review Process After the final moment is coded within a quarter, the LEC has 30 days to perform their final review. The LEC will send each district SMAA Coordinator a report (PDF and Excel) with all RMTS responses and assigned codes as recorded in the system. The LEA Coding Review Report Certification form* confirming your review and any coding changes will be required and must be returned to the LEC office 30 days after the report is released. 56

57 Certification Quarter 4 Coding Review Dates o Maintain verification of attendance documentation (paid/unpaid time off). o If there is a difference of opinion about an assigned code include a SMAA Manual reference (section #/page # or Appendix #) that supports your reasoning. o If the sample mentions an outside agency/provider and is not explicit about being Medi-Cal (M/C) covered, we will code to non M/C activity code if the outside agency/provider provides M/C services, then the SMAA Coordinator can notate on the certification form and the LEC will adjust accordingly. o The LEA needs to maintain documentation in their audit records Quarter 4 to be released Quarter 4 Certification Due Monday, August 22, 2016 Wednesday, September 21,

58 RMTS Stats Quarter 4 Region 9 LEC Stats 50 districts 7,672 participants 5,522 random moments assigned 48 vacated moments 145 invalid moment 96% regional compliance rate 58

59 Name Title Phone Rosalee Hormuth Coordinator Catherine Graham Project Manager Dina Smith Sarah Fox Charlie Wu Leanne Tasko Project Accountant Program Data Technician Program Data Technician Administrative Assistant III