SDAC Update SessionMarch 2012

AgendaComing Soon:

◦A Change in Training Focus for SDAC Coordinators

◦Mandatory Switch to Electronic RMSClarification on Quarterly CertificationClarification of Payment Process Review of New Reporting Files Checklist

and How it Can Remedy Common ErrorsRMS Coding ExerciseWhat to Focus on March thru June 2012Q & A Session

MSBA Medicaid Consortium Contact and Website InformationKim Ratcliffe- (800) 221-MSBA(6722) Ext 362

(Executive)Colleen Mahon- (800) 221-6722 Ext 340 (Business)Collin Swearingen-(573)673-2013 (SDAC, Direct

Services)Brenda Wright- (660)651-1534 (SDAC)Lisa Helm- (573)795-0510 (Direct Services)Darcy Frazee- (800)221-6722 (Claims Adjustments

and Financial)Ashley Branstetter- (800)221-6722 (Direct Services)

E-mail addresses for the above: lastname@msbanet.org

http://www.msbanet.org/programs_services/medicaid/sdac

A Change in Training Focus for SDAC Coordinators100% of district SDAC coordinators

should attend the September regional training.

September’s training will be comprehensive. All subsequent quarterly trainings will

be 90 minute webinars that focus on new and timely review of content.

Supplemental webinars will be audience and topic specific on an as-needed basis.

Mandatory Switch to Electronic RMSWebinars for districts switching to

electronic RMS: Type the URL listed below into your browser for the session that works best for you:

Thur., Mar. 29, 2012 1:00 PM - 1:45 PM CDT https://www2.gotomeeting.com/register/850743370Mon., Apr. 2, 2012 9:00 AM - 9:45 AM CDT https://www2.gotomeeting.com/register/300186642

Mandatory Switch to Electronic RMSAll districts currently using paper

forms will be converted to electronic beginning Q3-12 or July 1, 2012.◦Q3-12 roster must have valid email

addresses for all participants (if a person does not have an email address ask them to get a free email account through gmail, hotmail, etc.)

◦We encourage that paper districts make the switch in Q2-12 instead of waiting.

◦What are the procedures for converting?

Important Information to be Provided to District IT StaffDo NOT block the www.therapylog.com

website.Whitelist the email address

info@therapylog.com Send Grid is our cloud-based source for all

therapylog outbound mail.Server Name: email.therapylog.com Whitelist the following domain names:

msbanet.org verticalresponse.com messaging.microsoft.com microsoftonline.com

Important Information to be Provided to District IT StaffWhitelist the following to allow access to long-term storage of reports and data and to access training videos:

therapylogvideo.s3.amazonaws.com (for SDAC training videos, accessed via http)

tlprod.s3.amazonaws.com (for Reports, accessed via https)

Paper to Electronic RMS ProcessEmail swearingen@msbanet.org

before March 16, 2012 to start electronic RMS in Q2-12.

Remember, all districts will be electronic starting Q3-12

Quarterly Certification of ExpendituresCertification of Expenditures is no

longer completed annually; Certification of Expenditures is now a quarterly requirement.

Quarterly Certification of Expenditures is submitted to MSBA after your cost file for the given quarter has been validated by MSBA.

Let’s look at some screen shots

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

Quarterly Certification Screen Shot

A Look At The Billing Step In Therapylog.com

A Look At The Billing Step In Therapylog.com

Vendor Payment Websitehttps://

www.vendorservices.mo.gov/vendorservices

It is used to check if SDAC payments have been made to the district.

At the time being all payments show contact information of bonnie.f.gibson@dss.mo.gov

The column heading “Invoice Number” should display the quarter for which the payment was made.

Vendor Payment Website Screen Shots

Vendor Payment Website Screen Shots

Vendor Payment Website Screen Shots

Vendor Payment Website Screen Shots

Vendor Payment Website Screen Shots

Vendor Payment Website Screen Shots

SDAC ClaimWhen and how does our district

receive a copy of our claim?Why doesn’t the therapylog

amount match what is on the vendor payment site?

Let’s take a look at a sample claim now.

Personnel Roster GuidelinesPositions which are 100% federally funded

have not been placed on the roster.Positions which are paid from function

codes 2320-2329 have not been placed on the roster. [Note: If the position is split funded from some other function code, it may be listed but caution must be exercised to insure that only the “other” function code costs will be reported.]

Double check to be sure you have identified the correct quarter in cell D4 of the PERSONNEL tab.

The Personnel tab remains titled Personnel on the 5-tab template.

Personnel Roster GuidelinesYou are using the most current template

available at www.msbanet.org. The district’s MHD code is entered in the

first column for each listed participant. [Note: Be sure you are entering your MHD code and not the obsolete MAXMUS code. If you are unsure of the code, please call MSBA for assistance.]

Each employee ID is unique and not recycled from an earlier employee or associated with another individual within the district.

Personnel Roster GuidelinesEach individual has a unique email

address. The same email address is not being used for multiple individuals.

Salary and benefit amounts are not shown on the Salary tab when submitting the Personnel Roster prior to the beginning of a quarter.

Location of data has not been changed. [Note: Columns and rows are set within the template to enable our system to find the data and process it.]

Personnel Roster GuidelinesEach participant is only listed once.Each participant has a work schedule

entered on the Personnel tab.The listing of participants begins on line

6 of the PERSONNEL tab. [Note: Do not leave blank lines between participants.]

Do not make any changes to this tab after it has been submitted unless you discuss this with MSBA. Changes will only be possible if requested prior to generating RMS samples

Calendar Guidelines

Professional Development and/or Parent-Teacher Conference days have not been listed as days off. [Note: Any time staff is working and paid they are subject to RMS sampling.]

Early release days reflect the time the NON-SAMPLING starts. For example, if the early release is at 12:15 p.m., the non-sampling time starts at 12:15 p.m.

Date ranges for extended breaks are entered, such as Winter (Christmas) break, Spring break, Summer break, etc.)

Cost Data/PPR Guidelines Do not make any changes on the personnel tab when

reporting costs. If reporting costs on the SALARY tab for someone

who is not listed on the PERSONNEL tab, comments are entered to explain the change, i.e. name change due to marriage/divorce, replacement of person who was originally in the position, etc. [Note: We must be able to match the costs being reported to a position/name which was on the original roster used to generate RMS samples for the quarter.]

No costs have been reported for any person/position that was not subject to RMS sampling for the quarter.

Cost Data/PPR GuidelinesCosts have been reported for all contracted

positions on the roster. If you are NOT reporting costs for a position listed

on the PERSONNEL tab, comments have been included to explain why, i.e. 100% federally funded position place on roster in error, position vacant, leave without pay, contracted provider bill not received in time for payment this quarter, etc.

Do not report any salary or benefit amounts which were paid with federal dollars.◦ Proportionate costs for private/parochial students

For positions which are split funded, no costs have been reported which were paid through function codes 2320-2329.

Cost Data/PPR GuidelinesThe PPR tab has been completed. [Note:

This includes completion of the top portion of the tab which identifies district, quarter, which completed the tab, etc. as well as the bottom portion where providers are listed.]

The full name (no abbreviations) has been listed for each provider listed on the PPR tab, the name is spelled correctly and an address has been included.

Only licensed medical providers are listed on the PPR tab. (Individuals, Clinics, Public Health Dept., etc.)

Cost Data/PPR GuidelinesAfter uploading the file, the Edit Costs

button has been clicked and the salary and fringe totals have been entered. [Note: Amounts entered must agree with the totals of the Salaries and Benefits columns.]

If a variance of 4.5% or more is indicated, a justification of the variance has been entered in the indicated area.

The Update Costs button has been clicked to save the cost totals and justification(s).

The Next Step button has been clicked.

Quarterly Certification GuidelinesThe Quarterly Certification form for the

correct quarter has been download from Therapylog and signed.

If the signed document has being scanned and uploaded to Therapylog, be sure to click “Next Step.”

If the signed document has been faxed to MSBA at (573)445-9981, be sure you also go into Therapylog, mark the “faxed” box and click on both “Submit” and “Next Step.”

Additional Checklist for All FilesThe correct quarter is identified

on each tab of the file. ◦Personnel tab: Cell D4; Salary tab:

Cell H4; PPR tab: in the box on lines 13-15.

The file contains only data from the identified quarter.

Tabs 2, 3, and 4 are named in order on your submission: Personnel; Salary; and PPR.

RMS Form Review

Understand the 5 business day rule and deal with technical issues before it is too late.

Use the “Paid Leave” and “Reject Survey” button appropriately.

When reviewing RMS forms with a code 4 consider licensure status in regard to both activity and position code selection.

RMS Form Review (continued)

Training has to be completed before the moment occurs if it has been longer than 1 year since participant has been trained.

Paper moments needs to be submitted within 2 weeks of RMS sample date.

MHD invalidates paper moments if signature date is same as moment date, but RMS description says the participant was absent.

RMS Form Review (continued)

On snow days and sick days, the date on paper forms must reflect actual date of completion.◦Electronic forms are time and date

stamped.◦If school is closed and you are there,

you must indicate what you are doing.

◦Always date the form the day you complete it. Particularly problematic on snow days or sick leave.

Let’s look at your sample RMS Form and Handout……

ACTIVITY: RMS Coding

RMS Form Review

Only licensed medical positions can use a “4” code. (Exception: Personal Care Attendant who is not licensed.**)

Indicate licensed professional positions under “Other”.◦Licensed Professional Counselor ◦Licensed Clinical Social Worker◦Licensed Psychologist◦Personal Care Attendant**

What To Focus On Between Now and June TrainingsSubmit Cost Data/PPR for Q4-11.

(Submit Immediately) Submit Q2-12 Personnel

Roster/Calendar (Past Due 02/10/12)Register for Electronic RMS Webinar if a

I am new to electronic RMS or need review for Q2-12

Mail/Submit Electronically all Q1-12 RMS forms weekly. (All forms should be received by MSBA no later than April 13, 2012)

What To Focus On Between Now and June 2012 TrainingSubmit Q1-12 Cost Data/PPR/Quarterly

Cert. (Due April 30, 2012)Submit Q3-12 Personnel

Roster/Calendar. (Due May 4, 2012)Register for the June Training (Offered

in May (?) and between June 4th-8th)Ensure Participant Training is

completed for all participants (Within 1 year of prior training or prior to an assigned moment for new personnel.)

Question & Answer SessionWhen we return we will be

responding to these written questions.