OnBoarding Resources

YOUR MEDICAID IS OUR BUSINESS OnBoarding Resources 2021-2022 School Districts in Partnership to Achieve Excellence

eSHARS Medicaid Trainings MF_ SHARS Training MF_ RMTS Training SHARS Course Description: ,Participants will learn about policy and procedures and training guidelines for ( )the School Health and Related Services SHARS program which allows Texas ( ) ( )local educational agencies LEAs and shared service arrangements SSAs to - .request reimbursement for Medicaid health related services Audiologist Physical Therapist #1443717Course Number # 1443712Course Number Counseling Special Transportation Attendant # 1443716Course Number # 1443707Course Number Nursing Special Transportation Services # 1443684Course Number # 1443706Course Number Occupational Therapist Speech Therapist # 1443715Course Number # 1443705Course Number Psychologists Teachers (Personal Care) # 1443714Course Number # 1443703Course Number RMTS Course Description: ,Participants will learn about policy and procedures and training guidelines for ( ) ,the Random Moment Time Study RMTS program which allows Texas Health ,and Human Services Commission to determine the percentage of time the ( )Independent School District ISD and Charter Schools spend providing / .administrative services and or direct medical services to students Random Moment Time Study # 1443711Course Number Contact Open 800-381-6334 7 - 5AM PM @ . .mfcstraining houstonisd onmicrosoft com

Independe Random Mom

ent School Districts ment Time Study 1

The Agenda Random Moment Time Study (RMTS) will incl • RMTS Overview • RMTS Requirements • Contacts – Roles and Responsibilities • Participant List • Moment Selection • Moment Response • System Demonstration • Polling Questions • School Health and Related Services (SHARS) Co Overview • Medicaid Administrative Claiming (MAC) Overv • Wrap up

lude: ost Reporting view 2

What is Random Mo • A valid random sampling tech performing work activities • The “Moment” represents o from all available moments w • Statewide time study sample Regardless of the distric once the moment has o respond to the series of being performed and th

oment Time Study (RMTS)? hnique that measures the participant’s time one minute of time that is randomly selected within the quarter e ct the time study participant is located, occurred, please logon to STAIRS and f questions documenting the activity he name of the district. 3

Overview - Pur • To determine the percentage o incurs assisting individuals to a services Direct Medical Services - Medicaid Outreach Medicaid Eligibility Deter Medicaid Referral, Coord Medicaid Staff Training Medicaid Transportation Medicaid Translation Medicaid Program Planni Medicaid Provider Relatio • To Reasonably identify staff tim

rpose of RMTS of time the Independent School District (ISD) access medically necessary Medicaid funded SHARS rmination dination, and Monitoring n ing, Development & Interagency Coordination ons me spent on activities during the given quarter. 4

Overview - Tim • Direct Medical – Providing ca • Outreach – Informing studen services • Eligibility – Assisting studen process • Referral, Coordination, and M and/or monitoring activities Plan (IEP) • Staff Training – Coordinating pertaining to medical or Med • Translation – Arranging or p to access medical or Medicai • Transportation – (Exclude bu accompanying students in n transportation to medical se • Program Planning, Developm Developing strategies to imp medical or Medicaid services • Provider Relations – Activitie providers

me Study Activities are, treatment and/or counseling nts, families and groups about available nts or families with the Medicaid eligibility Monitoring – Making referrals, coordinating on a student’s Individualized Educational g, conducting or participating in training dicaid services providing translation to a student or family id services us drivers) aides and monitors need of personal care services or arranging ervices ment & Interagency Coordination – prove the coordination and delivery of s es to secure and maintain Medicaid 5

Overview- RM HHSC Contractor codes moment 6 Participant responds to selected moment by answering moment online RMTS Contact ensures selected participants are trained

MTS Process RMTS Contact identifies pool of time study participants 2 HHSC Contractor identifies pool of available time study moments 3 4 HHSC Contractor randomly matches moments and participants 6

Requireme In order to particip • Time Study Periods (Federal Fisca 1st Quarter - October, Novem 2nd Quarter - January, Febru 3rd Quarter - April, May, Jun 4th Quarter – No Time Stud • For SHARS - An active Texas Provide Healthcare Partnership (TMHP) is re • For MAC - A valid SCOR number from • Participant List (PL) must be certifie study (RMTS). • To be included on the MAC claim an the PL. • A statewide response rate of 85% fo • Mandatory annual training for RMTS

ents for RMTS pate, you must… al Quarters) mber, December uary, March ne dy conducted er Identifier (TPI) number from Texas Medicaid & equired. m HHSC is required. ed for ISD to participate in the random moment time nd/or SHARS cost report position must be included on or RMTS moments is required. S Contact and participants is required. 7

Requirements Event Opens/B ________________________________________________________ Participant List (PL) 1st Quarter PL 05/15/20 2nd Quarter PL 09/16/20 3rd Quarter PL 12/16/20 Time Study (TS) 10/01/20 01/07/20 1st Quarter TS 04/01/20 2nd Quarter TS 3rd Quarter TS

s - Important Dates Begins Closes/Ends (6 p.m. CT) ________________________________________________________________________________ 020 09/15/2020 020 12/15/2020 020 03/05/2021 020 12/11/2020 8 021 03/31/2021 021 05/28/2021

Requirements • Each RMTS Contact must complet • RMTS contacts are required to com then are eligible to take “refresher • Initial training must be interactive Face, Webinar, Skype or Teleconfe • Refresher training may be conduct training • HHSC recommends that all particip mandatory RMTS Contact training • Trained RMTS contacts are respon annually • MAC Financial Contact training and mandatory and held separately

s - Training te HHSC training annually mplete only one HHS annual initial training and r” trainings. and therefore must be conducted via Face-to- erence ted via CD's, videos, web-based and self-paced pating ISD’s have at least 2 employees attend g nsible for training Time Study (TS) participants d SHARS Financial Contact training are 9

Requiremen Full Access versus View Only Acce System Access is limited

nts - Training ess to “View Only” until training is completed 10

STAIRS Conta  District Contacts ➢ Superintendent ➢ RMTS Contacts ➢ MAC Financial Con ➢ SHARS Financial C  Time Study Participan  Health and Human Se  HHSC Contractor ➢ Fairbanks LLC Technical Suppo Central Coding S

acts ntacts Contacts nts ervices Commission ort Staff 11

Superintende • Is no longer included on including Personal Care • Must be designated as password will be provid • Has the ability to add “P Primary RMTS Con When a Primary or automatically gene and password

ent n the participant list in any job category Services (PCS) a contact in STAIRS. Username and ded via E-mail Primary” RMTS contact ntact can add Secondary Contacts Secondary RMTS contact is added, it erates an e-mail containing their username 12

RMTS Contac • Must be an employee of ISD or Primary RMTS Contact must be ISD assumes all responsibility fo • Ensure all contact information • Must attend annual training pr • Verify and update quarterly Pa • Provides RMTS training to sam • Provides ongoing technical ass • Ensure ISD compliance with 85 Receives weekly list of participa reason for missed moments) • Contact can enter paid and un when they are unavailable

ct r its designee e an employee of ISD or designee’s actions/non-actions n is current and accurate rovided by HHSC articipant List mpled participants sistance to participants 5% required response rate ants that did not respond to their moments (document npaid time off for the selected participants 13

RMTS Conta • Time study participants wh moment but will return wi moment. • The RMTS Contact will nee unpaid” leave if the partic • If a position is Vacant, the as “unpaid” leave. If a po should be forwarded to th • If the position is filled afte the vacant position or the employee will have to use day notification

act (con’t) ho are absent at the time of their selected ithin 5 business days, should complete the ed to respond to the moment as “paid or cipant will not return within 5 business days. e RMTS Contact should respond to the moment osition has been filled, the selected moment he new employee for response. er the 3 day notification has been e-mailed to e employee previously in that position, the new e the username and password provided on the 3 14

Time Study Pa Time Study Particip • Must answer the following • Who was with you? • What were you doing? • Why were you performin • Must attend annual trainin • Participant notified of mom • Enter response within 5 bu • Reminders sent to participa Primary RMTS Contact c • Failure to enter the informa • Respond to follow-up ques receipt of e-mail. Primary RMTS Contact w

articipant pant must: g to document the sampled moment: ng activity? ng provided by trained RMTS Contact ment 3 days in advance usiness days of moment ants via e-mail at 24, 48, & 72 hrs. copied on the 72 hour reminder ation will disqualify the moment stions from coders within 3 business days from will be copied on the e-mail 15

HHSC – Time • Provides RMTS support an • Provides training to RMTS • Provides training to Centra • Works with appropriate fe • Conducts ongoing program Time Study results Compliance with trainin Documentation compli • Sends out the non-complia

Study Unit nd guidance S Contacts al Coders ederal agencies to design and implement programs m review to include: ng requirements iance ance notification letters 16

Fairbanks, LLC Central Coders • Receives training from • Review the participan • Assigns activity code • When additional infor clarifying information e-mail within 3 busine • Moments and assigne coder for agreement

C. m HHSC on activity codes nt’s response for the sampled moment using uniform time study codes rmation is needed they must obtain n from time study participants via follow-up ess days of request. ed codes are reviewed by a 2nd and 3rd and quality assurance 17

Fairbanks, L Technical Support • Contracted by HHSC to system • Assist in annual training • Ongoing system suppor • Send e-mail notification sampled moment • Send reminder e-mails f

LLC. (con’t) t operate and administer the web-based RMTS g for RMTS Contacts rt n to selected participant 3 days prior to the for non-response to the sampled moment 18

Manage Tim

me Study Sample 19

Polling

g Question 20

Polling Que 1. If a participant fails to resp business days the RMTS m A. Document reason the momen B. Report the incident to the par C. Remove the participant from D. All of the above

estion pond to their moment within the 5 must: nt was missed in Fairbanks system rticipant’s supervisor the PL and exclude from TS 21

Participant Participant List •Development •Certification •Who’s In •Drop Down Options •System Demonstratio

List on 22

PL - Developm • At the beginning of each quar STAIRS a comprehensive list o • Once PL is closed you cannot position/function category. • No changes can be made afte opens, unless you attend an e mid-May.

ment rter only the trained RMTS Contact provides in of staff eligible to participate in the RMTS. add/delete a participant nor change er the 3rd quarter PL closes until next FFY PL early May training which gains you access to PL 23

PL - Develop An accurate PL is a critical part for If an ISD does not update/cer They are ineligible to sub They are ineligible for SH • Every time the PL is updated, i The RMTS Contact must o button prior to the deadl participant list from the p • Reminder e-mails will be sent o PL. • The PL provides a basis to iden MAC claim and SHARS cost rep

pment r ensuring eligibility for MAC and/or SHARS rtify its PL by the deadline: bmit a MAC claim for that quarter HARS reimbursement for the entire FFY 2021 it is also certified. open the PL and click the “certify the PL” line, even if there are no changes to the previous quarter. only to those ISDs that have not certified their ntify the positions that may be included in the port 24