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HCA/LHJ Statewide MAC Coordinator Call

Webinar March 20, 2017 3:30pm-4:00pm

Attendees:

Jon Brogger Jennifer Inman Annie Goodwin

Kathy Spoor Leslie Hopkins Cathy Mortell

April Fisk Carrie Riemann Hansine Fisher

John Abplanalp Lynda Thomas Patty Proctor

Benton Franklin Clark County Tacoma-Pierce County

Adams County Asotin County Grant County

Chelan-Douglas Clallam County Jefferson County

Columbia County Cowlitz County Kittitas County

King County Island County Mason County

Klickitat County Kitsap Public Health Pacific County

NE Tri County Lewis County Skamania County

San Juan County Okanogan County Tacoma-Pierce County

Snohomish Health District Skagit County Yakima Health District

Thurston County Spokane Reg Health District

Whatcom County Walla Walla County

Please Register for the webinar:

https://attendee.gotowebinar.com/register/2253744130631232258 Call-in: 1-888-407-5039/Participant PIN: 95523097

Desired Outcome:

Program updates, question and answers.

Agenda Items Lead Comments Summary Meeting Notes

Welcome Jon Attendance is tracked via webinar registration.

Reminder: Contact Jon Brogger Jon Please direct email inquiries to Jon, with a CC to Jennifer.

Please send all LHJ-related email inquiries to Jon Brogger at jon.brogger@hca.wa.gov

New LHJ Program Specialist Backup Staff

Jon Katherine Hudson starts 4/3/17

Katherine Hudson begins in the MAC program on 4/3/17. Her responsibilities will be split among multiple MAC programs including LHJs.

Electronic A19 Process Jon

Discuss new process for electronically submitting A19s. Please see Electronic A19 Submission Process handout.

HCA will begin accepting electronic submissions of A19s beginning April 1st 2017. Signed, scanned A19s can be submitted to Jon Brogger at jon.brogger@hca.wa.gov

Code Reviewer Training Dates

Jon

Final Eastern WA training dates:

5/3/17 Tri Cities

5/4/17 Spokane Final King County training date:

5/31/17

The re-scheduled Eastern Washington training dates are now final. An additional King County training date has been added. Code reviewer trainings are mandatory. If you have not

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Reminder: this training is required. Please register if you have not already attended. Contact Carrie at carrie@hfa3.org for registration links.

registered, please contact Carrie with HFA at carrie@hfa3.org to register. Question: Are both in-person and online trainings required for new participants? Answer: Yes, new participants are required to have in-person training in addition to the annual online training.

Q2 2015—Q1 2016 revised invoices Carrie

These quarters must be revised—see Q215-Q116 Revised Invoices handout. Currently, 20 LHJs have not completed this process for one or more quarters. Please see “03 17 17 Invoice Resubmission-Client ID” handout

A reminder to submit revisions for Q215-Q116 if you submitted your invoice prior to September 16, 2016. There are currently 20 LHJs that have not completed this process for one or more quarters. Carrie with HFA will be following up with affected LHJs to offer additional guidance as needed.

Quarterly updates Carrie

Participant list is due 3/20. Participant training (new in-person and all online training) due 3/27.

All new participants must be provided in-person training, which is due by 3/27/17. Coordinators must certify their participant lists by 3/20/17.

Comments/Questions All Open for any comments/questions.

Question: What is the likelihood that an audit will be conducted for the LHJ MAC program? Answer: It is very likely that an audit or review will be performed at some point. Question: Are there any changes happening at the Federal level that will impact the MAC program? Answer: We are not currently aware of any changes happening at the Federal level that will have a specific impact on the MAC program.

Next Meeting: 04/17/17 3:30pm-4:00pm

Adjourn

Overview

Medicaid Administrative Claiming - A19 Submissions

Current A19 Process:

New A19 Process

Benefits of the New A19 Process

Next Steps

For additional information about HCA’s MAC program, please contact:

URMTS:https://wsalpho.hfa3.org 1

Q2-Q42015&Q12016ClientIDReviewInstructions

Background

InpreparingtheRMTSresultsforthereconciliationinvoices,HFAstaffdiscoveredinstanceswheredatahadbeenenteredintotheclientIDfieldthatappeartobetextotherthanaclientID.ThisaffectsQuarter2,2015–Quarter12016.

ThedatabasethatgeneratestheRMTSresultsforeachconsortiumusesallMAClinkage-relatedmomentswithdataintheclientIDfieldinthecalculationoftheactivitypercentageforthesecodes.SincenotallLHJsusethesameclientIDformat,theURMTSsystemwasprogrammedtorecognizeanythingenteredintothefieldasaclientID.

Unfortunately,someclientIDfieldscontaintextotherthanaclientID.CountingthemasclientIDwouldinflatethepercentageofmomentsinthelinkagerelatedMACcodeswhereaclientIDisappliedandwouldresultintheLHJsbeingoutofcompliancewithboththefederally-approvedCostAllocationPlanthatwentintoeffectwithQ215andwiththereconciliationplancoveringtheelevenquartersaffectedbythedeferral.

RequiredAction

Asaresult,theerroneousdataenteredintotheclientIDfielditmustbecorrectedinordertogetanaccuratepercentageofMAClinkage-relatedcodesassociatedwithaclientID.

ThereasonforcorrectingtheseerrorsintheclientIDisthreefold:

• ToensurecompliancewiththefederallyapprovedMACCostAllocationPlanandtheReconcilationproposal.

• TopreservetheoriginalRMTSfilesforauditpurposes-theyaresourcedocumentationfortheoriginalinvoices.Theirresultswerecertified,andinvoicesweresubmittedtoHCAusingthisdata.

• TohaveatransparentprocessforcorrectingerroneousclientIDsandtoprovideanaudittrailthatwillclearlyshowhowthecorrectedRMTSfilewascreated.

ReconciliationRMTSResultsandInvoicesWhiletheclientIDsarebeingcorrected,HFAwillsuspendprocessingRMTSresultsforthereconciliationinvoices.However,HFAwillcontinuetoopeneachreconcilationinvoiceonthepublishedschedulesothatLHJsmaybeginenteringexpendituresandfundingintoURMTS.

Thefirsttwoquartersofreconciliationresults(Q3andQ42012)thathavealreadybeenprocessedwillneedtoberevised.LHJsthatpreviouslycertifiedtheseinvoiceswillneedtore-certifythemoncerevisedRMTSresultshavebeenentered.

OncealltheclientIDsarecorrected,HFAwillresumeprocessingtheRMTSresultsforthereconciliationinvoices.

Q22015–Q42015&Q12016InvoicesTheinvoicesforthesequarters(Q22015-Q42015&Q12016)willneedtoberevisedtoreflecttheupdatedRMTSresults.

URMTS:https://wsalpho.hfa3.org 2

Q2-Q42015&Q12016ClientIDReview

Timeline&Checklist

� August31st-September1st:HFAwilldeletetherandommomentcodingcertificationsforallLHJsforquarters2,3,and42015andQ12016.TheRMTSresultswillbeunlockedandtheoriginalRMTSresultsarchived.

� September9th:LHJswillcompletetheirclientIDreview,makenecessarycorrections,andrecertifyallquarters.� September13th:HFAwillre-processtheRMTSresultsforthefourquartersaffectedbytheinaccuraciesintheclientID.� September15th:HFAwillresumeprocessingtheRMTSresultsforthereconciliationinvociesintheURMTS,asfollows:

o September15:Q1-Q42013o September19th:Q1-Q22014o September26th:Q32014-Q42014o October3rd:Q12015

� October14th:LHJswillhavecompletedallreconciledinvoicesandsubmittedanelectroniccopyoftheexcel-basedA19forHCAreview.

LHJTasks

CorrectingtheClientIDs� EachLHJwillreviewitsclientIDsforQ2,Q3,Q42015,andQ12016usingtheattachedsummaryreport.

o AllcorrectionsmustbedoneintheCodeReviewsectionofURMTS.o AnyclientIDsthatarebeingmodifiedshouldincludeacommentexplainingwhyachangewasmade.

� ThereviewofmomentswithclientIDs,includinganynecessarycorrectionsandcertificationofthefinalcodereviewforeachquarter,mustbecompletedwithin5businessdays(nolaterthanSeptember9th).Thisisatightturnaround,butitisnecessarytokeeptheoverallreconciliationprocessmovingascloselyaspossibletotheoriginaltimelineinordertomeettheOctober14thdeadline.

o LHJsthathavenocorrectionstotheirclientIDswillstillneedtorecertifytheirfinalcodereview.

HowtoCorrectClientIDs

� ReviewtheattachedreporttoidentifyclientIDsthatneedcorrection.ThisincludesanyIDthatisinvalidorcontainserroneoustext.(IfthereisnovalidclientID,thisfieldshouldbeblank.)

� LogintoURMTS.� Clickonthe“CodingQueue”menuitem.� Selectthequarterusingthefilteratthetopofthepage.

� Clickonthe“History”buttontoopenthemoments.

URMTS:https://wsalpho.hfa3.org 3

Q2-Q42015&Q12016ClientIDReview

� Searchforthemomentsusingthefilters(thecodereviewercansearchbyRMTSparticipantorusetheactivitycodefilter–retrieveallmomentsassignedtotheMAC-relatedlinkagecodes-6b,7b,7d,10b,and12b)

� Clickon“returntocoding”nexttothemoment.� Returntoyourcodingpageafteryouhavereturnedallmomentstothecodingqueue.� Clickoneither“edit”or“remove”nexttotheclientID.Enterthechange,andclicksave.Repeatthisforallmomentsa

clientIDthatmustbeedited.

HowtoCertify“CodingsFinalized”

� WhentheLHJhasconfirmedthatallcorrectionstotheclientIDforaquarterarecompleted,gototheRMTSmenuitem.� Selecttheappropriatequarter(forexample2015.Q2.Consortium9)� Clickonthered“certify”button.� Clickthecheckboxnexttothecertificationstatement,thenclick”submit”.� Repeatforallfourquarters(2015Q2,2015Q3,2015Q4and2016Q1).

ReconciledInvoices� LHJsshouldnotcertifyanyreconciledinvoicesuntilnotifiedbyHFA.� LHJswhohavealreadycertifiedaQ3orQ42012reconciliationinvoicewillneedtoadjustfunding,re-certifytheinvoice

andtheCPEform,oncetherevisedRMTSresultsarepopulatedinthereconciliationinvoices.o HFAwillunlocktheseinvoicesanddeletetheCPEform.o TheLHJwilladjustfundingasneeded.o TheLHJwillre-certifyandsubmittheinvoiceandregeneratetheCPEform.

� LHJswhohavebegunenteringdatamayneedtoadjustfundingoncethenewreconciledRMTSresultsareposted.� HFAwillnotifyeachconsortiumwhentherevisedRMTSresultsforreconciliationresultshavebeenenteredintothe

URMTS’reocniciationinvoices.

SubmitRevisedInvoices� EachLHJmustsubmitrevisedinvoicesfor2015Q2,2015Q3,2015Q4and2016Q1.� Invoicescannotbereviseduntiltheoriginalinvoicehasbeenpaid.� OncetheLHJreceivespayment,arevisedinvoicewillneedtobecreastedinURMTS.SeetheURMTSUserGuideforstep-

by-stepinstructionsforpreparingandsubmittingarevisedinvoice.