CBMAC Participant Training

1. CBMAC Participant Training January 2010

2. Agenda • Refresher • Online Sample Changes • Paper Moment Changes • Proper Activity Selection • Adequate Activity Description • Questions and Answers CBMAC Participant Training – Jan. 2010

3. Refresher • Email comes soon after your moment • Specifies Selected ‘Moment’ (Date and Time) • Link to Online Sample • Your User ID and Password (Do not share!) • Contact Information for PCG (Phone & Email) • Reminder emails after 4, 24, 48, & 72 hrs. • Copy to Coordinator • Does not contain User ID and Password CBMAC Participant Training – Jan. 2010

4. Refresher (Continued) • Respond to questions based on what you were doing at your specified moment. • Link to Activity Definitions is on Moment Selection screen or on CBMAC web site. • Know your Coordinator and use them as a resource. CBMAC Participant Training – Jan. 2010

5. Online Sample Changes • Changes are in three areas: • Added Targeted Case Management Question • Moved Activity Description Up to Before Activity Selection • Moved the Outreach to Activity Selection for ‘Non-client Related’ • Screen Shots Posted on CBMAC Site CBMAC Participant Training – Jan. 2010

6. Online Sample Changes (Continued) Three Scenarios: • TCM Client and TCM Service • Client Related but Not TCM Client or TCM Service • Not Client Related CBMAC Participant Training – Jan. 2010

7. Scenario 1: TCM Client and TCM Service CBMAC Participant Training – Jan. 2010

8. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #1: Select Your Moment • Click on ‘Respond’ to access the moment and begin completing questions. CBMAC Participant Training – Jan. 2010

9. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #2: Choose Client Related or Not • For this scenario, Click ‘Yes’ to indicate you are working on a client related activity. CBMAC Participant Training – Jan. 2010

10. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #3: Select TCM Client and TCM Service or Not New Screen • Must be both TCM client and a TCM Service or ‘episode’ to select ‘Yes’. • If TCM client but NOT TCM Service, select ‘No’. • If you are unsure, select ‘No’. CBMAC Participant Training – Jan. 2010

11. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #4: Describe the Activity Being Performed • Now you must describe what you’re doing BEFORE you select the Activity from the drop-down. CBMAC Participant Training – Jan. 2010

12. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #5: Select the Appropriate Activity Code • When selecting ‘Yes, TCM’, the only available activity is Direct Medical and Behavioral Health Services. CBMAC Participant Training – Jan. 2010

13. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #6: Input Client ID • For individual client activity, Input the client’s ID. For group activities, type the word ‘Group’ and input one client ID. • Use ID, not Medicaid Number or Social Security Number. CBMAC Participant Training – Jan. 2010

14. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service Screen #7: Review Summary Screen • On the Summary Review screen, click the check box and ‘Submit’ when you’ve reviewed and are satisfied with selections. • You can click ‘Edit’ and return to any question to modify your answer. Review Carefully!! CBMAC Participant Training – Jan. 2010

15. Online Sample Changes (Continued) Scenario 1: TCM Client and TCM Service • You will get a message like the above when your moment has been successfully submitted. CBMAC Participant Training – Jan. 2010

16. Scenario 2: Client Related but Not TCM Client or Service CBMAC Participant Training – Jan. 2010

17. Online Sample Changes (Continued) Scenario 2: Client Related but TCM Client or Service Screens #1 & 2 are the same as Scenario #1: TCM Screen #3: Select TCM Client and TCM Service or Not New Screen • Select ‘No’, if the client is not a TCM client or if the service is not a TCM service. • If you are unsure, select ‘No’. CBMAC Participant Training – Jan. 2010

18. Online Sample Changes (Continued) Scenario 2: Client Related but TCM Client or Service Screen #4 is the same as Scenario #1: Input Activity Description Screen #5: Select the Appropriate Activity Code • Outreach is no longer available, since the activity is not specific to one or a group of clients. Outreach is to the community at large or is not related to providing a client-specific service. Remaining Screens are the same from this point forward. CBMAC Participant Training – Jan. 2010

19. Scenario 3: Not Client Related CBMAC Participant Training – Jan. 2010

20. Online Sample Changes (Continued) Scenario 3: Not Client Related Screen #1 is the same as Scenario 1: Select Your Moment Screen #2: Choose Client Related or Not • Choose ‘No’ if you’re not working directly with a client to provide a service. CBMAC Participant Training – Jan. 2010

21. Online Sample Changes (Continued) Scenario 3: Not Client Related In this Scenario, there is no screen to ask is it TCM or not. Screen #3: Describe the Activity Being Performed CBMAC Participant Training – Jan. 2010

22. Online Sample Changes (Continued) Scenario 3: Not Client Related Screen #4: Select the Appropriate Activity Code • Outreach is available if you select ‘not client related’. Remaining Screens are the same from this point forward. CBMAC Participant Training – Jan. 2010

23. Paper Moment Changes CBMAC Participant Training – Jan. 2010

24. Paper Moment Changes • Reflects the same changes as the online sample: • New TCM question • Remove Outreach from under ‘client related’ • Does not move activity description section • Same expectations as with online sample: • Activity selection and activity description are consistent • Document is completed timely • Activity selected is representative of what is being done by the employee at that moment CBMAC Participant Training – Jan. 2010

25. Proper Activity Selection CBMAC Participant Training – Jan. 2010

26. Proper Activity Selection General Administration • Client-specific should NOT be here – Better as direct service or referral/coordination, etc. • More ‘operational’ activities instead of ‘programmatic’. • Does not include travel time to client or client meeting – Better as direct service or referral/coordination, etc. CBMAC Participant Training – Jan. 2010

27. Proper Activity Selection (Continued) General Administration (continued) • Should include paid time off (leave, lunches, breaks) • Should NOT be used for times when not scheduled to work. • Should be used for times when on leave (vacation or sick) or break. CBMAC Participant Training – Jan. 2010

28. Proper Activity Selection (Continued) Direct Services • Use when you are providing or are involved with clients obtaining direct services (clerical, scheduling, etc.) • Do Not use when arranging for access to services (coordinating, referring, etc.) • Do Not use when talking with others (doctors, parents, courts, etc.) – Should be ‘direct’ to client. CBMAC Participant Training – Jan. 2010

29. Proper Activity Selection (Continued) Rare Not Scheduled to Work • Should be MINIMAL, if rostering is accurate and timely. • Should NOT include paid leave (vacation, sick, etc.) • Based on the narrative, most responses should have been General Administration. CBMAC Participant Training – Jan. 2010

30. Proper Activity Selection (Continued) Rare Other Activities • Should Not be leave time (vacation, sick, etc.) • Should be RARE, as it represents unusual job activities. This code should be used for activities that are not related to the above and are outside of normal work activities. This includes emergency response or being “activated” to assist with an emergency or natural disaster. • Based on the narrative, most responses we’re seeing should be General Administration. • Should Not include travel time. CBMAC Participant Training – Jan. 2010

31. Proper Activity Selection (Continued) Outreach (for Medicaid or Non-Medicaid) • Does Notmean ‘outside’ of the building! – Not a reference to physical location • Does Notmean ‘for those not a patient yet’ (i.e., not ‘reaching out’) • Succinct meaning to Medicaid - Informing individuals of Medicaid or other programs CBMAC Participant Training – Jan. 2010

32. Proper Activity Selection (Continued) Referral, Coordination & Monitoring • Does Notinclude billing or other ‘administrative’ activities • Does Not include direct services to clients • Doesinclude time spent transporting clients – If you’re arranging for transportation, then select “Arranging for Access…” activity CBMAC Participant Training – Jan. 2010

33. Proper Activity Selection (Continued) Referral, Coordination & Monitoring (continued) • Does Notinclude staff time such as a receptionist who checks client in for an appointment – Should be a direct service • DoesNotinclude the act of scheduling an appointment – Should be a direct service • Does Not include TCM episodes CBMAC Participant Training – Jan. 2010

34. Proper Activity Selection (Continued) Arranging for Client Access • Facilitating/coordinating clients access to transportation or translation services • Providing Medicaid Billable Transportation Services should be coded to Activity Code 1 - Direct Medical/Behavioral Health Services • Providing Non-Medicaid Billable Transportation Services should be coded to Activity Code 2 – Direct Non-Medical/Behavioral Health Services CBMAC Participant Training – Jan. 2010

35. Proper Activity Selection (Continued) Arranging for Client Access (Continued) • Most responses should have been Referral, Coordination and Monitoring CBMAC Participant Training – Jan. 2010

36. Proper Activity Selection (Continued) Program Planning, Policy Development… • Does Not include client-specific activities such as writing or reviewing progress notes, referring clients, or ‘planning’ for a meeting. • Does include developing strategies or policies for Medicaid or other programs within the organization. • Most responses should have been Referral, Coordination and Monitoring, based on activity description. CBMAC Participant Training – Jan. 2010

37. Adequate Activity Description) Activity Description – Proper Narratives! Why is it important??? We must ‘discard’/’invalidate’ responses where narrative and activity selection do not match. • The response rate does not include the responses we’ve had to discard/invalidate. • Be sure to match the narrative to the activity selected. CBMAC Participant Training – Jan. 2010

38. Adequate Activity Description (Continued) Activity Description (continued) • Should match the activity selected via drop down – Make sure they’re consistent • Should reflect what staff is doing at that single moment in time – Descriptive but not too wordy • Should Notsound like a position description. • Should Not be too vague. CBMAC Participant Training – Jan. 2010

39. Adequate Activity Description (Continued) Activity Description (continued) • On Monday June 1st at 3:52pm I was in my car driving back to my office in Sarasota, Florida from Arcadia, Florida. The purpose of my travel to Arcadia was to provide psychological assessments of juveniles who are on probation with the Department of J • During this particular moment I was eating lunch. 10 minutes prior to this moment I had come from the court house staffing cases with attorneys. • Coordination of social security evaluation on 5/6/09, office of disabilities application, school IEP MEETING ON 5/5/09 • Received faxed application for services and assigned case to Family Support Coordinator. Met with FSC and Supervisor and conducted phone conference call with applicant's parent who discussed child's diagnosis, history of hospitalization and need for Too long & too many activities!!! What were you doing at this moment, not 10 minutes ago? Confusing Highly productive staff, but too long & too many activities for one moment!!! CBMAC Participant Training – Jan. 2010

40. Adequate Activity Description (Continued) Activity Description (continued) • Provide client eligibility information to TCM staff. Act as a liaison between TCM and CHS Billing. Provide Magellan Authorization reports. • Clerical • Compiling information for monthly reports. • General Administrative. • I was driving. • I was not documenting any work related activities at the time, but was on call to work. • I WAS ENTERING SALS INTO OUR SYSTEM FORM THE CLINICIANS CBMAC Participant Training – Jan. 2010

41. Questions, Thoughts, Comments? • Has this been helpful? • Was the medium effective? CBMAC Participant Training – Jan. 2010