Ohio Medicaid Health Home Program

1. Ohio Medicaid Health Home Program Webinar: Using the MITS Web Portal to support Health Homes Jan 8, 2013

2. Agenda • Basic Information – Using MITS Web Portal • System Registration • System Navigation • New Health Home Features: • HH Client Enrollment • HH Client Search Functions • Psych Inpatient Admission Search • Questions

3. System Requirements to Use MITS Web Portal Technical Requirements High Speed Internet Access Internet Explorer version 8.0 and above or Firefox 1.5 – 3.5 MAC Users-download Internet Explorer for MAC Turn off pop-up blocker How do I Access the MITS Web Portal? Go to http://jfs.ohio.gov The ODJFS Welcome Page displays Select the Medicaid Information Technology System(MITS) link

4. Turn off Pop Up Blocker

5. MITS Web Portal Registration • Ohio Medicaid Providers must create a MITS web portal account to access the system. • Setting up the account is a three step process. • The Administrator Account setup • Agent Account Setup • Assigning Agent Roles

6. MITS Web Portal Registration • Administrator Account Setup • One account per billing NPI • Only one person may set-up an Administrator Account • Access to all secure information • Responsible for assigning roles to agents • Responsible for maintaining the provider’s MITS Portal account including demographic information

7. Click here to enter MITS Portal

8. Click here to set up portal registration

9. Login = Medicaid ID PIN = last 4 of EIN

10. A provider may have an unlimited # of agents Each Agent needs only one account Agents may set up their own accounts, but: Agent accounts are “role based” and The provider administrator is in control of establishing agent roles MITS Web Portal - Agent Account Setup

14. Each agent is assigned one or more of the following roles • Medicaid Eligibility search • Claim Search • Claim Submission • 1099 Information (includes remittance advice) Not relevant to BehHlth providers: • Prior Authorization Search • Prior Authorization Submit

15. Agent Maintenance Panel

16. Security & Privacy Reminder: • MITS Portal is Web based. • As long as an agent’s access is still active, they will be able to log into your MITS account(s). • So if an employee leaves your agency, remove their access ASAP.

17. MITS Web Portal Navigation • “Copy,” “Paste,” and “Print” features will work in the MITS Portal • “Back” feature will not work in the MITS Portal • MITS Web Portal access will time-out after 15 minutes of inactivity

18. On Line Panel Help Button: The “?” button in the upper right corner of a panel may be selected to reveal panel information

19. On Line Field Help: Clicking a field title will open a box containing field information

20. Self Service Update to Provider Demographics • Perform updates by selecting Providers and then DemographicMaintenance from the main menu • Health Home Note - It is critical to keep your agency’s demographics up to date: • 1. To receive e-mail notices re: inpatient psych admission of health home enrollees, your agency’s “service location e-mail” address field must be correct. • 2. Agency phone # must be correct in order to receive contact from other providers re: HH enrollees

21. Provider Demographic Maintenanceclick on “Location Name Address” link

22. Edit your Health Home contact information using the fields in “Type changes below”

23. MITS Functionality for Health Homes • Effective 11/28/12 • Health Home Client enrollment / disenrollment • Health Home Client search: • Health Home search for it’s own clients • (On demand client enrollment roster is planned for Spring 2013 implementation) • Health Home client search performed by ANY Medicaid provider • Inpatient Psychiatric admission notification / search

24. How to Enroll / Disenroll a Health Home Client, Step 1 Log into the MITS Web Portal:

25. How to enroll/disenroll, Step 2 To add a health home enrollee, Navigate to “Eligibility” and click on “Health Homes.”

26. How to enroll/disenroll, Step 3 The “Health Home Enrollment” panel appears. Click the “add” button

27. How to Enroll/Disenroll, Step 4 • The Health Homes Enrollment Maintenance panel appears. • Enter client’s Medicaid number, date of birth and effective date. • End date is set to default to 12/31/2299 and will automatically populate when you “submit.” Only enter an End date if an actual end date is known. • Select Mental Health from the Health Home Type dropdown • Click the Submit button.

28. How to enroll / disenroll, Step 5 • If “Submit was Successful” message appears. The recipient is enrolled. • Error messages will show if the recipient information contained an error. Research correct information and repeat previous steps.

29. Add new eligibility span for an existing client • NOT a typical activity • Click the “add” button. Note that Medicaid Billing Number, Date of Birth, First Name, MI and Last Name fields are auto-populated • Enter the Effective Date and select the Health Home Type. If left blank the End date will auto-populate with 12/31/2299 after “Submit” • Click submit to save.

30. Deleting Mis-Keyed Data via the “Delete” Button • To correct a mis-keyed entry BEFORE submitting a client’s enrollment: • Highlight the span to be removed • Click the delete button • Warning message appears • click Ok

31. Adding another enrollee After keying in an enrollee, hit the “add new member” button This will bring up a blank screen Enter enrollee information. Continue until ready to “submit” entire list of enrollees

32. Provider Search for Health Home Enrollment • Medicaid providers will be able to find a client’s Health Home enrollment and Health Home contact information by performing a Medicaid client eligibility search. • See samples of MITS Medicaid eligibility search panels on following pages • This function is critical to Health Homes care coordination with hospital emergency rooms, primary care providers, specialists, etc.

33. Provider Search for Medicaid consumers enrolled Health Homes Any Medicaid provider with a MITS Web portal account may use the Eligibility Search Link to find a Health Home enrollee.

34. Enter search criteria Dates default to today’s date, but users can also search for other date ranges.

35. Health Home enrollment is located in the “LOCK IN” panel. Date span will be the same as the search criteria used (previous slide) Managed Care enrollment appears here Health Home enrollment appears here

36. Pre-Admission certification for psychiatric inpatient (FFS/non state hosp) • When a request for an inpatient psychiatric admission is generated in MITS for a Health Home recipient, an email will be sent to the “Service Location email address” for the Health Home. • The email is auto-generated regardless of whether the request is approved or denied. • The email contains no PHI so the user must search by the date of admission shown in the email.

37. Text of e-mail notice of psych inpatient

38. Under “Eligibility” tab, choose “Psychiatric Admission” to find the client referenced in e-mail (or any other enrollee)

39. Enter admission date from e-mail(Search criteria is limited to six months retroactive)

40. Search result will display

41. General Search for Inpatient Psych Admission • E-mail alerts are designed as a reminder • Search function is available 24/7 with or without e-mail reminder • Providers are encouraged to check panel daily • Search criteria: Can use either Medicaid billing number or admission “From” and “To” date range. Must enter both dates where “To” date must be greater than or equal to “From” date. • Business impact: Health Homes should train their care management team members to use these screens

42. Questions?