RMTS Coordinator ‘Refresher’ Training

1. Region 9 LEC RMTS Coordinator‘Refresher’ Training Random Moment Time Survey August 2017

2. What is RMTS? • Random Moment Time Survey (RMTS) is a statistically valid time survey methodology for accurately assessing the time spent on administrative activities • RMTS is administered region-wide, which means your district will be ‘pooled’ with other districts within all of Region 9 (Imperial, Orange, & San Diego counties) • As a result, reimbursement rates are based on regional resultsnot individual district results • RMTS is administered for three quarters each year (October – December, January – March, and April – June) • There is no RMTS during the July – September months • Only conducted during student attendance days • Aweb-based system that randomly selects and randomly assigns a “moment” (1 minute in time) to a participant from the approved list of participants for all districts within Region 9 LEC • The selection of moments is random • Some TSPs may not receive any moments, some may receive one, others may receive more than one

3. Which staff should be included in RMTS? • Typical time survey participants (TSPs) are district employees who: • Provide Medi-Cal health related services directly to students • Perform administrative activities associated with Medi-Cal health related services and providers • Are district employees or contracted staff • Eligible TSPs must: • Perform SMAA related activities on a regular or routine basis • Not be 100% federally funded • Not be 100% funded by the district’s indirect cost rate (ICR) • TSPs are identified and determined eligible to participate by each district SMAA Coordinator or other district administrator • A TSP list is created and certified each quarter by each district’s SMAA Coordinator • This list is as known as Staff Pool List (SPL)

4. Staff Pool List Positions • TSPs are placed into one of two participant “pools” based on their job duties/descriptions: • Direct Service and Administrative Providers • Administrative Services Providers only • See SMAA Manual Section 6 for eligible job categories for each pool (page 6-6) • The two participant pools are mutually exclusive and no TSP should be included in both pools • Once the region’s SPL is certified, the LEC will submit the regional TSP staff pool list (‘Universe’) to DHCS for approval • DHCS verifies that all positions align with a job classification listed on the approved staff pool lists from the SMAA Manual • If not, additional documentation/justification may be required on a DHCS’ Equivalency Form with supporting documentation • Please contact our office if you need assistance determining the cost pool and/or job category for a specific job title

5. The RMTS System • All moments will be received via e-mail. A direct link to the secure RMTS website will be provided in the e-mail notification. • Emails associated with the RMTS system will come from calec@pcgus.com • Please make sure to ‘white-list’ calec@pcgus.com so that emails are not stopped by spam blocker, sent to ‘junk’, or sent to Microsoft ‘clutter’ • Only school district employees/personnel are allowed access to the RMTS system • Please do not share you user id/logon with any third party vendor or other person. This is prohibited according to your LEA/LEC contract and the LEC/PCG contract.

6. RMTS Moment Notifications • If selected for a moment, a TSP will receive an e-mail notification 5 student attendance days prior to their moment and another email 1 hour prior to their moment • Each moment is assigned a unique hyperlink for response and completion in the RMTS system • No password or login id needed • Links can be accessed on any computer or smartphone with web capabilities. The link is not browser specific. • TSPs should check their email regularly for moment notifications • The subject line of the email will contain the moment date and time • TSPs should not delete time study notification emails until they have completed and submitted their moment. • If the TSP deletes the email, the LEA SMAA Coordinator can resend the moment notification email

7. After the assigned moment has lapsed, the TSP will be allowed to click on the unique link provided in either of the first two notification emails. Sample email notification Note the date & time of the upcoming moment Note: The unique link that the TSP receives for their RMTS only pertains to that random moment. Links are TSP and moment specific and not interchangeable Here’s the hyperlink to answer the RMTS questions

8. Responding to the RMTS • TSPs must progress through a series of training screens that provide general information about the program and how to respond to an RMTS moment • Advise then to continue clicking ‘NEXT’ • The TSP will respond to an initial question, "Were you working?" by selecting one of the following responses. • Yes, I was working • No, moment was during paid time off • No, moment was during unpaid time off • No, moment was before/after work day • The 3 RMTS Questions: • Who were you with? • i.e. student, parent, job title of staff • No PROPER names • What were you doing? • Describe the action you are performing • Why were you performing this activity? • The reason you are performing the action • The appropriate answer would share additional information about what you are doing for whom • Provide a reason specific to your moment. No vague responses i.e., “in my job description.”

9. Moment Responses • TSPs must complete their RMTS moment within 5 student attendance days • It is the responsibility of the participant to respond timely and appropriately with as much detail as possible • Once a response is submitted, it becomes certified and locked. The moment cannot be re-opened or modified. • System generated follow-up reminder e-mails (late notices) will be sent 24 hours and 72 hours after the moment if the TSP has not yet completed their moment • The district SMAA Coordinator(s) will be copied on the 24 hour and 72 hour email reminders • Region 9 LEC staff will continue to send an additional response reminder to the SMAA Coordinator listing any moments that will expire the next business day • Moments are meant to be representative of normal job functions performed throughout the course of any workday • TSPs should continue their workday as usual • Make a note of the who, what and why during the randomly selected minute

10. Moment Responses (cont’d) • A response from the TSP is required whether or not the TSP is performing SMAA • If performing SMAA, how are you improving, providing, and/or increasing availability and accessibility of Medi-Cal services to students and their families • Response wording should be clear and concise. • Don’t be ambiguous. Always specify the type of service being provided or referred for, health-related or not. • The response needs to be narrowed to the exact one minute of the moment assigned • TSP participation and response to moments is crucial • Penalties may be applicable to districts for non-compliance to a minimum required 85% response rate • Any change in TSP employment status (i.e. terminations, retirements, leaves of absence, direct replacements) needs to be communicated to the LEC on an ongoing basis using one of the LEC forms • Medical vs. Medi-Cal • Do not use any proper names or acronyms

12. The TSP will receive a confirmation screen that the RMTS moment was submitted successfully. Note: Responses will not be recorded in the RMTS system until the TSP receives this green check box. The system does not partially auto-save responses.

13. If the TSP deleted the emails with the moment notification and link… • All LEA Coordinators now have the ability to re-send a moment link through the RMTS System • This feature only sends the unique link to the TSP that currently fills the position assigned the moment • The ‘Send Link’ icon is located on the ‘Moments>All’ page and will appear for any moment that has yet to reach its five student attendance day expiration • Aconfirmation screen will appear with details of the moment’s date/time, name, and email address of the TSP assigned to the moment • Once the ‘Confirm’ button is selected, a moment notification email will be queued and sent within a few minutes to the TSP

14. Clarifying Question (CQ)“Request for Follow-Up” • In the event that insufficient or conflicting information is provided by the TSP in the moment response, up to 2 (two) Clarifying Questions (CQs) per moment may be sent to the TSP • Clarifying Questions can not be leading, must be open ended (not a Yes or No question), and is generated from/within the RMTS system • TSPs have 5 student attendance days to respond to each CQ that is asked • A reminder email that a clarifying question has been asked will automatically be sent from the RMTS system 72 hours after, if it has not yet been answered • The District SMAA Coordinator will be copied on the 72 hour Request for Follow Up email reminder

15. Sample of a Request for Follow up

16. Updating the RMTS System • For each RMTS quarter, the following three items will need to be updated by the LEA Coordinator or designated staff: • Calendar – With 2017/18 Q2, Region 9 LEC pre-populated the system with the board approved district calendar sent to our office. The LEA Coordinator only needs to review and certify. • Shifts • TSP List • The RMTS system will automatically roll over all previously entered information into the new quarter.

17. Shifts and TSP List Updates • Before you begin your updates, work with your Business and HR offices to identify any TSPs: • Who may have left the district (retired/quit – you will need an end date) • Who had name or email address changes • Who had changes to their work schedule/’shift’ • Who changed functions and are therefore not eligible to participate • Who are 100% funded by federal dollars or indirect cost rate and are therefore not eligible to participate • Updates to shifts and TSP lists will be entered in the Oct-Dec 2017 (OD18) quarter • Both shifts and the Staff Pool List will be locked for the Jul – Sept 2017 quarter. • Please work with the LEC office for changes that occurred prior to this quarter by submitting the appropriate form from our website to ocdesmaa@ocde.us

18. Shift Updates • Shifts previously established will transfer from the previous quarter • Review Shifts • Shifts can be added, edited, or inactivated for the prospective quarter • Verify that no TSPs are assigned to a shift before inactivating • LEA MAA Coordinator will select the most appropriate shift for each employee • Shifts must be completed prior to updating TSP data or adding new TSPs to the staff pool list

19. Adding or Editing Shifts • Access shifts by clicking on the ‘Configurations’ link from the home screen and select ‘Shift’ • To add new shifts for TSPs enter: • Desired name of shifts • Day(s) of the week • Begin time associated with each day • Duration for each day in hours and minutes (6h 30m) • Position indicates the order in which shifts will display in the TSP shift type drop down menu • To edit Shifts for TSPs, edit any desired field or delete rows • To inactivate entire shift select ‘Inactive’ box • Please make sure to NOT inactivate shifts that are currently assigned to TSPs

20. TSP List Updates • All changes such as adding a new job position, updating existing TSP information, and inactivating/activating TSP must be made directly in the system from the ‘Staff Pool Positions’ link located under the ‘People’ menu from the home screen • Changes can be made up until TSP list has been certified • If changes need to be made in the system AFTER it has been certified the LEA will need to contact the LEC office • The TSP list cannot be unlocked or updated after the sample has been generated and moments have been assigned • Positions added to TSP lists are effective with the upcoming quarter and does not change data for the current quarter • Name changes, replacements, terminations, and emails addresses update immediately • •TSP list must be certified after all updates are completed in the system

21. Adding a new TSP • Access the TSP list from the ‘People’ tab on the home screen then select ‘Staff Pool Positions’ • Add a new participant: • Manually by clicking on ‘Add New Job Position’ and completing the required information • Mandatory fields are highlighted in ‘red’ • Employee ID is not a required field but is required for the SMAA program • All newly added TSP positions for October-December must have a start date of 10/01/17

22. Editing TSP Information • Access the TSP list from the ‘People’ tab from the home screen then select ‘Staff Pool Positions’ and click on the TSP’s name • To make edits to an existing TSP click on the TSP’s name, make applicable changes, and click ‘Save Changes’ • Last names and/or email addresses can be updated by selecting the check box and then making the appropriate changes • To remove a position from RMTS, you will need the separate/termination date. If that date occurred prior to the last day of the previous quarter (before 9/30/17) please contact the LEC office as the system will not allow you to enter any prior end dates.

23. Editing TSP Information • To delete a vacancy, choose ‘Delete’ from the action drop down, confirm the deletion, and ‘Save Changes’ • A vacant position can be filled in one of two ways: • By a TSP who has previously participated in RMTS by selecting the ‘Fill With Existing’ option from the ‘Action’ dropdown • Coordinator will search by email address, last name, or first name to locate the TSP filling the position • TSP filling the position CAN NOT be an active TSP for the LEA • 2. By a brand new TSP, by selecting the ‘Replace with New’ option from the ‘Action’ drop down • All required fields would then need to be completed • Certify the TSP list by clicking on the ‘Certify Staff Pool’ option

24. Finalizing your TSP List • Once the LEA has made all required updates/changes to the district’s SPL, according to PPL No. 17-008 (May 30, 2017) on TSP funding source compliance: Beginning in FY 2017-18, DHCS will require that each LEA submit to their LEC or LGA, Attachment A: Certification of Participant Funding Source to verify all RMTS participant funding for salary and benefit costs meet the requirements for Certified Public Expenditures (CPEs) found at 42 Code of Federal Regulations (CFR) 433.51. This form must be: 1) submitted annually along with the RMTS Roster Report and any subsequent quarterly TSP changes; 2) printed on the LEA’s letterhead; and 3) signed by the LEA’s fiscal officer to certify that the salary and benefit costs for all RMTS participants meet federal CPE requirements • The Region 9 LEC office will not be able to certify the region’s SPL until an Attachment A has been received from all participating districts

25. Region 9 LEC RMTS Forms • All forms are available on the Region 9 LEC website at: http://www.ocde.us/Medi-CalAdministrativeActivities/Pages/LEC-Forms.aspx • Request for TSP Extended Leave • Request for TSP Termination • Request to Unlock/Uncertify • Lunch Statement & Procedure • LEA Coding Review Report Certification Form • DHCS Equivalency Form • Please submit all completed form to ocdesmaa@ocde.us

26. Ways to monitor your moments • There are multiple ways to monitor moments within the RMTS system. • On your Dashboard:

27. From the Reports shortcut on the Dashboard: Ways to monitor your moments

28. From the Moments Tab: Click on ‘Available Filters’ Under Status, select ‘Pending Participant Response’ Ways to monitor your moments

29. From the Calendar Tab: • show Alternate Label and show Moment Date Ways to monitor your moments

30. From the Reports Tab: Ways to monitor your moments • LEA Coordinator Compliance Report • Quarterly Snapshot Report

31. After the final moment is coded within a quarter, the LEC has 30 days to perform their final review • The LEC will send each district SMAA Coordinator a report (PDF and Excel) with all RMTS responses and assigned codes as recorded in the system • The LEA Coding Review Report Certification form confirming your review and any coding changes will be required and must be returned to the LEC office 30 days after the report is released • Certification: • Maintain verification of attendance documentation (paid/unpaid time off) • Last chance for LEA to potentially reclassify any Code 18 non-response moments (to paid/unpaid time off) – remember 85% compliance minimum • If there is a difference of opinion about an assigned code – include a SMAA Manual reference (section # / page # or Appendix #) that supports your reasoning • The LEA needs to maintain documentation in their audit records LEA Coding Review Process

32. Questions on RMTS?