Tribal Medicaid Administrative Match MAM

1. Tribal Medicaid Administrative Match (MAM) Jessica Terry Tribal MAM Program Manager Phone: 360-725-1738 E-mail: terryjn@dshs.wa.gov http://fortress.wa.gov/dshs/maa/mam/tribal/tribal_home.html Introductions-Green Cards Purpose of Training: Housekeeping-Review Packets-reference materialsIntroductions-Green Cards Purpose of Training: Housekeeping-Review Packets-reference materials

2. February 2009 2 Medicaid Administrative Match (MAM) What is it? A federal reimbursement program that allows eligible governmental entities the opportunity to receive partial reimbursement for the expenses incurred when staff perform allowable �administrative� activities. Tribal Program has been allowed to continue to claim through 6-30-09. Request for national consultation denied by CMS Need to decide next steps for Tribes. CA was recently approved with a 2 wk time study and no aggregateTribal Program has been allowed to continue to claim through 6-30-09. Request for national consultation denied by CMS Need to decide next steps for Tribes. CA was recently approved with a 2 wk time study and no aggregate

3. February 2009 3 MAM � What is it? MAM activities must support the goals and objectives of the Washington State Medicaid Plan MAM activities by definition are �administrative� in nature, and can never be a �Direct Service� MAM is most commonly applicable for staff who perform �Medicaid outreach and initial referral activities�

4. February 2009 4 MAM - What is it? Federal Financial Participation (FFP) = 50% 50% is allotted from federal funds received by DSHS under Title XIX, Medicaid program, CFDA # 93.778; The remaining 50%, otherwise known as �matching funds� is provided by the Tribe. The Tribe Must Provide and Certify the State Matching Funds Allowable Matching Funds may include: State matching funds must NOT include federal funds The only federal dollars that may be used by Tribes as federal match are Tribal �638� Compact dollars, otherwise known as self-determination dollars or Bureau of Indian Affairs dollars

5. February 2009 5 Who Can Participate in MAM? Federally Recognized Tribes Schools Local Health Jurisdictions (LHJ) The Department of Health (DOH)

6. February 2009 6 MAM Claiming Resources Code of Federal Regulation (CFR) Title 42 and 45 Office of Management and Budget (OMB) Circular A-87 Cost Principles Tribal MAM Cost Allocation Plan (CAP) Activity Coding and Claiming Methodology Guide The CMS School-Based Claiming Guide, Tribal CAP and all materials included in training packet can be accessed at the HRSA Tribal links web-page: http://fortress.wa.gov/dshs/maa/mam/tribal/additional_information/Tribal_Links.html

7. February 2009 7 Other Resources Medicaid Eligibility Overview (Handout) Apple Health for Kids 1-877-543-7669 (Handout) Helpful DSHS web-sites and phone numbers (See Handouts) DSHS Publication web-site is: http://fortress.wa.gov/dshs/maa/CustomerPublications/misc%20documents/department_of_printing_general_s.htm

8. February 2009 8 Activity Codes See �Guide to Tribal MAM Coding� in Training Packet Activity codes must adhere to the principles of �Parallel Coding�

9. February 2009 9 Activity Codes Code 0 Non-paid unit of time when not being paid by Tribe Overtime Lunches Breaks Time off

10. February 2009 10 Activity Codes CODE 1.a. NON-MEDICAID OUTREACH Activities that inform individuals about non-Medicaid, social, vocational and educational programs and how to access them. Scheduling and promoting activities that educate individuals about the benefits of healthy life-styles and practices. Conducting general health education programs or campaigns that address life-style changes in the general population (e.g., dental prevention, anti-smoking, alcohol reduction, etc.). Conducting outreach campaigns that encourage persons to access social, educational, legal or other non-medical services. In the next session, we will discuss:In the next session, we will discuss:

11. February 2009 11 Activity Codes CODE 1.b. MEDICAID OUTREACH (CLINIC/OFFICE SETTING) Activities in the clinic/office setting that inform eligible or potentially eligible individuals about Medicaid and how to access the program. Describe benefits and availability of Medicaid and managed care services Contacting pregnant and parenting teenagers about the availability of Medicaid prenatal, and well baby care programs and services MAM is a Federal Reimbursement program for administrative activities related to Medicaid. There are two reimbursement rates.MAM is a Federal Reimbursement program for administrative activities related to Medicaid. There are two reimbursement rates.

12. February 2009 12 Activity Codes CODE 2.a. FACILITATING APPLICATION FOR NON-MEDICAID PROGRAMS This code should be used by Tribal staff when assisting an individual in applying for non-Medicaid programs such as Food Stamps; Women, Infants, and Children (WIC); TANF; day care; legal aid; and other social or educational programs.

13. February 2009 13 Activity Codes CODE 2.b. FACILITATING MEDICAID ELIGIBILITY DETERMINATION (CLINIC/OFFICE SETTING) Assisting an individual in the Medicaid eligibility process. This activity does not include the actual determination of Medicaid eligibility. Verifying an individual�s current Medicaid eligibility status for purposes of the Medicaid eligibility process. Explaining Medicaid eligibility rules and the Medicaid eligibility process to prospective applicants.

14. February 2009 14 Activity Codes CODE 3. ACTIVITIES NOT RELATED TO MEDICAID-COVERED OR DIRECT MEDICAL SERVICES This code should be used for activities paid by the Tribe that are not medical or Medicaid-related, including social services, educational services, teaching services, employment and job training, and other activities.

15. February 2009 15 Activity Codes CODE 4. DIRECT MEDICAL AND/OR MEDICAID-COVERED SERVICES This code is used by Tribal staff when providing direct care, medical/dental treatment, and/or clinical counseling services to an individual.

16. February 2009 16 Activity Codes CODE 5.a. ARRANGING TRANSPORTATION FOR NON-MEDICAID SERVICES Tribal staff should use this code when assisting any individual in obtaining transportation to non-Medicaid related services including social, vocational, and/or educational programs. Arranging transportation to a diabetics� luncheon, sobriety camp, swimming program, gym, court hearing, GED class, office to make application for food stamps, etc.

17. February 2009 17 Activity Codes CODE 5.b. ARRANGING TRANSPORTATION IN SUPPORT OF MEDICAID COVERED SERVICES Contacting the Medicaid transportation broker (or the sub-contracted Tribal program) to assist an individual in obtaining transportation services covered by Medicaid. Transportation Web site: http://fortress.wa.gov/dshs/maa/Transportation/NewPhone.htm

18. February 2009 18 Activity Codes CODE 6.a. ARRANGING INTERPRETER SERVICES FOR ACTIVITIES NOT COVERED BY MEDICAID Arranging for interpreter services via a Medicaid interpreter broker. Developing translation materials that assist individuals to access and understand necessary care or treatment not covered by Medicaid.

19. February 2009 19 Activity Codes CODE 6.b. ARRANGING INTREPRETER SERVICES FOR ACTIVITIES COVERED BY MEDICAID Arranging for interpreter services via a Medicaid Interpreter broker. Developing translation materials that assist individuals to access and understand necessary care or treatment covered by Medicaid. Arranging for interpreter services via a Medicaid Interpreter broker. Developing translation materials that assist individuals to access and understand necessary care or treatment covered by Medicaid. Arranging for interpreter services via a Medicaid Interpreter broker. Developing translation materials that assist individuals to access and understand necessary care or treatment covered by Medicaid.

20. February 2009 20 Activity Codes CODE 7.a. PROGRAM PLANNING, POLICY DEVELOPMENT, AND/OR INTERAGENCY COORDINATION RELATED TO NON-MEDICAID SERVICES Identifying gaps or duplication of non-Medicaid services (e.g., social, vocational educational and state mandated medical and general health care programs) available to patients/tribal members, and developing strategies to improve the delivery and coordination of these services. Developing strategies to assess or increase the capacity of non-Medicaid programs.

21. February 2009 21 Activity Codes CODE 7.b. PROGRAM PLANNING, POLICY DEVELOPMENT, AND INTERAGENCY COORDINATION RELATED TO MEDICAID COVERED SERVICES Identifying gaps or duplication of medical/dental/mental health/chemical dependency services provided to Tribal members, and developing strategies to improve the delivery and coordination of these services. Evaluating the need for medical/dental/mental health/chemical dependency counseling services in relation to specific populations or geographic areas. At IPAC or AIHC meeting- discussing Medical/mental health/dental/chemical dependency service issues pertaining to specified populations.

22. February 2009 22 Activity Codes CODE 8.a. NON-MEDICAID RELATED TRAINING Tribal staff should use this code when participating in any training activities for outreach staff regarding the benefit of programs other than the Medicaid program: that improves the delivery of healthcare programs other than those covered by Medicaid. that results in continuing education credits. that enhances IDEA child find programs, self-help sobriety groups, WIC, exercise workouts, healthy cooking. parenting classes, etc.

23. February 2009 23 Activity Codes CODE 8.b. TRAINING RELATED TO MEDICAID ADMINISTRATIVE ACTIVITIES AND/OR ACCESS TO MEDICAID-COVERED SERVICES Tribal staff should use this code when coordinating, conducting, or participating in training activities designed to improve access to Medicaid covered services via enhanced referrals and assistance, including participating in or coordinating training: that improves Medicaid outreach. for the provision of assistance with Medicaid application and eligibility determination. having to do specifically with Medicaid programs or eligibility (e.g., Healthy Options, First Steps).

24. February 2009 24 Activity Codes CODE 9.a. REFERRAL FOR NON-MEDICAID SERVICES Making referrals for and coordinating access to social and educational services such as child care, employment, job training, and housing. Making referrals for coordinating, and monitoring the delivery of scholastic, vocational, and other non-health related examinations. Participating in a meeting/discussion to coordinate or review a patient/Tribal member�s need for non-health related services not covered by Medicaid. Making referrals for and coordinating access to medical and other healthcare services not covered by Medicaid (e.g., flu shots, exercise programs, WIC, childbirth and parenting classes, etc.).

25. February 2009 25 Activity Codes CODE 9.b. REFERRAL OF MEDICAID COVERED SERVICES This code should be used when making referrals for Medicaid covered services when the activity is not integral to or an extension of a Medicaid-covered service; this activity typically involves a specific client. Identifying and referring a tribal member who may be in need of Medicaid family planning services. Referring patient/Tribal member for necessary medical, dental, mental health, or substance abuse services covered by Medicaid. Arranging for any Medicaid covered medical/dental/mental health/chemical dependency diagnostic or treatment services that may be required as the result of a specifically identified medical/dental/mental health/chemical dependency condition.

26. February 2009 26 Activity Codes CODE 10 GENERAL ADMINISTRATION Paid lunch, breaks, annual leave Tribal council meetings Performing managerial, administrative or clerical activities related to implementation of the Tribe�s MAM contract; (i.e. conducting the MAM time study; compiling time study results; preparing the billing statement; Providing or participating in training on MAM, including time study requirements and coding. (Note that certain Tribal administrative functions that are included in the Tribe�s indirect costs (such as accounting, payroll, executive direction, etc.), are only allowable through the application of the Tribe�s approved indirect cost rate.)

27. February 2009 27 Questions

28. February 2009 28 Quarterly Travel Log Track MAM Travel the entire Quarter Document MAM Activities Mileage, Meals, Hotel expenses reimbursed at 50% ( MER may be applied)

29. February 2009 29 Tribal MAM Time Study Requirements Parallel coding 15 minute increments One average work week per Quarter -100% of staff�s paid time Review time study form Parallel Coding= Medicaid and non-Medicaid equivalent of every activity. Time study should incorporate the hours you normally work during the week Must enter entire time can just mark one 15 min and then draw a line all the way throughReview time study form Parallel Coding= Medicaid and non-Medicaid equivalent of every activity. Time study should incorporate the hours you normally work during the week Must enter entire time can just mark one 15 min and then draw a line all the way through

30. February 2009 30 Medicaid Eligibility Rate (MER) MER = the % of the population served that is on Medicaid Documentation to support the MER must be maintained on file by the Contractor for review if requested ( i.e. Medical Coupon; WAMed Web print out; other HRSA approved method). Partial Medicaid (PM) activities must be discounted by the MER (Exception Codes 1.b. and 2.b. are Total Medicaid (TM)). Review MER Certification FormReview MER Certification Form

31. February 2009 31 Medicaid Eligibility Rate (MER) The Tribal MAM program can provide assistance with the nominator portion of the MER. If interested, Tribes should email the Tribal MAM Program Manager with the following: Provider numbers Year and Quarter How you would like numbers generated Provider numbers- that they would like me to generate unduplicated Medicaid Client counts on Year and quarter you would like me to look at How you would like the numbers generated (separate or together)Provider numbers- that they would like me to generate unduplicated Medicaid Client counts on Year and quarter you would like me to look at How you would like the numbers generated (separate or together)

32. February 2009 32 Tribal Billing and Invoice Billing Worksheet Completion Local Match Form and Worksheet MER Certification Form Indirect Rate Cost Certification Form Preparing the A-19 Quarterly Travel Log Review Billing WorksheetReview Billing Worksheet

33. February 2009 33 QUESTIONS

34. February 2009 34 Getting Ready for an Audit Be Prepared and Organized We will review the important documents to keep on file; recommend a notebook or binderWe will review the important documents to keep on file; recommend a notebook or binder

35. February 2009 35 Why Have an Audit File? Federal and State Requirement Documents needed for an audit must be retained for six (6) years Paper file required Sub-recipient Contracts typically require a yearly auditSub-recipient Contracts typically require a yearly audit

36. February 2009 36 What to Keep in the Audit File Administrative Documents Legal agreements Sub-contracts Cost Allocation Plan (CAP) CMS Claiming Guide

37. February 2009 37 What to Keep in the Audit File - Continued Program and Employee Information Description of the governmental programs participating in MAM Payroll documents showing the funding source Position descriptions for staff performing allowable activities (Code 7.b) Job Descriptions must include program planning, policy development and interagency coordinationJob Descriptions must include program planning, policy development and interagency coordination

38. February 2009 38 What to Keep in the Audit File - Continued Billing/Claiming Documents Time Study Forms A-19 Invoices Billing/Claiming Worksheet Local Match Form and Worksheet Travel Log

39. February 2009 39 What to Keep in the Audit File - Continued MER Files Narrative describing the source of client data used to create the MER file. Total population served? Total Medicaid eligibles? Copies of Medical ID cards WAMed Web printout Description of other method/database

40. February 2009 40 What to Keep in the Audit File -  Continued Training Materials All materials/handouts used in training sessions Sign-in sheets or documentation of training completion

41. February 2009 41 What to Keep in the Audit File -  Continued Copies of all audit reports including: MAM Audit Reports/Corrective Action Documents State or Federal Audits/Corrective Action Documents

42. February 2009 42 QUESTIONS

43. February 2009 43 Wrap-up Evaluation/Feedback Forms Email: terryjn@dshs.wa.gov Website: http://fortress.wa.gov/dshs/maa/mam/Index.html More Questions? Thank you!