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CBMAC Participant Training January 2010 Agenda Refresher Online Sample Changes Paper Moment Changes Proper Activity Selection Adequate Activity Description Questions and Answers Refresher Email comes soon after your moment Specifies Selected ‘Moment’ (Date and Time)

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agenda
Agenda
  • Refresher
  • Online Sample Changes
  • Paper Moment Changes
  • Proper Activity Selection
  • Adequate Activity Description
  • Questions and Answers

CBMAC Participant Training – Jan. 2010

refresher
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

refresher continued
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

online sample changes
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

online sample changes continued
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

slide7

Scenario 1:

TCM Client and TCM Service

CBMAC Participant Training – Jan. 2010

online sample changes continued8
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

online sample changes continued9
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

online sample changes continued10
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

online sample changes continued11
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

online sample changes continued12
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

online sample changes continued13
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

online sample changes continued14
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

online sample changes continued15
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

slide16

Scenario 2:

Client Related but

Not TCM Client or Service

CBMAC Participant Training – Jan. 2010

online sample changes continued17
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

online sample changes continued18
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

slide19

Scenario 3:

Not Client Related

CBMAC Participant Training – Jan. 2010

online sample changes continued20
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

online sample changes continued21
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

online sample changes continued22
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

slide23

Paper Moment Changes

CBMAC Participant Training – Jan. 2010

paper moment changes
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

slide25

Proper Activity Selection

CBMAC Participant Training – Jan. 2010

proper activity selection
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

slide27

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

slide28

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

proper activity selection continued
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

proper activity selection continued30
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

proper activity selection continued31
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

proper activity selection continued32
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

proper activity selection continued33
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

proper activity selection continued34
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

proper activity selection continued35
Proper Activity Selection (Continued)

Arranging for Client Access (Continued)

  • Most responses should have been Referral, Coordination and Monitoring

CBMAC Participant Training – Jan. 2010

proper activity selection continued36
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

adequate activity description
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

adequate activity description continued
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

adequate activity description continued39
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

adequate activity description continued40
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

slide41
Questions, Thoughts, Comments?
  • Has this been helpful?
  • Was the medium effective?

CBMAC Participant Training – Jan. 2010