1. CMAA HOT TOPICS Thelma Galario LGA Coordinator, Tulare County Gretchen Schroeder HealthReach 2016 LGA Annual Conference1

2. Hot Topics Agenda Claim Plan Hot Topics Subcontractors listed on CUFG Duty statement signatures Invoice Hot Topics New checklist Cost pool 6 supporting documentation Claiming participation fee PPL 16-007 Multiple Medi-Cal discount percentages Time Survey Signature Dates Audit File Quality Assurance 2016 LGA Annual Conference 2

3. Claim Plan Hot Topics 2016 LGA Annual Conference 3 Subcontractors List on CUFG Name of subcontractor Codes being claimed List subcontractor on applicable activity sheets NUMBER OF STAFF MEDI-CAL ADMINISTRATIVE ACTIVITY CODE (ENTER NUMBER OF STAFF UNDER EACH ACTIVITY) STAFF JOB CLASSIFICATIONS SPMP NON- SPMP DIRECT CHARGE 468101213151617181920 Subcontract - Gretchen Schroeder X XX X Subcontract - HealthReach X X

4. Claim Plan Hot Topics 2016 LGA Annual Conference 4 Duty Statements Describe all of the job duties for each job classification, including those specific to MAA The MAA specific duties must be identified by placing the corresponding activity code number next to it The duty statement must be signed by the employee Recommend a date too

5. Invoice Hot Topics 2016 LGA Annual Conference 5 New Checklist - PPL 16-004 Change in the language for Cost Pool 6 documentation Important to use this new checklist for all invoices

6. Invoice Hot Topics 2016 LGA Annual Conference 6 Cost Pool 6 - PPL 16-004 DHCS is requiring additional documentation to support salaries and benefits being claimed in Cost Pool 6

7. Cost Pool 6 – Allocated Costs General or administrative staff who: Did not participate in the time survey Costs have not been direct charged Support the staff in the other cost pools Costs are not included in any indirect rate computation 2016 LGA Annual Conference 7

8. Cost Pool 6 – Allocated Costs Other Costs Expenses that can be attributed to allocated staff General office expenses Building maintenance expenses Utilities A-87 Overhead 2016 LGA Annual Conference 8

9. Invoice Hot Topics 2016 LGA Annual Conference 9 Claiming the Participation Fees - PPL 16-007 (Supersedes PPL 97-20) LGAs pay participation fees that cover: DHCS CMAA staff costs, host county and EC costs LGA consultant costs and related expenses ONLY the portion of the participation fee that pays for the LGA consultant costs and other administrative costs can be claimed Each year a PPL is issued stating the percentage of the participation fee that can be claimed For FY 14/15, 6.98% of the LGA participation fee can be claimed

10. Invoice Hot Topics Multiple Medi-Cal Discount Percentages Claiming units can use different Medi-Cal discount percentages for different discounted activity codes Claiming units can use different ACC percentages for different discounted activity codes For example, a claiming unit could use an ACC for Code 6, Referral/Coordination & Monitoring, and the CWA for Code 17, Program Planning and Policy Development 2016 LGA Annual Conference 10

11. Invoice Hot Topics Multiple Medi-Cal Discount Percentages DHCS is developing a process to facilitate approval of multiple Medi-Cal discount percentages Proposals include: Identifying on the CUFG the use of multiple Medi- Cal discount percentages to serve different populations Updating activity sheets to clearly identify methodology used Justification letter to explain use of multiple Medi-Cal discount percentages and process for developing the different percentages 2016 LGA Annual Conference 11

12. Time Survey Signature Dates Signature dates must be on the last working day of the time survey period Any deviation to the signature requirement must be accompanied by a documented justification Electronic signatures There are assurances the document cannot be altered after the signature has been affixed 2016 LGA Annual Conference 12

13. CMAA Audit File – Appendix O 2016 LGA Annual Conference 13 CMAA Contracts and MOUs CMAA Claiming Plan Documents CPE Documents Time Survey Documents Invoice Documents

14. CMAA Audit File – Appendix O 2016 LGA Annual Conference 14

15. CMAA Audit File – Appendix O 2016 LGA Annual Conference 15

16. CMAA Audit File – Appendix O 2016 LGA Annual Conference 16

17. CMAA Audit File – Appendix O 2016 LGA Annual Conference 17

18. CMAA Quality Assurance Review protocol Establish a checklist for reviewing time surveys Document your procedure for getting corrections Show oversight of your agency’s program How do you know your staff are coding their time to the correct code? Interviews Samples Group training Document corrective action protocol 2016 LGA Annual Conference 18

19. Other Hot Topics ? Thank you for attending! 2016 LGA Annual Conference 19