1. 2017 Annual MAA/TCM Conference
CMAA Invoice
2017 Annual MAA/TCM Conference 1

2. Pat Ericsson, Santa Clara County Nancy Leidelmeijer, NLeader Group
Presented by
Pat Ericsson, Santa Clara County
Nancy Leidelmeijer, NLeader Group 2

3. OBJECTIVES Ensure accurate MAA invoices
Timely processing and payment of invoices
Avoid disallowances

4. Purpose of MAA Invoice
To determine the actual costs of providing MAA services
To determine the federal reimbursement amount (FFP)

5. Computation of Federal Claim
Adjusted cost pools (after revenue offset)
Percentage of time survey activities
Federal Financial Participation (FFP) Rate
Federal reimbursement
A x B x C = D

6. Summary of Steps Read MAA Invoice instructions
Gather the required data and documents
Analyze costs and funding sources
Develop supporting documentation
Enter data in invoice template

7. Claiming plan functions grid Time survey results percentages
Data to gather
Claiming plan functions grid
Time survey results percentages
Labor and services and supplies costs
Indirect/overhead expenses

8. Discount methodology percentages
Data to gather
Discount methodology percentages
Direct charged expenses
Funding sources

9. Categorizing expenses
6 Cost Pool categories:
CP SPMP
CP Non-SPMP
CP 3a - Non-Claimable
CP 3b - Non-Claimable direct charge
CP SPMP direct charge
CP Non-SPMP direct charge
CP Allocated costs 9

10. Cost Pool 1
Skilled Professional Medical Personnel (SPMP) who participated in the time survey
Clerical staff who are supervised by SPMP and who provide direct support to the SPMP
Supervisors of the SPMP 10

11. Cost Pool 2 All Non-SPMP staff who participated in the time survey
Clerical staff who work for Non-SPMPs
Supervisors of the Non-SPMPs
Supervisors of clerical staff who directly support Non-SPMPs
Personal services contractors who participated in the time survey 11

12. Cost Pool 3a
Staff who did not time survey and are not included in other cost pools or direct charged
Staff who exclusively provide treatment, counseling, clinical services, lab services or other non-claimable activities of the claiming unit 12

13. Cost Pools 3b, 4, and 5
These totals are automatically transferred from other worksheets in the invoice template 13

14. Cost Pool 6 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 14

15. Questions?

16. Developing Supporting Documentation

17. Time survey results
Separate time surveys by SPMP and non-SPMP
Total the hours by activity code
Analyze time surveys

18. Labor Detail Separate the amount for salaries and benefits
SPMP staff from time survey percentages (and supervisors and support)
Non-SPMP staff from time survey percentages (and supervisors and support)
Non-claimable
Direct Charge
Allocated general and admin support staff 18

19. Other Costs
Normal day-to-day operating expenses necessary to run the claiming unit
See PPL
Indirect costs, external and/or internal
NOTE : Any labor costs included in indirect must be excluded from other cost pools 19

20. Other Costs CP 1 - SPMP CP 2 - Non-SPMP
Expenses that can be attributed to SPMP staff
Overhead/Indirect expenses
CP 2 - Non-SPMP
Expenses that can be attributed to Non- SPMP staff
Overhead/Indirect expenses

21. Other Costs
Cost Pool 3
Costs that can be attributed to non-claimable staff
Unallowable costs associated with direct service
Overhead/Indirect expenses

22. Other Costs Cost Pool 5 Expenses that can be directly charged to MAA
MAA specific contracted costs
Overhead/Indirect expenses

23. Other Costs
Cost Pool 6
Expenses that can be attributed to allocated staff
General office expenses
Building maintenance expenses
Utilities
Overhead/Indirect Expenses

24. Other Costs
Identify other costs and develop backup document showing detail and amount to be claimed
For costs labeled, “Special,” “Other,” “Departmental,” provide description

25. Direct Charged Expenses
MAA Coordination and claim admin
Any 1 reimbursable MAA activity code
LGA consortium participation fee
Direct MAA expenses:
Travel and transportation
Flyers and brochures
Subcontractors/consultants

26. Questions?

27. Revenues Worksheet Purpose:
To offset funding against costs to arrive at the net cost in which the federal government will share and to list CPE.

28. Revenues Worksheet Analyze all funding sources
Determine allocation methodology for offset to avoid double dipping
Determine public funds eligible to use as CPE 28

29. What to Offset?
All federal funds, including Maintenance of Effort (MOE) and match funding
All state general funds that have been previously matched by the federal government including Medi-Cal fee for service funds
Insurance collected from non-governmental sources for the delivery of direct client services

30. What Not to Offset? County General Funds Realignment Funds
Other Local Funds (First 5)
MAA Reimbursements

31. Revenues Worksheet Medi-Cal Fees and Match Federal Grants and Match
State General Funds
Medicare
Insurance
Fees
Other Revenue 31

32. Revenue Sources Summarize your revenues quarterly
Annual revenues may be divided equally into each of the 4 quarters

33. Revenues Worksheet Revenues are categorized as follows:
Not Offset Funds
CP 1 - SPMP
CP Non-SPMP
CP 3a&b - Non-Claimable
CP Direct-Enhanced
CP Direct-Non-Enhanced
CP Allocated 33

34. Medi-Cal Discount Percentage
Actual Client Count (ACC) or Countywide Average
ACC - calculate percentage and compile documentation showing the percentage for that quarter
Compile the eligibility verification used in the ACC

35. Supporting Documents for Other Costs and CP6 Employees
All invoices require the submittal of supporting documents for other costs every quarter:
Include list of classifications for the reported salaries and benefits of CP6
Include a list of other costs associated with the costs in CP1, CP2, and CP6

36. The CMAA Invoice Template
Summary page
TCM time survey results
Revenue worksheet
Invoice cost worksheet
Direct charges worksheet
Invoice claim calculation worksheet
Variance worksheet

37. Checklist For Preparing the MAA Detail Invoice
CMAA CHECKLISTS
Checklist For Preparing the MAA Detail Invoice
Checklist For Preparing the MAA Summary Invoice

38. PACKAGING YOUR INVOICE
Cover Letter (on LGA letterhead)
MAA Invoice template
Include checklists
For MAA Detail Invoice
For MAA Summary
Other costs detail and staff classification for CP6 and other documentation when requested

39. Resources Department of Health Care Services website
LGA Consortium website

40. Questions?

41. Thank you for your attendance!!41