WELCOME TO: TRAIN THE COORDINATORS

WELCOME TO: TRAIN THE COORDINATORS
Presented by: Department of Health Care Services (DHCS) ACLSS Branch and Local Educational Consortium FALL 2008 Good Morning, My name is Barbara Schultz, I am the Chief of the SMAA Unit. Thank you for attending today’s “Train the Coordinator Session.” Today we will be presenting Time Survey Training.

THE DAY AT A GLANCE Housekeeping National Updates Time Survey Overview
Site Visit Findings Activity Codes Short Break Interactive Memory Enhancement Exercise This training is going to be a little different from past years training. Our main objectives are to: Instill confidence in you to inspire confidence in the Time Survey participants you train. Give you the knowledge you need to prepare training and give guidance to the Time Survey participants. What would you like to take away from this training at the end of the day? Today’s training will cover: Who can time survey When to time survey Source documentation, Reimbursable Activity codes, Roles & responsibilities of all parties that make SMAA work What to look for when reviewing a time survey. Interactive/memory enhancement a l tool you can use when training your LEAs.

HOUSEKEEPING INTRODUCTIONS RESTROOMS/BREAKS CELL PHONES
TRAINING MATERIALS QUESTION PROCESS Before we get started I am going to go over some housekeeping. I would like to introduce our presenters Liz Touhey, Chief of the Administrative Claiming Local and Schools Services Branch Traci Howard-Richards, DHCS-SMAA Unit Bob Baxter, Policy Chief Cathy Bray, the LEC Coordinator 11 and the Co-Chair of the Local Educational Consortium and the LEC Coordinator from Region 11. Annette Jewell, the LEC Coordinator from Region 9 I would like to also introduce the rest of our staff from the SMAA and Policy Unit. Isabel Hernandez, Analyst in SMAA Unit Denise Boyd, Analyst in SMAA Unit Alice Mark, Analyst in SMAA Unit The restrooms are out the door to the right/left and ? As a courtesy to others please turn off all cell phones or put them on silent mode. Please take all calls outside the training room. You each received a packet at the registration table containing Training materials and an evaluation sheet. The PowerPoint presentation will be made available to you on our web site by October 30, Speaking notes will be included. Questions will be taken at the end of each session. A Q & A session will be held before we take a 10 minute break. However if we do not have a ready answer for you or if the question is off topic we will move that question to our “parking lot”. If we don’t have time for your question please write it on the back of your evaluation and we will answer them on our website.

Samples of financial reports Activity Code Samples
WHAT’S IN THE PACKET? PowerPoint Handout Code 1 vs. Code 16 Matrix Samples of financial reports Activity Code Samples Operational Plan Checklist Evaluation Form Your training pack includes The PowerPoint presentation Code 1 vs. Code 16 Matrix Samples of financial reports to support the invoice, and Activity Code Samples Operational Plan Checklist A training evaluation form Barbara

PURPOSE OF THIS TRAINING
Provide an overview of the time survey process to ensure program compliance Ensure each participant identifies the actual time performing the MAA activities reported on the time survey Provide information to help identify activities that are eligible for federal reimbursement under the MAA program Provide Activity Code Samples Every year we ask you to complete the evaluation in your packet. For the last couple of years we found that there were multiple evaluations that had the same suggestions. This year we incorporated some of those suggestions into our training. The time survey training will be different this year. Those evaluations requested that we eliminate MAA program policy section and non-reimbursable codes. The reason given was that the majority of the coordinators already have MAA Program knowledge. This year we eliminated those two sections. If you are new to the program please request from your LEC/LGA Coordinator for any additional training that you might require. Per your request we also provided more samples for the MAA reimbursable codes and kept site visit findings in the training. At the end of the training please fill out your evaluation forms and leave the on the table, we will collect them. If you prefer having the MAA program policy Section or the non reimbursable codes in the training, or any other suggestion, write them down on your evaluation form. We do read the helpful suggestions. Is there any question I can answer? I would now like to introduce Liz Touhey. She will present the National updates. Barbara

NATIONAL UPDATES CMS 2287 – F Elimination of SMAA
CMS 2258 – F Changes definition of “Unit of Government” Moratorium until 4/09 CMS 2213 – P Outpatient Clinics Free Care Principle – CMS would like to codify Parental Consent to Bill 2nd Stimulus Bill?????? Liz’ Updates

HEALTH CARE SERVICES (DHCS) UPDATE
DHCS will continue the SMAA program until FFP is no longer available Audits/Oversight Contingency Fee Contracts are not allowed

SMAA Time Survey Overview
Cathy’s presentation speech

The time survey is the basis for claiming federal funds
PURPOSE OF TIME SURVEY The time survey is the basis for claiming federal funds The time survey captures what activities LEAs do on a regular basis The Time Survey form is a legal document that captures MAA activities that are performed by school staff on a regular basis. It is required for reimbursement unless staff is direct charging. The time survey is a tool that helps document and categorize the administrative activities associated with the MAA Program. It allocates the percent of time participants perform MAA during their normal work day. Acts as a legal document representing staff time reported on the MAA invoice which becomes part of the audit file/Operational Plan. Cathy

WHICH LEA STAFF SHOULD TIME SURVEY
Consider two factors: 1. Do they perform MAA? 2. Are appropriate non-federal funds expended to receive federal reimbursement? Prior to the time survey week the LEA Coordinator must identify which staff should time survey. To do this the coordinator matches various LEA activities with MAA to ensure that the appropriate staff are selected. Once staff is identified, ensure sufficient appropriate non-federal funds are expended to receive federal reimbursement for their costs. Positions that are 100% federally funded may not participate in MAA because the Federal Government is already paying its share of costs. Positions that are partially federally funded may participate in MAA. However, reimbursement is limited to one half % of their salary that is not federally funded. Note: Change for 07/08, when a staff member performs MAA for multiple claiming units in the same district, they must have one original time survey form for each claiming unit. Cathy

TIME SURVEY PARTICIPATION
How do LEAs participate in MAA? When must staff be trained? PPL Training Participation Time survey training for trainers is conducted annually by DHCS, but it is the responsibility of the LEC/LGA coordinators to train or monitor the trainings in the individual LEAs. Training should be conducted close to the time survey week. MAA coordinators insure staff complete time surveys during the time survey period, and help staff complete their time survey form accurately. MAA Coordinators also insure (via the sample documentation) that staff have completed the forms correctly before the invoice is generated and their time survey forms are placed in the Operational Plan. PPL July 8, 2008 DHCS released a Policy and Procedure letter notifying all LEC/LGA Coordinators that the state mandated requirement for most LEA SMAA Participants to attend an annual time survey training for FY 2008/2009 has been waived. If a time survey participant has never time surveyed, they must be trained prior to the first quarter in which they survey. Training must continue to be provided for staff new to the SMAA program prior to their first completed time survey period. Experienced staff may be provided a refresher training if a need is indicated. Other than this, the 2007/2008 DHCS SMAA Manual will be the guide for the 2008/2009 FY. CMS 2287-F eliminates the School Based Administrative Claims effective April 1, 2009. Cathy

WHEN TO TIME SURVEY DHCS randomly selects a time survey week period for each quarter The LECs/LGAs are notified of the time survey dates, via PPL, no later than the first day in May of the first-quarter time survey period and 45 days prior to the beginning of the second, third, and fourth quarter DHCS randomly selects a time survey week period for each quarter. Cathy

WHEN TO TIME SURVEY When School is: Students in session
Students out of session for fewer than 30 days Students out of session for more than 30 days If for whatever reason the claiming unit does not time survey on the designated date, then they should document the reason for delay in the audit file. Students in session, staff who do not direct charge must time survey for five consecutive days excluding Saturdays, Sundays and holidays. Students out of session on the first day of the time survey period and have been out of school for fewer than thirty days, participants must time survey on the first (1) day school resumes and time survey for five (5) consecutive days that the students are in session, excluding Saturdays, Sundays and holidays. Students out of session on the first day of the time survey period and have been out of school for more than thirty days, participants must begin the time survey six (6) days from the day that school resumes and time survey for five (5) consecutive days excluding Saturdays, Sundays and holidays. Cathy

TIME SURVEY ADMINISTRATION
The responsibility for proper administration of the time survey is shared by; California Dept. of Health Care Services LEC/LGA MAA Coordinator LEA MAA Coordinator Time Survey Participant and his/her supervisor CMS – has approved our program here in California, time survey process, time survey form and the invoice. DHCS - designates the time survey, issues the forms and training materials, provides training to LEC/LGA MAA coordinators, reviews the time survey forms, including samples and the Operational Plan during site visits. LEC/LGA MAA Coordinators - assist DHCS by training district coordinators on the MAA program, time survey and Operational Plan. They provide DHCS materials and updates to the participating LEAs. LEA MAA Coordinators are responsible for ensuring that the individual time survey participants are trained. Verifying that time survey forms are complete and correct. Ensuring that activities are claimable. Maintain the Operational Plan for audit purposes. Supervisor verifies the # of paid hours recorded are correct and the activities are within the participants job classification. Each individual is responsible for completing the form as instructed. Cathy

TIME SURVEY REVIEW PROCESS
It is the responsibility of the LEC/LGA coordinators who sign the invoices and claiming grid to assure the accuracy of the time surveys Site and Desk Reviews On each time survey form the sample descriptions of MAA activities must maintain a minimum of 80% accuracy for inclusion into the invoice LGA/LEC MAA Coordinators must conduct reviews of LEA claiming units at a minimum of every three years. The reviews can consist of: Desk and field reviews of all completed time surveys and any training materials used by the LEA. This review function shall be performed by the LEC/LGA and may not be contracted out. Remember: When the time survey forms are reviewed, the MAA activities must maintain a minimum of 80% accuracy for that time to be included in the invoice. Cathy

Identical time recorded for each day?
THINGS TO LOOK FOR… Identical time recorded for each day? Individuals with the same job class and significantly different survey coding? Paid time off not coded correctly? Cross-outs not initialed or easily understood? Percentages that do not match? These are some points to train the LEAs, coordinators and site supervisors to look for when reviewing time survey forms. Cathy

THINGS TO LOOK FOR…Cont.
Clean, legible recording of hours or portions of hours for the entire paid workday Correct totaling of MAA and non-MAA hours Correct sample descriptions for MAA activities Ensure time survey forms are signed and dated by participant and supervisor Supervisors overseeing time survey staff should make sure that the time survey form is: Clean and legible Hours are totaled correctly Sample activity descriptions are correct Ensure that time survey forms are signed and dated From the Supervisors on up to the LEC/LGA coordinators, each is responsible to uphold time surveys to these standards. DHCS will ask during a site visit if you have a quality control process set up, and what is it? Cathy

2004/05 Site Visit Findings Conducted During 2007/08

#1 Finding: Narratives are not Medi-Cal specific
Time Survey Forms #1 Finding: Narratives are not Medi-Cal specific Code 4: “Sent Flyers home with students.” “Attended an IEP meeting.” Code 6: “Helped a family fill out application form.” Code 8: “Consulted with a school nurse about student’s health needs.” Code 12: “Provided Translation for a family with a special needs child.” Let us begin with the past findings for the Time Survey Forms…. Our number #1 finding is: Narratives are not Medi-Cal Specific For example For Code 4: “Sent flyers home with students” “Attended an IEP meeting.” Code 6: “Helped a family fill out application form” Code 8: “Consulted with a school nurse about student’s health needs.” Code 12: “Provided translation for a family with a special needs child”

Finding: Narratives are not Medi-Cal specific
Time Survey Forms Finding: Narratives are not Medi-Cal specific Follow the Five W’s WHO? WHAT? WHEN? WHERE ? WHY? One way to ensure that all samples are Medi-Cal specific is to follow the 4 “W’s”: Who, What, Where, When & Why. Annette Jewel will cover this topic in depth in the following segment. Traci

Misuse of activity codes
TIME SURVEY FORMS Misuse of activity codes Code 8: “I made an initial referral to a student’s family regarding the Medi-Cal Healthy Families Program.” Code 10: “Driving from one school district to another to provide direct speech and language therapy.” Code 12: “Translation of IEP. Psychological speech & language reports.” Our next finding addresses… Misuse of codes. This often occurs in two ways: First: The sample is correct and useable but it was applied to the wrong code. The following illustrates this point: “I made an initial referral to a student’s family regarding the Medi-Cal Healthy Families Program.” This narrative was placed under code 8 but was more suited for code 4. It was a common occurrence to see Code 4 (which is Initial Medi-Cal Outreach) and Code 8 (which is the Ongoing Referral, Coordination & Monitoring) of Medi-Cal covered services used interchangeably. When working with these two codes please remember “initial” refers to Code 4 and “ongoing” refers to Code 8. The second misuse of codes involves some misunderstanding of what a proper activity is for certain codes. Here is a live sample taken from a 04/05 Time Survey form for Code 10: “Driving from one school district to another to provide direct speech and language therapy.” Code 10 is used for scheduling or arranging the transportation to a Medi-Cal covered service. It does not include any actual transportation service. Our next example involves Code 12 “Translation of IEP. Psychological speech & language reports”. It is important to remember that translation involves three parties. A third party or document (such as a Medi-Cal application) is required.

Participant did not attend training Use original DHCS templates
TIME SURVEY FORMS Acronyms not specific Signatures Participant did not attend training Use original DHCS templates Next we found that… Acronyms and terms were not spelled out or specific For example, one sample activity referred to a “Search and Serve Student (SSS)”. All acronyms and terms contained should be clearly defined to facilitate a smoother review process. The analyst reviewing the invoice may not understand or be familiar with the program. So, clearly defining acronyms is a great help. We suggest writing to a general audience. Or, creating a acronym key. Now we have general findings for the Time Survey forms and invoices. Although these finding may seem commonplace please keep in mind these were findings for 04/05 time survey forms. Our next finding addresses signatures… Signatures were in black ink Again, please note this is a finding for the 04/05 fiscal year. Most time surveys received thereafter have adhered to the “Blue ink” rule. In addition, please remember… Signatures in pencil or black ink cannot be re-traced in blue ink. Should the participant sign in pencil or black ink we ask that the original signer re-sign in blue ink immediately below or above the previous signature. Our next finding… Time survey participant did not attend time survey training I am sure you are all aware a time survey participant cannot participate in the survey if they have not been trained. However, the Dept. of Health Care Services has recently mandated that only new MAA participants are required to attend training. This applies to fiscal year For further instruction on this mandate please refer to PPL Time surveys are photocopies The official DHCS Time Survey Form must be used and it must be an original. For your convenience all official DHCS forms can be downloaded from the MAA website at Traci

TIME SURVEY FORMS General Findings
Activity sample given with no recorded time Incorrect time survey dates Incorrect calculation of hours Some of our other general findings include: Activity sample given with no recorded time Incorrect time survey dates Incorrect calculation of hours A few things to remember about time surveys: I would like to present a few reminders about time surveys in general. 1) Please remember that the sample description must be 80% accurate. Annette Jewel will provide further guidance on using accurate narratives in the following segment. 2) Please ensure that all corrections are initialed. 3) Please avoid the use of whiteout. Traci

TIME SURVEY FORMS Things to Remember 80% accuracy for sample descriptions Initial all corrections No whiteout

Missing documentation
OPERATIONAL PLANS Missing documentation - copy of indirect cost rate via CDE - copy of Medi-Cal Percentage We will continue with our Findings for Operational Plans The most common occurrence was Missing documentation This included actual staff ledger reports for the Payroll Data Collection & Other Summary Worksheet. These ledger reports must be kept in the Operational Plan for site review purposes. DHCS requests that a copy of the State Verification of the Indirect Cost Rate State verification of the Indirect Cost Rate from the California Dept of Education website and a copy of the Medi-cal Percentage claimed be placed in the Operational Plan. Traci

Missing documentation Missing duty statements
OPERATIONAL PLANS Missing documentation Missing duty statements Photocopied training logs Support for Code 4 and Code 8 activities Duty statements listed on the grid are in the operational plan In some cases, Staff Job Classifications are collapsed on the Grid (i.e. Program Manager listed as an Administrator). This causes confusion to the Analyst reviewing your Operational Plan. An Analyst needs to easily determine if the staff job classification listed reconciles to the Duty Statement/Job Description maintained in the Operational Plan. In order to alleviate any future confusion, please be sure to provide duty statements with a list of corresponding job classifications in your Operational Plan. I like to refer to this document as a “cross-walk” since it clearly links the two required categories on the Grid. Time Survey training sign-in sheets are photocopies Original documents for these items must be kept in the Operational Plan. Flyers, announcements or other materials that support your Code 4 and Activities It is important to include these in the Operational Plan as well as providing the location of your flyers. And as always, remember the material must pertain to Medi-Cal. Traci

ORGANIZATIONAL TIPS FOR FUTURE SITE VISITS
Use a Table of Contents and readable tabs Include a “Print Name” field on all Sign-In Sheets Arrange OP by fiscal year using three ring binders In conclusion I would like to present some organizational tips that will fine tune your readiness for future site visits. First: Use a “Table of Contents” and readable tabs The more organized your Operational Plan binder the easier it will be for you or a CMS auditor to find any necessary information. Second: “Print Name” field on all Sign – In Sheets Training rosters should be pre-printed. It is very difficult to match names with a signature only field. Encourage staff to use the same name listed on the time survey sheet as is listed for training. Another alternative is to use “AKA”. Third: Our third tip contains two parts 1st: Each claiming unit must have its own Operational Plan binder(s) 2nd: Each Operational Plan binder must be arranged by fiscal year in a three ring binder. Multi year binders prove more difficult to handle when looking for needed documentation. Many of you already practice these tips with well organized and easy to see binders and tabs. These practices aid your analyst when reviewing your file and keeps all information at your fingertips. This concludes the Findings portion of our training. We hope this information will be beneficial in your completion of invoices and for future site visits. The School Based MAA unit would like to recognize all the good work you do to make site visits run smoothly. We appreciate the strides you have made and we look forward to collaborating with you in the future. For your convenience we have included an Operational Plan checklist in your packet. Traci

The Who, What, Where, When and Why of it!
As Tracy has mentioned, the #1 finding from the state reviews was Narratives are not Medi-Cal specific. Although 2004/2005 Operational Plans were reviewed, we know that District MAA Coordinators and time survey participants do still ask questions about how to describe their activities. Annette

SMAA PURPOSE MAA Activities must directly support Identification and enrollment of potentially eligible students/families into Medi-Cal Medical services covered under the state Medi-Cal plan We know that School-Based MAA is a Medi-Cal program and that it has two core purposes. Reimbursable MAA activities 1) must directly support efforts to identify and enroll potential eligibles into Medi-Cal and/or 2) must directly support the provision of medical services covered under the state Medi-Cal plan. Annette

SMAA ACTIVITY GUIDANCE
CA School-Based MAA Manual DHCS Policy and Procedure Letters School-Based MAA Time Survey Form The California School-Based MAA Manual is our primary guide for program information, including SMAA Activity descriptions and listings of example activities. Some state Policy and Procedure Letters also apply to SMAA activities, and the sample page of the LEA MAA Time Survey form provides activity examples. Annette

SMAA Activity Examples
SMAA Codes 4, 6, 8, 10, 12, 14, 15 and 16 This training addresses both the state’s finding regarding narratives and the ongoing, statewide requests for “good” samples. Today our focus will be the reimbursable School-Based MAA activity codes. Samples have been written as examples of clearly recorded, appropriate School-Based MAA activities. When the term MAA is used during this training, we will be referring to School-Based MAA. Annette

Must Clearly Describe the MAA Activity Performed Who was involved?
SMAA Activity Samples Must Clearly Describe the MAA Activity Performed Who was involved? What was done? Why, how, when, and where was the MAA Activity performed? As we consider the samples, we’ll keep the following questions in mind. Does the sample clearly describe what the time survey participant did? Who was involved? Why, how, when, and where was the MAA Activity performed? Annette

What Medi-Cal outreach, enrollment assistance or service was directly supported?
What was the related outreach/enrollment assistance/service? Annette

Code 4 Initial Medi-Cal Outreach
Initial activities that inform eligible or potentially eligible individuals about Medi-Cal programs and services and how to access them Initial activities that inform eligible or potentially eligible individuals about Medi-Cal programs and services and how to access them. Annette

Prepared paperwork referring two (2) disruptive 6th Grade students to psychologist for initial Medi-Cal covered counseling evaluations Original sample: Time spent filling out initial referral of students for counseling. Example: Prepared paperwork referring two (2) disruptive 6th Grade students to psychologist for initial Medi-Cal covered evaluations. What did the participant do? … For whom? Why? What Medi-Cal covered service was supported? Annette

Told Parents of 1st Grade student about the Medi-Cal program and services. Referred them to a Medi-Cal eligibility worker to seek health services for their young children

I noticed a student was not eating his lunch, and I discovered he had tooth decay that was causing him pain. I contacted his parents with initial dental referral. If the participant had been providing direct medical services when he/she noticed the decay, it would be considered an extension of the direct medical services. Annette

…integral parts or extensions of direct medical services,…..are not claimable due to the potential for duplicate payments. Medicaid School-Based Administrative Claiming Guide, May 2003, Page 9 Original question – related to direct care services and referrals unrelated to the service being provided. Activities that are integral parts or extensions of direct medical services, such as patient follow-up, patient assessment, patient education, or counseling are not claimable due to the potential for duplicate payments. Medicaid School-Based Administrative Claiming Guide, May 2003, Page 9 Annette

Code 6 Facilitating Medi-Cal Application
Assisting an individual in becoming eligible for Medi-Cal/Healthy Families Assisting an individual in becoming eligible for Medi-Cal/Healthy Families Although this code typically requires detailed knowledge of the Medi-Cal/Healthy Families application process, it also includes providing the application, informing parents about the application process, and some other assistance that various school employees can provide. (NEED TO ADDRESS THE MEDI-CAL/HEALTHY FAMILIES $50 REIMBURSEMENT AND MAA REIMBURSEMENT) Annette

Parents of a Kindergarten student needed transportation to a Medi-Cal eligibility office, and I worked with staff at a community agency to arrange that transportation. Parents of a Kindergarten student needed transportation to a Medi-Cal eligibility office, and I worked with staff at a community agency to arrange that transportation. Do you have any questions about this example? Annette

Reviewed National School Lunch information to facilitate Medi-Cal/Healthy Families enrollment Reviewed National School Lunch information to facilitate Medi-Cal/Healthy Families enrollment. The purpose of this review was to facilitate Medi-Cal enrollment. Annette

During IEP meeting, assisted parents with Medi-Cal/Healthy Families application Annette referencing training manual

Activities take place after initial referrals have been made
Code 8 Ongoing Referral, Coordination, and Monitoring of Medi-Cal Services Making ongoing referrals for, coordinating, and/or monitoring the delivery of Medi-Cal covered services Activities take place after initial referrals have been made Making ongoing referrals for, coordinating, and/or monitoring the delivery of Medi-Cal-covered services. Code 8 may include, but is not limited to, activities related to services in an IEP. Case Managers being reimbursed for Targeted Case Management (TCM) in the LEA Medi-Cal Billing Option program cannot claim MAA Referral, Coordination, and Monitoring. Please continue to stress that activities take place after initial referrals have been made. Annette

Code 8 Ongoing Referral, Coordination, and Monitoring of Medi-Cal Services
Called parent to verify student appointment with Pediatrician for evaluation of recurring ear aches Original Sample: Discussion regarding child’s appointment with doctor. Example: Called parent to verify student appointment with Pediatrician for evaluation of recurring ear aches. Annette

Revised student’s therapy schedule to coordinate community-based Pediatric otolaryngology services for speech disorder evaluation Original Sample: Related to a speech therapist’s own therapy schedule for the year, which is not a Code 8 activity. Revising a student’s schedule to coordinate his/her services is a Code 8 activity. Annette

Administrative activities performed in support of medical services that are not coverable or reimbursable under the Medicaid program would not be allowable as Medicaid administration Medicaid School-Based Administrative Claiming Guide, May 2003, Page 16 We began this section of the training by emphasizing that MAA Activities must directly support medical services that are covered under the state Medi-Cal plan. The requirement also appears in the Medicaid School-Based Administrative Claiming Guide. As you see on the slide, it defines which administrative activities are not allowable. Another way of stating this federal Operational Principle of Administrative Claiming is to state what is allowable. If a medical service is coverable under Medi-Cal, then an appropriate MAA Activity is reimbursable. Annette

Code 10 Arranging Transportation in Support of Medi-Cal Services
Assisting an individual or family to obtain transportation to services covered by Medi-Cal Assisting an individual or family to obtain transportation to services covered by Medi-Cal. Does not include accompanying individual or providing transportation. Annette

Coordinated transportation arrangements with parent taking student to medical center for Medi-Cal covered mental health services Original Sample: Talked to parent about transportation to medical facility. Example: Coordinated transportation arrangements with parent taking student to medical center for Medi-Cal covered mental health services. Annette

Talked with transportation supervisor about bus changes added to route of student who receives Occupational Therapy services in the community Original Sample: Talking about bus changes and transportation for a student. Example: Talked with transportation supervisor about the bus changes added to the transportation route of a student who receives occupational therapy in the community. Annette

Code 12 - Translation Arranging or providing Medi-Cal translation services by a third party to facilitate access to Medi-Cal covered services Arranging or providing Medi-Cal translation services by a third party to facilitate access to Medi-Cal covered services. This includes speaking, signing, and writing. Time spent reading printed Medi-Cal related information to an illiterate parent would be recorded as activity in the appropriate MAA Code. For example, a survey participant assisting the parent with Medi-Cal application would record the time as Code 6. Important to note: (Please verify the following: When medical instructions are read during a billed direct medical service, the time is recorded as Code 2, whether read by the person delivering medical service or by a third party.) Annette

Code 12 - Translation Called several translators to arrange services for various parent meetings regarding Occupational Therapy, Physical Therapy, and/or Speech services Original Sample: Phone conversations with translator to set up parent meetings to discuss OT/PT/Speech language services. Example: Called several translators to arrange services for various parent meetings regarding Occupational Therapy, Physical Therapy, and/or Speech services. Annette

Code 12 - Translation Translated for Certified Application Assistant, who was working with Farsi-speaking parents applying for Medi-Cal Translated for Certified Application Assistant, who was working with Farsi-speaking parents applying for Medi-Cal. Annette

Code 14 Program Planning, Policy Development, and Interagency Coordination Related to Medi-Cal Services Developing and implementing strategies to improve the coordination and delivery of Medi-Cal covered medical/mental health services to students and their families Developing and implementing strategies to improve the coordination and delivery of Medi-Cal covered medical/mental health services to students and their families. Code 14 activities support services for groups of students and their families. Annette

Code 14 Program Planning, Policy Development, and Interagency Coordination Related to Medi-Cal Services Only employees whose position descriptions include the Code 14 functions should use this code Staff surveying under this code should include related paperwork, clerical activities, or travel required to perform these activities CA SMAA Manual, September 2003, Pgs. 5-11 Only employees whose position descriptions include program planning, policy development, and interagency coordination should use this code. Staff surveying under this code should include related training, paperwork, clerical activities or travel required to perform these activities. California School-Based Medi-Cal Administrative Activities Manual, September 2003, Pgs Annette

Code 14 Program Planning, Policy Development, and Interagency Coordination Related to Medi-Cal Services Traveled to County Office of Education to attend a Student Health Meeting where we evaluated countywide need for additional Medi-Cal providers who accept new patients Example: Traveled to County Office of Education to attend a Student Health Meeting where we evaluated countywide need for additional Medi-Cal providers who accept new patients. Caution: Wellness activities do not directly support Medi-Cal covered services. If the meeting were to discuss health and wellness programs, only the portion dedicated to Medi-Cal services would be coded to Code 14. Annette

Code 14 Program Planning, Policy Development, and Interagency Coordination Related to Medi-Cal Services Finalized my notes from meeting with countywide agencies to coordinate health service agreements – sent notes to all participants Original Sample: Related to clerical support staff performing Program Planning and Policy Development. Support staff setting up meetings, providing refreshments are definitely not Code 14. This code is not used for support staff. Annette

Code 15 Medi-Cal Claims Administration, Coordination and Training
Performing activities that are directly related to MAA Program administration, coordination, and training As MAA Assistant for my school site, I verified that each survey participant had either a paper copy of the time survey form or access to the electronic version Performing activities that are directly related to MAA Program administration, coordination, and training. Ensure that all recorded time is spent performing MAA and that no LEA Medi-Cal Billing time is included. MAA Assistant job classifications are also identified on the Claiming Unit Functions Grid. Annette

Code 15 Medi-Cal Claims Administration, Coordination and Training
Reviewed with supervisor which daily activities should be coded as Code 14 I attended brief refresher MAA training during our staff meeting at the district office I completed my MAA time survey daily

Code 16 General Administration/Paid Time Off
Performing general administration activities that are not what you were specifically hired to do Paid time off I was on jury duty for the full survey period. Performing general administration activities that are not what you were specifically hired to do. Also paid time off. There is no requirement to identify the type of paid time off in a MAA sample. However, survey participants may include the information, which can aid District MAA Coordinators during survey reviews. As compared with Code 1, School-Related, Educational, and Other activities, Code 16 duties are more specific to staff performance and supervision, reviewing non-instructional school policies, and attending or facilitating staff meetings. Annette

Attended in-service training on new employee information system and reviewed my employee record Attended committee meeting to review district policies regarding school site utilization by community groups

Daily paid lunch periods per contract for my position Presented emergency preparedness information to staff and classroom volunteers Met with my supervisor, who gave me an employee performance evaluation

Activities sorted by category
Code 1 and Code 16 2008 Code 1 and Code 16 Matrix Activities sorted by category All operations activities are listed as Code 1 Assistant Superintendents, Principals, and Assistant Principals are specifically addressed under Operations Those of us who have worked with earlier versions of this tool will note the following on the 2008 matrix. Activities sorted by category All operations activities are listed as Code 1 Assistant Superintendents, Principals, and Assistant Principals are specifically addressed under Operations. Annette

Code 1 Activities Education Requirements Instruction Individualized Education Program Elements Operations

Code 1 or Code 16 Meetings and Trainings Review and Planning Supervision Survey Participant Paperwork

Code 16 Paid Time Off

Training Section Conclusion
California School-Based MAA is _____________________________ Some comment about how all the hard work continues to strengthen the program and…..to the break. Annette

BREAK TIME TEN MINUTES

WELCOME TO: TRAIN THE COORDINATORS

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