Louisiana Department of Health & Hospitals | Bruce Greenstein, Secretary

A decision has not been made as of this date, however, you will be notified prior to 6/14/09.

In order to capture accurate data for the activities performed and the amount of time each activity requires, each service code must have its own start and end time.  This will provide a truer picture of what support coordinators are doing for our participants and provide additional information needed to determine an appropriate rate of reimbursement for the population being served.

Refer to the timeframes provided for the training on 5/7.  For the dates of 5/18/09 through 6/14/09 all old service codes will be turned off and only new codes can be used.

No, you cannot use this time, from home to place of employment.

Vacation time, sick leave, and time not spent performing support coordination activities.

Yes.  Same for a support coordinator.

Yes.  EPSDT activity codes will be turned on in LSCIS and will not appear in CMIS.

78 – Intake/Assessment/Reassessment – see 1.2.4.

The new codes will be turned on in LSCIS for the EPSDT activities.  They will not appear in CMIS.

Log off for travel time, log on for phone call, log off for phone call, log on for travel time.  Times/activities may not overlap.

No.  Medicaid will not reimburse for contacting Medicaid.  This has been moved to the allowable, not billable activities, code 96.

Separate time spent for each population in to the appropriate system.

Service Logs, Code Sheets and the updated Rate Setting Project  Service Definition information will be provided to all Agency Directors and On-Site Project Managers at about 3 pm 5/8/09.  If you have not received the information, please contact your On-Site Project Manager.

No.  Code as Activity 81 Follow-up and Monitoring.  If conducting an observation, the procedure code must also be included.  Annual reassessment will be coded as Activity 78.

Person doing SIS = 78 Intake/Assessment/Reassessment.  Person shadowing will be 88 Training.

Yes.  Provided is it conducted during this 4 week time period.

Yes. Assign them a case number and enter the demographic information and you will be able to document activities performed.

The original answer is being revised – We originally said that activities performed by the supervisor or project manager is allowable, but not billable if the individual for whom the service is being performed is not in their caseload.  These activities would be considered a part of the supervisory/project manager duties (the cost for these individuals performing their duties will be included in the fiscal/administrative cost surveys).  We provide the following:  Support Coordination activities performed by supervisors and On-Site Project Managers and entered into the system will continue to count towards meeting requirements for payment (whether or not the individual for whom the service was provided is in their caseload) and will be used in determining the number of units of service to release for NOW and EPSDT.

We are gathering information for activities performed between 5/18/2009 and 6/14/2009 only.  Any activities performed before this project are not relevant for this project.

Yes.  All HIPAA requirements must still be met and followed.

Document the actual activity and the documentation activity on separate logs.

Code 1.

Typical supervisory activities, no. Calls received on behalf/with participant, yes.

 No.  Timelines are applicable upon linkage to begin the process to complete the plan of care.

Use code 81 for follow-up on the 2025 charts.  Training code used only if the SC is participating in training.

See important update at beginning of the list of Q&A.   Separate log for each support coordinator with Service Activity Code 90 and Participant Code 19.

No.

Not for their time spent.

Use Code 1.

Yes.

Each activity performed must have its own service log.  Supervisor documents billable activities on separate service logs.  Time SC spent in training is documented as training and also on a separate service log.

Person doing SIS = 78 and person doing shadowing = 88.

Separate service log for time spent on each population.

Filing/file maintenance completed by the support coordinator would be coded based on the type of documentation being filed, i.e., if service log/documentation is related to an observation of services, 81.  Filing completed by staff other than the support coordinator is not a billable activity and will be considered in the rate setting activity through the cost surveys completed by the Agency.

They will not show on the aging reports.

No.

No.

If you have not downloaded the new version, please do so immediately. To update CMIS, send an information file and pull down the new version.  Once the new version is downloaded, exit the software and then come back in to install the new version.

Yes.

Yes.  System is programmed to accept entry for services completed through May 17th.

If in person, 1; if via phone, 2.

Documentation should be coded as a 6 and should be used when preparing plans, revisions, etc.  Code 3 has historically been defined as written correspondence to or for the participant and is not a billable activity.

Use code 6.

Code 3 is allowable, not billable.

Use “no one” since multiple participants are involved.

If you have documented and entered the time spent for the actual quarterly visit and the observation of services separately, since the service activities have been compressed and there is no specific activity “observation of services”, the Required Action report will not reflect that the observation was completed, however, the system does capture that the requirement was met.  During this project, 2 separate cells must be used.

See answer to previous question.

Only if you will be performing any activities for them during the period of 5/18/09 through 6/14/09.

See previous posted responses related to supervisory sessions and the update at the beginning of the questions and answers.

The answer is correct. Please be reminded that each activity must be documented separately.

Code 3 is allowable, not billable."- A written contact should be billable. Example: a letter requesting information about a service, or to a family about their services, etc. should be billable time. Contact Code '3' is direct work for the participant and therefore should be billable. Contact Code 3 continues to be an allowable, not billable activity.

As advised during the training and included in responses posted on the website, the decision has not been finalized related to returning to the previous service log/codes as they existed – there are some activities being captured during this project that we believe we should continue to capture.  We project a revised service log to include those in addition to returning to previous codes until OCDD, OAAS and BHSF can develop one service log to be applicable to all populations/offices.  As to the issues with the observation of services, if the data was entered into CMIS and the procedure code was identified, there should not be a “denied claim”.  If you identify that you have been penalized units for not completing the observation of services and you know the activity was completed and the data was entered, please send OCDD central office a copy of the service log and supporting documentation of the penalty being imposed and we will take the necessary corrective action.

Code 98 appears as the “participant” since the support coordinator may be by themselves completing the documentation.  The activity still counts towards billable activities.

Use Code 6.

SIS LA Plus pre-links show up only on the aging reports for the support coordination agencies, are not reflected on the reports being monitored by OCDD and should not impact any timelines previously established for these individuals.

The activity is still captured and is related to the support coordinator if the support coordinator’s information was put on the log. We would then assume that the supervisor on record in CMIS is the supervisor conducting the supervisory session.

You have two choices:  1) Give the pre-linked and the relinked client separate case numbers, OR 2) Change the case open date for the recipient once they are re-linked.  Option 2 is the easiest and does not require double entry.  Either is acceptable.

You can complete the billing checklist also, or just code the service log with the non billable activities.

The system will not allow for more than one activity per service log during this data collection period.  You will need to complete a log for the visit and each of the activities performed at that visit and if completing documentation later, a second log for that activity.  Contact code for that would be 6, documentation only.