Transcript Document

MnCHOICES
Matters
June 17, 2013
8:00 am – 11:00 am
Odyssey
Duluth, MN
Housekeeping
• Break about 9:30 am
• Restrooms
• You “matter” today
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Policies
Assessment
Workflow
Staffing
Funding
MnCAT
Launch
Other
• Format for today
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Objectives
• Participants will be able to:
• Describe the current status of the MnCHOICES
launch
• Share concerns about implementing and
managing MnCHOICES and gain strategies from
colleagues
• List at least three action steps they will take
within two weeks of participating in the
Preconference Intensive
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Update and Review
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Launch Strategy: Stepped Roll-out
• Launch begins November 4, 2013
• Lead agencies grouped in intervals:
• 6-8 weeks;
• 3-4 weeks; and
• 2-3 weeks
• All lead agencies using MnCHOICES by
June 2014
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Launch Strategy: New Assessments Only
• New Assessments = Used to determine eligibility for
people who are not currently on programs or
receiving long-term services and supports for which
MnCHOICES determines eligibility such as:
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Alternative Care
Home and Community-Based Waivers
Personal Care Assistance Services
Consumer Support Grants
Family Support Grants
Case Management for persons with Developmental
Disabilities
Semi-independent Living Services
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Launch Strategy: New Assessments Only
• Exception to the “new” only rule
• A new assessment is completed for a person in
MnCHOICES; and
• Person needs reassessment before
reassessments are launched
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Launch Strategy: Reassessments
• Reassessment = Used to re-determine eligibility for
people currently on programs or receiving long-term
services and supports for which MnCHOICES
determines eligibility such as:
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Alternative Care
Home and Community-Based Waivers
Personal Care Assistance Services
Consumer Support Grants
Family Support Grants
Case Management for persons with Developmental
Disabilities
Semi-independent Living Services
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Launch Strategy: Reassessments
• Launched separately
• After lead agency is comfortable with
MnCHOICES “new” assessments
• DHS will work with lead agencies to develop a
reassessment transition plan considering:
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How and when to begin
County of location vs. county of financial responsibility
Transition of 65+ from fee-for-service to managed care
Continuation of current reassessment process during
launch of new assessments
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Launch Strategy: Who Goes When
Dakota
Ramsey
White Earth
Hennepin
FI = First Implementer
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Launch Strategy: Who Goes When
• Other considerations
• Managed Care Organizations (MCOs) may launch
after or together with the lead agencies they
serve
• County-based purchasing groups may launch
together or sequentially
• How to handle needed transfers from a lead
agency that launched and one that has not
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Launch Strategy: Who Goes When
• Announcements
• May 2013 – Initial two launch groups
• August 2013 – Anticipated order of all launch
groups
• February 2014 Confirmed order of all launch
groups
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Launch Strategy: Note….
• Payment
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October 1, 2013 time studies for assessment activities
begin for counties and tribes
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DHS Financial Operations Division will provide
communication, training and technical assistance before
start
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Considerations when MnCHOICES launches
• Counties may continue current contracting practices
for reassessment during launch of new
• Contract language must be revised to assure no
duplicative payments
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Launch Strategy: Note….
• Payment
• BRASS codes change January 2014
• Payments (allocation) from Nursing Facilities
ends 09-30-13
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Launch Preparation: Beta 3 Testing
• First Implementers begin late summer 2013
• Will test:
• Workflows
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Social Services Information System (SSIS) integration
Person search
Intake
Assignment
Transfer
Assessment
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Launch Preparation: Beta 3 Testing
• Will test:
• Help Desk
• Application revisions based on beta 2 feedback
• Rules revisions
• Content revisions
• Organization of content
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Launch: Next Steps
• DHS will have discussions with lead agencies
around readiness
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To develop launch order
In preparation for individual launch groups
• DHS will invite lead agencies to identify
MnCHOICES Mentors
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DHS will provide a description of roles and functions
of the MnCHOICES mentors
Lead agencies will identify individual(s)
DHS will provide training and technical assistance
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Launch: Next Steps
• “Some” things we are working on at DHS:
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Help Desk
Survey
Roles of MnCHOICES Mentors
Communication
Beta 3
Tools
Assurances
Payment
Training
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Topics You Want to Hear About
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Policies
“The” Assessment
Workflow
Staffing
Funding
MnCAT
Launch
Other
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Policies: How to proceed if….
• MnCHOICES determines person meets
eligibility criteria for both NF and ICF/DD
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Interface with waiver management system
Screening document(s) to enter in MMIS
Waiver waiting list(s)
Sent to policy staff
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Policies: Separation of duties….
• Evaluating case management services
• Discretion of counties/tribes in separating
duties of case management services from the
administrative functions of case management
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Policies: County of location
“interference”
• What is told to the person about the services
and programs for which the person may be
eligible?
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Policies: Assurances
1. Perform administrative functions and activities
2. Provide access to assessment process
3. Assure an adequate number of certified assessors
4. Develop certified assessor multidisciplinary team
5. Provide resources for technology
6. Conduct quality assurance and monitoring activities
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Discussion Time….
Policies
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Assessment: Assortment
• Is it possible to have a cheat sheet for trouble
shooting or not safe to bring into a home?
• How to attach forms and get electronic
signatures?
• How have consumers responded?
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Assessment: Assortment
• How is information about self-directed
service options incorporated in MnCHOICES?
• What is time frame for including PDN?
• Does MnCHOICES produce waiver span
effective dates?
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Assessment: Assortment
• Community Support Plan (CSP)
• Social services vs. public health:
How to work together on screenings
• Tell us about SNBC and MnCHOICES
• How will PCA hours be determined by
MnCHOICES?
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Discussion Time…..
Assessment
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Workflow
Log into
MnCHOICES
Log into
MnCHOICES
Perform person
search
Perform
person search
Log into SSIS
Person exists
Person not
found
Perform person
search
Add Intake/HRA
Manually add
person: name,
DOB, etc.
Add
Intake/HRA
Person exists/not
found …….
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Perform
and
complete
Intake
Perform and
complete
Intake
Perform and
complete
HRA
Perform and
complete HRA
Workflow
Disposition of
Intake set to
Assessment
Declined
Assessment
not
accepted
Assessment
accepted
Assessment
not needed
or declined
Disposition of
HRA set to
closed/declined
Assessment
accepted
Close
Intake
Disposition of
Intake set to
Assessment
Accepted
Close HRA
Disposition of
HRA set to
Assessment
accepted
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Workflow
Assessment
accepted
Moves to
assignment
queue
Can view and
edit person
as Intake
Choose
certified
assessor
Assign
assessor
Close Intake
Moves to
Assessment
queue
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Workflow
Enter Assessment
Date
Complete
Assessment “0”
Question
Indicators
Determine
eligibility (run
rules)
Disposition of
Assessment set
to Closed
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Workflow
SLL/DLL:
Lead Agency:
OBRA II
PAS/OBRA I
MnCHOICES
Refer for
MnCHOICES
Refer for
Long Term
Options
Counseling
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Discussion Time……
Workflow
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Staffing
• Review existing data
• How much time is spent now?
• Analyze Volume Reports
• Beta 2 findings
• Average face-to-face <2.75 hours
• Face-to-face range 1-5 hours
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Staffing
• Considerations
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Travel time may be reduced with using COL
Intake operations can impact
Same functions, just separated
After several assessments process will get
quicker
• Intakes, HRAs and Assessments/Reassessments
can all be copied
• Intakes, HRAs and Assessments/Reassessments
can all be transferred
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Staffing: $64,000 Question……
Should staff do assessments “100%” of time
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Staffing
• Multidisciplinary teams
• Social workers; public health nurses; closely
related fields
• Two or more counties may collaborate to
establish a joint local consultation team or teams
• The commissioner shall allow arrangements and
make recommendations that encourage counties
and tribes to collaborate
[MN Statutes 256B.0911, Subd.3]
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Discussion Time……
Staffing
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Show Me the Money!
October 1, 2013 lead agencies begin random
moment time study for all assessment activities
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Show Me the Money!
• No changes in payment for MCOs
• Screening and assessment HCPCs edit for
counties/tribes (PCA, DD and LTCC)
• Non-federal share paid by DHS 
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Show Me the Money!
• Counties and tribes that contract with other
agencies for case management services must:
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Revise contracts
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Ensure no double payments
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Code administrative activities in RMTS
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Enter service agreements including not more than one
(1) provider of case management
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Discussion Time……
Payment
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MnCAT
• Training is available in TrainLink
• Communication sent to lead agencies 05-30-13
• Step #1 Overview – watch and learn
• Step #1 Foundations – 9 tests
• Step #2
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Course 1
Course 2 - Test
Course 3 - Test
Course 4 – Test
Course 5 – Test
Course 6 – Test
Course 7
• Step #3
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MnCAT
• Step #3
• First Part: Access, Navigation and Function
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Initial set-up and login
Creating documents
Basic navigation
Orientation to content
Functionality
On-line/offline use
Post training quiz to demonstrate understanding
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MnCAT
• Step #3
• Second Part – Skills Building
• Familiarity with content
• Must review and become familiar with “required” domains
• Short quizzes to determine comprehension
• May review content on optional domains
• Domain practice guides
• Using MnCHOICES
• Enter minimum number (1-3) of assessments into
MnCHOICES
• Not real – use scenarios provided or current knowledge of
client-types
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MnCAT
• Supporting staff:
• Choose staff who are passionate about this part
of their work
• Plan for what ifs and expect some bumps
• Start early and “chunk-it-up”
Based on articles in Gallup Business
Journal 02-2013 and GBJ Workplace
01-2013
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MnCAT
• Supporting staff
• Determine how each person may want/need to
approach
• Encourage individuals to lead learning activities
• Training is not a one-time event keep it active
• Ultimate goal is to transform culture, not get
through training
Based on articles in Gallup Business
Journal 02-2013 and GBJ Workplace
01-2013
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MnCAT: Suggestions and Strategies
• Do the hardest part(s) first
• Practice, practice, practice……
• Take a break
• Ritualize their “MnCAT” learnings in
pre-MnCHOICES practice
• Set priorities
Adapted from The Energy
Project, 11-16-2010
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Discussion Time….
MnCAT
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Other Interesting Stuff…
• Considerations when Social Services and
Public Health are not under same umbrella
• What was learned from the pilot?
• Access to SSIS and WMS for contracted
agencies
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Other Interesting Stuff…
• What can we tell consumers about the
process, timing, when referred from SLL?
• How will referrals for MnCHOICES come from
SLL?
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Other Interesting Stuff…
• What is the impact of MnCHOICES on the
pediatric population?
• How are Moving Home Minnesota and
MnCHOICES connected?
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Discussion Time……
Other
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Finding Information
Getting Answers
• DHS Public Web
• MnCHOICES Mailbox: [email protected]
• MnCHOICES Administrative Contacts
• E-list servs
• County Link
• TrainLink
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