Transcript Community Pre-Admission Screenings – Process Enhancements – May 1, 2015 (power point presentation)

Community Pre-Admission Screenings
Process Enhancements in Collaboration Among the
Virginia Departments of:
Health (VDH)
Medicaid Assistance Services (DMAS)
Aging and Rehabilitative Services (DARS)
May 1, 2015
Today’s Agenda:
Welcome
Web-X Instructions
ePAS “Lift-Off”
ePAS Enhancements & Log-On
Best Practices/Models
VDH Dashboards
Final Thoughts/Wrap up
Terry Smith, DMAS
Michelle Watts, DMAS
Terry Smith, DMAS
Michaella (Mickey) Ortiz,
XEROX
Paige McCleary, DARS &
Bill Edmunds, VDH
Bill Edmunds, VDH
Terry Smith, DMAS
2
WebEx Instructions
To ask a question there are 2 options
• By Chat:
– Type in a message in the chat box on the lower right side,
then press the send key. All questions will be gathered and
posted as FAQs
• By Phone (if time permits):
– Press the hand icon on the participant’s panel
– The presenter will see this and call on you to un-mute your
phone by pressing #6
– Press the hand icon again after you have answered and
mute your phone by pressing *6
• To end the session:
– select File-end training session from the toolbar pull down
Department of Medical Assistance Services
Presentation to Community
Pre-admission Screening Teams
May 1, 2015
Terry A. Smith, Director
Division of Long-Term Care
www.dmas.virginia.gov
4 4
Department of Medical Assistance Services
Welcome to ePAS Lift-Off!
www.dmas.virginia.gov
5 5
Department of Medical Assistance Services
Why?
The 2015 Session of the Virginia General Assembly directed
DMAS to:
• Track and monitor all requests for PAS;
• Report screenings not completed within 30 days;
• Require PAS teams and contractors to use the tracking and
reimbursement mechanisms established by DMAS;
• Report progress by December 1, 2015 to the Chairmen of
the Senate Finance and House Appropriates Committees.
ePAS is the foundation for tracking, monitoring, reporting, and
reimbursement activities related to Pre-admission Screenings.
www.dmas.virginia.gov
6 6
Department of Medical Assistance Services
Implementation of ePAS
A Medicaid Memo was posted April 17, 2015,
discussing the phased implementation of ePAS:
• Phase I - Open ePAS to voluntary data entry and claims
processing May 1, 2015 through June 30, 2015;
• Phase II - Require use of ePAS for submission and claims
processing for all requests for PAS completed with effective
dates of service on or after July 1, 2015;
• “Effective dates of service” mean the date that the
physician or licensed health care professional (LCHP)*
attests to the screening results.
* Budget language from the 2015 Session provides latitude to use a LHCP as a member of the Community PAS Team.
www.dmas.virginia.gov
7 7
Department of Medical Assistance Services
Initial ePAS Enhancements
ePAS Enhancements Effective May 1, 2015 include:
• Track timeframe from initial request to physician “sign-off”;
• An electronic physician/licensed health care professional
attestation;
• Added capacity to upload documents (fillable format) into
DMAS provider portal; and,
• Enable multiple users to access the same case.
Remember – By implementing ePAS today, May 1st, we are
simply moving from a paper system to an electronic system.
There are no changes in the questions to be asked or the
forms to be completed during the PAS process.
www.dmas.virginia.gov
8 8
Department of Medical Assistance Services
ePAS Enhancements cont’d
Additional enhancements not yet completed include:
• Group agencies within a health district under one access
code (mapping);
• Transfer a “case” from one locality to another; and,
• Track transfer of a record from VDH to the local DSS and
vice versa (touch points).
There will be others and we welcome local input but cannot at
this point promise resources.
www.dmas.virginia.gov
9 9
Department of Medical Assistance Services
Coordination at All Levels
• Together we can eliminate paper and begin an
electronic process that will help PAS Teams and
individuals requesting services.
• Next Xerox will demonstrate ePAS and the initial
“log-in” process.
www.dmas.virginia.gov
10 10
Department of Medical Assistance Services
Division of Long-Term Care
Thank
You!
Terry A. Smith
804-371-8490
www.dmas.virginia.gov
11 11
Department of Medical Assistance Services
ePAS Enhancements and Log-On
ePAS
Michaella (Mickey) Ortiz
www.dmas.virginia.gov
12 12
ePAS Training - Agenda
• Portal Access
• Reference Material
• Instructions and Screen Help
• Security Roles
• Pre-Admission Screening Menu
• Pre-Admission Screening Assessment Screens
• Submission Screens
• Pre-Admission Status Tracking Screens
• Assessment Search
• Download Offline Forms
• Upload Assessment File
• Miscellaneous Notes
13
• DemoMay 1, 2015
Xerox Internal Use Only
ePAS Training – Portal Access
•
14
URL https://www.virginiamedicaid.dmas.virginia.gov/wps/myportal
May 1, 2015
Xerox Internal Use Only
ePAS Training – Supporting Documentation
•
15
Provider Resources Tab: Pre-Admission Screening
May 1, 2015
Xerox Internal Use Only
ePAS Training – Supporting Documentation
•
16
Provider Resources Tab: Pre-Admission Screening
May 1, 2015
Xerox Internal Use Only
ePAS Training – Supporting Documentation
•
Virginia Medicaid Web Support Help Desk
–
Monday – Friday 8:00AM – 5:00PM
–
866-352-0496
– Also available on the home page ‘Contact Us’
17
May 1, 2015
Xerox Internal Use Only
ePAS Training – Supporting Documentation
•
18
Contact Us link
May 1, 2015
Xerox Internal Use Only
ePAS Training – Secured Logon
•
19
Provider Log In
May 1, 2015
Xerox Internal Use Only
ePAS Training – Secured Logon
20
May 1, 2015
Xerox Internal Use Only
ePAS Training – Security Roles
21
April 13, 2015
Xerox Internal Use Only
ePAS Training – New User Role
22
April 13, 2015
Xerox Internal Use Only
ePAS Training – New User Role
23
April 13, 2015
Xerox Internal Use Only
ePAS Training – Pre-Admission Screening Menu
24
•
Navigation Tab: Pre-Admission Screening
•
Drop Down Option: UAI – Part A
May 1, 2015
Xerox Internal Use Only
ePAS Training – Instructions
• Accessing Instruction Manuals
25
May 1, 2015
Xerox Internal Use Only
ePAS Training – Required Fields/ Information Icons
• Required/ Optional fields
• Information Icons
26
May 1, 2015
Xerox Internal Use Only
ePAS Training – UAI – Forms
• Information Icons – opens instructions in another window session for the providers to
reference
27
May 1, 2015
Xerox Internal Use Only
ePAS Training – UAI – Part A
28
May 1, 2015
Xerox Internal Use Only
ePAS Training – UAI – Part A
• Route to UAI – Part B
29
May 1, 2015
Xerox Internal Use Only
ePAS Training – UAI – Part A
• Ready for submission
30
May 1, 2015
Xerox Internal Use Only
ePAS Training – UAI – Part A
• Route to all other forms
• Ready for submission
31
May 1, 2015
Xerox Internal Use Only
ePAS Training – Form Navigation
• On all forms except UAI – Part A
• Route to other forms
32
May 1, 2015
Xerox Internal Use Only
ePAS Training – Form Navigation
• On all forms except UAI – Part A
• Ready for submission
33
May 1, 2015
Xerox Internal Use Only
ePAS Training – UAI – Part B
34
May 1, 2015
Xerox Internal Use Only
ePAS Training – DMAS95 – MI/MR/RC
35
May 1, 2015
Xerox Internal Use Only
ePAS Training – DMAS95 – MI/MR/SUPL
36
May 1, 2015
Xerox Internal Use Only
ePAS Training – DMAS96 – LTC SA Form
37
May 1, 2015
Xerox Internal Use Only
ePAS Training – DMAS97
38
May 1, 2015
Xerox Internal Use Only
ePAS Training – Public Pay Short
39
May 1, 2015
Xerox Internal Use Only
ePAS Training – Reassessment
40
May 1, 2015
Xerox Internal Use Only
ePAS Training – Submission Screen
• Form ID – Unique number for research/audit purposes
• List of all forms submitted as part of this assessment
41
May 1, 2015
Xerox Internal Use Only
ePAS Training – Pre-Admission Screening Status Tracking
•
42
Drop Down Option: Pre-Admission Screening Status Tracking
May 1, 2015
Xerox Internal Use Only
ePAS Training – Assessment Status & Search – NPI Level Results
43
April 13, 2015
Xerox Internal Use Only
ePAS Training – PAS Status Tracking Summary
• Assessment Reference # works as hyperlink to tracking detail
44
May 1, 2015
Xerox Internal Use Only
ePAS Training – PAS Status Tracking Detail
45
May 1, 2015
Xerox Internal Use Only
ePAS Training – Assessment Search
46
May 1, 2015
Xerox Internal Use Only
ePAS Training – Assessment Search
47
May 1, 2015
Xerox Internal Use Only
ePAS Training – Assessment Search Results
48
May 1, 2015
Xerox Internal Use Only
ePAS Training – Assessment Status and Search - Print functionality
• Any submitted assessment will have print capability
49
April 13, 2015
Xerox Internal Use Only
ePAS Training – Print functionality
• Opens in new window for saving or printing
50
April 13, 2015
Xerox Internal Use Only
ePAS Training – Pre-Admission Screening Menu
51
•
Navigation Tab: Pre-Admission Screening
•
Drop Down Options
April 13, 2015
Xerox Internal Use Only
ePAS Training – Offline Forms
52
April 13, 2015
Xerox Internal Use Only
ePAS Training – Forms Search – Offline Forms
53
April 13, 2015
Xerox Internal Use Only
ePAS Training – Offline Forms
54
April 13, 2015
Xerox Internal Use Only
ePAS Training – PAS File Upload
55
May 1, 2015
Xerox Internal Use Only
ePAS Training – File Upload
• Program determines logic path based on file extension of .xlm or .xls
56
April 13, 2015
Xerox Internal Use Only
ePAS Training – Miscellaneous
• All date fields need to be in the MM/DD/YYYY format or be entered by
using the calendar widget
• Recall on an incomplete/saved form open to the last page the user was
on at the time of the save
• Recall on a submitted form creates a copy of the form for use as a
template to submit another assessment.
• Status Tracking and Search Results reflect the user id of the last user to
update the assessment. For instance if Jane creates an assessment
and saves it, her id will be displayed in the user id column. If John
recalls it, updates it and either saves or submits it, his id will now be
displayed in the user column.
57
May 1, 2015
Xerox Internal Use Only
ePAS Training – Miscellaneous
• Users can toggle between forms via the forms buttons. In order to go to
a different form the current form must be completed in order to trigger
form edits.
• When moving between forms, the current form is auto-saved before
going to the new form.
• Offline assessments create a new tracking number (ATN) with each
upload. If multiple users need to add input to an assessment, the
upload of the offline form starts the process. Once uploaded, additional
users will need to add data via the online screens.
• System automatically logs a user off after 30 minutes of inactivity (no
keys clicked). There is no ‘auto-save’ on a time out. Best practice
would be to periodically save online forms while entering/updating data.
58
May 1, 2015
Xerox Internal Use Only
Technical Assistance and Best Practices
May1, 2015
Process Improvements
• In collaboration with VDH, DARS will issue a
technical assistance (TA) document to support
efficient and timely PAS and use of ePAS
• Scheduled release early May 2015
TA Document
Includes:
• “Best practices” shared by local PAS teams
• Best practices means effective actions or steps
that PAS teams have implemented in their
jurisdictions
– Best practices cover entire PAS process-from
request date to package submission
TA Document
• Also offers various options for using ePAS
• For example:
– “hotspot” or internet access in adult’s residence
– downloaded forms
Feedback is request
• Local teams are encouraged to review
document
• Suggest additional best practices for
incorporation
• Offer other clarifications to refine TA
document
• Plan to reissue TA guidance near July 1
Additionally…
• DARS APS Division is revising Chapters 1, 3,
and 4 of the Division’s Manual to comport
with:
– legislative changes (i.e. HB 702)
– DMAS PAS Provider Manual (Chapter IV) that was released
in March 2015
• Expected release date of early May
Thank You!
• To submit a best practice or comment about
the TA document:
Please contact [email protected]
Process Enhancements in Collaboration Among
the Virginia Departments of:
Health (VDH)
Medicaid Assistance Services (DMAS)
Aging and Rehabilitative Services (DARS)
Pre-Admission Screenings (PAS)
Initial Request Date to Completion
Voluntary Reporting
09/01/14 – 03/31/15
April 10, 2015
Bill Edmunds, CHS Director of Process & Evaluation
Green/Red Dashboard
Thru 12/31/14
Blue = Incomplete Information
68
Green/Red Dashboard
Thru 01/31/15
Blue = Incomplete Information
69
Green/Red Dashboard
Thru 02/28/15
All Jurisdictions Reporting – NO Blue
70
Green/Red Dashboard
Thru 03/31/15
All Jurisdictions Reporting – NO Blue
71
Statewide Average
72
PAS Completed/% Completed 30 Days
73
Questions?
Bill Edmunds
[email protected]
(804) 864-7942
Department of Medical Assistance Services
ePAS Lift-Off!
On behalf of DMAS, DARS, and VDH, we thank
you for your attention today and we are
excited about the progress you are making to
strengthen the PAS process for those we
serve.
www.dmas.virginia.gov
75 75