Administrative Outreach Claiming Program (AOP) Quarterly AOP Financial Data Submission Training...

Administrative Outreach Claiming Program (AOP)

Quarterly AOP Financial Data Submission Training

March 2011

Outline

Medicaid and Administrative Outreach (AOP) Claiming

Allowable Costs

Non-Allowable Costs

Financial Site - Medicaid Cost Reporting and Claiming System (MCRCS)

Quarterly Financial Submission

Important Dates

Contact Information

Demo of Financial Site

Medicaid and MI AOP

What is Medicaid?

Medicaid provides health care coverage and medical services to several low-income populations including: children

pregnant women

families

individuals with disabilities

elderly citizens

Medicaid is collaboratively funded by the states and the federal government through a matching relationship.

Schools and Medicaid

Schools provide an array of health-related (medical) services in addition to traditional “educational services” to ensure that students are able to fully participate in the school environment. These direct medical services form the basis for the School Based Services Medicaid

Direct Medical Fee-for-Service (FFS) program.

School staff are uniquely positioned to assist with the enrollment of eligible students into Medicaid, with the delivery of medical services, and with the administrative support of the services they require. These administrative services form the basis for the School Based Services Medicaid

Administrative Outreach Program.

What is the Administrative Outreach Program (AOP)? The Administrative Outreach Program (AOP) offers reimbursement for the

costs of the administrative activities, such as outreach, that are in support of the Medicaid State Plan and that support efforts to identify and enroll potentially eligible persons into Medicaid.

These activities fall into several categories: Medicaid Outreach

Facilitating Medicaid Eligibility Determination

Transportation Arrangement Related to Medical Services

Translation Related to Medical Services

Program Planning, Policy Development, and Interagency Coordination Related to Medical Services

Medical-Related Training

Referral, Coordination and Monitoring of Medical Services

Timeline for Quarterly Process

AOP Process Timeline: Begin Timeline: Due

Staff Pool List RMTS site opens 8 weeks prior to the start of the quarter

ISD Certified Staff Pool List due 4 weeks prior to the start of the quarter

Moment Completion Moments begin on the first day of the quarter or the first day of school after the start of the quarter

Moments end on the last day of the quarter or the last day of school prior to the end of the quarter

Financials Financial site opens the first week after the quarter closes

Financials due to PCG 45 calendar days after the opening of the financial site

Claim Review for ISDs Distribution one month prior to the claim due date

2 weeks prior to the claim due date

Claim Submission 4 months after the close of the quarter

Claiming Allowable Costs

Allowable Costs

Only costs incurred by qualified providers are allowable Report only those costs associated with specific individuals who are qualified and

participating in the program (i.e. how much does it cost to employ each staff person)

Costs should be reported using a cash basis accounting method.

Cost reporting by providers should be consistent with generally accepted accounting principles (GAAP), which are those principles approved by the American Institute of Certified Public Accountants (AICPA).

Allowable Costs

Allowable Costs Salaries (Object Code 1000)

Include only the salary information for the quarter and during normal school day hours

Do not include extra curricular supplemental compensation

Benefits (Object Code 2000) Include all benefits paid to staff. Some examples include:

Dental Insurance Health and Accident Insurance Life Insurance Long-term Disability Insurance FICA Medicare Worker’s Compensation Teachers Retirement or Other Retirement Payments

Allowable Costs

Other Costs All costs must be reported on an individual level Only report costs for AOP, AOP/DS, and support staff No other costs allowed for PC or TCM Other Costs include:

Materials & Supplies (Object Code 5000) Materials & supplies must be identified as used by the staff for which they are included

Travel and Training (Object Code 3200) Costs for specific Medicaid related staff travel Costs for specific Medicaid related Training

Staff Professional Dues and Fees (Object Code 7400) Include only dues and fees for membership in professional memberships or

organizations.

Contracted Staff Costs Costs for Contracted Staff (non-employees) can only be claimed when costs

relate to staff listed on the quarterly staff pool list.

Non-Allowable Costs

Non-allowable costs include: Federal funds (Revenue Code 400s)

The web-based system requires that total costs be reported, with a separate column for reporting costs paid with federal funds. The federal funds are not included in the system calculated Medicaid-allowable costs.

State flow-through funds (Revenue Codes 412 and 414) Funds received from the Federal government by the State of Michigan and then

distributed to local education agencies.

Costs included in the calculation of the Unrestricted Indirect Cost Rate Expenditure Function Codes 252, 257, and 260 Expenditure Function Codes 232 and 280 (if these costs are included in the calculation

and development of the Unrestricted Indirect Cost Rate by your LEA)

Certain codes within the 5000 Expenditure Object Code are not allowable 5200 – Textbooks 5600 - Food

Electronic Signature Form

Electronic Signature Form

An L Letter was issued by MDCH in November 2010 announcing the publication of the electronic signature form. Trainings occurred via WebEx Jan 26, 27 and Feb 1, 2, 3

An Electronic Signature Form must be on file with the state in order to utilize the electronic certification process within the online financial site to certify your quarterly costs.

Name of ISD or MI School

for the Deaf or Detroit Public

Schools

“PCG Financial Certification”

ISD’s NPI number

Your email address

ISD NPI Numbers

INTERMEDIATE SCHOOL DISTRICT

NPI NUMBER

Allegan 1144265620Alpena-Montmorency-Alcona (AMA) 1699876581

Barry 1053406496

Bay-Arenac 1477635282

Berrien 1780618819

Branch 1154342186

C.O.O.R. 1548293210

Calhoun 1396778023

Charlevoix-Emmet 1134232853Cheboygan-Otsego-Presque 1336233675

Clare-Gladwin 1366487076

Clinton 1679589345


NPI NUMBER

Copper Country 1871539254

Delta-Schoolcraft 1518993781

Dickinson Iron 1164500104

Eastern Upper Peninsula 1033128566

Eaton 1467474445

Genessee 1750390720

Gogebic-Ontonagon 1508918228

Gratiot-Isabella 1245322494

Hillsdale 1528078334

Huron 1902988611

Ingham 1770652489

Ionia 1679585319

Iosco 1487664702

Jackson 1205851623

Kalamazoo 1518994698

Kent 1326050857

ISD NPI Numbers


NPI NUMBER

Lapeer 1609804343

Lenawee 1336257302

Lewis Cass 1174639728

Livingston 1902848302

Macomb 1770522716

Manistee 1821171596

Marquette-Alger 1174601439

Mason-Lake 1750315131

Mecosta-Osceola 1174637714

Menominee 1346271848

Midland 1831127588

Monroe 1578654745

Montcalm 1326077330

Muskegon 1932143211

Newago 1417041179

Oakland 1437160884


NPI NUMBER

Oceana 1417040429

Ottawa 1588751747

Saginaw 1962595140

Sanilac 1710994900School District for the City of Detroit 1457469140School for the Deaf and Blind (State of MI) 1437184033

Shiawasee 1033154901

St. Clair 1659307726

St. Joseph 1578633269

Traverse Bay 1144238940

Tuscola 1447276001

Van Buren 1447356688

Washtenaw 1225103096

Washtenaw 1225103096

Wayne 1578582045

Wexford-Missaukee 1659394856

Web-Based Reporting System

Getting Started

Logging In

To access the Medicaid Cost Reporting and Claiming System (MCRCS), open an internet browser and enter: https://costreporting.pcgus.com/mi

The username is the submitted email address. Passwords will be sent to LEAs via email. Once logged in, the site users will be prompted to reset the password.

If users forget their passwords, simply click on the ‘Forgot Password’ hyperlink. Once you have responded correctly to the security question the system will be prompted to send a password to the user.

Dashboard

Once logged in, the Dashboard screen will display. From this page it is possible to navigate to multiple screens. Also displayed are important dates, training information, and resources. Please check this page at every log in.

Contacts

System Contact Types

The web-based reporting system has three levels of access and functionality available to LEA staff:

1. District Administrators (All LEAs must have at least 1 District Administrator) Manage contacts for the LEA Edit financial submission information Certify costs (only available once electronic signature form is on file with MDCH) Examples of District Administrators: Business Manager, CFOs, Superintendents, etc.

2. Report Editors Edit financials submission information Examples of Report Editors: Support staff of Business Managers, etc. Note: Not able to certify data

3. Report Viewers View financial information Note: Not able to edit Note: Not able to certify Examples of Report Viewers: Staff Pool List Contact, ISD Coordinators, etc.

Managing Contacts

The District Administrator contact type will be able to add and delete users. Financial contacts will no longer be managed separately by PCG.

Select ‘Manage Contacts’ from the menu bar. Select the appropriate hyperlink to inactivate a user, to edit a user’s information, or to edit the level of access in the system.

Managing Contacts

The ‘District Admin’ for the LEA will need to add any users to the system that require access to submit data or receive related correspondence. To add users, use the ‘Create New User’ hyperlink located at the top of the ‘Manage Contacts’ section of the application. After all the information has been entered, click ‘Create User’.

Managing Contacts

The contact types Report Editor and Report Viewer will only be able to edit their own information in the site. Select ‘Manage Contacts’ from the menu bar. Scroll down until you reach your contact information in the list, select ‘Edit User Info For This District’. Enter the updated information and select ‘Save Changes’.

Quarterly Financials

Quarterly Financial Submission

LEAs will submit their financial information on a quarterly basis via the Financial Site

Select the ‘Quarterly Financial Submission’ tab from the Dashboard The Quarterly Financial Submission Steps menu will appear

In the upper right corner there is a drop down to select any LEAs you have access to as well as the appropriate quarter you’d like to update

Select ‘Quarterly Payroll Information’ to begin entering costs

Quarterly Payroll Information

The system has been pre-populated with following information from the Random Moment Time Study (RMTS) staff pool lists: First and last name

Staff employment status

RMTS job category

LEA job title

Client Participant ID

Each quarterly submission requires the reporting of payroll costs for staff listed (or those who replaced someone listed), as well as costs for staff travel/training, professional dues/fees, and allowable materials and supplies.


Users can enter financial information directly into the site or download the data and open in an Excel spreadsheet , then upload to the site


Description of fields within the system

Staff Employment Status: This field notates whether a staff position is a full-time, part-time, or contracted employee. It can be edited by LEA.

Job Category: This field cannot be edited by the LEA. If changes are required, please contact PCG.

LEA Employee ID: This field is not required and is for use by the LEA. Note: Do not report Social Security numbers in this field.

LEA Job Title: This field is not required and is for use by the LEA.

Payroll Information includes: Paid hours, Salary, Benefits, Contracted Staff Costs, Materials & Supplies, Travel & Training, Dues & Fees, and Federal and Other Offsets.

Exporting and Importing Data


To expedite the data submission process, a LEA can organize their data in a spreadsheet using an application such as Microsoft Excel™. Then they can upload their information into a comma separated values (CSV) file for importing.

At the bottom of various pages (including the Quarterly Payroll Information Page) there are import/export buttons.

The first step will be to export the template from the system by clicking Export. The user will be prompted to click another Export button in order to export the file as a CSV file. Note: This is the only available option. The system will then ask the user to Open or Save the file. It is suggested that the file be saved to the desktop so that it can be found easily for upload. Once the user has saved the template file, please open it in a spreadsheet application, such as Microsoft Excel™.


The LEA District Coordinator can now enter the LEA salary and benefit information into the spreadsheet. Please do not format any of the cells to currency or date. For all currency, please enter only decimal points. DO NOT ENTER CURRENCY SYMBOLS OR COMMAS.


Once the data is entered into the template, save the file in the exact same format as it was upon exporting it (.csv file). Once saved, return to the page for importing the data and click Browse. Select the .CSV file that you have just updated on the desktop. Notice that the path to the file then displays in the field to the left of the Browse button. Click ‘Import’.

Importing and Exporting Data

If the system detects no errors in the data, it will upload the file into the online financial system immediately. If there are errors, they will be circled in red on the top of the page. All errors must be corrected before the system will allow further upload of any data.

Support Staff Costs

Support Staff Costs

Support staff costs will be entered into the system using the hyperlink for ‘Support Staff Costs’

Support Staff Costs

Enter the names, and cost information associated with those support staff that perform support duties for participants on the AOP and/or DS cost pools.

Support Staff Costs

Enter a percentage of time amount for each of the Admin Cost Pool and Direct Service Cost Pool. It is required to enter a value in each of the two columns.

Edit Checks

Quarterly Edit Checks

Select the ‘Quarterly Edits’ hyperlink from the Quarterly Financial Submission menu to view, correct, or refute errors.

Edit Checks

Edit Checks are items the online financial system identifies as possible errors. In order to certify the quarterly financial submission, errors must be corrected or an explanation as to why it is not an error entered into the system.

Common Errors flagged in Edit Checks

Once the information has been entered, the web-based system analyzes the reported payroll information and reviews it for common errors. Examples of common errors include: Reporting salaries or contracted compensation in excess of 1 standard deviation

above the average across the state in a particular staff category.

Reporting employees benefits in excess of 50% of reported employee salaries.

Reporting other costs in excess of 15% of payroll costs.

Reporting more federal or other offsets for a staff person than the amount of reported payroll costs for that staff person.

Not entering values in each of the Admin and Direct Service Cost Pool Percentage columns for Support Staff

If a common error is identified, the provider must make necessary revisions to resolve the issue, or if allowed, provide a written explanation as to why the reported information is accurate.

Certifying Quarterly Financial Submission

Quarterly Certification

Select the ‘Quarterly Certification’ hyperlink from the Quarterly Financial Submission menu to certify costs.

Note: Only ‘District Admins’ that have submitted their electronic signature forms (DCH-3890) to MDCH will have access to certify costs

Quarterly Certification

Once the edit checks have been resolved or explained, the web-based financial system will generate quarterly financial summaries based on the reported information. There are 3 types of summary reports that are displayed..

Salary and Benefits Summary by Cost Pool and Job Category Support Staff Cost Summary AOP and Direct Service Totals For AOP Claims

The LEA then certifies the quarterly financial data

The financial system automatically transmits the financial submission to PCG.

Once the quarterly costs have been submitted, the system is locked. No further changes can be made to the quarterly costs after submission of the quarterly financial report.

If changes are required after submission, the LEA must contact PCG to have the system unlocked. Once the system is unlocked, the LEA can make the necessary changes, certify the revised data, and electronically submit the revised financial submission.


Verify that your financial summary information is calculated correctly and click ‘Certify Quarterly Financial Submission’ when complete.


The status symbol will change from Yellow (in progress) to Green (certified).

Questions? Comments? Contact Us!

Email Address Contact Numbers

[email protected] Toll Free: 877-395-5017Fax: 312-425-0565

Administrative Outreach Claiming Program (AOP) Quarterly AOP Financial Data Submission Training...

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