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Random Moment Time Study (RMTS) Training Random Moment Time Study (RMTS) Training

Random Moment Time Study (RMTS) Training - PowerPoint Presentation

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Random Moment Time Study (RMTS) Training - PPT Presentation

New York State Department of Health NYS DOH School Supportive Health Services Program SSHSP Fall 2016 wwwpcghealthcom NYS SSHSP Fall Training 2016 2 Agenda RMTS Overview RMTS Participant Role ID: 722814

moment rmts district time rmts moment time district process cost participants training pcg sshsp nys response fall 2016 pcghealth

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Slide1

Random Moment Time Study (RMTS) Training

New York State Department of Health (NYS DOH)

School Supportive Health Services Program (SSHSP)

Fall 2016Slide2

www.pcghealth.com | NYS SSHSP Fall Training 2016

2

Agenda

RMTS Overview

RMTS Participant Role

RMTS Coordinator RoleRMTS Impact on Cost Settlement County Time Tracking ProcessPCG Claiming System Demo – How to Add ShiftsImportant Things to Remember!PCG Contact InformationSlide3

RMTS Coordinators, do you know who prepares the cost report in your district?

Financial Reporting Staff, do you know who the RMTS Coordinator(s) is in your district?

Yes? Great!

No? You have homework!Slide4

Purpose of the Time Study

The random moment time study (RMTS) is used to determine the amount of time (and cost) spent on various activities.

The RMTS is required as part of the annual cost settlement process.

This is one of the most crucial reimbursement determinants used by the NYS Department of Health (DOH) and results are used as a statistic in calculating cost settlement.

Public Consulting Group, Inc. operates and administers the RMTS on behalf of NYS DOH.

www.pcghealth.com | NYS SSHSP Fall Training 20164Slide5

RMTS Overview

Who participates in the RMTS?

www.pcghealth.com | NYS SSHSP Fall Training 2016

5

Included in RMTS Process

School

d

istrict

staff providing direct medical services

Excluded from

RMTS Process

School

district or county c

ontracted providers of SSHSP services

(cost

included in cost report process)

County staff providing

direct medical services

(staff included in separate 100% time tracking process) Slide6

www.pcghealth.com | NYS SSHSP Fall Training 2016

6

RMTS Overview

All moment notifications are sent to participants via e-mail from nysshsp@pcgus.com.

Shortly after the moment has occurred, participants will receive an automated email with a link to the secure PCG Claiming System (RMTS) website.

Participants are asked to respond to a series of questions describing the activity performed at the time of the moment.

A reminder email is sent to participants 24 hours after the moment if the moment response has not been submitted.

Moment email notifications are sent shortly AFTER the moment occurs; NO advance notification is provided!Slide7

www.pcghealth.com | NYS SSHSP Fall Training 2016

7

RMTS Overview

The RMTS is administered using the PCG Claiming System.

The RMTS includes the distribution of 2,827 moments to participants within each cost pool (Therapy and All Other) on a quarterly basis.

Moments are randomly assigned to participants at the start of the quarter.

Moments are not generated July-September as the majority of districts are not in session.

The RMTS is an ongoing, quarterly process (with the exception of the summer months).

The RMTS is NOT a management tool used to evaluate staff activities or performance. The results of the time study are ONLY used in the cost settlement process.Slide8

www.pcghealth.com | NYS SSHSP Fall Training 2016

8

RMTS Participant Role

Participants selected for a moment must log onto the PCG Claiming System website and answer the following questions:

Were you working at the time of the moment?

Who was with you?

What were you doing? Please be as specific as possible.

Why were you performing this activity?

Is this activity regarding a Special Education student?

Is the service you provided part of the child’s IEP?

If the participant is providing direct medical services to several students or a group of students, it is acceptable to respond “Yes” to question 6 if at least one student has that related service in their IEP.Slide9

www.pcghealth.com | NYS SSHSP Fall Training 2016

9

RMTS Participant Role

Participants should provide

detailed information

when a narrative response is required.

If there is not enough information provided in the response, PCG will follow up on the initial submission and request that the moment be resubmitted by the participant with additional detail.

Participants should provide

only one activity

as part of a moment response. Remember the moment represents a specific minute in time!

Participants

must be trained

on the RMTS process in order to understand the importance and impact of the process and meet expectations.Slide10

www.pcghealth.com | NYS SSHSP Fall Training 2016

10

RMTS Participant Role

DO’s of moment submission!

Provide a descriptive narrative response.

Be sure whether the student is classified as Special Education or not prior to submitting a response if working with a student(s).

Respond to the last question carefully. If the participant performs a direct service or an activity that supports the provision of medical service identified in the student’s IEP, it is appropriate to select “Yes.”

DO NOT’s of moment submission!

Submit responses similar to: “I was working,” “Acting as a nurse,” “Entering Notes” as these ARE NOT specific enough!

Submit a response with multiple activities. Provide information on the single, predominant activity performed at the assigned minute in time.

Use acronyms. PCG will follow up to ask participants to define acronyms.Slide11

Moment Submission Examples

Thoughts and/or input on the following moment?Slide12

Moment Submission Examples

Thoughts and/or input on the following moment?Slide13

Moment Submission Examples

Thoughts and/or input on the following moment?Slide14

Moment Submission Examples

Thoughts and/or input on the following moment?Slide15

Moment Submission Examples

Thoughts and/or input on the following moment?Slide16

www.pcghealth.com | NYS SSHSP Fall Training 2016

16

RMTS Coordinator Role

Quarterly Staff Pool List (SPL) and Calendar Certification

Review, update, and certify the SPL to ensure the appropriate staff are participating in the RMTS process.

If an eligible staff member does not participate in the RMTS, their cost will not be captured in the cost settlement process for that quarter.

Update and certify the calendar for the upcoming quarter to include holidays when moments should not be assigned to participants.

Holidays only include non-work days in the district, for example, winter break and spring break. Do not include conference, professional development, or training days as these are considered work days.

Train RMTS Participants

The participant training presentation is posted to the dashboard of the PCG Claiming System for Coordinators to access and distribute to participants at any time.

The expectation is that participants are trained by Coordinators on an annual basis, at a minimum, and new participants are trained when they are added to the system. Slide17

What happens when you exclude an eligible service provider from your SPL?

Either…

The provider’s name will not appear in the “Annual Payroll” section of the cost report if they did not participate for the entirety of the school year OR

Costs will

only

be allowable under the “Annual Payroll” section of the cost report for the quarters the staff member participated even if the district paid them for the entire year.Example:If the direct medical services RMTS percentage is 50% and a school district paid a physical therapist $60,000, the direct medical service cost is $30,000 (60,000 x 0.50). If this staff member was excluded from the time study for the school year, the district is unable to include this cost in the Medicaid cost report.Slide18

www.pcghealth.com | NYS SSHSP Fall Training 2016

18

RMTS Coordinator Role

District Response Rate Compliance

RMTS Coordinators are expected to monitor the district response rate throughout the school year.

The expectation is that all districts exceed a 90% response rate each quarter.

PCG Provides Tools to Help You!

Reminder Emails – Coordinators are copied on 24 hour reminder emails sent to non-responsive participants.

Coordinator Compliance Report – Available to Coordinators at any time with live response data, specific to your district.

Weekly Compliance Report – PCG emails a Weekly Compliance Report to all RMTS Coordinators. This includes final response data for the previous week and quarterly response rate to date for ALL districts.

Hotline and Email – Contact PCG at any time! We can assist with training efforts in your district if necessary.Slide19

What is a “Vacant” Job Position and why does PCG ask so many questions about my district vacancies?

It is possible your district requires a Job Position to be vacated or a vacant job position to be added when:

The district anticipates filling the Job Position within the quarter.

The district understands the impact on the response rate if the vacancy is not filled within the quarter.

Throughout the certification process, PCG follows up with districts carrying over several vacated Job Positions to ensure accurate use and understanding of this action. We are looking out for your district!Slide20

The RMTS identifies the statewide proportion of allowable and reimbursable direct service time, and the results are used as a statistic in the cost reimbursement process.

www.pcghealth.com | NYS SSHSP Fall Training 2016

20

RMTS Impact on Cost SettlementSlide21

Why does the RMTS response rate matter for cost settlement?

Statewide quarterly response rates. What happens when we do not meet 85% statewide for one quarter?

Example assumes meeting exactly 85% in two of the three RMTS quarters. Based on Direct Service Therapy Pool results from 12-13 school year adjusted to meet total moment sampling changes from 3000 per quarter to 2827 per quarter. Dollar impact is reflective only of the DMS applied to total annual salary reported (No FFP applied).

RMTS Response Rate Does Not Meet 85%

Moments Generated for Quarter

2827

Moments Submitted for Quarter

2300

Moments Required to Meet 85%

2403

Moments Added to Unallowable Activity Code

103

Impact on Direct Medical Service Activity

% of Direct Medical Service Pre 85% Adjustment

41%

% of Direct Medical Service Post 85% Adjustment

40%

%

Difference

-1%

Average District Compensation of Staff

$1,153,596.26

Impact of 1% Decrease

on Average District

$11,535.96

Impact of 1% Decrease Statewide

$6,552,426.79Slide22

County employees (employed directly by the County, NOT contracted) providing SSHSP services are required to participate in a 100% time tracking process in order for their costs to be reported under “Annual Payroll”.

What is 100% time tracking?

Similar to a RMTS process, 100% time tracking is used to quantify the amount of time, and therefore the specific staff costs, spent in support of various programs.

Staff track their time in 15-minute intervals for all time spent at work.

Only county employees providing direct medical services participate in 100% time tracking. School district employees will continue to participate in the RMTS process.

www.pcghealth.com | NYS SSHSP Fall Training 2016

22

County Time Tracking Process

It is critical for participants to provide detailed information as part of the time tracking process as well!Slide23

Coordinators have the ability to update the SPL, update the calendar, and add shifts to accommodate a variety of RMTS participant work schedules.

Before editing this information in the PCG claiming system, it is CRITICAL to review the step-by-step instructions provided by PCG when the quarter is opened.

www.pcghealth.com | NYS SSHSP Fall Training 2016

23

PCG Claiming System DemoSlide24

A moment represents a minute in time.

Participants have

two (2) school days from the time of the moment

to submit the moment. After two school days, the moment expires and can no longer be accessed or submitted by the participant. Train your participants!

Coordinators are responsible for managing the RMTS process for their district(s). It is a critical element within the cost reporting process.

Districts have the option to manage “Shift” configurations next quarter. PLEASE review all guidance prior to making edits, attend a PCG led Web-Ex refresher, and call/email PCG with any questions.

www.pcghealth.com | NYS SSHSP Fall Training 2016

24

Important Things to Remember!

For example, a moment for Monday at 8:30AM must be submitted by 8:30AM Wednesday. Slide25

www.pcghealth.com | NYS SSHSP Fall Training 2016

25

PCG Contact Information

Questions?

Comments?

If you have any RMTS questions, contact PCG at:

(866) 912-2974 - Option #1 for RMTS

or

NYSSHSP@pcgus.comSlide26