Medi-Cal Administrative Activities (MAA) Training

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Medi-Cal AdministrativeActivities (MAA) Training
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Medi-Cal Administrative Activities (MAA)

• MAA Medi-Cal Administrative Activities
• What it is
• Federal funding available for costs incurred by
  staff for administrative activities performed
  that directly support efforts to identify and
  enroll potential eligibles into Medi-Cal, to link
  students/families to health care services and
  coordinate the provisions of those health care
  services.
• Reimbursement of school employees time spent on
  performing administrative activities that are in
  support of Medi-Cal services

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How are we reimbursed?

• Participants complete MAA Time Surveys quarterly

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Purpose of Time Survey

• Identify and categorize the administrative
  activities associated with the school-based MAA
  program
• Determines percentage of paid work day that MAA
  activities are performed by staff

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Time Survey Rules

• ALL paid time is recorded
• ONLY paid time is recorded
• Fill out electronically in Excel
• Signatures in BLUE ink
• Time must be recorded using decimals (.25, .5,
  .75, 1)

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Time Survey Form (Tab 1)
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How to Complete Time Survey (Front Page)

• Review
• Name Name on BCOE Paycheck
• Job Title Job Classification
• BCOE Employee ID Number
• School Site Site Location
• Normal Working Hours Total Weekly Hours
• Time Survey Completed Electronically
• Submit to adrumhel_at_bcoe.org for review on last
  day of time survey period
• Review electronically, printed out and delivered
  to your site for review and signature
• Signature in BLUE ink
• Submit to Direct Supervisor for signature

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Codes 1 2

• Code 1
• Use for all academic and educational direct
  one-on-one with students such as teaching, lesson
  planning, curriculum development and planning,
  educational activities, playground supervision,
  and reviewing all educational student records

• Code 2
• Providing direct health care services (speech,
  nursing, psych, OT, PT, DTx counseling)
• If you LEA bill, then your time is reflected here

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Codes 3 4

• Code 3
• Providing information about social, education,
  academic programs and services.
• Referring families to WIC, food stamps, tutoring
  services.

• Code 4
• Providing or informing families about Medi-Cal
  programs and services.
• Linking families/students to health care services
  that are available to them.

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Code 4 - Samples

• Spoke with parent new to school and provided
  information on psychology services available to
  their student
• Provided Medi-Cal/Healthy Families enrollment
  information pamphlet and shared information on
  where to pick-up an enrollment application to
  parent
• Copied/distributed Medi-Cal/Healthy Families
  enrollment information

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Code 4 Narratives

• NOT Allowed
• Attended IEP meeting
• Distributed flyers for sports physicals to
  athletes to the health clinic.
• Allowed
• Made an initial referral to a Medi-Cal mental
  health counselor practitioner during an IEP
  meeting.
• Distributed flyers to students that had a list of
  local health clinics that accept Medi-Cal.

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Codes 5 6

• Code 5
• Use when assisting an individual or family with
  enrollment into a social, educational, or
  academic program.

• Code 6
• Use when assisting individuals in completing a
  Medi-Cal application in order to enroll in the
  Medi-Cal program.

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Code 6 Samples

• Assisted parents in gathering paperwork to submit
  an application to Medi-Cal for their student.
• Reviewed National School Lunch information to
  facilitate Medi-Cal enrollment.

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Code 6 Narratives

• NOT Allowed
• Discussed with parent the procedures for getting
  and filling out an application.
• While assisting a parent with the
  Medi-Cal/Healthy Families application the family
  indicated they did not want Medi-Cal.
• Helped family gather documents to apply.

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Code 6 Narratives

• Allowed
• Discussed with parent Medi-Cal/Healthy Families
  eligibility and assisted with the completion of
  the Medi-Cal application.
• Processed Medi-Cal/Healthy Families applications
  for student.
• Helped family gather documents for
  Medi-Cal/Healthy Families applications.

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Codes 7 8

• Code 8
• Use after an initial referral is made and for the
  ongoing referral, coordination and monitoring of
  activities related to services in an IEP.

• Code 7
• Use when coordinating, referring, or monitoring
  the delivery social, educational, or academic,
  programs - including the educational components
  of a students IEP.

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Code 8 Samples

• Coordinated students Medi-Cal health services
  with staff and a Medi-Cal Speech Therapy
  practitioner.
• Called parent to review students information
  with Medi-Cal provider/doctor because of
  recurring hearing issues.

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Code 8 Narratives

• NOT Allowed
• Attended an IEP meeting.
• Spoke to students who need a physical.
• Made a referral to a health care provider
  regarding a 504 plan.

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Code 8 Narratives

• Allowed
• At an IEP meeting a students Medi-Cal covered
  speech therapy services were reviewed for the
  next year.
• Ongoing referral to a Medi-Cal clinic for a
  student in need of non-mandated physical.

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Codes 9 10

• Code 9
• Use when assisting or coordinating transportation
  for field trips, social, or educational programs

• Code 10
• Use when arranging for transportation of a
  student or for family to obtain transportation to
  services covered by Medi-Cal

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Code 10 Samples

• Arranged transportation for a student to receive
  speech services.
• Talked with transportation supervisor about bus
  changes to a route of a student who received
  occupational therapy services.

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Code 10 Narratives

• NOT Allowed
• Arranging for a ride for parents to attend an IEP
  meeting.
• Arranged transportation for a child to receive
  services.
• Allowed
• Arranging a ride for parents and students to
  attend Medi-Cal covered mental health services as
  part of an IEP referral.
• Arranged transportation for a child to receive
  Medi-Cal covered speech therapy services and
  treatments at another location.

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Codes 11 12

• Code 11
• Use when providing or arranging for translation
  services for non-Medi-Cal activities.

• Code 12
• Use when providing or arranging Medi-Cal
  translation services as a third party to
  facilitate access to Medi-Cal covered services
  should use this code.
• Translation MAY be allowed as an administrative
  activity if it is not included and paid for as
  part of a medical assistance service.

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Code 12 Samples

• Arranged for an interpreter to translate for an
  IEP meeting where Medi-Cal health concerns were
  discussed.
• Translated for Certified Application Assistant,
  who was working with Spanish-speaking parents
  applying for Medi-Cal.

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Code 12 Narratives

• NOT Allowed
• Translation of IEP
• Translation provided at IEP meeting.
• Allowed
• Translated for the Medi-Cal Nurse practitioner to
  the parents on whre and how to obtain Medi-Cal
  services for their student.
• Translated between the Medi-Cal Speech Therapy
  practitioner and parent during an IEP meeting.

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Codes 13 14

• Code 13
• Use when performing collaborative activities with
  other agencies associated with the development of
  strategies to improve the coordination and
  delivery of social or education services.

• Code 14
• Use when collaborating with other agencies
  associated with the development of strategies to
  improve the coordination and delivery of Medi-Cal
  covered medical/mental health services to
  students and families

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Code 14 Samples

• Attended an ineragency meeting where we
  identified gaps in Medi-Cal health care within
  the community and discussed resources so that the
  Medi-Cal covered health services can be provided.
• Finalized my notes from meeting with county-wide
  agencies to coordinate health service agreements
  and sent notes to all participants.

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Code 14 Narratives

• NOT Allowed
• Developing strategies for services for families
  and their students.
• Worked with a health center to provide services
  to students.
• Allowed
• Met with county health department to develop
  strategies to increase the capacity of school
  Medi-Cal Health programs.
• Worked with health care center discussing
  available medical programs we can offer to
  students and families that may not have medical
  insurance.

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Code 15

• Use this code for time spent completing MAA time
  survey, assisting others with MAA time survey
  completion, reviewing MAA time surveys, or
  providing MAA training to time survey
  participants.
• SAMPLES
• Time spent filling out MAA time survey.
• Reviewed with supervisor which daily activities
  should be coded to Code 14.

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Code 15 Narratives

• NOT Allowed
• Answered questions called in.
• Completed form.
• Allowed
• Answered questions from staff regarding how to
  complete the MAA time survey.
• Completed MAA time survey form.

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Code 16

• General Administration/Paid Time Off
• Use for general administration duties that are
  specific to administrative/clerical activities
  related to facilities, district functions and
  operations.
• PAID time off is when you are being paid, but you
  are not at work. This includes paid vacation
  days, jury duty, sick leave, etc.
• If you are not paid to be away from work then you
  are on non duty and the time should be left blank
  on your time survey.
• SAMPLES
• Met with supervisor for an employee performance
  evaluation.
• Out on paid leave due to jury duty.

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Code 16 Narratives

• NOT Allowed
• Read emails.
• Time off.
• Allowed
• Read emails about new employee benefits.
• Out on paid leave for vacation.

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Time Survey Form (Tab 2)
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How to Complete Time Survey(Tab 2)

• Provide NARRATIVES vs. Examples
• Do not provide names (use student, parent,
  family, administrator, or colleague
• Provide one narrative for each different activity
  you performed.
• When conducting the same activity more than once
  make a note (2x, 3x, etc.)

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Time Survey Process

• Time Survey to be sent electronically 1 week
  prior to start date, via BCOE email.
• Submit to adrumhel_at_bcoe.org for review on last
  day of time survey period.
• Reviewed, corrections/clarifications requested.
  Printed out and delivered to site for participant
  review and signature.
• Review, sign date in BLUE INK
• Make a Copy for Your Records
• Turn in to Site Administrator/Supervisor for
  signature in BLUE INK
• Site Administrator submits original to Medi-Cal
  Program Manager for processing.
• Medi-Cal Program Manager to submit to Regional
  State Representative within 2 weeks for review.

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Whats New

• Excel spreadsheet allows for auto text wrapping
  on narratives page.

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Questions ?

• Need assistance when completing the time survey?
  
• Contact
• Anysia Drumheller
• adrumhel_at_bcoe.org
• Phone [phone]