Title: FY09 Wake LME Provider Operations Manual Training
1FY09 Wake LME Provider Operations Manual Training
2HOUSEKEEPING
Restrooms Handouts Questions
Cellular Phones Registration Refreshments
3Todays Focus
- Revisions to
- Target Populations
- Benefit Plans
- UR (Authorization) Procedures
- QM Procedures Revisions
- Revised Manual is posted on www.wakegov.com/lme
4IPRS Simplification
- Fewer Target Pops
- New Target Pops
- No Concurrency allowed (i.e., in what the LME
reports to the State) - However, since consumers still have concurrency,
you need to report all Target Pop eligibility to
Wake LME!
5Target Population Changes
6Developmental Disability Target Population
Changes
- No changes to Child with Developmental Disability
(CDSN) Target Population. - ADMRI no longer exists.
7ADSN
- ADSN Adult with Developmental Disability Adult,
age 18 and over, who is - Screened eligible by the LME as Developmental
Disabled in accordance with the current
functional definition in GS 122C-3(12a). - OR
- Meets the State definition of Developmental
Disabled and having a co-occuring diagnosis of
Mental Illness - OR
- Was confirmed Thomas S. class member and was
receiving MR/MI funded services at the
dissolution of the Thomas S. lawsuit. - These individuals must have a Developmental
Disability Assessment based on NC SNAP 1 through
5.
8Child Mental Health Target Populations
- CMMED, CMDEF no longer exist
- CMSED Child with Serious Emotional Disturbance
- Revised to consolidate the eligibility criteria
for the above target populations - Includes individuals who are homeless or at
imminent risk of homelessness - Wake County will continue to use the previous
CMSED criteria as an indicator for eligibility
for residential treatment
9Child Substance Abuse Target Populations
- CSCJO, CSWOM, and CSDWI no longer exist
- CSSAD Child with a substance abuse or substance
related disorder - Revised to consolidate the eligibility criteria
for the above target populations - Must be assessed for service eligibility
utilizing adolescent ASAM criteria
10Child Substance Abuse Target Populations, Cont.
- CSMAJ Child with a substance abuse or substance
related disorder and is involved in the Juvenile
Justice System - Revised to include youth who are adjudicated
undisciplined or on a diversion contract with
DJJDP - Must be assessed for service eligibility
utilizing adolescent ASAM criteria
11Adult Substance Abuse Target Population Changes
- ASHMT, ASDWI, ASDHH and ASHOM no longer exist
- ASTER Adult Substance Abuse Treatment
Engagement and Recovery - Consolidates the above
- Broadens eligibility substance abuse or
dependency diagnoses - Includes individuals in need of engagement,
assessment, formal treatment and other
treatment services and supports necessary for
relapse prevention and continued recovery
12Adult SA Target Population Changes, Cont.
- Other ASA target populations remain the same
ASCDR, ASDSS, ASCJO and ASWOM
13Adult Mental Health Target Population Changes
- AMSPM and AMSMI no longer exist
- AMI Adult with Mental Illness
- Replaces AMSPM and AMSMI
- Uses higher GAF limitation from AMSMI of 50
14Target Pop Form
- Begin using Wakes new Target Pop form
immediately (SmartWorks HS-3051) - Staff must review the Target Pop eligibility
criteria on Divisions website - http//www.ncdhhs.gov/mhddsas/iprsmenu/index.htm
- Current caseloads are being administratively
changed to new Target Pops see your March
caseload report.
15Authorization and Utilization Review Procedures
16Utilization Review Changes
- Wake LME participated in a Standardization
Project with 10 LMEs to create a number of
uniform procedures for handling Service
Authorization Requests (SAR). - Changes are summarized in chart titled MHSA
Authorization Paperwork Requirements and
Timeframes, by Type of Request in Provider
Manual (Section III, 4 p. 17).
17Changes to MHSA Authorization Procedures (Section
III, 4)
- LME will process all properly completed and
submitted routine IPRS authorization requests
within 14 days. - Within 14 days of the receipt of a complete and
accurate SAR packet (includes all required
forms), the LME will either authorize, deny,
reduce, suspend, terminate, or pend awaiting
additional clinical information.
18(No Transcript)
19(No Transcript)
20Changes to MHSA Authorization Procedures (Section
III, 4), Cont.
- REMEMBER
- Submit only complete packets, all required forms
at once!! - Respond promptly to requests or notices.
- You WILL get a timely response to your
authorization request (within 14 days) if your
paperwork is complete/accurate!
21Types of Authorization Requests
- Current Consumer to receive a new service (same
or different provider) - Transferring a consumer to another agency (when
referring agency has a current auth) - Requests for additional service units to an
existing and active authorization - Emergency Authorization requests
22Transferring a consumer
- Referring Provider contacts assigned UR Care
Manager to request a transfer. - Referring Provider submits written documentation
explaining the reason for the transfer and the
effective date. - Referring Provider completes Contract Agency
Discharge Data form if referring agency is
ending all services to the consumer. - UR Care Manager sends the referring Provider a
Receipt of Initial Request for Services form.
23Transferring a consumer, Cont.
- Referring Provider sends copy of Receipt to the
accepting agency. - Accepting agency completes bottom section of
Receipt and faxes it and a Consumer Enrollment
form to the LME UR Team (919) 250-3761. - Upon receipt of these completed forms, the UR
Care Manager will generate an authorization for
that service to the accepting agency. - Note A current, completed Fee Application will
need to be on file.
24Additional Service Units
- Submit a completed SAR to the LME UR Care
Manager. - Check box indicating Request to add units to
current auth. - Clinical need must be clear, with an estimated
step down plan included. - Requests must be submitted prior to the end date
of the current authorization.
25MHSA Benefit Plans
26Objectives of Benefit Plans
- Stewardship and accountability for public funds
- Effective management of limited funding
- Placement in most appropriate and effective level
of care and intensity of services - Clinical guidance regarding practice models and
standards of care - Public awareness of available services
27Objectives of Benefit Plans
- Improved planning of care and communication of
benefits with consumers - Increased consistency in UR review
- Better communication between LME and providers
about expected course of treatment - Planned step-down in services vs. denials
- Tool for use in Non-Medicaid appeals process
28General Expectations
- Discharge and step-down planning begin at intake
- Plan of care is based upon a comprehensive
clinical assessment - Well-documented plan of care
- Treatment reflects an emphasis on recovery
principles, promotion of community inclusion and
tenure, and use of natural supports
29Adult MH/SA Benefit Plan Highlights
- Benefits Eligibility Screening
- Authorization is 1 - 8 units within 45 days, no
reauth - Applicable only in conjunction with BHO, SAIOP or
SACOT - Covers the actual time spent by staff assisting
the client with completing the Fee Application
and/or acquiring needed documentation
30Adult MH/SA Benefit Plan Highlights
- Behavioral Health Outpatient BHO or OPTX
- Authorization includes clinical/psychiatric
evaluations, assessments, individual, group and
family/couples therapies, medication management - Expected duration is 6 18 months
- Adults with a substance use disorder must meet an
ASA target population and ASAM Level I criteria - Adults with mental illness must meet AMI or AMSRE
target population and specific diagnostic criteria
31Adult MH/SA Benefit Plan Highlights
- Community Support Adults
- Expected duration is 4 10 months
- Adults with a substance use disorder must meet an
ASA target population and ASAM Level I criteria - Adults with mental illness must meet AMI or AMSRE
target population and specific diagnostic
criteria - Not intended to be a stand alone service
- Emphasis is expected on linkage, referral and
coordination activities that reduce barriers to
progress and support clinical goals
32Adult MH/SA Benefit Plan Highlights
- Community Support Team CST
- Expected duration is 4 10 months
- Adults with a substance use disorder must meet an
ASA target population and ASAM Level I criteria,
at a minimum - Adults with mental illness must meet AMI or AMSRE
target population and specific diagnostic
criteria - More intensive than Community Support, provides
treatment and other interventions to reduce
psychiatric and/or addiction symptoms and attain
self-sufficiency
33Adult MH/SA Benefit Plan Highlights
- Assertive Community Treatment ACT
- Duration is variable
- Adults must meet diagnostic criteria for a severe
and persistent mental illness that results in
serious functional impairment - Limited to individuals with the most severe
symptoms and at highest risk for inpatient
hospitalization
34Adult MH/SA Benefit Plan Highlights
- Psychosocial Rehabilitation PSR
- Duration is variable
- Intended for adults with severe psychiatric
disabilities who require daily interventions to
improve their functioning and develop skills
necessary to live as independently as possible
35Adult MH/SA Benefit Plan Highlights
- Substance Abuse Intensive Outpatient Program
SAIOP - No changes in duration
- Basic admission criteria include dependency
diagnosis and ASAM Level II.1 criteria
(structured setting, lower levels of care
ineffective, mental health symptoms present,
unstable working/living environment)
36Adult MH/SA Benefit Plan Highlights
- Substance Abuse Comprehensive Outpatient
Treatment SACOT - Duration decreased to two 30-day authorizations
- Basic admission criteria include dependency
diagnosis and ASAM Level II.5 criteria (same as
above, except more severe) - Continued involvement in some type of care is
essential for most people to be successful in
their recovery.
37Child MH/SA Benefit Plan Highlights
- Benefits Eligibility Screening
- Authorization is 1 - 8 units within 45 days, no
reauth - Applicable only in conjunction with BHO
- Covers the actual time spent by staff assisting
the client with completing the Fee Application
and/or acquiring needed documentation
38Child MH/SA Benefit Plan Highlights
- Behavioral Health Outpatient BHO or
OPTXAuthorization includes clinical/psychiatric
evaluations, assessments, individual, group (only
for specific evidence based models) and family,
medication management - Expected duration is 6 18 months
- Children/adolescents with a substance use
disorder must meet a CSA target population and
ASAM Level I criteria - Children/adolescents with behavioral or emotional
disorders must meet CMSED
39Child MH/SA Benefit Plan Highlights
- Community Support Children and Adolescents
- Expected duration is 6 12 months
- Children/adolescents with a substance use
disorder must meet a CSA target population any
ASAM Level of Care criteria as long as this
service is in coordination with other appropriate
services - Children/adolescents with behavioral or emotional
disorders must meet CMSED - Should be provided with BHO rather than as a
stand alone service - Emphasis is expected on linkage, referral and
coordination activities that reduce barriers to
progress and support clinical goals
40Child MH/SA Benefit Plan Highlights
- Intensive In-Home IIH
- Expected duration is 3-5 months
- Children/adolescents with a substance use
disorder must meet a CSA target population and
ASAM Level I or II criteria - Children/adolescents with behavioral or emotional
disorders must meet CMSED and service specific
criteria
41Child MH/SA Benefit Plan Highlights
- Multisystemic Therapy MST
- Expected duration is 3-5 months
- Children/adolescents with a substance use
disorder must meet a CSA target population and
ASAM Level I or II criteria
42Child MH/SA Benefit Plan Highlights
- Day Treatment for children and Adolescents Day
Tx - Expected duration is 5-9 months
- Intended for children and adolescents who are
unable to function in their academic setting due
to functional impairments caused by emotional or
behavioral disorders - Primary goal is to transition back into a normal
academic setting
43Child MH/SA Benefit Plan Highlights
- Respite
- Expected duration is 1 year
- Intended for children and adolescents to support
continued living in their home, or, transition
from higher levels of care to the home setting - Clinical home service provider expected to
monitor progress in treatment and development of
other informal resources to prevent out of home
placement or recidivism to higher levels of care
44Child MH/SA Benefit Plan Highlights
- Residential Treatment Level I
- Expected duration is 6 9 months
- Intended for children and adolescents who no
longer meet medical necessity for therapeutic
foster care but out of home care is required to
prevent loss of therapeutic gains - Clinical home service provider expected to
monitor progress in treatment to assure
appropriate and timely step-down
45Child MH/SA Benefit Plan Highlights
- Level II Therapeutic Foster Care
- Expected duration is 6 9 months
- Intended for children and adolescents with
behavioral or emotional profiles with inability
to manage stress and relationships at home - Clinical home service provider expected to
monitor progress in treatment to assure
appropriate and timely step-down
46Child MH/SA Benefit Plan Highlights
- Level II Residential Treatment
- Expected duration is 8 14 months
- Intended for children and adolescents with
behavioral profiles including need for increased
supervision beyond the familys capacity related
functioning in life domains - Clinical home service provider expected to
monitor progress in treatment to assure
appropriate and timely step-down
47Child MH/SA Benefit Plan Highlights
- Level III Residential Treatment
- Expected duration is 10 16 months
- Intended for children and adolescents with
behavioral profiles including severe functional
problems not improved through outpatient and home
based interventions - Clinical home service provider expected to
monitor progress in treatment to assure
appropriate and timely step-down
48Child MH/SA Benefit Plan Highlights
- Residential Treatment Level IV
- Expected duration is variable
- 60 authorization only (interim while 5045
Medicaid application is initiated - Intended for children and adolescents with
behavioral profiles including potentially life
threatening chronic high risk behaviors - Clinical home service provider expected to
monitor progress in treatment to assure
appropriate and timely step-down
49Child MH/SA Benefit Plan Highlights
- Psychiatric Residential Treatment Facility (PRTF)
- Expected duration is variable
- 60 authorization only (interim while 5045
Medicaid application is initiated - Intended for children and adolescents with
behavioral profiles including failed treatment
attempts across multiple settings - Clinical home service provider expected to
monitor progress in treatment to assure
appropriate and timely step-down
50Obtaining Medicaid Eligibility for
Youth
Needing Residential Treatment Services
- See Section III.4 pages 20-23 of the revised
Provider Manual
51What is 5045 Medicaid?
- Time limited, Medicaid eligibility based solely
on the consumers clinical needs and personal
income
525045 Medicaid Application Process
- Facilitated by clinical home service provider
- Requires coordinated work of
- -- the legal guardian
- -- the residential treatment provider
- -- the clinical home service provider
- -- the Wake LME
53Clinical Home Service Provider
- Reviews consumers financial benefits with legal
guardian - Facilitates 5045 Medicaid application completion
- Obtains residential treatment admission date
- Submits complete application to Wendy Wodarski at
Wake LME
54Wake LME Reviews Application for All Required
Elements
- Notifies the clinical home service provider of
application acceptance - Authorizes the first 45 days of the admission
according to the admission date - Submits the 5045 application on the 1st of the
month following admission to the WCHS Medicaid
office
- Returns incomplete application to the clinical
home service provider with explanation - Denies IPRS authorization
- Notifies legal guardian and residential treatment
provider that self-pay is necessary
555045 Medicaid Application Approval
- Reviewed and processed by the WCHS Medicaid
office - Granted for the duration of the authorized
residential treatment - Ends the day of discharge
56Temporary IPRS Funding
- Authorization granted by the Wake LME to support
the first 45 days of residential treatment when
no other benefits exist - If
- the consumer
- completed income verification
- And
- meets medical necessity criteria for the service
- And
- A complete 5045 application has been accepted by
the Wake LME
57FormsAvailable on Smart Works
- 5045 Medicaid Application Instruction Packet
- Division of Medical Assistance Certification of
Need for Institutional Care for Individual Under
Age 21 - Health Check/Health Choice Application for
Children - State Residence Verification Supplement
- Initial or Continuing Request for Room and Board
Authorization Form - Notice of Out of Home Community Placement Form
- Notice of Out of Home Community Placement Form
Sample
58Developmental Disabilities Authorization and
Utilization Review
59(No Transcript)
60Developmental Disability Authorization Procedure
- Entire process will take 14 days if
- all required documentation is submitted
- the service requested is appropriate
- the requested service frequency follows the
Benefits Plan - the Unified Person-Centered Plan is clinically
sound
61DD Authorization Procedure, Cont.
- Data Support Specialists receive the requests.
The Data Support Specialists send a written
Notice to the Requesting Provider if there is
missing documentation. - The Requesting Provider has 3 business days from
receipt of the written Notice to submit the
required documentation to the Data Support
Specialist. If the required information is not
received, the request will be shredded.
62DD Authorization Procedure, Cont.
- Care Managers review the request. If changes are
needed to the Unified Person-Centered Plan, the
Care Manager will send a written Notice to the
Requesting Provider. - The Requesting Provider has 15 calendar days from
the date of the Notice to make the requested
changes and re-submit the corrected plan to the
Care Manager in order to have the original
requested effective date of the authorization be
approved.
63DD Authorization Procedure, Cont.
- If the requested changes are received after 15
days, the effective start date of the
authorization will be the date the Care Manager
receives the changes. - If the Care Manager does not receive the
requested changes from the Requesting Provider
within 30 calendar days, the request will be
denied and an appeal letter will be sent to the
consumer.
64DD Benefit Plan
- In January 2009 the Benefit Plan was changed for
Developmental Therapy for the ADSN Target Pop. - Plan is now included in the manual for reference.
65Referral and Acceptance TimelinesDevelopmental
Disability Services
66Non-Medicaid Appeals Process
67Authorization Decisions that Result in Appeal
Notification
- Denial On an Initial Request, the service is
determined not clinically necessary or not the
appropriate level of care - Reduction Units authorized are less than
requested - Termination Denial of a Continuing Request
- Suspension Termination or Denial due to
incomplete information for clinical
decision-making
68Non-Medicaid Appeals Process
- When an SAR is denied, reduced, terminated or
suspended, a UM Decision Letter will be sent to
the consumer (copy to Provider), giving the
reason for the decision (per Standardization
Project) and instructions for filing an appeal
request.
69Non-Medicaid Appeals Process, cont.
- An appeal request can only be filed by the
consumer, a legal representative of the consumer,
or any other individual who does not have a
conflict of interest and has been selected by the
consumer and/or their legal representative. - The LME UR Team must receive the appeal request
in writing with 15 working days of the date of
the UM Decision Letter.
70Non-Medicaid Appeals Process, cont.
- If the UM decision under appeal pertains to a
reauthorization request, the end date of the
existing and active authorization will be
extended 15 days with the same rate of service
units, to accommodate the appeal process. If the
last authorization has expired, it cannot be
extended.
71Non-Medicaid Appeals Process, cont.
- The LME Medical Director or designee with
credentials comparable to the prior reviewer
shall complete the clinical review and may uphold
or overturn the original decision. A written
clinical review decision will be sent in a letter
dated and mailed within 7 working days of receipt
of the appeal request. - The Clinical Reconsideration Review will be based
on the criteria contained in DMH/DD/SAS
Communication Bulletin 038.
72Non-Medicaid Appeals Process, cont.
- In cases in which the reviewer overturns the
original decision, the requested services may be
authorized in those instances when Non-Medicaid
funds will be made available for such services,
and an authorization letter will be issued
stating the date on which the denied service
shall be authorized or the date on which the
suspended, reduced, terminated or denied service
shall be partially or fully reinstated.
73Non-Medicaid Appeals Process, cont.
- If the original decision is upheld, an appeal may
be filed with the Division of Mental Health,
Developmental Disabilities and Substance Abuse
Services. Clinical Review Decision letters sent
to consumers upholding original decisions will
include a DMH/DD/SAS appeal request form with
instructions. Providers will receive a copy of
Clinical Review Decision letters.
74Non-Medicaid Appeals Process, cont.
- Non-Medicaid funded services are not an
entitlement therefore, please be advised that
filing a request for an appeal in no way
guarantees the consumer the specified service
regardless of the outcome of the review. Payment
can be denied for services based on allowable
limits in the Benefit Plan, or by other budgetary
limitations of Non-Medicaid funding.
75Non-Medicaid Appeals Process, cont.
- Please Note Prior to the Wake County LME issuing
a written denial, reduction, suspension or
termination of funding for services, Wake LME may
contact the service provider regarding an
authorization decision. - The service provider can verbally advise the Wake
LME Utilization Review Team Care Manager that
both the provider and consumer are in agreement
with proposed modifications to the services
requested in the Service Authorization Request
(SAR).
76Non-Medicaid Appeals Process, cont.
- In instances of such agreement, notification of
appeal rights to the consumer may not be
required. - The service provider will document the consumers
agreement in the medical record, and the UR Care
Manager will document the providers verbal
agreement in the UR chart notes.
77Revised Rates
78Revised Rates
- Rates changes are documented in Section IV.3
Reimbursement Rate Table, changes are highlighted - CPT Code Rates changed effective 1/1/2009.
- MD rates changed, but rates for other specialties
didnt - Most rates increased 3 5
- H0001, H0004, H0005, H0031 rates did not change
79Revised Rates, Cont.
- Community Support transitioned to tiered rates
in January - Tiers determined by qualifications of provider
- QP- Licensed- 22.04 / 15 min
- QP Unlicensed- 18.25 / 15 min unit
- QP Associate Professional 10.29 / 15 min
- QP Paraprofessional 5.92 / 15 min
- Authorization at aggregate level, not by tier
- Community Support limited to 32 units per week
80Revised Rates, Cont.
- Some Enhanced Service Rates Increased!
- H0015 SAIOP, H2035 SA COT, H0035 PH, H2017 PSR,
H2015 CS Team - Some Rates Decreased
- H0020 Opioid Tx, H0040 ACTT, T1017 Targeted Case
Management
81Time Limit Over-Ride Process
82Time Limit Over-Ride Process
- Submit any Pre-Approved Time Limit Overrides
along with the claims this expedite payment and
prevents unnecessary denials. - Providers can still submit regular Time Limit
Override Requests, but the claims may be held to
the end of the fiscal year for payment if funding
is available.
83Time Limit Over-Ride Process
- EXCEPTION Claims submitted with a Time Limit
Override Request due to the provider having to
wait to get an EOB or denial from the primary
insurance are processed as received. However,
the EOB must clearly show the claim was filed
timely to the primary insurance. Otherwise, it
will be held to the end of the fiscal year.
84Wakes New Computer Systemand What it Will Mean
for YOU!
85New Computer System
- Implementing Netsmart Avatar MSO System Effective
June 2009 - Significant Changes for Provider Network
- IPRS Authorizations Requested and Issued Using
Carelink Web Portal - Wake LME will issue auths using Carelink
- Providers will request auths using Carelink
86New Computer System, Cont.
- Referral Process will Change
- Referrals via Carelink through Notification
authorization - Standard PCP Admission form, Financial Assessment
and other required forms sent to LME as
e-attachments via Carelink
87New Computer System, Cont.
- IPRS Claims submitted though Carelink or by using
837 electronic claims transaction - New format for Remittance Advise/EOB
- Hard copy RA will change
- Electronic RA (835) can be provided upon request
88New Computer System, Cont.
- For Outpatient Services, Clinicians Must be
Registered - Licensure and specialty information will be
required - Carelink Training Planned for May 2009
89QM Procedure Revisions
90Section VI.3 Complaints
- New LME Director Ad Hoc Appeal Review Committee
- New procedures for Plan of Correction from the
State - http//www.dhhs.state.nc.us/mhddsas/provider_monit
or_tool/appendix-m1-09.pdf
91Section VI.5 Incident Reporting
- LME Monitoring of Providers incidents processes
- No emailing of any forms that include consumer
information - NEW phone number for LME Medical Director
- Quarterly reports on Level I incidents (QM 11)
must be submitted no later than the 10th day of
the month they are due.
92Section VI.8 Monitoring
- Frequency Extent Monitoring Tool (FEM) to
determine providers need for routine monitoring. - New standardized State wide tool
http//www.dhhs.state.nc.us/mhddsas/provider_monit
or_tool/appendix-m1-09.pdf
93Section VI.10 Appeals
- An appeal of an out-of-compliance finding does
not negate the requirement for a POC. - Appeals associated with a revocation of
endorsement by the LME will be made in accordance
with North Carolina General Statutes and will
supersede any appeal rights associated with
endorsement withdrawal. - For Community Support, the Appeal Rights can be
found Session Law 2008-107 House Bill 2436
Section 10.15A. (e2) .
94Section VI.11 Endorsement
- Updated to reflect new policy 12.3.07
http//www.ncdhhs.gov/mhddsas/stateplanimplementat
ion/providerendorse/index.htm
95Section VI.13 First Responder
- First Responder phone number on main
agency line - 2 hour face-to-face capacity
- Referrals to CAS
96Section VI.14 Letter of Support (NEW section)
- Requirements for acquiring a letter of
support
97Section VI.15 NCcareLINK (NEW Section)
- Requirements for providers and NCcareLINK (a
web-based Information and referral system located
at (http//www.wakegov.com/lme)
98Print your Manual!
- Revised Manual is posted on www.wakegov.com/lme
99The End!