mmis webex training april 2012

http://dmasva.dmas.virginia.gov/ 1

Department of Medical Assistance Services


http://dmasva.dmas.virginia.gov 1


MMIS WebEx Training April 2012



Agenda• MMIS User’s Guide• New MMIS User’ Resources• DMAS Classroom Training• Provider Assistance• MMIS Age Edits• Member ID Numbers• Plan First• Smiles for Children• Medicaid Works• Patient Pay Tips

2


http://dmasva.dmas.virginia.gov



MMIS User’s Guide• The following chapters of the MMIS User’s Guide have been

updated and are now available to the LDSS:– Chapter A – General Information– Chapter B – Member Screen Layouts– Chapter C – Enrollment– Chapter D – TPL– Chapter E – Buy-In/BENDEX– Chapter F – Client Medical Management & Managed Care– Chapter K – MMIS Member Letters

• Chapter G – Long-Term Care is scheduled to be released by May 15, 2012.

• The Appendix and Chapters H & I are now obsolete.



MMIS User Resources• The Eligibility and Enrollment Unit of DMAS has

begun preparing short Power Point presentations designed to assist workers with targeted issues.

• The first of these presentations has been posted to the Knowledge Center for access. Broadcasts will continue to be issued as these trainings become available.

• In the near future, links to these targeted presentations will be embedded into the MMIS User’s Guide to provide an alternate mechanism for learning appropriate enrollment procedures.



DMAS Classroom Training Poll• The Eligibility and Enrollment Unit at DMAS is

taking a poll to determine if local agencies would find it beneficial to have one representative from their agency to attend classroom trainings at DMAS. Topics will vary, but will include covering the MMIS User’s Guide in it’s entirety.

• Send your thoughts on this topic as well as topics for future trainings to the WebEx Inbox at [email protected].

mailto:[email protected]



Provider Assistance• Provider issues should be directed to the

DMAS Provider Helpline at (800) 552-8627 (in state) or (804) 786-6273 (out of state).

• Providers with a Virginia Medicaid Provider ID should access the Medicall System or the Automated Response System (ARS). Telephone numbers for Medicall and access information can be found in Chapter A, page 10 of the MMIS User’s Guide.



MMIS Age Edit• Entering the incorrect DOB for a member

can result in the incorrect AC being assigned.

• The MMIS age edit will prevent workers from correcting the DOB when there is an ongoing AC that is not appropriate for the corrected age.

• These corrections must be prospectively when the member is assigned to an MCO.



MMIS Age Edit - Example• Member DOB was incorrectly entered as 1/1/2010

and therefore was assigned to AC 090.• Later, the worker discovers that the member’s

correct DOB is 1/1/2005.• When the worker attempts to update the

member’s DOB the following age edit error message is returned by the MMIS: “Demographic Changes Invalidates Eligibility Rule” because in this example, the member is over the age of six, but is assigned to an AC for a member under the age of six.



MMIS Age Edit Example (continued)



MMIS Age Edit (continued)• Take the following steps to correct the enrollment

for these MCO members:– On the 18th of the month, use cancel reason code 008 to

cancel the member’s coverage on the day prior, the 17th. (If the 18th falls on a weekend, follow these steps on the Friday prior to the 18th.)

– Correct the member’s date of birth and then re-enroll in the correct aid category effective on the 18th of the month.

– Send an email to Carolyn Peete ([email protected]) or Patti Davidson [email protected]) at DMAS requesting that the claims for this member be pended until the end of the month to prevent FFS from paying until the MCO benefit plan is reinstated for the member.





Member ID Numbers• A member ID number is a permanent

number that remains with the member, even when the case number is changed.

• The ONLY exception to this rule is when a member has a Social Security Number change. Notice: if this type of change occurs, the old and the number member ID numbers are NOT linked together.



Member ID Numbers (continued)• If a case number is mistakenly entered

into the MMIS as the member’s ID number, the numbers cannot be changed.

• Transposing the member’s case and

member ID numbers will not effect the member’s eligibility or their enrollment in the MMIS.



Plan First – Pregnant Women• M1520.200.F.1 states that when eligibility in a

pregnant woman covered group ends, prior to the cancellation of her coverage, determine if the woman meets the definition for another Medicaid covered group (see M0310.002).

• If the woman does not meet the definition and/or the income requirements for another full-benefit covered group, determine her eligibility in the limited benefit Plan First covered group using the eligibility requirements in M0320.302.



Plan First – Procedure• When an enrollee between the ages of 19 and 64

no longer meets the requirements of their current coverage group, the LDSS should evaluate the member for Plan First coverage unless the individual is eligible for full-benefit Medicaid coverage, limited-benefit coverage as a Medicare beneficiary, or the individual declines Plan First coverage.

• If the member is under age 19 or over age 65, a Plan First evaluation is not required unless it is requested.



Plan First - Updates• Plan First updates that were included in Broadcast

7291 and were effective 1/5/2012:– Plan First is not to be determined for children under 19

years of age unless the child’s parent requests an evaluation.

– Individuals age 65 years and older should not be evaluated for Plan First coverage unless the individual requests an evaluation.

– All individuals between the ages of 19 and 64 should continue to be evaluated unless the member chooses to opt out. This may be done verbally or in writing.



Smiles for ChildrenBefore 2005• Virginia’s Medicaid Dental Program had few providers (620 total providers

statewide) and poor access, low reimbursement, multiple payers, and low utilization

2005-Present• Realization that oral health and overall health tied together• Collaboration among Medicaid, dentists, legislators, and others for change• General Assembly supported a fee schedule increase of 30%• All children are enrolled in one program administered by DentaQuest• Streamlined credentialing and easy, industry-standard administration• Dedicated provider service and customer outreach• Ongoing provider involvement (Dental Advisor Committee)• Dedicated call center for members• Comprehensive benefits for members under 21• Limited emergency benefits for adults



SFC Utilization 2011

29%24%

36%29%

43%

35%

46%

38%

48%

40%

51%

43%

56%

45%

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

Ages 0-20 Ages 3-20

SFY 2005SFY 2006SFY 2007SFY 2008SFY 2009SFY 2010SFY 2011



SFC Access 2011• In FY 2011, 45% of all

eligible children actually received dental services

• Over 24% of Virginia dentists are participating

• The provider network has experienced an 153% increase since the program started

• Over 82% of participating providers are billing for services

PARTCIPATING PROVIDERS

620

1571

0200400600800

1000120014001600

Jul-05 Sep-11



Smiles for Children (888) 912-3456• Find a dentist• Get help making an appointment, if

needed• Answer questions about covered services• Comprehensive dental care for members

under 21 (preventive, restorative, orthodontics*)

• Limited emergency benefits for adults *Certain Criteria Apply



Medicaid Works• The following new forms are now available which reflect the

2012 income levels for Medicaid Works:– Medicaid Works Fact Sheet– Medicaid Works Handbook– Medicaid Works Agreement(Contact the DMAS Medicaid Works Specialist to request forms.)

• Any questions or comments regarding the Medicaid Works program maybe directed to the Medicaid Works Specialist:

Theresa GonyoPhone: (804) 786-0328Fax: (804) 225-4393Email: [email protected]




Patient Pay Tips• Changes in patient pay may only be made

prospectively – never retroactively. See Medicaid Manual Chapter M1470.900 for additional guidance.

• The LDSS should not delete patient pay segments without authorization from DMAS. The only circumstance that deletion of a patient pay segment would be appropriate is if an enrollee is discharged from LTC for a reason other than death and future patient pay segments are no longer valid OR when the enrollee dies prior to the begin date of the first patient pay segment.



Patient Pay Tips (continued)• Per Broadcast 6931, workers should no longer use

the “RCD” reason code to end date patient pay segments for deceased members. Using this code prevents entry of future patient pay segments, requiring MMIS fiscal agent involvement in cases where “RCD” is used in error.

• Until a change in programming associated with this reason code is implemented, workers should use reason code “OT” to end date the patient pay segment in which the date of death falls. This procedure is outlined in the broadcast as well as in Chapter G of the MMIS User’s Guide.



Patient Pay Tips (continued)• If patient pay is zero and a CBC enrollee

switches between different services, it is not necessary to change the provider.– Example: Member has zero patient pay and moves from

personal care to respite care. The provider does not need to be changed in the MMIS; zero patient pay = zero patient pay.

• If a member enters the hospital and returns to the same LTC provider within the same month, a provider change is not necessary.



Patient Pay Tips (continued)• In the event a patient pay segment has

been mistakenly reduced, workers should send an email to the patient pay inbox ([email protected]). DMAS MMIS super users have limited ability to repair or restore these segments.

• When a member leaves LTC the worker should end date the patient pay and delete future segments.




Patient Pay (continued) • If it is discovered that there is a

discrepancy with the member’s level of care send an email along with the member’s ID number to [email protected].

• Refer to Broadcast 5950 for procedures on handling information in patient pay reports and the identification of the reports.




Patient Pay Tips (continued)• If the error message “Denied Access” is

received when entering patient pay in the override function, there is an issue with the worker’s MMIS access. An email should be sent to the Patient Pay Inbox ([email protected]) along with the LDSS worker’s E-code to have the issue corrected.




Patient Pay Underpayments• Workers are required to report certain patient pay

underpayments as detailed in M1470.900.D.3 and M1700.400 of the Medicaid Eligibility Manual. Effective immediately, the thresholds for referrals to the DMAS Recipient Audit Unit for these underpayments will increase from $500.00 to $1,500.00 to reduce the number of referrals workers must send to DMAS for recovery. See Broadcast 7373 for additional information.

• Questions regarding underpayment referrals may be directed to the DMAS Recipient Audit Unit at [email protected] or by phone at (804) 786-0156.




Remember…• Send all questions and proposed topics for future trainings

to the [email protected] email or you may contact Sarah Samick, Lead Enrollment Specialist:

Email: [email protected]: (804) 786-4537Fax: (804) 225-4393

• Refer to Broadcast 7378 for the 2012 DMAS WebEx training schedule.

• If you have viewed this part of the presentation through the Knowledge Center, don’t forget to join the DMAS Eligibility and Enrollment Unit for our live WebEx sessions.



mmis webex training april 2012

Documents

mmis users guidethe

additional assistance

mmis help screen

local agencies

available broadcasts

targeted presentations

additional resources

new chapters