CBMAC T raining

1. CBMAC Training June 2010

2. Agenda • Introductions • Purpose of Meeting • Importance of Proper Activity Selection/Description • Activity Selection - Common Errors • Activity Description - Support Selection • Discussion of Actual Responses • Questions and Answers CBMAC Participant Training – Jan. 2010

3. Refresher • Respond to questions based on what you were doing at your specified moment. • Link to Activity Definitions is on Moment Selection screen or on CBMAC web site. • Know your Coordinator and use them as a resource. CBMAC Participant Training – Jan. 2010

4. Proper Activity Selection CBMAC Participant Training – Jan. 2010

5. Adequate Activity Description) Activity Description – Proper Narratives Why is it important? Responses where narrative and activity selection do not match must be discarded/invalidated. • The response rate does not include the responses we’ve had to discard/invalidate. • This directly impacts the amount of reimbursement for each Provider. • Be sure to match the narrative to the activity selected. CBMAC Participant Training – Jan. 2010

6. Adequate Activity Description Activity Description (continued) • Must support the activity selected via drop down – Make sure they’re consistent. • Must accurately reflect what staff is doing at that single moment in time – Descriptive but not too wordy. • Should Notbe a position description. • Should Not be vague. CBMAC Participant Training – Jan. 2010

7. Activity 1 Direct Medical and Behavioral Health CBMAC Participant Training – Jan. 2010

8. Activity Selection Activity 1: Direct Medical and Behavioral Health • Common Errors to Avoid: • Remember to record ALL activity related to the provision of medical and behavioral health services under Direct Medical and Behavioral Health Services. • Includes billing, scheduling, updating of direct treatment notes, etc. (support staff should not select non-medical and behavioral health because they didn’t provide the actual service). • Client does not have to be Medicaid Eligible. CBMAC Participant Training – Jan. 2010

9. Activity 2 Direct Non-Medical and Non-Behavioral Health CBMAC Participant Training – Jan. 2010

10. Activity Selection Activity 2: Direct Non-Medical and Non-Behavioral Health • Common Errors to Avoid: • Direct Non-Medical and Non-Behavioral services are ONLY those direct activities not medical or behavioral health in nature and related collateral activities. • Includes services such as education, employment, job training or social services (teaching activities of daily living, assistance with shopping, assistance with financial issues and budgeting). • Other services are court, forensic, and educational issues. CBMAC Participant Training – Jan. 2010

11. Activity 3 Arranging for Client Assistance to Access Medical/Behavioral Health Services Covered by Medicaid CBMAC Participant Training – Jan. 2010

12. Activity Selection Activity 3: Arranging for Client Assistance to Access Medical/Behavioral Health Services Covered by Medicaid • Common Errors to Avoid: • This activity is ARRANGING for TRANSPORTATION and TRANSLATION services only. • Examples are arranging for translation or signing services to assist with understanding necessary care or treatment, completion of Medicaid application, or to access medical/behavioral health services. • Do not confuse with Referral, Coordination, and Monitoring of Medical and Behavioral Health Services Covered by Medicaid which includes referrals for, coordination and/or monitoring the delivery of medical and behavioral health services. CBMAC Participant Training – Jan. 2010

13. Activity 4 Not Scheduled to Work CBMAC Participant Training – Jan. 2010

14. Activity Selection Activity 4: Not Scheduled to Work • Common Errors to Avoid: • Do not use for vacation, sick time, clerical tasks, etc. • Use ONLY if you were selected for a moment when you would not normally be at work due to scheduling. CBMAC Participant Training – Jan. 2010

15. Actual Activity Descriptions CBMAC Participant Training – Jan. 2010

16. Actual Activity Descriptions Incorrect Activity Descriptions (Actual Responses) 1. Activity Selected - Direct Medical and Behavioral Health Services • Activity Description (a): Staff Meeting • Activity Description (b): Data entry on TIER program • Activity Description (c): Participant was at follow up appointment for his eye surgery. • Activity Description (d): Create activities designed to be utilized in the teen enrichment centers in order to maximize their achievement. • Activity Description (e): RS is speaking with a potential clients mother about the reason her child may need Apalachee services. • Activity Description (f): Inputting social security disability application for client online • Activity Description (g): Translation Spanish to English CBMAC Participant Training – Jan. 2010

17. Actual Activity Descriptions Incorrect Activity Descriptions (Actual Responses) 2. Activity Selected – Direct Non-Medical and Non-Behavioral Health Services • Activity Description (a): Home visit with client to assess progress • Activity Description (b): Filing and progress note • Activity Description (c): Paperwork, setting up file • Activity Description (d): Coordinating referrals for developmental daycare services with clients. • Activity Description (e): Referral to a disability Specialist in Jacksonville • Activity Description (f): Completing financial assessment of a person requesting services procedure calls for obtaining valid pic id, insurance and or Medicaid cards. Determine size and income of family. Explaining the sliding scale and quote percentage of discount that will • Activity Description (g): I work for Medical Records • Activity Description (h): If the client does not have an ID “Type not a client yet” if the client have an ID type the number in. CBMAC Participant Training – Jan. 2010

18. Actual Activity Descriptions Incorrect Activity Descriptions (Actual Responses) 3. Activity Selected – Arranging for Client Assistance to Access Medical and Behavioral Health Services Covered by Medicaid • Activity Description (a): Transportation of clients to medical facilities • Activity Description (b): Documenting transportation of clients • Activity Description (c): Helped Client with grocery shopping. Client used his food stamp card. • Activity Description (d): documenting a contact list of clients who have participated in the Transportation Awareness Program • Activity Description (e): Making a referral for a new client to receive Anger Management. CBMAC Participant Training – Jan. 2010

19. Actual Activity Descriptions Incorrect Activity Descriptions (Actual Responses) 4. Activity Selected – Not Scheduled to Work • Activity Description (a): Annual leave with pay • Activity Description (b): E-mail follow-up • Activity Description (c): Record Keeping • Activity Description (d): None. I’m on Christmas Vacation today, 12-23-09. • Activity Description (e): Driving in the car. • Activity Description (f): meal • Activity Description (g): change in position and job title • Activity Description (h): My company was closed due to the Thanksgiving holiday. • Activity Description (i): I was on vacation during the time I was selected for the survey. CBMAC Participant Training – Jan. 2010

20. Actual Activity Descriptions Correct Activity Descriptions (Actual Responses) 1. Activity Selected - Direct Medical and Behavioral Health Services (what would have made response better is italicized) • Activity Description (a): Scheduling an appointment with clientfor a psychiatric appointment at my facility • Activity Description (b): Medication management office visit • Activity Description (c): Intake evaluation • Activity Description (d): I was traveling to provide a home visit. This job function is part of the targeted case management services. • Activity Description (e): I was photocopying materials for a therapy session. CBMAC Participant Training – Jan. 2010

21. Actual Activity Descriptions Correct Activity Descriptions (Actual Responses) 2. Activity Selected – Direct Non-Medical and Non-Behavioral Health Services • Activity Description (a): Preparing Case Management Forms and 12-Step Meeting Sheets for Adult Drug Court Participants to deliver to Judge Greider and the Drug Court Team for the weekly Drug Court appearance by the Group. • Activity Description (b): Transporting client from court to home address • Activity Description (c): Assisting the client with locating job leads for the upcoming week. • Activity Description (d): Academic Intervention Groups-Subject: Reading • Activity Description (e): The activity that was performed was “home maintenance”. Counselor was working with client in organization skills and completing tasks such as organizing areas and the importance of cleaning your area. CBMAC Participant Training – Jan. 2010

22. Actual Activity Descriptions Correct Activity Descriptions (Actual Responses) 3. Activity Selected – Arranging for Client Assistance to Access Medical and Behavioral Health Services Covered by Medicaid (what would have made response better is italicized) • Activity Description (a): Arrange transportation and monitoring for admission in Residential TX • Activity Description (b): I was helping a therapist to plan for transportation for an indigent client for his attendance to other programs. • Activity Description (c): Client does not drive. Called cab company for patient following an appointment • Activity Description (d): Linking client with transportation for Medical appointment CBMAC Participant Training – Jan. 2010

23. Actual Activity Descriptions Correct Activity Descriptions (Actual Responses) 4. Activity Selected – Not Scheduled to Work • Activity Description (a): This time was outside my normal work day schedule. • Activity Description (b): I am off at 6:00 pm on Mondays • Activity Description (c): At home getting ready for work shift does not start until 8:30 am • Activity Description (d): Traveling to work • Activity Description (e): Not scheduled to work on that day. • Activity Description (f): Work day had not started yet. • Activity Description (g): Work schedule has changed. • Activity Description (h): I am not scheduled to work on Fridays. I am a part time employee. • Activity Description (i): My workday is over at 4pm so I was not at work at 4:51pm on Nov 13th CBMAC Participant Training – Jan. 2010

24. Questions, Thoughts, Comments? • Has this been helpful? • What would you like to see in the future that would be helpful? CBMAC Participant Training – Jan. 2010