Random Moment Time Study Training (RMTS)

1. Random Moment Time Study Training(RMTS) School Year 2012-2013 Presented By: Sheena Joslyn SHARS/Medicaid Specialist Assistant to the Associate Superintendent for Finance

2. What is RMTS? • A federally accepted statistically valid random sampling technique that measures the participant’s time performing work activities. • RMTS results allow Health and Human Services (HHSC) to determine what portion of the selected group of participant’s workload is spent performing Medicaid reimbursable activities. • Significantly reduces staff time needed to record participant activities. Source: Texas Health and Human Services 2013 RMTS Training

3. SHARS/MAC Programs? • SHARS (School Health and Related Services) • SHARS allows local school districts to obtain Medicaid reimbursement for certain health-related services provided to students in special education. • MAC (Medicaid Administrative Claiming) • Texas School Districts [have the] opportunity to submit reimbursement claims for administrative activity that support[s] the Medicaid program. Source: Texas Health and Human Services 2013 RMTS Training

4. Purpose of the Time Study • RMTS: • Measures the amount of time spent by the eligible staff on SHARS activities. • The same data is used to measure the amount of time spent on MAC activities. • Determine the percentage of time the Independent School Districts incur assisting individuals to access medically necessary Medicaid funded services. Source: Texas Health and Human Services 2013 RMTS Training

5. What areMedically Necessary Medicaid Funded Services? • Direct Medical – Providing care, treatment and/or counseling • Outreach – Informing students, families and groups about available services • Eligibility – Assisting students or families with the Medicaid eligibility process • Referral, Coordination, and Monitoring – Making referrals, coordinating and/or monitoring activities on a student’s IEP • Staff Training – Coordinating, conducting or participating in training pertaining to medical or Medicaid services • Translation – Arranging or providing translation to a student or family to access medical or Medicaid services • Program Planning, Development & Interagency Coordination – Developing strategies to improve the coordination and delivery of medical or Medicaid services • Provider Relations – Activities to secure and maintain Medicaid providers Source: Texas Health and Human Services 2013 RMTS Training

6. What’s Being Asked of Me? • A “moment” is a specific minute in a day • Randomly selected throughout each of the 3 quarters. • Not necessary to know if Medicaid eligible • Important to know if the student has an ARD/IEP • Answer 3 questions (Never use names): • Question 1. Who was with you? • Question 2. What were you doing? • Question 3. Why were you performing this activity? • Follow-up questions from Fairbanks within 3 calendar days from email receipt • If you are not at work on selected moment, choose paid or unpaid leave • You must respond to your sampled moment within 7 days Source: Texas Health and Human Services 2013 RMTS Training

7. Time Study QuartersWhat timeframe can I be selected? 1st Quarter TS 10/01/2012-12/07/2012 2nd Quarter TS 01/07/2013-03/29/2013 3rd Quarter TS 04/01/2013-05/31/2013 Source: Texas Health and Human Services 2013 RMTS Training

8. Time Study ProcessDo Not Delete Emails Source: Texas Health and Human Services 2013 RMTS Training

9. Fairbanks Website Source: Texas Health and Human Services 2013 RMTS Training

10. Moment Login Source: Texas Health and Human Services 2013 RMTS Training

11. Beginning the Moment Source: Texas Health and Human Services 2013 RMTS Training

12. RMTS Instruction Screen Source: Texas Health and Human Services 2013 RMTS Training

13. Time Study ExampleFairbanks Website Source: Texas Health and Human Services 2013 RMTS Training

14. 1.Who was with you? Never use specific names On the phone with parent Community Contact Staff meeting Staffing No student/family present Student and/or family present Student's family Non special Ed students Special Ed student Student AND Family Non special Ed students Special Ed student Not Working Paid time off Non Paid time off Other – please specify below • Student, Special Ed • (Age 0-2) • (Age 3-20) • (Age >21) • Student, Special Ed, Lifeskills • (Age 0-2) • (Age 3-20) • (Age >21) • Student, Not Special Ed • Student (Multiple) • No one alone • District staff • Administrator • Teacher • School nurse • SHARS Service Provider • Non SHARS Service Provider Source: Texas Health and Human Services 2013 RMTS Training

15. 2.What Were You Doing? Never use specific names • Typically a 3-4 sentence description that provides sufficient information. • The activity should be a detailed response as to what the participant was doing • Keep in mind that the person coding the moment has no idea of the participant’s job description, tasks performed or why they are performed. • If you were not working moment should indicate whether the participant was on paid/unpaid time off. • Refrain from using acronyms • If necessary, define your usage • ALWAYS note whether your provided service was in IEP • If you do not know, contact your diagnostician PCS, OTS, HHSC, SPMP, NPI, TPI… Source: Texas Health and Human Services 2013 RMTS Training

16. 3.Why were you performing this activity? Never use specific names • To provide a direct medical service as defined on a student’s IEP • To provide a direct medical service not defined on a student’s IEP • To provide a educational service as defined on a student’s IEP • To provide a educational service not defined on a student’s IEP • To determine a student’s eligibility: • For SHARS • For All Other Services • To improve health services for the district’s students • To provide or obtain information to or from a student’s family: • Regarding SHARS (School Health and Related Service) • Regarding all other service • Regarding an evaluation/assessment for SHARS • Regarding an evaluation/assessment for all other services • To assist student/family in applying for health benefits Source: Texas Health and Human Services 2013 RMTS Training

17. 3.Why were you performing this activity? Never use specific names • To assist student/family in applying for other services • To upgrade professional skills through training • Through medical/health related training • Through educational training • To improve social/vocational/educational services for the district’s students • To coordinate transportation • To a SHARS (School Health and Related Service) • To all other services • To coordinate translation • For a SHARS (School Health and Related Service) • For all other services • To provide translation • For a SHARS service • For all other services • To provide guidance counseling Source: Texas Health and Human Services 2013 RMTS Training

18. Educational Direct Medical or Educational? Direct Medical Activities that do require human intervention to accomplish the tasks the student would normally do for themselves if they did not have a disability or chronic medical condition, such as: Hands on assistance Supervision Cueing Activities that do not require human intervention to accomplish the tasks the student would normally do for themselves if they did not have a disability or chronic medical condition, such as: Reading/English/Language Arts Writing Mathematics Source: Texas Health and Human Services 2013 RMTS Training

19. What If I Was Monitoring a Student(s)? • Monitoring is a Direct Medical Service when: • The student just received medication as indicated on his/her IEP. The participant is monitoring the student for a reaction. • Student’s IEP requires that he/she receive continuous monitoring due to a behavior problem (PCS) • The teacher’s aide is monitoring a student in a wheelchair to ensure they do not slide down in their wheelchair. (PCS) • Monitoring is an Educational Servicewhen: General monitoring of students in a cafeteria to ensure all students’ behaviors are in accordance with school policy. Source: Texas Health and Human Services 2013 RMTS Training

20. Time Study Example-PCSFairbanksWebsite Source: Texas Health and Human Services 2013 RMTS Training

21. Examples of responses where the “What you are doing” does not clearly indicate what type of service is being provided. Insufficient Answer Examples Source: Texas Health and Human Services 2013 RMTS Training

22. Insufficient Answer Examples If insufficient information is provided, the participant will receive a follow up email or phone call from Fairbanks requesting additional information. If the participant does not respond within 3 days Fairbanks will send a follow up email to Sheena Joslyn. Source: Texas Health and Human Services 2013 RMTS Training

23. Not Working/Absent Response Examples No need to provide details on a moment other than the sampled moment. When absent, it is important to indicate whether it was paid or un-paid time off. Source: Texas Health and Human Services 2013 RMTS Training

24. Personal Care Service (PCS) Examples I was going over an ABC letter chart with my students: I was co-teaching (two certified teachers) Social Studies to a group of students whom are a variety of learners. My students with disabilities were participating in classroom discussions with their non disabled peers. Today's lesson was an introduction of the Constitution. Source: Texas Health and Human Services 2013 RMTS Training

25. Completion Source: Texas Health and Human Services 2013 RMTS Training

26. REMINDERS • Name Change • Email Sheena Joslyn • May be selected multiple times during 3 quarters • Training is an annual requirement • Failure to enter information • Disqualifies the moment • 7 calendar days to answer RMTS questions • 3 calendar days to reply to follow-up emails • If you are not/were not at work • Paid/Unpaid Leave (option to email Sheena) Source: Texas Health and Human Services 2013 RMTS Training

27. Contact Information • Sheena Joslyn • (817) 547-5735 • Sheena.joslyn@birdvilleschools.net • To learn more about RMTS: • BISD MAC/SHARS Website • FAQ's Source: Texas Health and Human Services 2013 RMTS Training