H06-064 – Procedure

September 13, 2006

TO: / Area Agency on Aging Directors
FROM: / Bill Moss, Director, Home and Community Services Division
SUBJECT: /
Revised Senior Information and Assistance Standards: Title XIX/Medicaid I&A Administrative Claiming Procedures
Purpose: / The purpose of this MB is to issue a revision to the June 2005 Senior Information and Assistance (I&A) Standards, Appendix A: Title XIX Medicaid I&A Administrative Claiming Procedures
Background: / Recent communications between ADSA, the Centers for Medicare and Medicaid Services (CMS), and DSHS Health and Recovery Services (HRSA) have resulted in modifications to the methodology used for calculating the allowable Title XIX/Medicaid Administrative activities for which AAAs can claim Federal participation. As communications evolve, it is possible that further changes to these procedures may occur.
What’s new, changed, or
Clarified / The Title XIX/Medicaid I&A Administrative Claiming Procedures have been revised.
1.  The date of compliance for the revised Title XIX/Medicaid I&A Administrative Claiming Procedures is effective November 1, 2006.
2.  100% Allowable I&A Medicaid Administrative Claiming activities include Medicaid Outreach; Prescreening for Medicaid Activities; Facilitating Applications for Medicaid Programs; Assisting Medicaid Eligible Clients to Use Medicaid Services; and Interagency Coordination for Medicaid Services. These activities are claimable at the 50% Federal Financial Participation (FFP) rate.
3.  General Activities are defined and clarified as reallocable, for billing purposes.
4.  Programs must complete daily time studies one month out of every three month period. The time studies must reflect 100% of each staff person’s paid time. CMS requires that the time studies are completed randomly. To comply with this requirement, ADSA will inform AAA fiscal staff of the month in which time studies will be completed one week before each quarter begins.
5.  Title XIX/Medicaid I&A Claiming must be consistent with each AAAs cost allocation plan.
6.  Time study results will be maintained at the AAA rather than be submitted with monthly billings.
7.  References to the Medicaid Eligible Rate (MER) calculation are deleted
8.  All other portions of MB H05-048 remain in effect.
ACTION: / Area Agencies on Aging must comply with the following, and receive approval, in order to claim Title XIX/Medicaid I&A Administrative services after October 31, 2006:
1.  With State/Federal Interlocal Agreement contract negotiations, submit for approval a completed I&A FTE Worksheet.
2.  On or before October 8, 2006 the AAA must submit for approval I&A Time Study Forms to the ADSA Senior I&A Program Manager OR inform the program manager of the AAAs intent to utilize the new pre-approved and optional ADSA Time Study Forms.
Related
REFERENCES: / Management Bulletin H05-048
ATTACHMENT(S): / Senior Information & Assistance Standards, Appendix A:
Title XIX/Medicaid I&A Administrative Claiming Procedures,
Revised August 2006

Time Study Forms

CONTACT(S): / Susan Shepherd, Program Manager
(360) 725-2418