MAC Initial MAC Coordinator

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MAC Initial MAC Coordinator

• Ohio Dept of MR/DD
• 2008

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MAC Training Agenda

• Local MAC Coordinators Role
• Implementation Plans
• Trainings
• Quarterly training to continuing participants
• Initial training to new participants
• Oversee quarterly time study period
• Rosters
• Time study announcement
• Claim preparation, review, and submission
• Time Study/Activity Code review
• Salary and cost information
• Attestation
• FAQs
• Short test (required)

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Local MAC Coordinators Role

• Provide overall direction and guidance on the MAC
  program to participants.
• Identify participants
• Submit an annual Implementation Plan
• Conduct quarterly time studies
• Collect and compile time study and financial data
• Prepare and submit quarterly claims
• Maintain relevant MAC files

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MAC Implementation Plan

• Each CB or COG proposing to participate in MAC
  must complete a MAC Implementation Plan annually.
• Must be received and approved by ODMRDD before
  January 1st of each year.
• Must follow approved format (Attachment D in
  Guide)
• Must submit an amendment for modifications by
  the end of the quarter prior to effective date.

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MAC Implementation Plan

• Why do we require an Implementation Plan (I/P)?
• I/Ps contain information vital to administration
  of the MAC program.
• MAC Coordinator contact info ( backup)
• Organizational structure
• Procedures for back-up coordinators to use in
  unforeseen circumstances
• What positions are time study or 100 Medicaid
• What activity codes each participant is
  authorized to use
• Contractor info

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Implementation Plan-contd.

• The I/P must contain a list of personnel
  positions included in the MAC program for the
  entire year -- even if vacant -- and the codes
  allowed for each position.
• Who should participate in MAC?
• All staff who perform claimable activities
• If 100, PD must support designation (include in
  Implementation Plan for ODMRDD review and
  approval)

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Implementation Plan-contd.

• Who should participate in MAC?
• Contractors whose work supports Medicaid programs
• Contractors who are ODMRDD direct service
  providers are excluded from the MAC Program
• Contractors and their employees may not serve as
  a claiming entitys MAC Coordinator
• COGs contracted to perform Medicaid-eligible
  support services on behalf of the county

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MAC Trainings

• Train the trainer approach local MAC
  Coordinator is responsible for
• Initial training of any new participants (except
  100 staff and contractors) using material
  provided by ODMRDD
• Quarterly training of continuing participants
  (can be done by email or in person using
  information provided by ODMRDD)

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MAC Time Study Period

• ODMRDD will inform local MAC Coordinators of the
  time study period selected for the following
  quarters time study via email distribution.
• ODMRDD will provide quarterly training email
  within the first 2 weeks of the quarter.

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MAC Time Study Period

• Local MAC Coordinators are responsible for
• Providing training to new and continuing
  participants
• Use material provided by ODMRDD
• Must be completed 2 weeks prior to the time study
  period
• Completing a quarterly roster online
• Lists all participants for that quarter, approved
  codes, training date(s)
• Deadline is 2 weeks prior to the time study period

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MAC Time Study Period

• Local MAC Coordinators are responsible for
• Notifying staff of the time study week
• Will occur no more than one week prior to the
  quarterly time study period
• Assisting staff as needed through time study
  period
• Provide technical assistance in navigating system
• Help with coding decisions and descriptions

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Approving MAC Time Studies

• Unless specified otherwise, participants with
  MAC-Supervisor access are expected to select,
  review and approve only staff who report directly
  to them.
• By approving a staffs time study, the supervisor
  is stating that the staff used the assigned
  activity codes and that the activities reported
  in the description column match staff assigned
  work responsibilities.

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Approving MAC Time Studies

• To review and approve staffs daily time study
  entries in the MAC system
• From the main menu, go to Approve Quarterly Time
  Activity,
• Click View next to employee you supervise (can
  only view one at a time)
• When you are ready to approve, click the
  Select box next to employee(s), then click on
  Approve Time Entries

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Approving MAC Time Studies
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MAC Claim Preparation

• Step 1 Review Time Study Entries
• Make sure breaks, paid leave time and lunch are
  recorded accurately
• Verify each time study provides adequate
  description that clearly support the codes used
  and uses only assigned activity codes
• Confirm that time periods correspond to the
  approved work schedule
• If a staff person did not receive mandatory
  training, ensure that time study exclusively
  shows activity code 19 (Time Not Documented)
• Ensure all time study entries are complete and
  approved by supervisors

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MAC Claim Preparation

• Step 2 Review Contractor Information
• Select Create or Edit Time Activity Information
  from the menu
• Make sure the 15 minute units are correct
• Make sure invoice totals are correct

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MAC Claim Preparation
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MAC Claim Preparation

• Step 3 Enter Quarterly Salary Fringe
  information
• List actual salary and fringe costs incurred
  during the fiscal quarter based on all payrolls
  falling within the quarter. Do not use estimated
  costs!

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MAC Claim Preparation

• From the menu, select Enter Quarterly Salary and
  Fringe Information

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MAC Claim Preparation

• Step 4 Attest to the accuracy of the entire
  claim
• Claims must include an attestation ensuring JFS
  and CMS that allowable matching funds were used.
  This attestation must occur every time a claim is
  submitted.

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MAC Claim Preparation

• Who should attest?
• Superintendent
• Executive Director
• an appropriate designee (as determined by the
  Superintendent)

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MAC Claim Preparation

• Step 5 Review everything for accuracy
• Claims go through a review process at ODMRDD and
  ODJFS. In the future, audits will be performed
  as well. Findings will be issued against claims
  that contain errors or are not supportable. In
  such cases, the entity will be required to pay
  back the Federal reimbursement they have received
  for that claim.

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MAC Claim Preparation

• Important
• Please confirm that all participants have
  approved time studies and all quarterly
  salary/fringe amounts have been entered prior to
  calculating and submitting the claim.
• If time studies are not approved before
  calculating the claim, the claim may be submitted
  without those participants salaries included.
  This will reduce your claim amount.

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MAC Claim Preparation

• Step 6 Submit your claim
• Claim must be submitted to ODMRDD according to
  following schedule (next slide).
• If not received according to schedule, claim
  cannot be submitted to ODMRDD (i.e. your
  county/COG will not receive payment).
• No claims will be accepted after the deadline
  barring extenuating circumstances as determined
  by the department.

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MAC Claims Timeframe
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MAC Claim Preparation

• Step 6(a) Enter any offset costs
• Because the Medicaid Administrative Claiming
  program represents a claim for federal
  reimbursement, any revenues received that relate
  to allowable costs claimed in MAC should be
  credited, or offset, to avoid potential duplicate
  reimbursement.
• Examples of revenues to offset
• Fees
• Rebates or discounts
• Recoveries of overpayments

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MAC Claim Preparation

• From the menu, select Submit a Claim to ODMR/DD

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MAC Claim Submission

• To confirm whether your quarterly claim has been
  successfully submitted to the on-line system
• Select the Create a Report function from the main
  menu
• Select Print a Medicaid Administration Claim
• Select a claim period
• Claim has been submitted if a name appears in
  both the matching fund certification and
  attestation of accuracy.

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MAC ResourcesReports Available

• Individual MAC Costs by Code report provides
  information for the annual county cost reports
• To access this report
• If needed, complete a security affidavit for
  access to ODMRDD Cognos CRN_MACReports_County_COG
  .
• Click on the CRN button from the applications
  menu.
• Choose Go to CRN ReportNet
• Choose MAC (County\COG)

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MAC ResourcesReports Available

• MER report
• Go to Create Reports from main page
• Select Generate the MER County Board Report
• Select Create a Report
• You will get a list of clients served in your
  county. Please review the list for accuracy.
• Remember!!
• This list is a snapshot in time.

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MAC ResourcesOnline Help

• http//mrdd.ohio.gov/counties/mac.htm
• Whats available?
• Links to MAC PowerPoint presentations and other
  training materials
• MAC IT Participant and Coordinator User Guides
• Security affidavit for access to MAC online
• Contact information

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MAC Resources

• Jenny Jones
• ODMRDD MAC Coordinator
• Mac.coordinator_at_odmrdd.state.oh.us
• Phone [phone]
• Division of Fiscal Administration
• Rhodes State Office Tower
• 30 E. Broad Street, 13th Floor
• Columbus, Ohio 43215

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MAC Resources

• On-line MAC system help
• Mac.support_at_odmrdd.state.oh.us
• Technical assistance with security affidavits
• Security.support_at_odmrdd.state.oh.us

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Final Thoughts

• Questions ??
• Feedback ??
• Good-bye!