Virginia AAC Training Module 1

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Virginia AAC Training Module 1
Commonwealth of VirginiaSchool-Based Medicaid
Program
Random Moment Time Study Administrative Activity
Claims
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Module Overview
Agenda

• Random Moment Time Study (RMTS)
• Overview
• Administrative Activity Claims (AAC)
• Annual Data
• Quarterly Data
• Timelines

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Section 1

• Objectives
• To identify the proportion of administrative time
  allowable and reimbursable under the
  Administrative Claiming program
• To identify the proportion of direct service time
  allowable and reimbursable under Medicaid to be
  used for Direct Service cost reporting

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• Effective October 1, 2008, school divisions
  started participating in a statewide quarterly
  Random Moment Time Study
• Completed using an online web-based system
• No cost to school divisions
• All participants will be combined into one of
  four statewide cost pools
• Completed during three quarters of the school
  year (Oct-Dec, Jan-March, April-June)
• Results will be combined into statewide
  percentages to be used with direct service cost
  reports and AAC claims

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• Random Moment Time Study
• (RMTS)

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School District Responsibilities

• Submit school division calendar and staff hours
• Update the list of participants
• Assist in monitoring participation

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Process-Participant Selection

• A day and minute (moment) are randomly selected
  from the work days and hours during the quarter
  and a person is randomly selected
• Selected participants are notified via email of
  their assigned day and minute
• Emails are sent one (1) day prior, three (3)
  hours prior and at the moment
• Selected participants will answer three (3)
  questions regarding the moment
• What were you doing?
• Who were you with?
• Why were you performing this activity?
• 5 calendar days to answer questions. Reminders
  are sent.

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RMTS Monitoring Results

• A statewide compliance rate of 85 must be met.
  If this is not met a penalty will be applied by
  adding non-reimbursable time to the RMTS results.
• An oversample of moments will be used.
• Statewide RMTS results will be calculated per
  cost pool and distributed annually to Medicaid
  Coordinators to be included in their direct
  service cost report. The results will also be
  used in Administrative claims.

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Administrative Activity Claims
(AAC)
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Administrative Activity Claiming

• AAC claims allow a school division to obtain
  partial federal reimbursement for activities in
  support of the Medicaid Program or in support of
  the delivery of health related services.
• School Divisions must participate in RMTS to be
  able to submit AAC claims
• Expenditure data is included in the claim

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Annual Data

• Acquisition cost of fixed assets
• Acquisition cost of major moveable assets
• Division wide salaries
• Division wide fringe benefits
• Net Interest expense
• Interest Earned
• Interest Paid
• Indirect cost rate

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Quarterly Data

• Salaries for time study participants
• Fringe Benefits for time study participants
• Supplies expenditures
• Division wide full time equivalency (FTE)
• Medicaid penetration rate
• Number of students who are Medicaid or Medicaid
  Expansion
• Total number of students enrolled division wide
• Certification

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Time Lines

• 10-14 days prior to the end of the quarter UMMS
  send the business packet to school division
• Annual data is due 10/15
• Quarterly data is due 10/15, 1/15, 4/15, 7/15
• Two year claiming deadline

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Contact Information
University of Massachusetts Medical School Center
for Health Care Financing 333South
Street Shrewsbury, MA 01545 800 535 6741
Schoolbasedclaiming_at_umassmed.edu