Title: CY 07 Prospective Offeror Technical Overview
1CY 07 Prospective Offeror Technical Overview
2CY 07 Prospective Offeror Technical Overview
- Introduction
- Technical Environment
- Interfaces
- Recipient/Program Contractor
- Encounter
- Pre-Admission Screening
- Provider
- Reinsurance
- Reference
- Testing
- Questions
3Provide all potential offerors with an overview
of AHCCCS technical environment and data
interface and standards.
4TECHNICAL ENVIRONMENT
5Technical Environment
6QUESTIONS
Technical Environment
7INTERFACES
8RECIPIENT / Health Plan
ENCOUNTER
CLIENT ASSESMENT TRACKING SYSTEM (CATS)
PROVIDER
REINSURANCE
REFERENCE
Interfaces
9RECIPIENT / HEALTH PLAN
10DATA
Eligibility/ Demographics Received Daily
Children's Rehabilitative Services Received
monthly
ADHS VITAL STATISTICS DOD Received monthly
Recipient/Health Plan
11DATA
MEDICARE/ MEDICARE HMO EDB Received monthly
MEDICARE PART D/ PLAN ID CMS Received monthly
MEDICARE HIB/SMIB Received monthly
Recipient/Health Plan
12ELIGIBILITY ADDS DISCONTINUANCE CHANGE TO
DEMOGRAPHICS NAME GENDER DATE OF BIRTH CHANGE IN
ADDRESS CHANGE IN PLACEMENT CHANGE IN SHARE OF
COST
AHCCCS
Recipient/Health Plan
13ENROLLMENT DATES
Usually effective the day AHCCCS updates action
EXCEPTIONS
Prospective Enrollments (The Last Daily)
System Unavailable at Notification (Month End)
Administrative Actions (Any Day)
Recipient/Health Plan
14DISENROLLMENT DATES
For loss of eligibility, disenrollment is last
day of month
Normally effective the day prior to update
EXCEPTIONS
Incarceration Institutional (Normal
or Retroactive)
Linking / Duplicate Enrollment (Retroactive)
Date of Death (Retroactive)
Administrative (Normal or Retroactive)
Voluntary Withdrawal (Normal)
Recipient/Health Plan
15ENROLLMENT RULES
- NEWBORNS (Newborns are deemed eligible but they
are auto assigned to an - acute health plan and we send mom a letter if she
wants to change plans for the baby )
- LESS THAN 30 DAYS OF ELIGIBILITY (Enrolled in
FFS)
- 90 DAY RE-ENROLLMENT (Enroll into same Program
Contractor that - member was enrolled within last 90 days, if
available)
- ENROLLMENT CHOICE (In GSA with more than one
Program Contractor - available)
- AUTO ASSIGNMENT (In GSA with more than one
Program Contractor and - no choice is made)
- RULE BASED (In GSA with only one Program
Contractor or DD qualified)
- FULLY RETROACTIVE BLOCK OF ELIGIBILITY (Enrolled
in FFS)
Recipient/Health Plan
16ANNUAL ENROLLMENT CHOICE (AEC)
- Only available in GSA with more than one Program
- Contractor
- Each member is assigned an anniversary month
- AEC letter generated two months in advance
- Members with Choice file generated to plans
Identifies all plans members who have opportunity
to make a Program Contractor choice
- Potential Transitional Listing
Identifies all members who have made a AEC choice
of the Program Contractor
Recipient/Health Plan
17OPEN ENROLLMENT
- Special process when needed
Plan termination
New plan
- Generate letter to selected population
- Potential Transitional Listing
Identified all member who have made a choice and
which plan they have chosen
Recipient/Health Plan
18ID CARDS
- A file generated daily to vendor
Initial enrollment
Change of Program Contractors
On request to Communications Center
Lost / damaged / never received
- When a new card is issued the old card is
inactivated
- Can be swiped on MEVS verification readers
- Not a guarantee of eligibility or enrollment
Recipient/Health Plan
19CAPITATION
- Capitation types include
- Prior Period Coverage (PPC)
- Prospective
- HIV/AIDS supplement
Recipient/Health Plan
20CAPITATION
- Prior Period Coverage (PPC) and Prospective
- Payment records calculated and reported on daily
- 834 Transaction (roster)
- Program Contractors receive weekly payments
- Activity based on enrollment actions
- Program Contractor, County, Contract Type, Rate
Code
- Capitation calculated on per diem basis
- Rate ? Days in the month ? days of enrollment
- thru end of month
Recipient/Health Plan
21CAPITATION
- Disenrollment (recoupment) records created and
- reported on daily 834 Transaction (Roster)
- Recoupments are subtracted from Program
- Contractors weekly payments
- Activity based on enrollment activity actions
- Recoupment calculated on per diem basis
- Rate ? Days in the month ? days of disenrollment
thru - end of month
Recipient/Health Plan
22MASS ADJUSTMENTS
- Ability to change capitation payment for a
- population (Risk Group)
- Payments which were paid in the past
- Program Contractors receive notification on
- weekly 820 Transaction
- Only reflect changes of payment due to change in
- payment rate
Recipient/Health Plan
23MANUAL UPDATES
- Error in record prevents enrollment/disenrollment
- action from appearing on 834 Transaction
- Manual capitation correction on an individual
record
- Payments will appear on the 820 Transaction
- Activity will not appear on 834 Transaction
- Manual notification to Program Contractor
Recipient/Health Plan
24SUPPLEMENTAL PAYMENTS
- Payments not paid thru the system as regular
- capitation and will not appears on
Daily/Monthly - 834 Transaction/820 Transaction
- PPC Reconciliation Costs to Reimbursement
Recipient/Health Plan
25PROCESSING UPDATES
- Online eligibility and enrollment updates to
PMMIS - occur between 6 am and 6 pm daily
- Eligibility data created by AHCCCS by 5 pm will
be - process the same day
- In the event a member needs services and the
- Program Contractor has not received the daily
- Enrollment Notification, enrollment for the
member - can be verified using one of the automated
- verification processes.
Recipient/Health Plan
26DAILY BATCH PROCESSING CYCLE
- Start at 6pm every evening
- Output files available to plans no later than 7am
- the following morning
- Enrollment activity includes
- Retroactive enrollment blocks
Recipient/Health Plan
27LAST DAILY PROCESSING CYCLE
- Third day before the 1st of the next month
1/29/06, 2/26/06, 3/29/06, 4/28/06, etc
Recipient/Health Plan
28LAST DAILY
Recipient/Health Plan
29LAST DAILY PROCESSING CYCLE
- Third day before the 1st of the next month
1/29/06, 2/26/06, 3/29/06, 4/28/06, etc
- Starts at noon if on weekdays, 2am on weekends
- Monthly process schedule available on AHCCCS
- Web site
Enrollments, Retroactive enrollment blocks
Disenrollments, Disenrollment blocks
Demographic changes
Rate Code Changes
Recipient/Health Plan
30MONTHLY PROCESSING CYCLE
- Occurs immediately after Last Daily Cycle
- Monthly Enrollment Notification
Full file of all members enrolled in Program
Contractor as of the 1st of the month
- Basis for prospective capitation payment
- File to be used to validate Program Contractors
data
Discrepancies in Program Contractors data to be
reported to DHCM
Recipient/Health Plan
31NEXT DAILY PROCESSING CYCLE
- Start at 6pm after completion of Monthly Cycle
- Output files available to plans by 7am
- Includes all enrollment activity since last daily
- Enrollments Retroactive enrollment blocks
Will recoup prospective capitation already paid
- These must be processed after Last Daily and
- Monthly Enrollment Notifications
Recipient/Health Plan
32NEXT DAILY
LAST DAILY
NEXT DAILY
Recipient/Health Plan
33VERIFICATION
- Obtain Eligibility, Enrollment, Medicare and
- TPL Coverage
- Automated processes available to AHCCCS
- registered providers
- Program Contractors are encouraged to have their
providers - use the automated verification processes
- Communications Center available to AHCCCS member
and - providers
Recipient/Health Plan
34VERIFICATION
WEB Based Verification
- Internet based verifications
- Requires advance registration
- Ability to print information
- Requires input of AHCCCS ID or SSN
- or key demographic information
Recipient/Health Plan
35VERIFICATION
Integrated Voice Response (IVR)
- Telephone based verifications
- Information faxed back to local area providers
- Requires input of AHCCCS ID or SSN
Recipient/Health Plan
36VERIFICATION
Medicaid Eligibility Verification System (MEVS)
- PC or POS based verifications
- Hardware/software provided by
- contracted vendors
- Contracted vendors charge providers
- Ability to print information
- Requires input of AHCCCS ID or SSN
- or key demographic information
Recipient/Health Plan
37VERIFICATION
270 Verification
- Internet based verifications
- 24 hour turn around response
- Useful for historical research
Recipient/Health Plan
38VERIFICATION
Communications Center
- Staffed by Customer Service Representatives
- Available M-F 7am 9pm Saturday 8am-6pm
- Provides service to members and providers
- Accepts Newborn notifications from plans
- Problem research and resolution
Recipient/Health Plan
39DATA EXCHANGE
- From AHCCCS to Program Contractors
- Enrollment Notification (HIPAA 834)
- Capitation Notification (HIPAA 820) Weekly
- Third Party Liability File (in addition to HIPAA
834)
Recipient/Health Plan
40DATA EXCHANGE
- From AHCCCS to Program Contractors
- Enrollment Notification (HIPAA 834)
- FYI data (included in HIPAA 834)
- Childrens Rehabilitative Services
- AZEIP
- Targeted Support Coordination Population
- Medicare HMO
- Capitation Notification (HIPAA 820) Weekly
- Potential Transitional Listing
- Management Summary Reports
Recipient/Health Plan
41DATA EXCHANGE
- From AHCCCS to Program Contractors
- Unscheduled Files / As needed
- Potential Transitional Listing
- Capitation Notification (HIPAA 820) Weekly
Recipient/Health Plan
42DATA EXCHANGE
- From Program Contractors to AHCCCS
- Third Party Leads Referrals
- Medicare Discrepancy Alerts
Recipient/Health Plan
43TESTING
- Testing must be completed prior to
- Production implementation of a new
- Program Contractor
- Change by AHCCCS resulting in an impact
- to any data exchange
- Must be completed prior to any implementation
Recipient/Health Plan
44QUESTIONS
Recipient/Health Plan
45ENCOUNTER
46WHAT IS AN ENCOUNTER?
An encounter is a record of a medically related
service rendered by a registered AHCCCS provider
to an AHCCCS member enrolled with a capitated
Contractor on the date of service.
Encounter
47WHAT IS AN ENCOUNTER?
The contents of an encounter record must meet the
requirements prescribed by the Centers for
Medicare and Medicaid Services (CMS) and accepted
by AHCCCSA.
These requirements are presented in the AHCCCS
Encounter Manual.
Encounter
48HOW IS AN ENCOUNTER USED?
- Fee-for-service/Contractor capitation rate
- setting
- Reinsurance calculation and payment
- Disproportionate share hospital rate
- calculations
- Contractor evaluation (expected vs. actual)
- Utilization review and reporting
- Quality of care and outcome measurements
Encounter
49HOW IS AN ENCOUNTER USED?
- QISMC/HEDIS reporting and clinical performance
- measurements
- Medical record audits
- Federal (MSIS, HCFA-64, HCFA-416) reports
- Fraud and abuse analysis reporting
- General information management
- Decision support and what-if analysis
Encounter
50FILE TYPES
Encounter
51NEW DAY ENCOUNTER
- New Day Encounters include
- Encounters submitted for the first time
- Encounters resubmitted after being
- rejected for syntax
Encounter
52ENCOUNTER STATUS
- Created by AHCCCS for Contractors
- Processed and adjudicated new and/or
- resubmitted/corrected encounters
- Passed editing and auditing process
- Also includes cumulative pended
- encounters from current and prior
- cycles.
Encounter
53PENDED ENCOUNTER
- Created by AHCCCS for Contractors
- Processed encounter which fail editing
- and auditing process
- Encounter retained by AHCCCS in pended status
- The Pended Encounter File identifies the error
- condition or conditions which caused the
record - to fail, assisting the Contractor in the
- identification of the problem.
- Continues to appear on Pending file until
corrected
Encounter
54PEND CORRECTION
- The correction of pended encounters allows the
- Contractor the opportunity to
- change or modify incorrect encounter data,
- approve encounters that were pended as a
- duplicate of another encounter
- delete encounter data that was submitted in error
- It is the Contractors responsibility to correct
- pended encounters
Encounter
55FORM TYPES
(also known as Professional)
(also known as Institutional)
(also known as Pharmacy)
(also known as Dental)
Encounter
56837P (Professional)
Used primarily for professional services,
including physician visits, nursing visits,
surgical services, anesthesia services,
laboratory tests, radiology services, home and
community based services, therapy services,
Durable Medical Equipment (DME), medical supplies
and transportation services.
Encounter
57837I (Institutional)
For facility medical services, such as inpatient
or outpatient hospital services, dialysis
centers, hospice, nursing facility services, and
other institutional services.
Encounter
58NCPDP 5.1 or 3.2 (Pharmacy)
For prescription medicines and medically
necessary over the counter items.
837D (Dental)
For dental services
Encounter
59SUBMISSIONS
- Contractors must submit encounter data within
- 240 days of the end of the month of service,
or - the date of enrollment, which ever is later.
- Encounters submitted after this period may be
- subject to timeliness sanctions
- AHCCCSA defines the receipt date for encounters
- as the date the encounter is received on the
- AHCCCS FTP server
Encounter
60SUBMISSIONS
- Claims-type edits processing results
- Finalized encounters no error found
- Pended encounters error(s) found
- Contractors must correct error(s) in order to
- finalize encounters
- Error(s) not timely corrected are sanctionable
Encounter
61ENCOUNTER VALIDATION AND TRENDS
- CMS requires AHCCCS to collect complete,
- accurate and timely encounter data from
- contractors
- AHCCCS validation study evaluates
- completeness, accuracy and timeliness
- Ongoing review of encounter submission
- trends and data quality
Encounter
62TECHNICAL ASSISTANCE
- The Encounter Technical Assistance staff are
- available Monday through Friday (excluding
State - holidays) to assist Contractors in resolving
encounter - errors or to research specific encounter
issues.
- Contractors are notified of the name and
telephone - number of their assigned Technical Assistant,
who is - their main point of contact for encounter
related issues.
- Encounter Unit offers training on how to
correctly - submit encounters
- This training is mandatory for new Contractors
and is - available to existing Contractors as requested.
Encounter
63SET UP
Before a Contractor may submit encounter data,
AHCCCS requires the completion of certain
agreements, authorizations and control documents.
These documents are as follows
Form 1 Health Plan/Program Contractor Encounter
Submission Notification and Transmission
Submitter Number (TSN) Application
Form 2 Electronic Data Interchange Agreement
Form
Encounter
64PROCESSING CYCLE
- The process is divided into five steps, and is
the - same for both New Day and Pended Encounter
- Correction file submissions
- Receipt of encounter files
- Data certification and syntax checks
- Assignment of Control Reference Number (CRN)
- File and report generation
Encounter
65TESTING
- New Contractors must go through a testing phase
- before submitting official encounter data to
- AHCCCSA.
- Prior to beginning the testing phase, Contractors
- must have provided all necessary control
- documents to the AHCCCS Encounter Manager.
- Assigned a Transmission Submitter Number (TSN)
Encounter
66TESTING
- A training session for the Contractor and/or
- designated subcontractor is scheduled during
- which the testing process will be reviewed.
- Technical assistance is available from Encounter
- Unit staff during the testing period.
- When AHCCCSA verifies that a Contractor has
- successfully completed the testing process,
the - Contractor will be allowed to submit
encounters.
Encounter
67DATA EXCHANGE
- From AHCCCS to Program Contractors
- Acknowledgements
- TA1
- 997
- 824
- Processing Acknowledgements
- 277U
- 277U Supplemental
- Pend
- Comment
- Detail Aging
- Duplicate
Encounter
68DATA EXCHANGE
- Reports
- Adjudication status summary
- Adjudication status detail
- Pended encounter age summary
- Pended encounter age detail
- Pended error count
- Pended encounter count
- Duplicate errors
- Pended error summary
Encounter
69QUESTIONS
Encounter
70PREADMISSION SCREENING
71PRE-ADMISSION SCREENING (PAS)
- In addition to financial eligibility an
individual must meet the medical eligibility
criteria as established by the Preadmission
Screening tool (PAS). - The PAS is conducted by an AHCCCS registered
nurse or social worker with consultation by a
physician, if necessary, to evaluate the persons
medical status. The PAS is used to determine
whether the person is at risk of placement in a
nursing facility or an intermediate care facility
for the mentally retarded.
Pre-Admission Screening
72PAS INTERFACE
- Daily file of PAS Information
- Formatted report containing
- Intake/Assessment Information
- Demographic Information
- Functional Scores
- Medical Assessment
- Summary/Evaluation
- Physician Review/Comment
Pre-Admission Screening
73QUESTIONS
Pre-Admission Screening
74CLIENT ASSESSMENT TRACKING SYSTEM (CATS)
Client Assessment Tracking
75CLIENT ASSESSMENT TRACKING SYSTEM
- Cost Effectiveness Study (CES) a CES must be
completed for all E/PD members with potential for
placement in HCBS and for those in a NF with
discharge potential in order to compare the cost
of HCBS against an amount equal to the net
Medicaid cost of institutional care for a member.
- Placement History - placement information,
including begin and end dates, and a Behavioral
Health identifier for all members must be
maintained.
Client Assessment Tracking
76CLIENT ASSESSMENT TRACKING SYSTEM
- ACE Critical Data member demographic, Share of
Cost, TPL and past Behavioral Health enrollment
information is available for inquiry. - Member Income the amount and source of a
members income is available for inquiry. This
information is useful in determining Room Board
for Assisted Living Facility placements.
Client Assessment Tracking
77QUESTIONS
Client Assessment Tracking
78PROVIDER
Provider
79PROVIDER
AHCCCS has contracts and agreements with Program
Contractors, the AHCCCS Pharmacy Benefit Manager
and other AHCCCS contractors to deliver medically
necessary services to members.
The AHCCCS Division of Health Care Management
(DHCM) is charged with the responsibility of
monitoring the provider networks of these
entities to assure that they are adequate and
that they meet the minimum contractual
requirements.
Provider
80PROVIDER INTERFACE
- Available to Program Contractors during the
- following week
Provider
81PROVIDER INTERFACE
- Provider Includes all provider types, service
- codes, and categories of service
- Includes all AHCCCS registered providers
- Includes active, terminated and suspended
- providers
Provider
82PROVIDER INTERFACE
- Service/billing addresses
Provider
83QUESTIONS
Provider
84REINSURANCE
85WHAT IS REINSURANCE?
- Reinsurance is a method of partially reimbursing
- Program Contractors when the cost of care for
a - member for Reinsurance covered services
exceeds - pre-determined deductible amount within a
- Contract Year.
- The deductible is based on the statewide
- enrollment of the Program Contractor.
Reinsurance
86WHAT IS REINSURANCE?
- Members enrolled in a Program Contractor
incurring - Reinsurance covered services and meeting the
- appropriate deductible level are eligible for
- reinsurance.
- Not all AHCCCS covered services are
- covered under Reinsurance.
- AHCCCS establishes Reinsurance cases using a
- monthly process which scans the Encounters
database - for adjudicated Reinsurance eligible
encounters for - each Program Contractors members.
Reinsurance
87WHAT IS REINSURANCE?
- RI cases are generated automatically by
- AHCCCS based on encounter data and recipients
- eligibility. There are no special submission
- requirements, with the exception of
catastrophic and - transplant cases.
- Upon the creation of a Reinsurance case, the
- encounters are processed through the
Reinsurance - edits/audits.
- The Reinsurance system then associates
Reinsurance - eligible encounters to Reinsurance cases.
Reinsurance
88PROCESSING
- After the edit/audit and case creation process,
the - Reinsurance system generates four monthly
reports - Reinsurance Case Initiation
- Reinsurance Reconciliation
- Reinsurance Case Summary
- Reinsurance Remittance Advice
- After a Reinsurance encounter passes edits/audits
- and is approved, the Reinsurance payment
process - calculates the amount due the Program
Contractor.
Reinsurance
89PROCESSING
- The Reinsurance Remittance Advice is then
- processed by the Finance system for payment
- on the Reinsurance case to the Program
Contractor.
- Program Contractors are required to notify AHCCCS
of - any third party coverage or reimbursement
- identified in a Reinsurance case.
- Reinsurance payments to Program Contractors are
- made monthly.
Reinsurance
90CATASTROPHIC REINSURANCE
- Provided to partially reimburse the Program
Contractor for - the cost of care for a member who meets the
criteria and - requirements for Catastrophic Reinsurance.
- The Program Contractor is responsible for
identifying - Catastrophic members and submitting required
written - notification to the Division of Health Care
Management, - Medical Management Unit.
- Supporting medical documentation must accompany
- request.
Reinsurance
91TRANSPLANT REINSURANCE
- Provided to partially reimburse Program
Contractor for the - cost of covered care for a member who meets
the criteria - and requirements for Transplant Reinsurance.
- Covers members eligible to receive AHCCCS
- covered solid organ or tissue transplants.
- The Program Contractor is responsible for
identifying - members and submitting required written
notification to - the Division of Health Care Management,
Medical - Management Unit.
Reinsurance
92QUESTIONS
Reinsurance
93REFERENCE
Reference
94REFERENCE
- AHCCCS produces the following reference files
- twice a month
- Contains all active HCPCS procedure Codes
Reference
95REFERENCE
- Three Encounter Reference files produced
- Internal Field Information
- Provides mapping of Field name on a
- specific Form to an Internal table and Field
- name/number
- Error to Internal Field relationship
- Provides mapping for each Error Code on a
- specific Form and which Fields are used
- Error Codes and Descriptions
- Provides each Error Code and description
Reference
96REFERENCE
- Three Procedure Reference files produced
- Provides Procedures, Descriptions, Age
Limitations, - FFS Fee Schedule amounts, Coverage Indicators
- Provides Procedures, Descriptions, Service
Gender - Limitations, Allowed Modifiers FFS Fee
Schedule
- Provides Procedures/Services, Descriptions, Other
- Insurance indicators, Age/Gender Service
- Limitations, FFS Fee Schedule Amounts,
Bundling - Correct Coding Initiatives
Reference
97REFERENCE
- TPL Master Carrier Reference File
- Provides listing of all TPL Carrier names and
- their assigned carrier ID number
- Full File listing provided weekly
Reference
98QUESTIONS
Reference
99TESTING
100TESTING
- System and Integration Testing
- Business to Business Testing (Pilot
- and Full Trading Partner)
Testing
101TESTING
- General Testing (system modification)
- System and Integration Testing
- User Acceptance Testing
- Including testing with Program
- Contractors, if necessary
Testing
102QUESTIONS
Testing
103FUTURE CHANGES
104FUTURE CHANGES
- National Provider ID
- Claims Attachment
- Enhanced HIPAA Transactions
Future Changes
105QUESTIONS
Future Changes