Missouri Fiscal Management Services Public Partnerships, LLC

Transcription

1 Missouri Fiscal Management Services Public Partnerships, LLC January 2016

2 Agenda Introductions PPL Background Roles & Responsibilities What s Different? Enrollment Materials Payroll Information PPL Techology BetterOnline Time4Care PPL Contact Information Closing Remarks What's next Questions 2

3 Local Staff Program Manager: Tonda Lain Enrollment Specialists: 4 regional staff to be hired. 3

4 Public Partnerships Background 4

5 PPL National Leader in Participant Direction Founded Privately held subsidiary of Public Consulting Group, Inc. Headquartered in Boston, MA Offices in Fort Lauderdale, FL, Richmond, VA; Nashville, TN; Phoenix, AZ; Morgantown, WV; Atlanta, GA; Denver, CO, Seattle, WA and soon MO. Largest provider of Financial Management and Support Services for Participant Self Direction in U.S. National presence 50+ Government and 12 MCO Customers Operations in 27 States. Individualized Services in each program Contracted to service 72,500 participants 90,000 direct care workers hired by participant annually Over $1.5B in goods and services transacted annually Handles 150,000 customer service calls per month Serves all Medicaid waiver groups and veterans Committed to HiTrust security A SOC 1 Type II (SSAE 16) Audit 5

6 Missouri Self-Directed Services Program Roles and Responsibilities 6

7 PPL Enrollment PPL Customer Service PPL Payroll PPL Reporting PPL Web Applications In person enrollment specialist Background checks Training One on one phone enrollment assistance Telephonic enrollment Spending & budget balance Troubleshoot incorrect timesheets Technical support Interactive Voice Response English, Spanish and language line Electronic deposit and pay cards Only authorized services paid; continuity of services between MCOs Aggregate Spending 24/7 reporting site Utilization reporting Ad hoc reporting Electronic Timesheet/Invoice Mobile app Real time budget planning, tracking and accounting Authorization management via business rules engine

8 Self Directed Supports Coordinator (SDSC) Support Coordinator (SC) Support Broker (SB) Provide technical support and training regarding the policy and procedures related to SDS Within 90 days of serve starting the SDSC completes an initial review. May review service notes Will complete a 3 year review to ensure compliance with Medicaid Waiver, Department Policies and State Law Will initiate new referrals into SDS Assist the individual, family or designated representative to understand SDS option Complete ISP with required SDS information Amend ISP as based on the needs of the individual Conducts 30 day follow up and monitors services and supports quarterly Provides information and assistance(i&a) to individual/designated representative to direct and manage supports outlined in the ISP Assist with establishing work schedules, managing the budget and employee rate setting Implements practical skill training with recruiting, hiring, and managing employees

9 Individual / Employer Must be able to hire, direct and manage the employees day to day activities to ensure services are provided as written in the plan. Ensure employees have documented and entered their time prior to approval or rejection Ensure all employee s are trained and all training is current Guardian Guardian is court appointed to act in the best interest of the individual Guardian s may select another person to serve as the Designated Representative If the individual using SDS is under 18 years of age, their parent or guardian will be the employer and EIN holder Designated Representative Guardian is court appointed to act in the best interest of the individual Guardian s may select another person to serve as the Designated Representative. If the individual using SDS is under 18 years of age, their parent or guardian will be the employer

10 Missouri Self-Directed Services Program 10

11 What's Different 1. Service documentation will be entered online Daily Progress Notes Monthly Budget and Summary Tracking Forms 2. Service documentation must be recorded in order to be paid 3. Service documentation should be completed on the day the service is provided. However you have up to 5 days to complete your documentation and still be within the guideline 4. Documentation must be sufficient so that it is understandable, explains what supports were, verify the service was provided and justifies the time billed. 5. For the few paper timesheet exceptions service documentation has to be submitted with the paper timesheet in order to be paid. 11

12 6. Employee s are covered by Worker s Comp Workers Comp information will be included in the instructions manual, which will be available online. 7. Mobile Application for entering time and service documentation. 9. Paystubs will be available on through our BetterOnline web portal. 10. Automated Employee and Employer notification of training expirations 90, 60 and 30 days out. 11. Enrollment materials to hire new employees. The old packet was 40 pages long- the new employee packet through PPL with be ½ that length. We have one packet for all employees, simplifying the process. Abuse and Neglect is pre employment. This is every two years, CDMO required it yearly Difficulty of Care (DOC). We will identify employees eligible for this Federal Income Tax Exclusion and therefore be able to adjust their federal income tax rather than requiring the employee to pay and ask for a refund. 12

13 Missouri Self-Directed Services Enrollment Materials 13

14 Transition Materials Individual Enrollment Packet Employer of Record Coversheet Employer Services Agreement IRS Form 2678: Appointment of Agent IRS Form 8821: Tax Information Authorization IRS Form 8822b: Change of Address/Responsible Party MO Form 2827: Power of Attorney Employee Enrollment Packet Employee Application On-going Forms On-going Training Verification Form Direct Deposit Form Training Verification Form We will break into groups at the end of the presentation to complete the transition enrollment paperwork. 14

15 New Employee Enrollments Please call our customer services that you have a new employee that you would like to hire. A prefilled packet will be sent to you for completion. We are in the process of hiring local Enrollment Specialist who will work with you to help complete new employee enrollments in the future. New Employee enrollment will start after January 28 th ; to start this process contact Customer Service 15

16 Missouri Self-Directed Services Payroll Information 16

17 Payroll Information Payroll Schedule The exact same schedule. Timesheets Online through our portal Mobile phone application Faxed/mailed for those approved for this exception. Remember for those few with this exemption, the service documentation is required to be submitted at the same time as the paper timesheet. We will make this timesheet available soon. Service Documentation Daily Monthly 17

18 Pay Period Timesheets must be Received by Midnight Checks Mailed / Direct Deposit Issued Start End Deadline Payroll Date Sunday, December 27, 2015 Saturday, January 09, 2016 Monday, January 11, 2016 Friday, January 22, 2016 Sunday, January 10, 2016 Saturday, January 23, 2016 Monday, January 25, 2016 Friday, February 05, 2016 Sunday, January 24, 2016 Saturday, February 06, 2016 Monday, February 08, 2016 Friday, February 19, 2016 Sunday, February 07, 2016 Saturday, February 20, 2016 Monday, February 22, 2016 Friday, March 04, 2016 Sunday, February 21, 2016 Saturday, March 05, 2016 Monday, March 07, 2016 Friday, March 18, 2016 Sunday, March 06, 2016 Saturday, March 19, 2016 Monday, March 21, 2016 Friday, April 01, 2016 Sunday, March 20, 2016 Saturday, April 02, 2016 Monday, April 04, 2016 Friday, April 15, 2016 Sunday, April 03, 2016 Saturday, April 16, 2016 Monday, April 18, 2016 Friday, April 29, 2016 Sunday, April 17, 2016 Saturday, April 30, 2016 Monday, May 02, 2016 Friday, May 13, 2016 Sunday, May 01, 2016 Saturday, May 14, 2016 Monday, May 16, 2016 Friday, May 27, 2016 Sunday, May 15, 2016 Saturday, May 28, 2016 Monday, May 30, 2016 Friday, June 10, 2016 Sunday, May 29, 2016 Saturday, June 11, 2016 Monday, June 13, 2016 Friday, June 24, 2016 Sunday, June 12, 2016 Saturday, June 25, 2016 Monday, June 27, 2016 Friday, July 08, 2016 Sunday, June 26, 2016 Saturday, July 09, 2016 Monday, July 11, 2016 Friday, July 22,

19 Missouri Self-Directed Services PPL s Technology 19

20 PPL s Technology PPL has developed comprehensive, fully integrated, web-based systems, that provide an easy-to-use and user-friendly experience for Individuals and Designated Representatives, Employees, Self-Directed Supports Coordinators, Supports Coordinators, and Supports Brokers. PPL s BetterOnline web portal along with Time4Care, PPL s mobile application for smartphone or tablet users, will allow employees to submit hours worked, record service documentation information for each entry, and allow individuals to review and approve online. PPL s systems allow authorized users the opportunity to complete and manage program and service requirements electronically online 24/7. This includes the ability to track and monitor your budget. 20

21 Activity: The PPL e-timesheet will require and track Service Documentation requirements. 21

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23 Progress Notes Submitted electronically with etime sheet submission, also available on the phone app. 23

24 Time4Care Application Easy to Use Clock In Clock Out Activity Capture Notes No Need for Computer Access On the Go Program Integrity Location Capture PIN Requirement E Signature Instant Results Entry Accuracy Check & Approval E Signature Approval 24

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26 Next Steps With PPL s BetterOnline Web Portal PPL s BetterOnline web portal and Time4Care mobile application for smartphone or tablet users will be ready for use on February 1 st, Authorized users will self register and create a username and password to login. PPL will instructions, as well as post instructions to our website, that will guide you through the process to setup an account, create, submit, and approve timesheets, and to view other information available online. 26

27 Customer Service Live as of January 4 th Toll Free #: Hours of Operation - Transition 9:00am to 6:00pm CT - Post-Transition 8:00am to 6:00pm CT PPL is committed to protecting your information and as a result you will be required to verify details of your account. 27

28 Next Steps Questions Comments Concerns Let s work on Enrollment paperwork. 28

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