Benefit Reports 101 What reports may be helpful
Benefit Reports 101 What reports may be helpful to you Rick Waugh VLSSE Conference May 9 th, 2019
Topic • • • Location of reports… Applications… Renewals… Active Cases… Energy… Agency Profile… Common Workload Reports… Appendix for Va. CMS Appendix for Data Warehouse Contact… Slide 4 -7 9 -15 16 -28 29 -36 37 -45 46 -50 51 -55 56 57 -58 59 Contents
Purposes of these reports? -depends on your job function • Statistical purposes (ie: trends, board reports, statistics) • Caseload management (ie: supervising units, detailed of cases) General areas of Benefits Common Programs - Applications - SNAP - TANF - Medicaid - Energy - Renewals - Interim Reports or other changes - Active Cases 3
Where do I find these reports? • Data Warehouse • Va. CMS • FUSION website • E-mails from State You are not expected to know where everything is located. Lets explore and provide some examples to help guide you to many of the questions you may have. 4
Where do I find these reports? • Va. CMS • Sign into Va. CMS, and use the left bar to scroll to reports. • Data Warehouse • On the FUSION page, scroll to the bottom on the page and click “Details” under “Data Warehouse”. • See next slide showing Data Warehouse page. 5
• Data Warehouse continued… Prior reports you pulled Trainings & Guides 6
• FUSION website • On the FUSION page, scroll to the Step 1. Step 2. Step 3. , 4 Step t lec e s … n. o i t op 7
Co Common question example #1: I want to find the number of yo mm u m on applications we received as compared to this time last year. ay qu es h av tio Common question example #2: I want to find the number of renewals e. ns that were due for last month. Common question example #3: Where are we currently with our renewals? How many overdues do we currently have? Common question example #4: How many active cases do we have? Common question example #5: What do our Energy numbers look like? Common question example #6: Where can I find an overview of all localities regarding statistics, staffing, and dollars spent? Common question example #7: What reports do/should my Benefit Supervisors and staff commonly use to help maintain and track what work they need to perform? 8
Applications Got stats? 9
Common question example #1: I want to find the number of applications we received as compared to this time last year. There are so many different application reports, where do I start!!? ? 10
Applications Two systems you can retrieve data from • Va. CMS (Provides processing data for a month) - Application Summary Report (Medicaid): Slide 12 - Shows what was processed in month for Directors/Finance. - SNAP Category Statistical Report (SNAP): Slide 13 - Shows # of appls & renewals processed month for Dir/Finance. • Data Warehouse (Apps received for all programs) - Application Program Monthly Status Analysis: Slide 14 - 15 - Beneficial to Directors/Finance for ALL programs of SNAP/TANF/MA of what was received. 11
Medicaid Processing in month (Va. CMS – Application Summary Report) Approved = Denied = Pending = # approved in Va. CMS as of 3/31/19 # denied in Va. CMS as of 3/31/19 # pending in Va. CMS as of 3/31/19 To determine the number of applications processed in March 2019, add the total of… Approved + Denied = 1616 appls processed 12
SNAP (Va. CMS – Category Statistical Report) Disposed of this month = # of applications processed in Va. CMS in March 2019 as of 4/2/19. Recerts disposed of this month = Shows # of renewals that were processed in March 2019 in Va. CMS as of 4/2/19. 13
Applications received for all programs (Application Program Monthly Status Analysis) -Data Warehouse# of applications dated in March 2019 received into Va. CMS as of today. 14
Drag to this spot on top right Applications received at Henrico in March 2019… • SNAP: 906 • Medicaid: 1454 • TANF: 161 But keep in mind that any additional applications dated for March get entered into Va. CMS after today, this number will increase. 15
Renewals 16
Common question example #2: I want to find the number of renewals that were due for last month. Common question example #3: Where are we currently with our renewals? How many overdues do we currently have? 17
Renewals Two systems you can retrieve data from • Va. CMS - Monthly “Due & Overdue Renewals” – (SNAP/TANF): Slide 19 - Beneficial to Directors/Finance, SNAP/TANF renewal #s as of date. - Real time report (SNAP/TANF & Va. CMS Medicaid): - Beneficial to Supervisors and Staff for monitoring all programs. Slide 20 -22 - Find old EDG Medicaid certification dates. • Data Warehouse (Medicaid in MMIS/DMAS) - Monthly renewals “Case Elig Reviews FIPS Summary”: Slide 23 -24 - Beneficial to Directors/Finance/supervisors for Medicaid - “Weekly Overdue MA Assis Case Renewals Report”: Slide 25 - 27 - Beneficial to Supervisors and Staff for Medicaid 18
Va. CMS Renewals (as of date - Monthly) Directors and Finance “Due and Overdue Renewals” for all programs – use excel version, not PDF. 19
Va. CMS Renewals (real time) Supervisors & Staff Due this month and next 20
Va. CMS Renewals (real time) Supervisors & Staff Overdue 21
Va. CMS Renewals (real time) Supervisors & Staff Pending (started renewal in Data Collection (received), but not yet processed. 22
Data Warehouse Renewals (Medicaid – Monthly renewals) Directors & Finance Case Eligibility Reviews FIPS Summary: Posted few days after MMIS cutoff – pull by 21 st of the month • To determine how many renewals were to be due in any given month: Pull the report for 4 months back from the month you want the number for. Example: For April 2019 renewal numbers, pull the December report. 23
Continued: Data Warehouse Renewals (Medicaid – Monthly renewals) Click the “bottom” hyperlink at the bottom to get to the total numbers you see below. Overdue Dec Jan Feb Mar Apr 24
Data Warehouse Renewals (Medicaid – Weekly renewal report) Sups & Staff Weekly Overdue Medical Assistance Case Renewals Report: Posted on 1 st business day of the week. • To determine how many renewals were to be due in any given week: 25
Continued: Data Warehouse Renewals (Medicaid – Weekly renewal report) Weekly Overdue Medical Assistance Case Renewals Report Click this number to get details for all cases showing overdue. Click this number to get cases due this month. Click this number to get cases due for next month. Or you can pull the entire list by clicking here. 26
Continued: Data Warehouse Renewals (Medicaid – Weekly renewal report) Weekly Overdue Medical Assistance Case Renewals Report 27
Data Warehouse Tip If you go to the same report and try to select different parameters (ie: say you picked the wrong month), the system will bring you right back to the loaded report that you no longer want. To come out of this loop, perform the following…. Step 1: Click “Edit” Icon. Step 2: Click “Home” Icon. You can now re-select different parameters you want for that same report! 28
Active cases 29
Common question example #4: How many active cases do we have? Reports Slide • MMIS Active Enrollee Analysis (Data Warehouse): - Slide 31 – 33 Provides # in MMIS of active MA enrollees & cases for as of date. • SNAP Monthly Participation Report (Va. CMS): Shows number of issuance dollars. - Slide 34 • Case Program Monthly Status Analysis Cube (Date Warehouse): Provides a count of active cases for as - Slide 35 - 36 of date in Va. CMS – best for SNAP and TANF counts. 30
Medicaid MMIS/DMAS MMIS Active Enrollee Analysis There were 51, 970 enrollees active to Medicaid for the month of Feb 2019. Since many enrollees can be on the same case, you will need to go further into the data to determine how many active cases exist. 31
MMIS Active Enrollee Analysis to find number of cases… Remove duplicates, under the Data Tab at the top. Note: May have to delete the top and bottom merged cells to perform this action. 32
MMIS Active Enrollee Analysis to find number of cases… So for Feb 2019 Medicaid in MMIS shows, … 51, 970 enrollees 28, 119 cases 33
SNAP (Va. CMS – Monthly Participation Report) Total Households = Total Issuance = Total persons = # of households active as of 4/2/19 (Do not use for case total). # of dollars distributed through March 2019 allotments as of 4/2/19. # of total members on SNAP 34
SNAP & TANF (Data Warehouse – Case Program Monthly Status Analysis Cube) To find # of active cases for a program. 35
TANF (Data Warehouse – Case Program Monthly Status Analysis Cube) Perhaps you don’t just want to know how many cases are active, but also want to know how many eligible children are on the active TANF cases. Drag to the column section 36
ENERGY 37
Common question example #5: What do our Energy numbers look like? Reports (Va. CMS) Slide • Client Management Report: Gives a good summary of what your agency did for the year. - Slide 39 – 43 • Pending By Component: Any unprocessed cases at any given time (started processing in EAP, but not yet authorized) - Slide 44 • Unpaid by Component: Any approved cases that shows any component that has not been paid to the vendor. (Important for Cooling and Crisis cases) - Slide 45 38
EA Summary reports (Va. CMS) Client Management-Local = details of each case. Client Management-State = #’s only This weekly report shows the #s for each locality beginning from Fuel (October) to the end of Cooling (September). 39
Fuel – What the agency processed, approved, or closed. Does not indicate what the locality actually processed because this report does not separate pre-approvals. The Pre-approval lists can be found on the report prior to the Fuel season starting. 40
Crisis – Closed: Means # of requests approved. Issued: # of those paid. Note: Applications could have multiple service requests. Denied: Ineligible/ no VRs/no Crisis – shows various reasons. 41
Cooling – Closed: Means # of requests approved. Issued: # of those paid. Note: Applications could have multiple service requests. See next slide for cooling denials 42
Cooling – Denied: Ineligible/ no VRs/no Crisis – shows various reasons. 43
Pending by Component (Va. CMS): Unprocessed cases any given time 44
Unpaid by Component: Any approved cases with unpaid components (Va. CMS)… This is a good indication to your supervisors that either we have… • • not received credit authorization back from the vendor or the worker has yet to enter that credit authorization after receiving it back. 45
Agency Profile 46
Common question example #6: Where can I find an overview of all localities regarding statistics, staffing, and dollars spent? Report • Quarterly Local Agency Dashboard: Provides a one stop look at timeliness, processings, error rates, trends, finances, staffing and graphs. (under Regional Offices link) Slide - Slide 48 – 49 • Annual FY Profiles: Provides comprehensive view - Slide 50 of census, caseload reports, staffing, with multiple tabs indication various aspects of that locality. (Under Office of Research and Planning link) 47
Go to FUSION, and click “Regional Offices”. Note that the Annual FY profiles are still located in “Office of Research and Planning” – next slide. Agency Dashboard 48
Agency Dashboard New measures being added to the Dashboard this month…. o o o MA Application Timeliness: LDSS only MA Application Timeliness: Cover VA MA Application Timeliness: FFM Va. CMS Downtime (%) o o o Kinship Care Placements (#) Kinship Care Placements (%) FPMs for Concurrent Planning (%) FPMs for Placement Changes (%) Total Number of Children in Foster Care Over 24 months Total Number of Children in Foster Care Over 36 months Total Number of Children in Foster Care Over 48 months TPR Status (Ordered: Non-Adoptive) (#) Number of Adoptions (most recent 12 months) o o Number of Employee Separations Number of filled & vacant positions excludes Volunteers AFCARS Court Hearing Status - the formula excludes the number of children in care less than 60 days Family Partnership Meetings Family Based Placements 49
Agency Profile – Local Agency Caseload & Expenditures Go to FUSION, and click Office of Research and Planning”. 50
Common Workload Reports for Supervisors/staff 51
Common question example #7: What reports do/should my Benefit Supervisors and staff commonly use to help maintain and track what work they need to perform? • The next three slides show some examples of reports I have found useful in my travels, and are utilized at Henrico DSS. Slides 53 - 55 • Snoop around many of the existing reports found in Va. CMS and Data Warehouse. I provided the next slides to help guide you but there also many other reports you may find useful not found on the next slides. If you need more information or can’t find a report to meet a particular need, you can contact any of the regional consultants and they can guide you further. 52
Example of reports Henrico routinely uses for tracking, supervising and monitoring of workloads 53
Continued: reports routinely used for tracking, supervising and monitoring of workloads 54
Continued: reports routinely used for tracking, supervising and monitoring of workloads 55
(Slide 12) Appendix for Va. CMS Reports (Slide 19) (Slide 39) (Slide 13) (Slide 44) (Slide 45) (Slide 34) 56
Appendix for Data (Slide 35) (Slide 14) Warehouse regarding Va. CMS 57
Appendix for Data (Slide 23) (Slide 31) 58 Warehouse regarding MMIS - MA (Slide 25)
Contact Rick Waugh, BPRO Technology Committee Chair Human Services Supervisor Henrico DSS 804 -501 -4990 wau 016@Henrico. us 59
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