CMAA Site Visit Guidelines Requirements CMAA SITE VISIT

CMAA Site Visit Guidelines & Requirements CMAA SITE VISIT Presenters Lynda Wheeler, Lake County Frank Solem, Marin County La Valda Marshall, Marin County LGA Annual Conference, April 2017 1

C M A A S I T E AGENDA §Process Flow §Site Review Experience § Lake County (Desk Review) § Marin County (Site Visit) §Site Visit § Guidelines V I S I T § Requirements §Resources (Hyperlinks) LGA Annual Conference, April 2017 2

SITE VISIT PROCESS FLOW C M A A S I T E Engage Review Exit Report V I S I T LGA Annual Conference, April 2017 3

C M A A LAKE COUNTY (Desk Review) Marin County (Site Visit) Experiences § Lake County (Desk Review) § Before § Marin County (Site Visit) § Before § DHCS § FYI to County § Engagement Letter § County S I T E § County § Organizes & review documents § Send the documents to DHCS § During § DHCS § Checklist, Unit Tool, and Interview Questions as guide. § Email/Calls for request/clarification § Checklist, Unit Tool, and Interview Questions as guide. § On site request/clarification § County § Email deliverables by due date § Phone calls for clarification § After V I S I T § County § Site Review Binder & other docs § Ongoing conversations with DHCS § After § DHCS § Continue Reviewing documentation § Phone Exit Conference § Issue Report § County § open communication/no finding surprises § Receive and respond to report within 45 – 60 days. Corrective Action Plan LGA Annual Conference, April 2017 § DHCS § Review & Request documents § Pre Report Stage § County § Continue to provide documents § Awaiting report 4

C M A A S I T E GUIDELINES §Site Visit § Purpose/Goals § Ensure Compliance § With State and Federal Laws, rules, and regulations § Satisfy Contract Requirements V I S I T § Satisfy Medicaid State Plan requirements LGA Annual Conference, April 2017 5

C M A A S I T E GUIDELINES §Site Visit § Frequency § On-site or Desk Review § Every 4 years § Technical Assistance § Every 2 years (upon request) V I S I T LGA Annual Conference, April 2017 6

GUIDELINES PROCESS FLOW C M A A S I T E Engage Review Exit Report V I S I T LGA Annual Conference, April 2017 7

C M A A S I T E GUIDELINES §Document – 1 of 3 § Documentation Checklist (See Handout) § Contracts and/or MOU § Claiming Plan § Certified Public Expenditure (CPE) V I S I T § Time Survey § Invoice LGA Annual Conference, April 2017 8

C M A A CHECKLIST (Hyperlink and Example) http: //www. dhcs. ca. gov/provgovpart/Documents/ACLSS/CMAA/Site%20 Visit/CMAA%20 Site%20 Visit%20 Documentation. pdf S I T E V I S I T LGA Annual Conference, April 2017 9

C M A A S I T E GUIDELINES §Document – 2 of 3 § DHCS Unit Tool § Contracts and/or MOU § Response: Yes, No, or N/A § Claiming Plan § Response: Yes, No, or N/A § Certified Public Expenditure (CPE) § Response: Yes, No, or N/A V I S I T § Time Survey § Response: Yes, No, or N/A § Invoice § Response: Yes, No, or N/A LGA Annual Conference, April 2017 10

C M A A UNIT TOOL (Hyperlink and Example) www. dhcs. ca. gov/provgovpart/Pages/CMAASite. Visit. Tools. aspx S I T E V I S I T LGA Annual Conference, April 2017 11

C M A A GUIDELINES §Document – 3 of 3 §Interview Questions S I T E § (Examples-See Handout) (Hyperlink and Example) www. dhcs. ca. gov/. . . /CMAA/. . . / CMAA%20 Site%20 Visit%20 Interview%20 Questions. pdf § V I S I T LGA Annual Conference, April 2017 12

C M A A S I T E V I S I T REQUIREMENTS §SITE VISIT - ENGAGEMENT § FYI Email from DHCS Analyst § Engagement Letter from DHCS Analyst § (How) Email to County § (When) At least 60 Days prior to visit § (What) Identifies Calming Units § (What) Identifies Staff to Interview § (What) Date and Time of Site Visit § (What) Site Visit Address § (What) Fiscal Years under review LGA Annual Conference, April 2017 13

C M A A REQUIREMENTS §SITE VISIT – REVIEW/EXIT § DHCS Analyst receives Site Visit Review Binder S I T E V I S I T § DHCS Performs Site Review using review tools § Site Visit Checklist § Site Visit Unit Tool § Site Visit Survey Participant § DHCS/County have Exit Conversation § Site review status (compliance update) § Pending Deliverables § Other Open Issues § Note: < 30 days to resolve prior to report LGA Annual Conference, April 2017 14

C M A A S I T E REQUIREMENTS §SITE VISIT – REPORT § DHCS § 30 Days after the Site Visit § Send Summary of Finding Report § Documentation or claiming issues § Items requiring corrective action § Deadlines to address all findings V I S I T § Indication corrective actions are not necessary § Notice of compliance and closure LGA Annual Conference, April 2017 15

C M A A S I T E RESOURCES Department of Health Care Services website: www. dhcs. ca. gov CMAA website: www. dhcs. ca. gov/provgovpart/Pages/CMAA. aspx LGA Consortium website: www. maa-tcm. com V I S I T LGA Annual Conference, April 2017 16

C M A A S I T E V I S I T LGA Annual Conference, April 2017 17