CMAA Site Visit Requirements Guidelines CMAA SITE VISIT

CMAA Site Visit Requirements & Guidelines CMAA SITE VISIT Presenters Lynda Lindsay, Lake County Janya Bowman, San Diego County LGA MAA/TCM Annual Conference May 2018 1

C M A A S I T E V I S I T AGENDA §Process Flow §Requirements §Share Experiences From Lake County §Site Visit §Guidelines §Resources (Hyperlinks) 2

GUIDELINES PROCESS FLOW C M A A S I T E Engage Review Exit Report V I S I T 3

C M A A REQUIREMENTS ENGAGEMENT LETTER *** FYI Email from DHCS Analyst *** S I T E V I S I T § Engagement Letter from DHCS Analyst § Email to the LGA § At least 60 days prior to visit § Identifies Claiming Units § Identifies Staff to Interview § Date and Time of Site Visit § Site Visit Address § Fiscal Years under review 4

C M A A REQUIREMENTS LGA PREPARATION S I T E § Organize and Review Documents V I S I T 5

C M A A REQUIREMENTS REVIEW/EXIT § DHCS Analyst receives Site Visit Review Binder S I T E § DHCS performs Site Review using review tools § Site Visit Checklist § Site Visit Unit Tool § Site Visit Survey Participant V I S I T § DHCS/County have Exit Conversation § Site review status (compliance update) § Pending Deliverables § Other Open Issues § Note: < 30 days to resolve prior to report 6

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 7

C M A A LAKE COUNTY Desk Review/Site Review Experiences Desk Review Site Visit DHCS - Before § FYI to County § Engagement Letter S I T E County § Organizes & review documents § Send the documents to DHCS - During § Checklist, Unit Tool, and Interview Questions as guide § Email/Calls for request/clarification County § Email deliverables by due date § Phone calls for clarification V I S I T DHCS - After § Continue reviewing documentation § Phone Exit Conference § Issue Report County § Open communication/no surprises § Receive and respond to report within 45 – 60 days. Corrective Action Plan if needed DHCS – During § Checklist, Unit Tool, and Interview Questions as guide § On site request/clarification § Participant Interviews County § Site Review Binder & other docs § Open communications w/DHCS- After § Review & Request documents § Issue Report 8

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 § Satisfy Medicaid State Plan requirements V I S I T 9

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 10

C M A A GUIDELINES Document – 1 of 3 § Documentation Checklist S I T E V I S I T § Contracts and/or MOU § Claiming Plan § Certified Public Expenditure (CPE) § Time Surveys § Invoice 11

C M A A CHECKLIST http: //www. dhcs. ca. gov/provgovpart/Documents/ACLSS/CMAA/Site%20 Visit/CMAA%20 Site%20 Visit%20 Documentat ion. pdf S I T E V I S I T 12

C M A A GUIDELINES Document – 2 of 3 § DHCS Unit Tool S I T E V I S I T § Contracts and/or MOU § Claiming Plan § Certified Public Expenditure (CPE) § Time Surveys § Applicable Invoices 13

C M A A UNIT TOOL www. dhcs. ca. gov/provgovpart/Pages/CMAASite. Visit. Tools. aspx S I T E V I S I T 14

C M A A GUIDELINES Document – 3 of 3 § Interview Questions S I T E http: //www. dhcs. ca. gov/provgovpart/Documents/ACLSS/CMAA-TCM_Imp_Plan/Appendix-S-CMAA-SVInterview-Questions-v 05 -17 -13. pdf V I S I T 15

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

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