LGAconf 2019 CMAA Probation MediCal Administrative Activities CMAA

LGAconf 2019 CMAA Probation Medi-Cal Administrative Activities CMAA for Probation Coordinators Presented by: Felicia Guerrero, MAA/TCM Coordinator, Los Angeles County Probation Chu Kim, MAA/TCM Coordination Team, Los Angeles County Auditor-Controller

DISCLAIMER: The information provided is for informational purposes only and is not intended to substitute for obtaining CMAA and TCM information from your Local Government Agency (LGA) coordinator and/or California Department of Health Care Services. Presentation of the information is not intended to create and constitute a vendor-client relationship. All participants to this conference are advised not to act upon this information without seeking the service of your LGA Coordinator and/or California Department of Health Care Services. Any advice contained in the conference materials or from presenters in this conference is not intended to be used for the purpose of meeting compliance under Federal and/or State laws and regulations. The views and opinions of the presenters and materials expressed herein do not necessarily state or reflect those of California Department of Health Care Services or LGA. While we use reasonable efforts to furnish accurate and up-to-date information, we do not warrant that any information contained in or made available through this conference is accurate, complete, reliable, current or error free. We assume no liability or responsibility for the accuracy, completeness or usefulness of any information disclosed in the presentation and conference materials.

Encourage staff to perform MAA Outreach on a daily basis and make it part of their daily routine

Ways to Encourage Staff

Get Management Involved • Provide CMAA training to management to express why CMAA is important • Be sure that CMAA Probation Directive and/or Memo is updated to express what staff’s CMAA duties are • Ask management to encourage staff to perform CMAA Outreach during their monthly Unit and Office Meetings • Ask management to collect monthly CMAA Outreach stats from every CMAA staff who are required to code to MATC 04 (MAA Outreach) • Have Management in conjunction with the CMAA Coordination Unit give out annual CMAA Awards for the highest performers of CMAA Outreach during Office Meetings or in front of the class during annual CMAA Training

MAA Contact Log LOG (DPO Self Tracking of MAA Outreach)D DAILY MAA CONTACT hat t m syste t g n i track n collec a e t a Crea ement c ag Man Probationer Name Date (Last, First) X Number Form of Contact Minutes of Contact Date/Total Minutes Per Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Encourage Line Staff and Managers with rewards. Certificate of Appreciation This certificate is hereby awarded to: Name Here For your Extraordinary Effort and Outstanding Performance in placing 1 st overall in MAA Outreach (year) for the (Name of Bureau Here) MAA Outreach Director’s Name Area Office year

Provide Effective CMAA Training • Be sure that the CMAA training materials relate to there job function and is in their work language • Provide CMAA training handouts that mainly include CMAA as it pertains to Probation only. Don’t confuse them with giving them DHCS materials • The training materials should have screen shot step-by-step “how to” instructions • Be sure that the immediate supervisors and/or timesheet approver, is effectively trained in CMAA coding and have direct contact with the CMAA Coordinator at all times to assist prior to approving the timesheet

How to Attach Secondary Documentation to Timesheet 1. Click “Document Comments” 2. ng i n rai t to ple w Ho Exam Click “Add/View Attachment”

Suggestions on how to avoid Timesheet/Time Survey errors • Create timesheet/time survey examples to email the CMAA participants prior to each MAA pay period • CMAA Coordinators should make themselves physically, telephonically, or electronically available to assist CMAA participants during the CMAA pay period. These are the times that CMAA participants are completing the CMAA time survey on their timesheets. Being available to answer questions and/or offer assistance could be helpful • When possible review timesheet/time survey, prior to the Supervisor’s final approval • Ask supervisors to seek CMAA Coordinators assistance prior to their final approval

Timesheet Examples 5/40 Click here to delete a row Time Survey Dates 2/11/19 – 2/22/19 DO NOT USE MAA CODES ON 2/1/19 – 2/10/19! Task Order Codes: Location: MA 01 MATC 01 – Probation work MATC 04 - MAA Outreach MATC 20 – MAA Training (MAA Unit’s Office Visit, SDPO instructing you on the MAA duties, etc. ) *Most likely. 30 minutes, . 45 or 1 hour. * MATC 21 – two. 15 min breaks =. 30 min OR two. 15 min breaks plus. 15 mins for the Sec Doc =. 45 all r o f s mple a x e /80, e 9 t. a e e. i r C apply t a h t ent m e g shifts a Man & , 0 1 / 4 If you clicked “Submit” by mistake, click “Recall from Workflow” to recall your timesheet. You do not have to wait for your SDPO to recall it.

The Key to a Successful Probation CMAA Program is to build a team… • • Get everyone on board Management support is the #1 key For large claiming units, have a CMAA Unit whose only focus is to • run a successful CMAA Program • CMAA Unit must be organized and stay on top of all CMAA matters • • • Make all corrections A. S. A. P. Encourage staff with awards and positive competition Maintain a good relationship with your LGA, Payroll, Auditor-

A Successfully run CMAA Program Should Generate Financial Revenue Increases

LA County’s Adult Department MAA Revenue Per the Fiscal Department, Adult CORE Generated FY 2015/16 FY 2014/15 FY 2016/17 1 st Qtr. $1, 250, 711. 00 $1, 006, 393. 00 2 nd Qtr. $1, 216, 041. 00 3 rd Qtr. $978, 449. 00 3 rd Qtr. 4 th Qtr. $1, 021, 494. 00 4 th Qtr. $3, 830, 014. 00 TOTAL 1 st Qtr. $475, 446. 00 1 st Qtr. $554, 964. 00 1 st Qtr. 2 nd Qtr. $389, 864. 00 2 nd Qtr. $616, 915. 00 2 nd Qtr. 3 rd Qtr. $525, 212. 00 3 rd Qtr. $631, 439. 00 4 th Qtr. $650, 626. 00 4 th Qtr. $809, 481. 00 TOTAL $2, 041, 148. 00 TOTAL $2, 612, 799. 00 $823, 132. 00 FY 2017/18 TOTAL

Questions?

Probation CMAA in L. A. County Auditor-Controller’s MAA/TCM Coordination Team’s Fiscal Function

Quarterly Review of Time Survey Probation Department (Probation) submits their time survey results to Auditor-Controller (A-C) quarterly A-C Reviews Total Hours Against Timecards A-C Reviews Employee’s Classification and # of Staff Against Claiming Plans A-C Reviews Employee’s Time Survey Activities Code Against Claiming Plans

Salaries, Employee Benefits and Indirect Cost Worksheet Probation Submits their Salaries, Employee Benefits (EB), Services & Supplies or Operating Expenses and Indirect Cost Worksheet A-C Reviews for any Unusual Salaries EB and Indirect Rates are Based on the A-C Approved Rate Direct Charge Staff A. C. Reviews their Timecards and Paystubs (Next Slide for Detailed)

Probation’s Direct Charge Units Probation has Three Coordination Units § Adult Coordination Unit § Juvenile Detention Coordination Unit Direct Charge Staff (Code 19) – No Time Survey, but Need to Submit Timecards to A-C Direct Charge Certificates – Staff Certify their Direct Charge Times

Revenue/Funding Worksheet Probation’s Non-Offset Revenues o Realignment Funds o SB 678 (Public Safety State Funding) o MAA Reimbursements o County General Fund

Probation’s MAA Invoices T. S. Results Summary – Verify Total Hours and Activity Percentage from Time Survey Results Revenue Worksheet – Verify Revenue Sources to See Offset or Non-Offset and its Amounts Cost Worksheet – Verify Non-Salary Costs and it’s Category whether Claimable or Non-Claimable Direct Charge Costs – Verify Direct Charge Staff Worksheet and their S&EB, S&S and Other Costs Variance Worksheet – Review Variance Narrative and Detailed Explanation Summary Invoice – Review the Contract Number, Claiming Unit, Period of Service and Invoice Number

MAA Payments and Audit Reserves A-C Receives MAA Payments and Distributes 95% to Departments 5% of Payments Kept in Trust Account as an Audit Reserve for Three Years A-C Maintains Accounts Receivables and Updates it when Payments Arrive A-C Distributes Accounts Receivables Report Monthly A-C Maintains Audit Reserve Schedules and Releases Reserves after Three Years

Probation’s Revenue Increase Claiming Unit Adult FY 15 -16 2, 612, 799 FY 16 -17 3, 830, 014 Adult-Pretrial 336, 786 671, 270 % FY 17 -18 Increase (1 Q-2 Q) 2, 466, 752 46. 60% 339, 2 17 99. 30%

Questions?

Contact information Chu Kim Los Angeles County Auditor-Controller Felicia Guerrero cykim@auditor. lacounty. gov Los Angeles County (213) 974 -0300 Probation - Adult MAA/TCM Coordinator Felicia. Guerrero@probation. lacounty. gov (626) 579 -8575