MANAGING PHYSICIAN TIME STUDIES FOR MEDICARE MEDICAID COST

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MANAGING PHYSICIAN TIME STUDIES FOR MEDICARE / MEDICAID COST REPORTING March 2, 2017 ©

MANAGING PHYSICIAN TIME STUDIES FOR MEDICARE / MEDICAID COST REPORTING March 2, 2017 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

ASK US YOUR QUESTIONS: LEVEL 3 CHAT PANEL Enter a question in this dialog

ASK US YOUR QUESTIONS: LEVEL 3 CHAT PANEL Enter a question in this dialog area at any time.

TODAY’S PRESENTERS Phillicia Nelson Reimbursement Officer Children’s National Health System Bala Srinivasan Manager Huron’s

TODAY’S PRESENTERS Phillicia Nelson Reimbursement Officer Children’s National Health System Bala Srinivasan Manager Huron’s Higher Education practice 3 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

TODAY’S AGENDA 4 © 2016 HURON CONSULTING GROUP INC. 1 Review Medicare/Medicaid cost reporting

TODAY’S AGENDA 4 © 2016 HURON CONSULTING GROUP INC. 1 Review Medicare/Medicaid cost reporting 4 Demo of Huron’s time study software 2 Time studies and requirements 5 Q&A 3 Moving to an electronic system 6 Contact information

REVIEW MEDICARE / MEDICAID COST REPORTING

REVIEW MEDICARE / MEDICAID COST REPORTING

MEDICARE/MEDICAID COST REPORTING: BACKGROUND The Medicare cost report is an annual report that all

MEDICARE/MEDICAID COST REPORTING: BACKGROUND The Medicare cost report is an annual report that all Medicare participating facilities are required to complete and submit to their respective Medicare Administrative Contractor (MAC) [42 C. F. R. § 413. 20(b)] There are specified cost report forms based on the provider type (acute hospital, skilled nursing facility, etc. ) It details provider specific information such as facility characteristics, utilization statistics, expenses, and charges as well as program specific charges and payments Submission is required 5 months from the last day of the facility’s fiscal year end Also required for state Medicaid programs 6 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

MEDICARE/MEDICAID COST REPORTING: IMPORTANCE Prospective payment rate setting Interim payment rate setting – Organ

MEDICARE/MEDICAID COST REPORTING: IMPORTANCE Prospective payment rate setting Interim payment rate setting – Organ acquisition – Graduate medical education – Allied health programs Disproportionate share payments Indirect medical education payments Medicare bad debt reimbursement 7 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES Participation in 340(b) drug pricing program Special payments – HIT – TOPs

2 TIME STUDIES & REQUIREMENTS

2 TIME STUDIES & REQUIREMENTS

MEDICARE/MEDICAID COST REPORTING: TIME STUDIES & REQUIREMENTS A time study is used to measure

MEDICARE/MEDICAID COST REPORTING: TIME STUDIES & REQUIREMENTS A time study is used to measure how time is spent over a given period of time on pre-determined categories. It provides a snapshot of a physician’s activities in a given time period § 415. 60 - Allocation of physician compensation costs. – (b) General rule… each provider that incurs physician compensation costs must allocate those costs, in proportion to the percentage of total time that is spent in furnishing each category of services, among: • Physician services to the provider (as described in § 415. 55) • Physician services to patients (as described in § 415. 102) • Activities of the physician, such as funded research, that are not paid under either Part A or Part B of Medicare/Medicaid 9 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

MEDICARE COST REPORTING: PHYSICIAN ALLOCATION – PART A & PART B Part A Time

MEDICARE COST REPORTING: PHYSICIAN ALLOCATION – PART A & PART B Part A Time – Considered in the facility costs for rate setting – Includes administrative and teaching Part B Time – Not considered in reimbursement rates to the facility – Includes patient care Research – Reported in non-reimbursable section 10 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

TIME STUDIES: WORKSHEET A-8 -2 When time studies are not completed, the physician compensation

TIME STUDIES: WORKSHEET A-8 -2 When time studies are not completed, the physician compensation costs are considered non-allowable and will not be included in the reimbursable cost data for prospective rate setting The physician compensation costs are allocated based on the time study results and reported on worksheet A-8 -2 To ensure compliance with the time study requirement, providers should gain approval from their Medicare Administrative Contractor (MAC) for the content and frequency of the time study – Federal regulations recommend monthly time studies, however most MACs only require quarterly time studies 11 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

TIME STUDIES: METHODOLOGY CONSIDERATIONS Type and number of employees who need to complete time

TIME STUDIES: METHODOLOGY CONSIDERATIONS Type and number of employees who need to complete time studies – Physicians and physician extenders Communication methods Clinical leadership buy-in and support – Department meetings and presentations – Email 12 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES Administrative Support – Distribute and track time studies Validation and analysis of time studies – Hours by day – Accuracy

3 MOVING TO AN ELECTRONIC SYSTEM

3 MOVING TO AN ELECTRONIC SYSTEM

MOVING TO AN ELECTRONIC SYSTEM Increased completion rate and oversight More time to review

MOVING TO AN ELECTRONIC SYSTEM Increased completion rate and oversight More time to review accuracy Ease of management and reporting Ease of applying data for the A-8 -2 analysis Stored on a secure server 14 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

REDUCE ADMINISTRATIVE BURDEN Central place for employees to login to view, edit, save and

REDUCE ADMINISTRATIVE BURDEN Central place for employees to login to view, edit, save and finalize their time study Built in validation Time Study Coordinators to monitor and manage time studies for their department(s) Analysis of time studies through reporting tools Automated time study workflow with statuses that update throughout the time study period Option to save time study hours on a daily basis Option to reopen time study to make adjustments 15 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

POLL 1 Does your institution currently fill out Time Studies? a. Yes b. No

POLL 1 Does your institution currently fill out Time Studies? a. Yes b. No c. Not Sure 16 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

POLL 2 Does your institution use an electronic system for Time Studies? a. Yes

POLL 2 Does your institution use an electronic system for Time Studies? a. Yes – Home Grown System b. Yes – Commercial Software System c. Yes – Spreadsheets (Excel or similar) d. No – Paper-based or Other e. Not Applicable – Time Studies not required f. Not Sure 17 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

4 DEMO OF HURON’S TIME STUDY SOFTWARE

4 DEMO OF HURON’S TIME STUDY SOFTWARE

SIMPLE NAVIGATION TO TIME STUDY 19 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

SIMPLE NAVIGATION TO TIME STUDY 19 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

USER FRIENDLY INTERFACE – CONFIGURABLE INSTRUCTIONAL TEXT 20 © 2016 HURON CONSULTING GROUP INC.

USER FRIENDLY INTERFACE – CONFIGURABLE INSTRUCTIONAL TEXT 20 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

DISPLAY 21 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

DISPLAY 21 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

TIME STUDY STATUS 22 + Time Study Period opens + Status of Time Study

TIME STUDY STATUS 22 + Time Study Period opens + Status of Time Study is Open, Not Finalized + User is able to login, input time and save at any time during this Status © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

CONFIGURABLE CATEGORIES AND SUBCATEGORIES 23 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

CONFIGURABLE CATEGORIES AND SUBCATEGORIES 23 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

AUTOMATIC CALCULATIONS Category Total by Day Category Total by Week 24 © 2016 HURON

AUTOMATIC CALCULATIONS Category Total by Day Category Total by Week 24 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

AUTOMATIC CALCULATIONS Grand Total by Day 25 © 2016 HURON CONSULTING GROUP INC. AND

AUTOMATIC CALCULATIONS Grand Total by Day 25 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES Grand Total by Week

AUTOMATIC CALCULATIONS Grand Total for two week period 26 © 2016 HURON CONSULTING GROUP

AUTOMATIC CALCULATIONS Grand Total for two week period 26 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

NOTES, ATTACHMENTS, TRANSACTIONS User has the opportunity to add a Note to their Time

NOTES, ATTACHMENTS, TRANSACTIONS User has the opportunity to add a Note to their Time Study Note is viewable to the Time Study Coordinator and Central Administration 27 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

NOTES, ATTACHMENTS, TRANSACTIONS Attachments can be added to a Time Study Transactions log indicates

NOTES, ATTACHMENTS, TRANSACTIONS Attachments can be added to a Time Study Transactions log indicates if/when the Time Study was saved 28 – Date and time when Time Study was saved – Date and Time when Time Study was finalized – Date and time when Time Study was reopened © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

FINALIZING On the last day of the Time Study period, the Finalize button will

FINALIZING On the last day of the Time Study period, the Finalize button will appear. 29 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

TIME STUDY STATUS - FINALIZE Finalized status User must to agree to an Attestation

TIME STUDY STATUS - FINALIZE Finalized status User must to agree to an Attestation Statement configured by the institute User cannot make any adjustments on a Finalized Time Study 30 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

REOPEN A TIME STUDY Time Study can be reopened after it is Finalized User

REOPEN A TIME STUDY Time Study can be reopened after it is Finalized User can then make adjustments and Finalize the Time Study again 31 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

TIME STUDY STATUS - LOCKED Optional Lock Out functionality Configurable amount of days to

TIME STUDY STATUS - LOCKED Optional Lock Out functionality Configurable amount of days to lock out the user so they cannot edit, save or Finalize their Time Study 32 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

DEPARTMENT DASHBOARD Time Study information for a department 33 © 2016 HURON CONSULTING GROUP

DEPARTMENT DASHBOARD Time Study information for a department 33 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

DEPARTMENT DASHBOARD Monitoring View metrics for a specific Time Study Period – Number of

DEPARTMENT DASHBOARD Monitoring View metrics for a specific Time Study Period – Number of Time Studies in a specific status View Time Study individuals – View historical and current Time Studies Send emails directly from the department dashboard 34 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

DEPARTMENT DASHBOARD Manage Time Study Coordinators Add multiple Time Study Coordinators Remove Time Study

DEPARTMENT DASHBOARD Manage Time Study Coordinators Add multiple Time Study Coordinators Remove Time Study Coordinator relationship Assign a Primary Time Study Coordinator – This person will appear on the Time Study Update the Primary Time Study Coordinator by clicking the yellow highlighter in the Action column 35 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

OTHER CONFIGURATIONS Automated system emails will generate to notify users that time study period

OTHER CONFIGURATIONS Automated system emails will generate to notify users that time study period is open Automated reminder emails Summary emails for the time study coordinator to view their time study certifiers 36 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

MANAGING TIME STUDY COORDINATORS List of Time Study Coordinators and Associated Departments Report 37

MANAGING TIME STUDY COORDINATORS List of Time Study Coordinators and Associated Departments Report 37 – Easily review current Time Study Coordinators – The Report will indicate if the person is the Primary Time Study Coordinator for the department – Report is exportable to Excel, PDF, SML, RTF © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

MONITORING THE TIME STUDY PROCESS Time Study Status by Certifier Report – Review the

MONITORING THE TIME STUDY PROCESS Time Study Status by Certifier Report – Review the Time Study statuses for any employee or department – Narrow by Period of Performance – Time Study Status by Department Report – View the number of Time Studies in a specified status – Narrow by Period of Performance 38 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

ANALYZING TIME STUDY DATA Time Study Year-Over-Year Report 39 – Compare Time Study hours

ANALYZING TIME STUDY DATA Time Study Year-Over-Year Report 39 – Compare Time Study hours for user or entire department over two fiscal years – All saved hours appear – Exportable to excel © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

ANALYZING TIME STUDY DATA Time Study Summary Report – View finalized time study hours

ANALYZING TIME STUDY DATA Time Study Summary Report – View finalized time study hours by category and subcategory for a user or department – View the percentage of category and subcategory hours compared to total time study hours for the time study period – Exportable into Excel 40 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

POLL 3 Does your system or process provide sufficient reporting tools? a. Yes –

POLL 3 Does your system or process provide sufficient reporting tools? a. Yes – The reporting tools are ideal b. Yes – But reporting could be better c. No – There are no reporting tools d. Not Applicable – Time Studies are not required e. Not Sure 41 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

KEY ® ecrt FEATURES Collecting, validating and reporting physician time can be burdensome, especially

KEY ® ecrt FEATURES Collecting, validating and reporting physician time can be burdensome, especially if done on paper. ecrt’s digital system, a part of the Huron Research Suite, helps alleviate that administrative burden. Integration with your institution’s HR and organizational data Integration with most authentication mechanisms Automated email notifications, alerts and reminders Data is stored on a secure server and can be retrieved at any time Built in validation Analysis of time studies through any number of customizable reports Ongoing support and maintenance for the product. Continuous product improvement to meet regulatory changes and market needs. 42 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

QUESTIONS? 43 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

QUESTIONS? 43 © 2016 HURON CONSULTING GROUP INC. AND AFFILIATES

NEXT STEPS To learn more and to schedule a demo, contact: Bala Srinivasan Manager

NEXT STEPS To learn more and to schedule a demo, contact: Bala Srinivasan Manager bsrinivasan@huronconsultinggroup. com Nick Gallegos Director ngallegos@huronconsultinggroup. com https: //www. huronconsultinggroup. com/resources/higher-education/internal-controls-compensation-methodologies-key-implementation-strategies

THANK YOU

THANK YOU

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