Random Moment Time Study Training RMTS School Year

Random Moment Time Study Training (RMTS) School Year 2012 -2013 Presented By: Sheena Joslyn SHARS/Medicaid Specialist Assistant to the Associate Superintendent for Finance

What is RMTS? • A federally accepted statistically valid random sampling technique that measures the participant’s time performing work activities. – RMTS results allow Health and Human Services (HHSC) to determine what portion of the selected group of participant’s workload is spent performing Medicaid reimbursable activities. • Significantly reduces staff time needed to record participant activities. Source: Texas Health and Human Services 2013 RMTS Training

SHARS/MAC Programs? • SHARS (School Health and Related Services) – SHARS allows local school districts to obtain Medicaid reimbursement for certain healthrelated services provided to students in special education. • MAC (Medicaid Administrative Claiming) – Texas School Districts [have the] opportunity to submit reimbursement claims for administrative activity that support[s] the Medicaid program. Source: Texas Health and Human Services 2013 RMTS Training

Purpose of the Time Study • RMTS: – Measures the amount of time spent by the eligible staff on SHARS activities. – The same data is used to measure the amount of time spent on MAC activities. – Determine the percentage of time the Independent School Districts incur assisting individuals to access medically necessary Medicaid funded services. Source: Texas Health and Human Services 2013 RMTS Training

What are Medically Necessary Medicaid Funded Services? • Direct Medical – Providing care, treatment and/or counseling • Outreach – Informing students, families and groups about available services • Eligibility – Assisting students or families with the Medicaid eligibility process • Referral, Coordination, and Monitoring – Making referrals, coordinating and/or monitoring activities on a student’s IEP • Staff Training – Coordinating, conducting or participating in training pertaining to medical or Medicaid services • Translation – Arranging or providing translation to a student or family to access medical or Medicaid services • Program Planning, Development & Interagency Coordination – Developing strategies to improve the coordination and delivery of medical or Medicaid services • Provider Relations – Activities to secure and maintain Medicaid providers Source: Texas Health and Human Services 2013 RMTS Training

What’s Being Asked of Me? • A “moment” is a specific minute in a day – Randomly selected throughout each of the 3 quarters. • Not necessary to know if Medicaid eligible • • Follow-up questions from Fairbanks within 3 calendar days from email receipt Important to know if the student has an ARD/IEP • If you are not at work on selected moment, choose paid • Answer 3 questions (Never use or unpaid leave names): • Question 1. Who was with you? • Question 2. What were you doing? • Question 3. Why were you performing this activity? • You must respond to your sampled moment within 7 days Source: Texas Health and Human Services 2013 RMTS Training

Time Study Quarters What timeframe can I be selected? 1 st Quarter TS 10/01/2012 - 2 nd Quarter TS 01/07/2013 - 3 rd Quarter TS 04/01/2013 - 12/07/2012 03/29/2013 05/31/2013 Source: Texas Health and Human Services 2013 RMTS Training

Time Study Process Do Not Delete Emails Source: Texas Health and Human Services 2013 RMTS Training

Fairbanks Website Source: Texas Health and Human Services 2013 RMTS Training

Moment Login Source: Texas Health and Human Services 2013 RMTS Training

Beginning the Moment Source: Texas Health and Human Services 2013 RMTS Training

RMTS Instruction Screen Source: Texas Health and Human Services 2013 RMTS Training

Time Study Example Fairbanks Website Source: Texas Health and Human Services 2013 RMTS Training

1. Who was with you? Never use specific names • • • Student, Special Ed – (Age 0 -2) – (Age 3 -20) – (Age >21) Student, Special Ed, Lifeskills – (Age 0 -2) – (Age 3 -20) – (Age >21) Student, Not Special Ed Student (Multiple) No one alone District staff – Administrator – Teacher – School nurse – SHARS Service Provider – Non SHARS Service Provider • • On the phone with parent Community Contact Staff meeting Staffing – No student/family present – Student and/or family present Student's family – Non special Ed students – Special Ed student Student AND Family – Non special Ed students – Special Ed student Not Working – Paid time off – Non Paid time off Other – please specify below Source: Texas Health and Human Services 2013 RMTS Training

2. What Were You Doing? Never use specific names • • Typically a 3 -4 sentence description that provides sufficient information. • Refrain from using acronyms The activity should be a detailed response as to what the participant was doing • ALWAYS note whether your provided service was in IEP – • Keep in mind that the person coding the moment has no idea of the participant’s job description, tasks performed or why they are performed. – If necessary, define your usage – If you do not know, contact your diagnostician PCS, OTS, HHSC, SPMP, NPI, TPI… If you were not working moment should indicate whether the participant was on paid/unpaid time off. Source: Texas Health and Human Services 2013 RMTS Training

3. Why were you performing this activity? Never use specific names • To provide a direct medical service as defined on a student’s IEP • To provide a direct medical service not defined on a student’s IEP • To provide a educational service as defined on a student’s IEP • To provide a educational service not defined on a student’s IEP • To determine a student’s eligibility: – For SHARS – For All Other Services • To improve health services for the district’s students • To provide or obtain information to or from a student’s family: – Regarding SHARS (School Health and Related Service) – Regarding all other service – Regarding an evaluation/assessment for SHARS – Regarding an evaluation/assessment for all other services • To assist student/family in applying for health benefits Source: Texas Health and Human Services 2013 RMTS Training

3. Why were you performing this activity? Never use specific names • • To assist student/family in applying for other services To upgrade professional skills through training – Through medical/health related training – Through educational training To improve social/vocational/educational services for the district’s students To coordinate transportation – To a SHARS (School Health and Related Service) – To all other services To coordinate translation – For a SHARS (School Health and Related Service) – For all other services To provide translation – For a SHARS service – For all other services To provide guidance counseling Source: Texas Health and Human Services 2013 RMTS Training

Direct Medical or Educational? Direct Medical Educational • Activities that do require human intervention to accomplish the tasks the student would normally do for themselves if they did not have a disability or chronic medical condition, such as: • Activities that do not require human intervention to accomplish the tasks the student would normally do for themselves if they did not have a disability or chronic medical condition, such as: – Hands on assistance – Supervision – Cueing – Reading/English/Language Arts – Writing – Mathematics Source: Texas Health and Human Services 2013 RMTS Training

What If I Was Monitoring a Student(s)? • Monitoring is a Direct Medical Service when: a) The student just received medication as indicated on his/her IEP. The participant is monitoring the student for a reaction. b) Student’s IEP requires that he/she receive continuous monitoring due to a behavior problem (PCS) c) The teacher’s aide is monitoring a student in a wheelchair to ensure they do not slide down in their wheelchair. (PCS) • Monitoring is an Educational Service when: General monitoring of students in a cafeteria to ensure all students’ behaviors are in accordance with school policy. Source: Texas Health and Human Services 2013 RMTS Training

Time Study Example-PCS Fairbanks Website Source: Texas Health and Human Services 2013 RMTS Training

Insufficient Answer Examples • Examples of responses where the “What you are doing” does not clearly indicate what type of service is being provided. Source: Texas Health and Human Services 2013 RMTS Training

Insufficient Answer Examples • If insufficient information is provided, the participant will receive a follow up email or phone call from Fairbanks requesting additional information. If the participant does not respond within 3 days Fairbanks will send a follow up email to Sheena Joslyn. Source: Texas Health and Human Services 2013 RMTS Training

Not Working/Absent Response Examples • No need to provide details on a moment other than the sampled moment. When absent, it is important to indicate whether it was paid or un-paid time off. Source: Texas Health and Human Services 2013 RMTS Training

Personal Care Service (PCS) Examples • I was going over an ABC letter chart with my students: • I was co-teaching (two certified teachers) Social Studies to a group of students whom are a variety of learners. My students with disabilities were participating in classroom discussions with their non disabled peers. Today's lesson was an introduction of the Constitution. Source: Texas Health and Human Services 2013 RMTS Training

Completion Source: Texas Health and Human Services 2013 RMTS Training

REMINDERS • Name Change – Email Sheena Joslyn • May be selected multiple times during 3 quarters • Training is an annual requirement • Failure to enter information – Disqualifies the moment • 7 calendar days to answer RMTS questions • 3 calendar days to reply to follow-up emails • If you are not/were not at work – Paid/Unpaid Leave (option to email Sheena) Source: Texas Health and Human Services 2013 RMTS Training

Contact Information • Sheena Joslyn – (817) 547 -5735 – Sheena. joslyn@birdvilleschools. net • To learn more about RMTS: – BISD MAC/SHARS Website – FAQ's Source: Texas Health and Human Services 2013 RMTS Training