RMTS Participant Orientation Random Moment Time Survey 2018

RMTS Participant Orientation Random Moment Time Survey 2018 -2019 AUHSD

What is SMAA? • SMAA: School-based Medi-Cal Administrative Activities • The SMAA program reimburses school districts for the federal share (50%) of the eligible school district staff costs for administering the Medi. Cal program 2

What is SMAA? • Medi-Cal outreach that inform eligible or potentially eligible individuals about Medi-Cal programs and services and how to access them. • Referral, coordination and monitoring of Medi-Cal covered health, dental and mental health service. • Providing translation for Medi-Cal covered health, dental or mental health services. • Arranging transportation to a Medi-Cal covered health, dental or mental health services. • Developing policies and procedures for Medi-Cal covered health, dental or mental health services. 3

What is SMAA? • The SMAA program involves administrative activities that link students and their families to Medi-Cal. • In order to participate, school districts (and their eligible employees) must be available to complete Random Moment Time Surveys (RMTS) 4

What is RMTS? v Random Moment Time Survey (RMTS) is a statistically valid time survey methodology for accurately assessing the time spent on administrative activities v RMTS is administered for three quarters each year (October – December, January – March, and April – June) v There is no RMTS during the July – September months v Only conducted during student attendance days v A web-based system that randomly selects and randomly assigns a “moment” (1 minute in time) to a participant from the approved list of participants for all districts within Region 9 LEC v The selection of moments is random v Some TSPs may not receive any moments, some may receive one, others may receive more than one 5

Which staff should be included in RMTS? v Typical time survey participants (TSPs) are district employees who: 1. Provide Medi-Cal health related services directly to students 2. Perform administrative activities associated with Medi-Cal health related services and providers 3. Are district employees or contracted staff v Eligible TSPs must: 1. Perform SMAA related activities on a regular or routine basis 2. Not be 100% federally funded 3. Not be 100% funded by the district’s indirect cost rate (ICR) v TSPs are identified and determined eligible to participate by each district SMAA Coordinator or other district administrator o o A TSP list is created and certified each quarter by each district’s SMAA Coordinator This list is as known as Staff Pool List (SPL) 6

Time Survey Participants in AUHSD • • • Principals Counselors Special Ed Teachers School Community Liaisons Assistant Principals Behavior Intervention Specialists Child Welfare and Attendance Nurses Health Services Technicians Occupational Therapists • • • Program Specialists Psychologists Social Workers Speech Specialists Vocational Education Counselors And a few others… 7

The RMTS System v All moments will be received via e-mail. A direct link to the secure RMTS website will be provided in the e-mail notification. v Emails associated with the RMTS system will come from calec@pcgus. com v Please make sure to ‘white-list’ calec@pcgus. com so that emails are not stopped by spam blocker, sent to ‘junk’, or sent to Microsoft ‘clutter’ v Only school district employees/personnel are allowed access to the RMTS system v Please do not share you user id/logon with any third party vendor or other person. This is prohibited according to your LEA/LEC contract and the LEC/PCG contract. 8

RMTS Moment Notifications v If selected for a moment, a TSP will receive an e-mail notification 5 student attendance days prior to their moment and another email 1 hour prior to their moment v Each moment is assigned a unique hyperlink for response and completion in the RMTS system v No password or login id needed v Links can be accessed on any computer or smartphone with web capabilities. The link is not browser specific. v TSPs should check their email regularly for moment notifications v The subject line of the email will contain the moment date and time v TSPs should not delete time study notification emails until they have completed and submitted their moment. v If the TSP deletes the email, the LEA SMAA Coordinator can resend the moment notification email 9

After the assigned moment has lapsed, the TSP will be allowed to click on the unique link provided in either of the first two notification emails. Sample email notification Note the date & time of the upcoming moment Here’s the hyperlink to answer the RMTS questions Note: The unique link that the TSP receives for their RMTS only pertains to that random moment. Links are TSP and moment specific and not interchangeable 10

Responding to the RMTS v TSPs must progress through a series of training screens that provide general information about the program and how to respond to an RMTS moment v Advise then to continue clicking ‘NEXT’ v The TSP will respond to an initial question, "Were you working? " by selecting one of the following responses. o Yes, I was working o No, moment was during paid time off o No, moment was during unpaid time off o No, moment was before/after work day v The 3 RMTS Questions: v Who were you with? v i. e. student, parent, job title of staff v No PROPER names v What were you doing? v Describe the action you are performing v Why were you performing this activity? v The reason you are performing the action v The appropriate answer would share additional information about what you are doing for whom v Provide a reason specific to your moment. No vague responses i. e. , “in my job description. ” 11

Moment Responses v TSPs must complete their RMTS moment within 5 student attendance days v It is the responsibility of the participant to respond timely and appropriately with as much detail as possible v Once a response is submitted, it becomes certified and locked. The moment cannot be re-opened or modified. v System generated follow-up reminder e-mails (late notices) will be sent 24 hours and 72 hours after the moment if the TSP has not yet completed their moment v The district SMAA Coordinator(s) will be copied on the 24 hour and 72 hour email reminders v Region 9 LEC staff will continue to send an additional response reminder to the SMAA Coordinator listing any moments that will expire the next business day v Moments are meant to be representative of normal job functions performed throughout the course of any workday v TSPs should continue their workday as usual v Make a note of the who, what and why during the randomly selected minute 12

Moment Responses (cont’d) v A response from the TSP is required whether or not the TSP is performing SMAA v If performing SMAA, how are you improving, providing, and/or increasing availability and accessibility of Medi-Cal services to students and their families v Response wording should be clear and concise. v Don’t be ambiguous. Always specify the type of service being provided or referred for, health-related or not. v The response needs to be narrowed to the exact one minute of the moment assigned v TSP participation and response to moments is crucial v Penalties may be applicable to districts for non-compliance to a minimum required 85% response rate v Any change in TSP employment status (i. e. terminations, retirements, leaves of absence, direct replacements) needs to be communicated to the LEC on an ongoing basis using one of the LEC forms v Medical vs. Medi-Cal v Do not use any proper names or acronyms 13

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The TSP will receive a confirmation screen that the RMTS moment was submitted successfully. Note: Responses will not be recorded in the RMTS system until the TSP receives this green check box. The system does not partially auto-save responses. 15

Clarifying Question (CQ) “Request for Follow-Up” v In the event that insufficient or conflicting information is provided by the TSP in the moment response, up to 2 (two) Clarifying Questions (CQs) per moment may be sent to the TSP v Clarifying Questions can not be leading, must be open ended (not a Yes or No question), and is generated from/within the RMTS system v TSPs have 5 student attendance days to respond to each CQ that is asked v A reminder email that a clarifying question has been asked will automatically be sent from the RMTS system 72 hours after, if it has not yet been answered v The District SMAA Coordinator will be copied on the 72 hour Request for Follow Up email reminder 16

Sample of a Request for Follow up 17

If participants don’t respond: • 24 hour reminder – e-mail reminder sent offering assistance, with principal copied • 72 hour reminder – second e-mail reminder with principal copied, phone contact attempted • We must maintain an 85% response rate to maintain compliance 18

If you have questions about SMAA: Scott Reindl reindl_s@auhsd. us Mobile: 714 -728 -9763 19