SMP Coordinator Orientation What We Will Cover SMP

SMP Coordinator Orientation

What We Will Cover • • • SMP Program Overview Agency Agreements and Work Plans SMP Website Overview Working with SMP Volunteers Reporting SMP Interactions & Activities

SMP Program Overview

SMP: A National Movement • Senior Medicare Patrol • National Program – SMP Programs in all 50 states, Washington, D. C. , Puerto Rico, Guam, Virgin Islands – Find other SMPs at www. smpresource. org

SMP Mission SMPs empower and assist Medicare beneficiaries, their families, and caregivers to prevent, detect, and report health care fraud, errors, and abuse through outreach, counseling, and education.

Goals of the Program • Recruit volunteers to provide outreach • Educate consumers about health care fraud and abuse

Illinois SMP History • 1995: Illinois was 1 of 5 states in the federal Operation Restore Trust demonstration project. • 1997: Illinois was 1 of 12 states with the first SMP demonstration project. • Today: SMP grants come from the Administration for Community Living (ACL), U. S. Department of Health and Human Services (HHS)

Illinois SMP Program Partners Age. Options receives the SMP grant from ACL and subgrants with our statewide partners: • Illinois Area Agencies on Aging • Catholic Charities • White Crane Wellness Center • Coalition of Limited English Speaking Elderly

SMP Hotline (800)699 -9043 • Refer all fraud related calls to the SMP Hotline at Age. Options (clients can ask for “SMP”)

SMP Staff at Age. Options • Jason Echols – Jason. Echols@ageoptions. org – Questions about agreement & work plan requirements, Fraud Alert emails • Bailey Huffman – Bailey. Huffman@ageoptions. org – Questions about volunteers, screening requirements, annual volunteer check-in • Peg Tully – Peggy. Tully@ageoptions. org – Questions about reporting & materials

Agreements and Work Plans

Things to Note in Agreement • SMP fiscal year starts June 1 and ends May 31 • Coordinator Name and Role • Minimum number of presentations & volunteers • Work with volunteers • Target populations • Federal audits

3 Things Make an SMP presentation 1. A brief overview of Medicare fraud and abuse (i. e. , What is fraud? ) 2. How Medicare fraud affects the audience 3. The SMP message of “Protect, Detect, and Report” *Hint: All presentations on www. illinoissmp. org include these three points already.

Quarterly Partner Calls & Highlights • You must attend our quarterly partner calls – Scheduled with Coordinator input – last meeting of the year • Send quarterly Partner Highlights to Jason the day before the call (A chance to “brag”)

Talk with Age. Options • Open communication is best – we’re here to support you! • You must inform Age. Options when: – Your agency’s SMP coordinator changes – Your executive director (or other people we should copy) changes – You are using SMP money to create a new SMP material

Questions About Agreements & Work Plan? Contact Age. Options’ Health Care Consumer Protection Coordinator Jason Echols Jason. Echols@Age. Options. org (800)699 -9043 or (708)383 -0258

SMP Website www. illinoissmp. org

SMP Pages • SMP Volunteers Page – Application, Roles, etc • SMP Materials Page – All SMP materials we have available are here • SMP Fraud Alerts Page – Sign up for Fraud Alerts here • SMP Reports Page – Links to reporting forms & support www. illinoissmp. org

SMP Coordinators Page • “Hidden” page just for SMP coordinators • Bookmark this link! http: //www. ageoptions. org/services-and-programs_SMP_Coordinators. html

Working with SMP Volunteers

Application Phone Interview * Background Checks (2 -Parts) SMP Volunteer Screening Process 1. Criminal Records Check Training * Additional training for specific roles Online Training on SMP Overview, (giving presentations, one-on-one counseling, Medicare Basics, & Fraud Issues and complex issues) Pass Assessment Open-book, 50 questions (Additional assessment requred for Counselor Training) Volunteer Agreement (3 -Parts) ** Mutual agreement on time commitment & role http: //www. ageoptions. org/documents/SMPVol unteer. Screening. Process. For. Coordinators. pdf 2. Calling References (3) Confidentiality and Conflict of Interest Agreement Acceptance Letter Driver's Information (Driver's license & Insurance)

SMP Volunteer Policies & Procedures • We have a number of national policies and procedures around volunteering for SMP • The policies relevant to Illinois are outlined in our “SMP Volunteer Handbook” – On the Volunteers webpage – Every volunteer is sent a link

Annual Volunteer Check-Ins • What is it? It’s just a conversation with your volunteer! • Due every year by May 31 • Include: – Signed copy of Volunteer Agreement (3 -parts) – Copy of Driver’s License and Proof of Auto Insurance (if volunteer drives)

Support Your Volunteers • Give them SMP work • Recognize their work • Turn to Age. Options for support

Questions About Volunteers Contact Age. Options’ SMP Volunteer Specialist Bailey Huffman Bailey. Huffman@Age. Options. org (800)699 -9043 or (708)383 -0258

Reporting SMP Interactions & Activities

SIRS • SIRS = SMP Information & Referral System • Nationwide database collecting data from all 54 SMPs • Good data helps ACL make the case for funding to Congress.

SMP Data SMP Partners & Volunteers Do Local Outreach Partners Report in SIRS Age. Options Verifies Data with Partners ACL Collects Data from Each State HHS OIG Report is Public Record

What ACL is Measuring http: //www. ageoptions. or g/documents/SMPPerform ance. Measure. Guidance. pdf

The SMP Reporting Mantra If it’s not reported, it didn't happen.

SIRS Forms: Interactions • Interactions – Group Outreach & Education Interactions • Presentations or Fairs – Individual Interactions • One-on-one counseling about SMP – Media Outreach Interactions

SIRS Forms: Activites • Activities are a way to track just time spent • Use the Activities form to show time spent on: – Things that cannot be recorded as an interaction – A second person at an event • Only fill out Activities forms to show time not already entered in an Interaction

How Do I Know Which Form to Use? • There is a flowchart and a guide on the SMP Reports Page called “What e. File Do I Use? ” http: //www. ageoptions. org/documents/SMPWh ate. File. Do. IUse. Flowchart. Table. pdf

How to Enter SMP Data • e. File – e. File IDs are assigned to anyone doing SMP work at your agency (volunteers, staff, partners) • Tell us who to add – Links on the SMP Reports Page • SIRS Login (for Coordinators Only) – Only SMP Coordinators have login access to SIRS – Link on the SMP Coordinators Page

Fields in e. File/SIRS • • e. File ID/Session Conducted By Time Spent (Minutes) Number of People Reached Zip Codes/Counties

e. File ID/Session Conducted By • Each volunteer or staff doing SMP work should have their own e. File ID – Use this to indicate who conducted the session • Email Bailey to add a new team member to SIRS and get them an e. File ID

Time Spent • Field in all SIRS/e. File forms • Always report in minutes • Include travel time to and from events or counseling sessions • Include time for any preparations

Number of People Reached • Only in Group Outreach & Education Interactions • Each Individual Interaction = 1 person reached

Zip Codes and Counties • Always where the client is at that moment they are receiving the SMP message Where is the client? Client comes to event Client calls you from their home Client visits you in your office What zip do I use? Event zip code Client’s home zip code Office zip code Client talks to you 1 -on-1 after event Event zip code

Easy Mistakes to Make • Date – Check the month & year • County – Adams is the first county in the list – Did you really do outreach there? • Wrong form – Was that presentation really a media interaction? If you make mistakes… It’s OK! We all have. Just email Age. Options.

When are reports due? The 3 Emails • Email Peg and copy Jason by the 10 th of each month saying 1 of these 3 things: My SMP reports are all in I have no SMP activities to report this month I need more time. I can enter my reports by ___

Partner Highlights • You can report details that you couldn’t report in SIRS or highlight things that you’re proud of • Helps spur idea for other partners • Helps Age. Options write reports to ACL • Quarterly – Send to Jason the day before our partner calls

Questions About Reporting? Contact Age. Options’ Health Care Fraud & Information Specialist Peg Tully Peggy. Tully@Age. Options. org (800)699 -9043 or (708)383 -0258

Any Questions?

Thank you! Reach out to the SMP Team at Age. Options anytime! Since 1974, Age. Options has established a national reputation for meeting the needs, wants and expectations of older adults in suburban Cook County. We are recognized as a leader in developing and helping to deliver innovative community-based resources and options to the evolving, diverse communities we serve. Jason Echols Jason. Echols@ageoptions. org Bailey Huffman Bailey. Huffman@ageoptions. org Peg Tully Peggy. Tully@ageoptions. org