Ohio Home and Community-Based Service Waivers

Ohio Home and Community-Based Service Waivers Ohio Home Care Waiver Provider Education and Technical Assistance www.pcghealth.com

Training Overview Priorities for Ohio Home Care Waiver: Waiver Target Population and Services, slides 4-5 Waiver Rules, slides 6-8 Provider Requirements, Conditions of participation, slides 9-30 RN Assessment & RN Consultation Services, slides 31-36 Criminal Records, Background Checks, slides 37-41 2

Training Overview Priorities for Ohio Home Care Waiver continued: Developing your Clinical Records, slides 42-50 Structural Review, slides 51-56 Incident Management & Reporting, slides 57-62 Person Centered Services Plan & Billing, slides 63-79 3

Waiver Target Population and Services Ohio Home Care Waiver Serves Medicaid eligible individuals under the age of 60 with long-term care needs that, in the absence of certain services, would require their needs to be met in a hospital or nursing facility. Waiver services include: Nursing Personal Care Aide Services Home Care Attendant Services Adult Day Health Center Services Home-Delivered Meals 4

Waiver Target Population and Services Waiver services Continued: Supplemental Adaptive and Assistive Devices Supplemental Transportation Out-of-Home Respite Emergency Response Systems 5

Waiver Rules Ohio Home Care Waiver 6

Ohio Administrative Codes (OAC) Please note, that this is not an all inclusive list of Ohio Home Care Waiver rules. The following rules are being highlighted as the most commonly referenced rules for the waiver programs. 5160-45-01; Definitions 5160-45-03; Individual Choice and Control 5160-45-05; Incident Management, Investigation, Response System 5160-45-06; Structural Reviews and investigation of provider occurrences (REVISED 2/1/2015) 5160-45-10; Conditions of Participation (REVISED 2/1/2015) 7

Ohio Administrative Codes (OAC) Rules Continued: 5160-46-04; Covered Services, Requirements, Specifications 5160-46-04.1; Home Care Attendant Services 5160-46-06; Reimbursement Rates and Billing (REVISED 7/1/2015) 5160-46-06.1; Home Care Attendant Rates and Billing 5160-12-08; Registered nurse assessment and registered nurse consultation services. (NEW 7/1/2015) 8

Provider Requirements 5160-45-10, 5160-46-04 Ohio Home Care Waiver 9

Provider requirements: Conditions of Participation (COP) Ohio Department of Medicaid (ODM) administered waiver providers shall: Maintain a professional relationship with individuals to whom they provide services Furnish services in a person- centered approach that follows the individual s approved Person Centered Services Plan (PCSP), is attentive to the individual s needs and maximizes the individual s independence Refrain from any behavior that may detract from the goals, objectives and services outlined in the individual s approved PCSP and / or may jeopardize the individual s health & welfare Maintain an active, valid Medicaid Provider Agreement (5160-1-17.2) Ohio Administrative Code (OAC) 5160-45-10 10

Provider requirements: Conditions of Participation (COP) ODM administered waiver providers shall: Comply with all provider requirements, including but not limited to: Provider service specifications Criminal record checks, incident reporting, provider monitoring reviews, and oversight OAC 5160-45-10 11

Provider requirements; coordinating services & missed visits Work with the individual and case manager to coordinate service delivery, including, but not limited to: Agreeing to provide services in the amount, scope, location & duration the provider has the capacity to provide, and as specified on the individual's approved Person Centered Services Plan Participating in the development of a back -up plan in the event providers are unable to furnish services on the appointed date & time Contacting the individual and the case manger in the event the provider is unable to render services on the appointed date and time OAC 5160-45-10 12

Provider requirements; coordinating services & missed visits Work with the individual and case manager to coordinate service delivery, including, but not limited to: In the case of an emergency, the provider must immediately activate the individual s back -up plan set forth in the individual's approved PCSP, and contact the individual and Case Manager and verify their receipt of information about the absence In an event of a planned absence, the provider shall contact the individual and case manager no later than 72 hours prior to the absence & verify their receipt of information about the absence OAC 5160-45-10 13

Provider requirements; notifications to the Case Manager You need to report to the Case Management Agency within 24 hours when you are aware of issues that may affect the individual and/or any provider s ability to render services as directed in the individual s PCSP. Issues may include, but are not limited to the following: The individual consistently declines services The individual plans to, or moves to another residential address There are changes in the physical, mental, and/or emotional status of individual OAC 5160-45-10 14

Provider requirements; notifications to the Case Manager Issues may include, but are not limited to the following: Changes in the individual s environmental conditions The individual s caregiver status has changed The individual no longer requires medically necessary services as defined in rule 5160-1-01 of the Administrative Code The individual s actions toward you are threatening or you feel unsafe or threatened in the individual s environment OAC 5160-45-10 15

Provider requirements; notifications to the Case Manager, continued Issues may include, but are not limited to the following: The individual is consistently non-compliant with physician orders, or is non-compliant with physician orders that may jeopardize the individuals health and welfare The individual s requests conflict with his or her Person Centered Services Plan / or may jeopardize his or her health and welfare Any other situation that affects the individual s health and welfare OAC 5160-45-10 16

Contacting Case Management Agencies During normal business hours, providers must call or email the case manager using their contact information located on the individual s Person Centered Services Plan. After hours, on the weekend or holidays, call the applicable number(s) below for further direction. Columbus region: CareSource (844) 832-0159 and CareStar (800) 616-3718 Cleveland region: CareSource (877) 209-3154 and CareStar (800) 616-3718 Cincinnati region: Council on Aging (855) 372-6176 and CareStar (800) 616-3718 Marietta region: CareSource (855) 288-0003 and CareStar (800) 616-3718 17

Provider requirements; keeping contact information current, why? You need to make arrangements to accept all correspondence sent by ODM or it s designee, including but not limited to certified mail You need to ensure that your contact information, including but not limited to address, telephone number, fax number & e-mail address are current. In the event of a change in contact information, you shall notify ODM via the Medicaid Information Technology System (MITS) & its designee, no later than 7 calendar days after such events occurred You need to provide & maintain a current e-mail address to ODM and/or it s designee in order to receive electronic notification of any rule adoption, amendment or rescission, & any other communication from ODM or its designee PCG Provider Relations (877) 908-1746 18

What is My OhioHCP? This website organizes all of a provider s important Ohio Home Care program information onto a private, individualized page. It includes important records including PCSP s & structural review reports, news and updates, contact information, and more For log in issues contact PCG at 877-908-1746 19

Provider requirements; discontinuing your services You need to submit written notification to the individual and ODM or its designee Case Management Agency at least 30 calendar days before the anticipated last date of service if you are terminating the provision of ODMadministered waiver services to the individual. Exceptions to the 30 day advanced notification: You must submit verbal and written notification to the individual and ODM or it s designee at least ten days before the anticipated last date of service IF the individual: Has been admitted to the hospital Has been placed in an institutional setting Has been incarcerated ODM may waive advanced notification for you upon request and on a case-by-case basis. OAC 5160-45-10 20

Provider requirements; while rendering services ODM administered waiver service providers shall not: Take the individual to your home Bring children, animals, friends, relatives, other individuals or anyone else to the individual's home Provide care to anyone other than the individual Smoke without the consent of the individual Sleep OAC 5160-45-10 21

Provider requirements; shall nots continued Engage in any activity that is not related to the services you are providing to the extent the activity distracts, or interferes with, service delivery. Including, but not limited to: Using electronic devices for personal or entertainment purposes (not limited to watching television, using the computer or playing games) Deliver services when you are medically, physically or emotionally unfit Engaging in socialization with persons other than the individual OAC 5160-45-10 22

Provider requirements; shall nots continued Use or be under the influence of alcohol, illegal drugs, chemical substances or controlled substances that may adversely affect your ability to furnish services. Engage in any activity or conduct that may reasonably be interpreted as sexual in nature, regardless of whether or not it is consensual Engage in any behavior that my reasonably interpreted as inappropriate involvement in the individual s personal beliefs or relationships OAC 5160-45-10 23

Provider requirements; shall nots continued Consume the individual s food and/or drink without his or her offer and consent Do anything that causes or may cause physical, verbal, mental, emotional distress or abuse to the individual, or behavior that may compromise the health & welfare of the individual. Engage in an activity that may take advantage of or manipulate the individual or his or her authorized representative, family or household members or may result in a conflict of interest exploitation, or any other advantage for personal gain. OAC 5160-45-10 24

Provider requirements; shall nots continued This includes but, is not limited to: Misrepresentation: deliberate intention to deceive, either for profit or advantage Accepting, obtaining, attempting to obtain, borrowing, or receiving money or anything of value including, but not limited to gifts, tips, credit cards or other items Being designated on any financial account including, but not limited to bank accounts and credit cards OAC 5160-45-10 25

Provider requirements; shall nots continued This includes but, is not limited to continued: Using the Individual s real or personal property Lending or giving money or anything of value Engaging in the sale or purchase of products, services or personal items Engaging in any activity that takes advantage of or manipulates ODM-administered waiver program rules OAC 5160-45-10 26

Non-Agency Personal Care Aide (PCA) requirements PCAs must complete twelve hours of in-service continuing education annually that must occur on or before the anniversary date of their enrollment as a medicaid personal care aide provider. Examples of continuing education include, but are not limited to the following: consumer health & welfare, cardiopulmonary resuscitation (CPR), patient rights, aging sensitivity, developmental stages, transfer techniques, disease specific trainings, and mental health issues. PCAs must obtain and maintain first aid certification from a class that is not solely internet-based and includes hands-on training by a certified instructor. PCAs must comply with the individual s specific service instructions on the PCSP & provide a return demonstration upon request of the individual or Case Manager. OAC 5160-46-04 27

Agency Personal Care Aide (PCA) requirements PCAs must obtain and maintain first aid certification from a class that is not solely internet-based and includes hands-on training by a certified instructor. PCAs must maintain evidence of the completion of twelve hours of in-service continuing education within a twelve month period, excluding agency and program specific orientation. Continuing education must be implemented immediately, and must be completed annually thereafter. PCAs must receive supervision from an Ohio Licensed Registered Nurse (RN), or an Ohio Licensed Practical Nurse (LPN), at the direction of a RN at least every 60 days. These face-to-face consumer home visits must be documented in the individual s record. OAC 5160-46-04 28

Registered Nurse (RN) Requirements Registered Nurses must do the following: Maintain a valid Ohio nursing license Follow the Nurse Practice Act Obtain physician orders and be listed on physician s orders to provide the service, as well as the PCSP prior to delivering services to any individual Ensure physician s order (plan of care) is updated at least once every 60 days Ensure all verbal orders are documented including date, time, and physician. Verbal orders need to be signed by the physician, or the order is not valid & the nurses do not have the authorization to deliver services OAC 5160-46-04 29

Licensed Practical Nurse (LPN) Requirements Have a face-to-face visit at least every 60 days with the directing RN to evaluate the provision of waiver nursing services, LPN performance, and to assure services are being delivered in accordance with approved Person Centered Services Plan. Have a face-to-face visit at least every 120 days with directing RN, LPN, and individual/guardian to evaluate all of the above in addition to the individual s satisfaction with care delivery. The LPN must provide clinical notes, signed and dated by the LPN, documenting the face-to-face visits between the LPN and the directing RN. Maintain documentation of plan of care review and physician orders by directing RN. OAC 5160-46-04 30

RN assessment & RN consultation services (NEW 7/1/2015) 5160-12-08 Ohio Home Care Waiver 31

Registered nurse assessment and registered nurse consultation service An RN assessment shall be performed on an individual participating in the following medicaid programs prior to the individual receiving the services: State plan home health services Private duty nursing Waiver nursing Personal care aide services furnished by a medicare- certified home health agency or other accredited agency HOME choice nursing services OAC 5160-12-08 32

RN - Assessment Service, continued An RN assessment shall be performed also: Prior to any change being made to an individual's current services Any time the RN is informed that the individual has experienced a significant change, including an improvement or a decline in condition An RN performing an RN assessment service shall: Possess a current, valid and unrestricted license with the Ohio Board of Nursing Only provide services within the RN's scope of practice OAC 5160-12-08 33

RN - Assessment Service, continued An RN performing an RN assessment service shall : Provide the basis for the RN to make independent decisions and nursing diagnoses, plan nursing interventions and evaluate the need for other interventions, develop the plan of care and assess the need to communicate and as applicable, consult with other team members Include a face-to-face interview with, and observation of the individual in his or her place of residence Serve as the guide for the directing RN OAC 5160-12-08 34

The RN Assessment Service, continued Reimbursement for an RN assessment service is now billable to Medicaid. RN assessment services performed must be prior-approved by the Ohio Department of Medicaid and be specified on the individual s PCSP. An RN may be reimbursed for an RN assessment service no more than once every sixty days per individual receiving services unless the RN is informed that the individual receiving services experienced a significant change, including an improvement or a decline in condition, and therefore a subsequent RN assessment is required. RN assessments are reimbursable when sequentially, but not concurrently, performed with any other service during a visit. OAC 5160-12-08 35

RN Consultation Services An LPN shall seek the guidance of the directing RN when the individual receiving services from the LPN experiences a significant change in condition that may necessitate a change in the individuals plan of care and the interventions being provided by the LPN An RN consultation service must be conducted between the directing RN and LPN either face-to-face or over the telephone If an individual selects multiple non-agency LPNs to furnish PDN services, waiver nursing, or HOME choice nursing services, the individual may designate a single RN to provide RN assessment and/or RN consultation services. Such designation shall be identified on the individual s PCSP, as applicable, or the case manager, if one is assigned to the individual, shall develop a plan for the coordination of non-agency nursing services See rule for complete details of the content of the RN assessment and RN Consultation Services. OAC 5160-12-08 36

Criminal Records Background Checks 5160-45-10, 5160-45-07, 5160-45-08 Ohio Home Care Waiver 37

Criminal Record Checks: Non-Agency Providers Each enrolled non-agency waiver provider, before the anniversary date of their Medicaid provider agreement, shall be informed of the requirement to: Provide a set of fingerprint impressions Complete a criminal records check NOTE: This is a requirement for continued approval as a provider. Provider background check(s) must be conducted by the Ohio Bureau of Criminal Identification and Investigation (BCI&I), following the receipt of fingerprint impressions and required document(s). If BCI&I does not receive the report within the required timeframe, ODM will move forward with revoking the provider s agreement with the department Failure to submit the annual background check will lead to termination of provider number OAC 5160-45-08 38

Criminal Record Checks: Non-Agency Providers, continued To obtain a background check, you must go to a location that performs electronic Web Check. A listing of Web Check agencies can be found on the Ohio Attorney General s website at the following link, Web Check Community Listing: http://www.ohioattorneygeneral.gov/business/services-for- Business/WebCheck/Webcheck-Community-Listing Contact BCI&I by telephone at (877) 224-0043 for additional information. Background checks from BCI&I must be sent directly to this ODM address: The Ohio Department of Medicaid Attention: BCI Coordinator P.O. Box 183017 Columbus, Ohio 43218 OAC 5160-45-08 39

Criminal Records Checks: Agency Providers Agency providers may not employ or continue to employ an employee if: An employee is included on the databases listed in OAC System for Award Management (SAM) Ohio Department of Developmental Disabilities (DODD) online abuser registry Internet- based sex offender & child- victim offender database Internet-based database of inmates State nurse aide registry & there is a statement detailing findings An employee fails to submit a records check conducted by BCI&I, including failure to access and complete fingerprint impression sheet As a condition of continued employment, agencies shall conduct a criminal records check of employees at least once every five years. OAC 5160-45-07 40

Federal Bureau of Investigation (FBI) background checks, do I need one? Any applicant or provider found to have been convicted of, or pleaded guilty to, a disqualifying offense, regardless of the date of the conviction or date entry of the guilty plea cannot work with any of the waiver individuals. New and existing providers are also required to submit a Federal Bureau of Investigation (FBI) background check in addition to the Ohio background check if any of the following applies: You do not currently live in the State of Ohio. You have not lived in Ohio for the last five consecutive years. You have been arrested and/or convicted of a crime in another state. ODM instructed you to obtain an FBI background check. Background checks from either BCI&I and FBI must be sent directly to this ODM address: The Ohio Department of Medicaid Attention: BCI Coordinator P.O. Box 183017 41 Columbus, Ohio 43218

Developing your Clinical Records 5160-45-10, 5160-46-04 Ohio Home Care Waiver 42

Developing your Clinical Records, what is required? Non-agency waiver nursing & personal care aide service providers: Must leave a legible copy of complete clinical record including the daily visit note & a copy of the PCSP in the individual s home Must keep the original in your place of business. Your place of business must be a location other than the individual s residence. Agencies, including Medicare- certified, or otherwise accredited agencies: Must maintain the clinical records at their place of business. ALL clinical records are to be maintained in a confidential manner & maintained for a period of 6 years OAC 5160-46-04 43

Clinical Records, individual s identifying information Name, address, age, date of birth, sex, race, marital status, significant phone numbers, and health insurance identification numbers The individual s medical history The name of individual's treating physician (now also needed for billing) A copy of the initial and all subsequent Person Centered Services Plan (PCSP) OAC 5160-46-04 44

Clinical Records, individual s identifying information continued Documentation of all drug & food interactions, allergies & dietary restrictions Copy of any advance directives including, but not limited to: Do Not Resituate (DNR) Medical Power of Attorney (POA) OAC 5160-46-04 45

Clinical Records, Service/ visit records Service documentation is required for each visit and must contain all of the following: Your arrival & departure times Tasks performed or not performed during the visit The dated signatures of both the provider & the individual verifying the service delivery upon completion of service delivery OAC 5160-45-10, 5160-46-04 46

Clinical Records, Service/ visit records continued Service documentation is required for each visit and must contain all of the following: Progress notes signed by the provider documenting: All communications with the case manager, treating physician, or other members of the multidisciplinary team Documentation of any unusual events occurring during the visit Documentation of the general condition of the individual OAC 5160-45-10, 5160-46-04 47

Clinical Records, additional documentation for nurses A copy of all the initial and all subsequent plans of care specifying type, frequency, and duration of the nursing services being performed Documentation that the RN supervisor has reviewed the plans of care with the LPN Plans of care must be recertified by the treating physician every 60 days, or more frequently when there is a significant change OAC 5160-46-04 48

Clinical Records, additional documentation for nurses cont d When the treating physician gives verbal orders to the nurse, the nurse must document in writing, the physician s orders, the date & time the orders were given, and sign the entry in the clinical record. The treating physician must sign and date the verbal orders. OAC 5160-46-04 49

Home Health Aide Clinical Records, discharge summary Signed & dated by the departing non-agency PCA or the RN supervisor of an agency PCA, at the point that personal care is no longer going to be provided, or when the individual no longer needs the personal care services Summary to include documentation regarding progress made toward achievement of goals as specified on the individual s PCSP Nursing Signed and dated by the departing nurse at the point the nurse is no longer going to provide services to the individual, or when the individual no longer needs nursing services The summary should include documentation regarding progress made toward goal achievement and indicate any recommended follow-ups or referrals OAC 5160-46-04 50

Structural Review 5160-45-06 Ohio Home Care Waiver 51

Structural Reviews of Providers Waiver providers are subject to Structural Reviews to evaluate provider compliance with all applicable Ohio Administrative Codes. Medicare-certified/ or otherwise accredited agencies are subject to reviews in accordance with their certification & accreditation bodies, and therefore shall be exempt from a regularly scheduled structural review. If requested to do so by the Ohio Department of Medicaid (ODM) or its designee (PCG), agencies shall submit a copy of their updated certification and/or accreditation, and shall make available to ODM or its designee within 10 business days, all review reports and accepted plans of correction from the certification and/or accreditation. Note: All ODM-administered waiver providers may be subject to an announced or unannounced Structural Review at any time as determined by ODM or its designee. OAC 5160-45-06 52

All other ODM-administered waiver providers shall be subject to Structural Reviews by ODM or its designee during each of the first three years after a provider begins furnishing billable services. Thereafter, reviews shall be conducted annually unless, at the discretion of ODM, biennial reviews may be conducted, when all of the following apply: You had no findings during the provider s most recent Structural Review You were not substantiated to be the violator in an incident described in rule 5160-45-05 You were not the subject of more than one provider occurrence during the previous 12 months You do not live with an individual receiving ODM-administered waiver services OAC 5160-45-06 53

Structural Reviews, what should you bring to the review? Structural reviews must be conducted in person between the provider & ODM or its designee with an ODM approved structural review tool. The Structural Review shall not occur while you are providing services to an individual The Structural Review process consists of the following activities: Except for unannounced reviews, you shall be notified in advance of the review to arrange a mutually agreeable time, date & location for the review You shall be notified of the time period for which the review is being conducted OAC 5160-45-06 54

Structural Reviews, what should you bring to the review cont d? The Structural Review process consists of the following activities continued: You shall be provided with a list of the type of documents required for the review You shall ensure the availability of the required documents & maintain the confidentiality of information about the individual enrolled in the ODM-administered waiver The Structural Review shall include an evaluation of your compliance with Chapters 5160-45 and 5160-46 of the Ohio Administrative Code OAC 5160-45-06 55

Structural Reviews, what should you expect? A unit of service verification shall be conducted to assure that all waiver services are authorized, delivered, & reimbursed in accordance with the approved PCSP for the individual receiving services At the conclusion of the review you shall receive: an exit conference containing preliminary findings, any individual remediation, & other required follow-up You will receive written findings report summarizing the overall outcome of the Structural Review, specifying the Administrative Code rules that are the basis for which non-compliance has been determined, and outline the specific findings of noncompliance that you must address in a plan of correction, including any individual remediation OAC 5160-45-06 56

Incident Management & Reporting 5160-45-05 Ohio Home Care Waiver 57

Incident Management, what is an incident? An incident is an alleged, suspected, or actual event that is not consistent with routine care of and/or delivery to an individual. Incidents include, but are not limited to, all of the following: Abuse Neglect Exploitation Misappropriation OAC 5160-45-05 58

Incident Management, what is an incident? Incidents include, but are not limited to, all of the following continued: Death of an individual Hospitalization or emergency department visit (including observation) as a result of an accident, injury or fall; injury or illness of an unknown cause or origin; or a reoccurrence of an illness or medical condition within 7 calendar days of the of the individual s discharge from the hospital OAC 5160-45-05 59

Incidents include, but are not limited to: Unauthorized use of restraint, seclusion and /or restrictive intervention that does not result in, or cannot reasonably be expected to result in, injury to the individual An unexpected crisis in the individual s environment that results in the inability to assure the individual s health & welfare in his or her primary place of residence Inappropriate service delivery including, but not limited to: Violations of the conditions of participation Services provided to an individual that are beyond your scope of practice Services delivered to the individual without, or not in accordance with the physician s orders Medication administration errors OAC 5160-45-05 60

Incidents include, but are not limited to continued: Action on the part of the individual that place health & welfare of the individual at risk including, but not limited to: The individual cannot be located Activities that involve law enforcement Misuse of medications; and the use of illegal substances OAC 5160-45-05 61

Incident reporting, notification, & response requirements When you learn of a reportable incident, you must report the incident to the Case Management Agency within twenty-four hours unless bound by federal, state or local law or professional licensure or certification requirements to report sooner All waiver providers are required to complete an online Incident Management training by ODM. Attendance is reported to ODM. Required annual training can be found at the link provided below. http://ohiohcbs.pcgus.com/trainingmaterials/verify.html OAC 5160-45-05 62

Provider Billing & Person Centered Services Plan 5160-46-04, 5160-1-17.9 Ohio Home Care Waiver 63

Person Centered Services Plan (PCSP) The Person Centered Services Plan is the document which identifies person-centered goals, objectives, and interventions including any authorized medically necessary services. As a provider of the Medicaid Waiver Program you are responsible to assure the following: Prior to delivery of any service(s), you must verify the Individual s Medicaid eligibility and that their PCSP is accurate and contains the following: The Individual s PCSP must list your name, the correct type of service(s) you agreed to provide, a correct procedure code for those services, and an approved start of care date You need to assure that the authorized hours listed on the goals page matches the authorization on the units page. 64

Person Centered Services Plan (PCSP) Make sure to keep a copy of the Individual s PCSP for your records. If the PCSP information is unavailable or incorrect, you are to notify the Individual s Case Manager. You should not provide the service or bill for the service if the authorization is not listed on the Individual s PCSP. You will be in jeopardy of non-payment or an overpayment if you do provide unauthorized services. 65

Person Centered Services Plan (PCSP) Service authorizations are listed under Goals and Units sections of the Individual s PCSP. The Goals page of the PCSP identifies what the Individual hopes to achieve through implementation of interventions such as medically necessary services. The Goals page also will detail the days, hours, and times you are expected to work. The Units page of the PCSP identifies how many shifts are authorized, the services billing code, and the monthly cost of the service (if all of the services are delivered that month as authorized). Any changes to an Individual s care or services must be updated on the Individual s PCSP and distributed to all service providers by the case manager. You can accept verbal approval from the Case Manager. You may not bill for these services until the PCSP has been updated with this written authorization. 66

Person Centered Services Plan (PCSP) Providers should always verify that the information contained on PCSP is accurate on both the Goals page and Units page. 67

Reimbursement Rates & Billing Procedures (REVISED 7/1/2015) Providers must bill in accordance to the Ohio Home Care Waiver rules as it pertains to the base and unit rates outlined in Ohio Administrative Code 5160-46-06 Base Rate means the amount reimbursed by Ohio Medicaid for the first 35 to 60 minutes of service delivered time. Unit Rate means the amount reimbursed by Ohio Medicaid for each 15 minutes of service delivered when the visit is: Greater than 60 minutes in length Ohio Medicaid will reimburse a maximum of one unit of service when the service delivery is equal to or less than 15 minutes in length Ohio Medicaid will reimburse a maximum of 2 units if the service delivery is 16 through 34 minutes in length 68

Reimbursement Rates & Billing Procedures (REVISED 7/1/2015) When the initial visit is greater than sixty minutes For a visit in length beyond the initial hour of service, the base rate plus the rate amount for each 15 minute unit over the initial one hour may be claimed for services performed which does not exceed the prescribed OAC limits (e.g., visits not more than 4 hours for home health; more than 4 hours for Private Duty Nursing; or the individual s PCSP). Length of visit Your billing should reflect: 1-15 minutes One Unit 16-34 minutes Two Units 35-60 minutes One Base Unit 1 hour and 15 minutes One Base Unit + One Unit 1 hour and 30 minutes One Base Unit + Two Units 69

Reimbursement Rates: OAC 5160-46-06 Billing Code T1002 T1002 T1003 T1003 T1019 T1019 Service Waiver nursing services provided by an agency RN Waiver nursing services provided by a non-agency RN Waiver nursing services provided by an agency LPN Waiver nursing services provided by a non-agency LPN Personal care aide services provided by an agency personal care aide Personal care aide services provided by a non-agency personal care aide Base rate Unit rate $45.40 $8.32 $38.60 $6.96 $37.90 $6.82 $31.65 $5.57 $22.45 $3.73 $18.10 $2.86 Modifier Description Requirement U1 U2 U3 U5 HQ TD TE Infusion Therapy Second Visit Third Visit Healthchek Group Visit RN Visit LPN Visit Must be used with code G0154 for the purpose of identifying home infusion therapy provided in accordance with OAC rule 5160-12-01. Must be used to identify the second visit for the same type of service made by a provider on a date of service per individual in accordance to OAC rule 5160-12-04. Must be used to identify the third or more visit for the same type of service made by a provider on a date of service per individual in accordance to OAC rule 5160-12-04. Must be used to identify the individual receiving services due to Healthchek in accordance to OAC rule 5160-12-01. Must be used to identify individual receiving services in accordance to OAC rule 5160-12-04. Must be used to identify a visit conducted by a registered nurse (RN) for home health nursing service billed to Ohio Medicaid. Must be used to identify a visit conducted by a licensed practical nurse (LPN) for home health nursing service billed to Ohio Medicaid. 70

Ordering, Referring, Prescribing Numbers (ORP) Reference OAC 5160-1-17.9 As of April 1, 2015, all provider types are required to include the Ordering, Referring, Prescribing (ORP) number on billing claims. Ordering or referring providers has been created in order to comply with new program integrity regulations contained in the Patient Protection and Affordable Care Act (ACA). As a result, Ohio Medicaid is implementing new requirements for the Enrollment and Screening of Providers. The physician or other health care professional who is an ordering or referring only provider MUST also be enrolled as a participating provider with Medicaid. Billing claims will be denied if they do not include the National Provider Number (NPI) or the legal name of the physician or health care professional that ordered/prescribed the service or referred the client for the service. 71

Billing Accuracy / Remittance Advice- what should you look for? Ensure your claims have the correct code, date of service, and individual Ensure that the clinical documentation matches the appropriate individual, length of visit, date billed, and PAID amount Review your billing claims after each submission to assure all claims are submitted accurately, including the amount PAID If an overpayment is found or a claim was billed incorrectly, you have 60 days to resubmit a correction to the claim Remittance advice statements for claims prior to 08/02/2011 are available on the Medicaid portal at: https://medicaidremit.ohio.gov/default/home.jsf All other remittance advice statements for claims submitted on or after 08/02/2011 are available through the MITS system. 72

Service & Billing Overview Providers shall only bill for services when those services were delivered face-to-face with an Individual Providers shall not act as a contract agent or pay someone else to provide care to the Individual Providers shall not bill for services while the individual receives care at another healthcare setting, physician s office, hospital, or extended care facility 73

Service & Billing Overview Cont d Providers must submit billing claims to the individual s insurance prior to billing Medicaid. If the cost of service is covered by insurance, the provider shall not submit any billing claims to Medicaid. Providers should review billing after each submission to assure accuracy of claims which includes service delivery dates, units billed reflects time on timesheets, and bank deposit is the same as what was billed. ODM has 30 days to make a payment from the date of a clean submission 74

Billing References for Agencies, Nurses, & PCA s Reference Information: MITS Website: https://portal.ohmits.com/public/providers/tabid/43/default.aspx Web Portal Eligibility Verification: http://medicaid.ohio.gov/portals/0/providers/training/mits_eligibility_verify_ Quick_Guide.pdf Provider Billing: http://medicaid.ohio.gov/providers/training/basicbilling.aspx Website contains training on how to adjust for overpayments. 75

Billing References for Agencies, Nurses, & PCA s Reference Information continued: Provider Training: http://ohiohcbs.pcgus.com/ Website contains a wealth of information and online training opportunities. Ordering, Referring, Prescribing Numbers (ORP) Info: http://medicaid.ohio.gov/providers/enrollmentandsupport/provider Enrollment/ORP.aspx 76

ICD-10 Transition What service providers are affected? All providers that are currently required to include ICD-9 codes on claims will be required to use ICD-10 codes beginning with the date of service or date of discharge of October 1, 2015 Ancillary service providers are included, such as transportation and waiver providers 77

ICD-10 Transition What ICD-10 codes should I use? Research the codes that will apply to your business If another provider supplies your ICD-10 codes, you must ensure those providers are ICD-10 compliant If you utilize a clearinghouse/ billing service, you must ensure the vendor will be ready to accommodate the ICD-10 transition. (Send test claims) 78

ICD-10 Resources Public Consulting Group (PCG): http://ohiohcbs.pcgus.com/ Centers for Medicare and Medicaid Services (CMS): www.cms.gov/icd10 Ohio Department of Medicaid (ODM): http://www.medicaid.ohio.gov/providers/billing/icd10.aspx 79

QUESTIONS Please email all waiver provider inquiries to: ohiowaivers@pcgus.com 80

Public Consulting Group, Inc. 155 E. Broad St. 8 th Floor Columbus, Ohio 43215 (877) 908-1746, www.ohiohcbs@pcgus.com 81