AZ RMTS Staff Pool List Guide Revised 09/2011 Page 1
Accessing the RMTS System The web address for accessing the system is: https://easyrmts.pcgus.com/rmtsv2 Please use your PCG assigned User Name and Password to login. Note: If you do not have your User Name and Password, please contact PCG at (602) 324-5090 or toll free at 1-877-877-8011. Revised 09/2011 Page 2
Accessing the RMTS System Home - Client Roles To navigate between the Cost Pools click on Home to return to the Home screen, then select the Cost Pool that you want to work in. Staff Pool To access your participant data to update your LEA s staff roster, click on Staff Pool. Select the current Period to view your district s staff roster. Revised 09/2011 Page 3
Staff Pool The Staff Pool displays the participants from your staff roster. The staff roster must be updated for each cost pool (Direct Service Providers, Administrative Service Providers Only, and Personal Care Providers cost pool). The Participants can be viewed in either Active or Inactive status. Select the status of the participants you want to display by clicking on Active or Inactive. The status will default to Active. Status: Active Participants currently on your staff roster Inactive Participants on previous staff rosters (not current) Updates made to the staff roster are made individually by participant. Participants can be viewed by: View by Cost Pool View by School View by Job Category View by clicking on the first letter of the Last Name of a participant to pull up his or her record View by the entire Staff Pool List by clicking ALL, located to the right of the letter Z Revised 09/2011 Page 4
Staff Pool Updates Click ALL to view all active participants on the staff roster for the cost pool you are working in. Using this screen the RMTS Coordinator can do the following: Change / update a participant s information Inactivate a participant Reactivate a participant Add a new participant Revised 09/2011 Page 5
Staff Pool Update / Change Participant Information Arizona Medicaid School-Based Claiming Please review the participant s data to ensure that the information is correct. To view the participant s data click Edit. To view the participant s data click Edit Revised 09/2011 Page 6
Staff Pool Update / Change Participant Information Arizona Medicaid School-Based Claiming Click the Update button to change the changes / updates made to the participant data. The RMTS Coordinator will change / update the participant s data on this screen. All changes / updates are made by clicking in the text boxes or by using the drop down menus. The following information on the participant screen is required: Participant belongs to (Click on Select to select the Cost Pool and School Name)* First Name Last Name Job Code Job Title (Actual Job Title with the LEA) Email Employment Type (Full Time, Part Time, or Contractor) *If a School Name is missing select another school and notify the LEA s assigned PCG Account Manager. Click on the Update button, once all changes / updates have been completed the system will then return to the Select Participant screen. Revised 09/2011 Page 7
Staff Pool Update / Change Participant Information Arizona Medicaid School-Based Claiming After clicking Update to save the changes / updates made to the participant data, the system will return to the Select Participant screen. A message will appear at the top of the screen stating Staff Pool Information has been Updated successfully. Revised 09/2011 Page 8
Staff Pool - Inactivating a Participant Active participants that are no longer employed with the LEA or who have moved into a position that would not be included in the time study must be inactivated in the RMTS system. Participants can be inactivated individually or if there is more than one participant to be inactivated, they can be inactivated in a group. Click on the first letter of the participant s last name to pull up the participant data or click ALL to show all participants. Select the participant (s) to be inactivated by clicking the box to the right of the Edit button and then click on the Inactive button. Revised 09/2011 Page 9
Staff Pool - Activating a Participant Participants can be activated individually or if there is more than one participant to be activated, they can be activated in a group. However, the RMTS Coordinator must review the participant data to ensure the information is current and make updates as necessary. To activate the participant(s) change the Status from active to inactive by clicking the Inactive radio button. Click on the first letter of the participant s last name to pull up the participant data or click ALL to show all participants. Select the participant (s) to be activated by clicking the box to the right of the Edit button and then click on the Activate button. Revised 09/2011 Page 10
Staff Pool Adding a New Participant To add new participants to the staff roster that have not been on the roster previously, click the Add New button at the bottom of the screen. To add a new participant to the staff roster, click the Add New button at the bottom of the screen Revised 09/2011 Page 11
Staff Pool Adding a New Participant After entering the new participant data, click Add. The following information on the participant screen is required: Participant belongs to (Click on Select to select the Cost Pool and School Name)* First Name Last Name Job Code Job Title (Actual Job Title with the LEA) Email Employment Type (Full Time, Part Time or Contractor) *If a School Name is missing select another school and notify the LEA s assigned PCG Account Manager. Click on the Add button, once all changes / updates have been completed and the system will then return to the Select Participant screen. Revised 09/2011 Page 12
Staff Pool Adding a New Participant After clicking Add to save the new participant data, the system will return to the Select Participant screen. A message will appear at the top of the screen stating Staff Pool Information has been Added successfully. Revised 09/2011 Page 13
Staff Pool Certify Staff Pool As part of the process for updating staff rosters on-line in the RMTS system, the staff roster for each cost pool (Direct Service Providers, Administrative Service Providers Only, and Personal Care Providers cost pool) must be certified by the RMTS Coordinator before it will be included in the RMTS sample for selection of sampled moments. After all the changes/ updates have been made, select Certification to certify the staff roster. Select the Location (Cost Pool) and Period (Quarter), and click the Certify button. The staff roster will be certified for the upcoming quarter in which the LEA is participating. Once a sample is generated the staff roster can only be updated for future quarters. Revised 09/2011 Page 14
Staff Pool Certify Staff Pool To confirm that your staff roster has been certified, click on the View Certified/Uncertified Locations button. The LEA Name will display under the Certified column after the staff roster has been certified. After the staff roster has been certified the Participants have been certified successfully message will appear on the screen. Revised 09/2011 Page 15
Staff Pool Certify Staff Pool All LEAs participating in Random Moment Time Study (RMTS) must complete the certification process to have their staff roster included in the sample. Rosters that have not been certified will not be included in the sample and will not be considered as participating during the quarter. If additional updates and /or changes are needed, the RMTS Coordinator can go back in to the staff pool and make the additional updates/changes. However, the RMTS Coordinator must complete the certification process again. Once the new quarterly sample has been generated, updates to participant e-mail addresses and name corrections can be made. Any changes in status, or the addition of new participants, will not affect the sample for the current quarter once the sample has been generated. Revised 09/2011 Page 16
Staff Pool Job Category and Codes With the enhanced sampling methodology and the use of three cost pools, PCG will separate the roster into different cost pools based on the participant s job title. To do this, the Job Category and Codes have been updated to assist PCG with ensuring participants are placed in the correct cost pool. The Cost Pools for the Random Moment Time Study (RMTS) consist of the following job titles: Cost Pool 1 - Direct Service Providers Speech-Language Pathologists Licensed Professional Counselors Licensed Marriage and Family Therapist Audiologist Occupational Therapists Physical Therapists Occupational Therapy Assistants Physical Therapy Assistants Social Workers Psychologists Psychiatrists Registered Nurses Licensed Practical Nurses Speech-Language Pathology Assistants Cost Pool 2 - Administrative Service Providers Only Speech-Language Pathologists (Not Certified for DSC Billing) Speech-Language Pathology Assistants (Not Certified for DSC Billing) Audiology Assistants Interpreters Bilingual Specialists Administrators for Exceptional Student Education Special Education Teachers Program and Staffing Specialists Student Services Personnel Augmentative Specialists Dietitians Liaisons for Exceptional Student Education Guidance Counselors School Based Psychologists And other groups/individuals that may be identified by the school district Cost Pool 3 - Personal Care Providers School Health Aides (Registered with AHCCCS and actively billing for ADL services) Revised 09/2011 Page 17
Staff Pool Job Category and Codes It is imperative that the participants are placed in the correct Cost Pool and Job Category based on their actual job title within the LEA. Cost Pool 1 Direct Service Providers Job Code Description 01 Audiologists 02 Certified Occupational Therapy Assistants 04 Speech Language Pathologists 06 Licensed Marriage and Family Therapists 08 Licensed Professional Counselors LPC 09 Occupational Therapists 10 Physical Therapists 11 Physical Therapy Assistants 12 Psychiatrists 13 Psychologists 14 Registered Nurses and Licensed Practical Nurses 15 Social Workers 28 Speech Language Pathology Assistant Cost Pool 2 Administrative Service Providers Only Job Code Description 16 Administrators for Exceptional Student Education* 17 Audiology Assistants 18 Augmentative Specialists 19 Bilingual Specialists 20 Dietitians 21 Interpreter 22 Liaisons for Exceptional Student Education* 24 Program and Staffing Specialists* 25 Special Education Teachers* 27 Student Services Personnel* 29 Non-Billing DSC Providers 30 Guidance Counselors* 32 School Based Psychologists Cost Pool 3 Personal Care Providers Job Code 31 School Health Aides Description *These positions require an Annual Position Classification Form (PCF) to be included in the roster for the statewide sample. Revised 09/2011 Page 18
Staff Pool Job Category and Codes The Job Codes / Categories cannot capture all of the various job titles within the LEA. For those job titles that may be included on the staff roster, but does not have a clear Job Category / Code, the title will be coded as either Program and Staffing Specialist or Student Services Personnel. Providers that do not bill for Medicaid reimbursement will be coded as Non-Billing DSC Providers. To assist the LEAs with understanding which code to select the following information has been provided. Program and Staffing Specialists Cost Pool 2 / Job Code 24 Job titles listed under this code would include those individuals that specifically specialize in an occupation, interest, or program and can be an authority, expert, or professional in their field. As such they are often in an administrative role in overseeing programs or staff. They may be a licensed or certified professional. Some job titles that may be included under this code are Specialists, Business Manager, Diagnosticians, CNAs, Teachers, Liaisons, Medicaid Billing Clerks, Directors, Coordinators, Principals, Superintendents, and etc. Student Services Personnel Cost Pool 2 / Job Code 27 Job titles listed under this code would include those individuals working in support staff roles within the LEA. Some job titles that may be included are considered general office personnel such as Secretaries, Clerks, Registrars, Receptionists, Bookkeepers, Office Managers, etc. Other individuals that provide support to staff, administration, programs and students like aides (other than School Health Aides actively billing for services), assistants, and health support staff are included under the Student Services Personnel job code. Non-Billing DSC Providers Cost Pool 2 / Job Code 29 Job titles listed under this code would include individuals that are licensed or certified providers that Do Not meet the qualifications to be an AHCCCS qualified provider, or due to district need, work in a role that does not render services to students for billing purposes. This job code provides Administrative Outreach Activities on a routine basis that supports Medicaid. Some job tiles that may be included under this code are Non-DSC Billing Speech-Language Pathologists, Speech-Language Pathology Assistants / Technicians, etc. When updating or adding new participants in the staff pool, the RMTS Coordinator must list the participant s actual job title within the LEA and then select the appropriate Job Code / Job Category based on the actual job title. If the RMTS Coordinator has questions regarding a job title or the code to select, the assigned PCG Account Manager will provide assistance in determining whether or not the job title should be included in the staff pool list. Position Classification Forms (PCF) for those job titles that require a position classification form are required to be submitted once during the duration of the LEAs participation in the program. The RMTS Coordinator is responsible for submitting additional/new PCF s when a new job title has been added to the staff roster or there has been a change in the roles of the job title. Job titles that require a PCF but have not been submitted to PCG will not be included in the staff roster and will be removed. Revised 09/2011 Page 19