County Connections Newsletter
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This newsletter is designed for the Department to inform county directors, management and staff about county performance, policy changes, process updates, upcoming due dates, and more.
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High-Impact Policy and Process Updates
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CBMS Transformation Update
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Register for SDC Virtual Instructor-Led Training (VILT) Sessions
The Health Care and Economic Security Staff Development Center (SDC) is excited to announce that the Virtual Instructor-Led Training (VILT) sessions for Transformation Phase II are now available for registration.
These sessions are eligible for the County Incentives Program Training Incentive.
Please check with your Eligibility Site before registering for the VILT sessions to make sure in-person training is not already set up for your site.
To register for the VILT sessions, users need to log into
CO.Learn
and search for the sessions listed below:
- CBMS Transformation Phase II: #1 Basic Case Navigation
- CBMS Transformation Phase II: #2 Finalization
- CBMS Transformation Phase II: #3 Program Specific –
- Medical Assistance
- Food Assistance
- Colorado Works
- Adult Financial
- Long-Term Care
- Workforce Development
- CBMS Transformation Phase II: #4 Income
- CBMS Transformation Phase II: #5 Resources
- CBMS Transformation Phase II: #6 Expenses
You may also click on the calendar on the
CO.Learn
Home Page to see a complete listing of all sessions offered. Stay tuned for additional information regarding participation in these VILT sessions!
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A
Cognos Report
was
created in September 2016 with Project 9584 that includes all errors with MA Eligibility Spans that were sent to the interChange. Additional error types were added with Project 12208 in February 2019.
These errors could be caused by data entry discrepancies. CBMS Users will need to continue to review this report daily, resolve errors and re-authorize eligibility timely. If the error cannot be resolved, a State Help Desk Ticket should be submitted.
- Report Title - Medical Assistance Eligibility Span Error Report
- Report Description - Report includes all MA Eligibility Spans that could not be processed due to an error caused by user data entry. The data entry will need to be corrected and eligibility authorized the span to be resent to the interChange.
- Report Frequency – Daily
- Report Format – Excel, PDF, CSV
- Report Access – County/MA Site Supervisors, County/MA Site Worker, State Staff. County/MA Site will only have access to their portion of the report. State Staff will have access to the entire report.
- Report Field Columns - Client Last Name, First Name, State ID #, CBMS Case #, Error Span Begin Date, Error Span End Date, Error Code, Error Description, Error Type
- Report Location – Medical Span Folder
Types of Errors that could be received and how to correct:
MEMBER LAST NAME MISSING
- CORRECT CLIENT LAST NAME, CLEAR, SAVE, RUN EDBC, AUTHORIZE MA
MEMBER FIRST NAME MISSING
- CORRECT CLIENT FIRST NAME, CLEAR, SAVE, RUN EDBC, AUTHORIZE MA
MAILING ADDRESS IS MISSING
- ADD COMPLETE MAILING ADDRESS, SAVE, RUN EDBC, AUTHORIZE MA
MAILING CITY IS MISSING
- ADD MAILING ADDRESS CITY, SAVE, RUN EDBC, AUTHORIZE MA
MAILING STATE IS MISSING OR INVALID
- ADD OR CORRECT MAILING ADDRESS STATE, SAVE, RUN EDBC, AUTHORIZE MA
MAILING ZIP CODE MISSING OR INVALID
- ADD OR CORRECT MAILING ADDRESS ZIP CODE, SAVE, RUN EDBC, AUTHORIZE MA
PHONE NUMBER MUST BE NUMERIC OR SPACES
- CORRECT PHONE NUMBER, SAVE, RUN EDBC, AUTHORIZE MA
DATE OF DEATH CANNOT BE BEFORE DATE OF BIRTH
- CORRECT EITHER DOB OR DOD, CLEAR, SAVE, RUN EDBC, AUTHORIZE MA
ENROLLMENT BEGIN DATE CANNOT BE AFTER DATE OF DEATH
- VERIFY DOD, RUN EDBC AND AUTHORIZE MA. MED SPAN END DATE SHOULD EQUAL DOD.
ENROLLMENT END DATE CANNOT BE AFTER DATE OF DEATH
- VERIFY DOD, RUN EDBC AND AUTHORIZE MA. MED SPAN END DATE SHOULD EQUAL DOD.
NH LOC BEGIN DATE CANNOT BE AFTER DATE OF DEATH
- VERIFY DOD, RUN EDBC AND AUTHORIZE MA. MED SPAN END DATE SHOULD EQUAL DOD.
NH LOC END DATE CANNOT BE AFTER DATE OF DEATH
- VERIFY DOD, RUN EDBC AND AUTHORIZE MA. MED SPAN END DATE SHOULD EQUAL DOD.
HOME ADDRESS POPULATED, HOME CITY IS NOT VALID
- CORRECT HOME ADDRESS CITY FIELD, SAVE, RUN EDBC, AUTHORIZE MA
HOME ADDRESS POPULATED, HOME STATE IS NOT VALID
- CORRECT HOME ADDRESS STATE FIELD, SAVE, RUN EDBC, AUTHORIZE MA
HOME ADDRESS POPULATED, HOME ZIP CODE IS NOT VALID
- CORRECT HOME ADDRESS ZIP CODE FIELD, SAVE, RUN EDBC, AUTHORIZE MA
LEVEL OF CARE TYPE IS UU - DOES NOT MATCH CLIENTS AGE
- CORRECT LEVEL OF CARE TYPE BASED ON CLIENTS AGE, SAVE, RUN EDBC, AUTHORIZE MA
INSTITUTIONAL MED SPAN RECEIVED WITH OUT VALID NURSING FACILITY/HOSPITAL NPI
- CORRECT LTC INSTITUTION NAME FIELD TO REFLECT A VALID NURSING FACILITY OR HOSPITAL WITH A NATIONAL PROVIDER ID, RUN EDBC, AUTHORIZE MA
PREG BEGIN > CYCLE DATE
- ENSURE THAT PREGNANCY BEGIN DATE IS NOT A FUTURE DATE
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Secondary Aid Codes Systems Issue
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Issue
Denial or Termination notices generated since February 2019 do not tell members denied or terminated from the MA Secondary Aid Code that they remain eligible for the MA Primary Aid Code. The Primary Aid Code includes payment of the Medicare Part A and/or B Monthly Premiums. This is causing confusion for MA members which is resulting in an increase in contact to both the County DHS offices and HCPF along with an increase in CBMS Help Desk Tickets.
Solution
A future CBMS project will update the MA Secondary Aid Code denial and termination NOA language to clearly explain that the denial or termination is only for the MA Secondary Aid Code, and that they remain eligible for the MA Primary Aid Code, which covers payment of the Medicare Part A and/or B Monthly Premiums.
Action Needed
If you receive a call from a member, review the case and ask the member to provide the Additional Information Resource Packet (AIRP) and/or verifications. If you see the case is not being determined correctly, please submit a help desk ticket.
Background
Medical Assistance (MA) allows Medicare recipients to be determined for both a Primary and Secondary category of assistance or aid code. This allows the member to receive Medicare Savings benefits in addition to their MA coverage included with the MA Primary Aid Code.
CBMS Project 11733 – MA Non-MAGI Secondary Aid Code Logic Updates (February 2019) updated CBMS to allow the generation of the Additional Information Resource Packet (AIRP) and Verification Check List (VCL) when Qualified Medicare Beneficiary (QMB) or Specified Low-Income Medicare Beneficiary (SLMB) are being determined as an MA Secondary Aid Code to a MA Primary Aid Code that does not consider resources as part of the eligibility determination (i.e. SSI Mandatory, MAGI Parent/Caretaker, Working Adults with Disabilities (WAwD).
This project ensures that the MA Secondary Aid Codes (QMB and SLMB) will pend for receipt of the AIRP and any missing verifications required for the eligibility determination. If the MA member does not provide the AIRP packet and/or the requested verifications by the due date on this correspondence, or the member provides all information requested but does not meet all eligibility criteria for the MA Secondary Aid Code (i.e. over income, over resources, etc.), they will receive a Denial or Termination Notice of Action (NOA) for the MA Secondary Aid Code but will remain eligible for the MA Primary Aid Code (if all criteria is still met).
The updates included in this project apply to MA members who have been ongoing in an MA Primary Aid Code and are initially being determined for an MA Secondary Aid Code or have been ongoing in both an MA Primary Aid Code and MA Secondary Aid Code.
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Recent Memo Series Issued to Counties
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OM 19-010
The purpose of this agency letter is to advise County Departments of Human/Social services and Medical Assistance sites of income changes to the Health First Colorado Buy–In Medicaid Program for Children with Disabilities (CBwD). Please share this agency letter with anyone who works with this program
OM 19-011
The purpose of this operational memo is to advise county departments of human/social services and medical Assistance sites of the Health First Colorado Medicaid Buy-In Program for Working Adults with Disabilities (WAwD). Please share this information with anyone who works with this program.
OM 19-012
The purpose for this memo is to notify County Departments of Social/Human Services and Medical Assistance (MA) Site staff of the income guidelines for the Modified Adjusted Gross Income (MAGI) Medicaid program and the Child Health Plan Plus (CHP+) program effective April 1, 2019.
OM 19-013
The purpose of this memo is to advise county departments of human/social services and Medical Assistance sites of the Medicare Savings Program (MSP) and Low Income Subsidy (LIS) income limits. MSP Categories include: Qualified Medicare Beneficiaries (QMB), Specified Low-income Medicare Beneficiaries (SLMB), Qualified Individuals (QI-1) and Qualified Disabled Working Individuals (QDWI). Please share this memo letter with anyone who works with these programs.
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IM 19-013
The purpose of this Informational Memo is to provide information to all stakeholders regarding the Financial Management Service vendors serving Consumer Directed Attendant Support Services (CDASS) participants.
IM 19-026
The purpose of this memo is to outline for county staff how to access the 1095-B forms for youth in foster care. This is the same process that has been in place since 2016.
IM 19-027
The purpose of this Informational Memo is to inform all stakeholders of a change in the timeline for the rule-making process for the Home and Community-Based Services - Children’s Habilitation Residential Program (HCBS-CHRP) waiver expansion and renewal.
IM 19-030
The purpose of this Informational Memo is to inform eligibility sites and Case Management Agencies (CMAs) of implementation of the LTSS PEAKPro Project, including an overview of the project, training opportunities and next steps in implementation.
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HCPF Informational Updates
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Hospital Transformation Program Update
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Community and Health Neighborhood Engagement
The pre-waiver year of the
Hospital Transformation Program (HTP)
is dedicated to the
Community and Health Neighborhood Engagement (CHNE) process
and is seen as a cornerstone of the program. State-wide hospitals participating in the HTP are required to engage organizations that serve and represent the broad interests of the community, including clinical providers, to identify community needs and resources. The CHNE process is intended to build on the strong spirit of collaboration within Colorado’s health system and efforts and partnerships already underway.
HTP participants are expected to engage, consult, and be informed by health neighborhoods and community organizations to identify community needs and inform the selection of transformation initiatives that address those needs during the planning process. Leveraging existing forums and collaborations will help to maximize community participation. Hospitals should align their engagement activities with advisory groups, existing programs and alliances, and statewide initiatives designed to strengthen the health care system.
Important CHNE dates:
- November 30, 2018- Hospitals submitted their CHNE Action Plan to outline how they will conduct the CHNE process.
- April 19, 2019- Midpoint Report due date. Hospitals will report on CHNE work over the first half of the pre-waiver process. A Midpoint Report template as well as Midpoint Report training is available on the HTP website. These reports will be made available to the public by request once the department has completed its reviews and the reports are finalized around the middle to end of May 2019. We will send out a notification when those are available.
- September 20, 2019- Final Report due date. Hospitals must submit a Final Report at the end of the pre-waiver CHNE process, which will include information about the entirety of the process but with a primary focus on their efforts to prioritize community needs, select target populations, identify initiatives, and develop any partnerships.
Those interested in e-updates about the HTP should
sign-up through the HCPF website
. To complete the sign-up process, enter your contact information and click the “Hospital Transformation Program” box.
If you have additional questions about the HTP, please contact Courtney A. Ronner, Hospital Relations and Communication Manager, at 303-866-2699 or
Courtney.Ronner@state.co.us
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Public Rule Review Meeting
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Public Rule Review meetings
are an opportunity for stakeholders to have one on one conversation with the Department's rule author regarding draft rules.
Public Rule Review meetings happen on the second Monday after the second Friday of each month. Stakeholders can attend in person or can e-mail feedback to the rule author before the rule goes to the Medical Services Board.
This does not take the place of public testimony at the Medical Services Board meeting and anyone who wishes is invited to come to the MSB meeting to address the Board directly. The next scheduled meeting of the MSB is Friday, November 9 at 9:00 a.m. in the 11
th
floor conference room at 303 East 17
th
Avenue.
You can access information about the Public Rule Review Meeting by visiting our
website
.
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County Grant & County Incentives Programs
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Resources
As a reminder, deliverables for Reporting Period 2 are due July 5, 2019.
Training Incentive
- COLearn has a new tagging system that allows you to see all Medicaid Training Incentive trainings! Look at the home page for more info.
- Want to make sure all of your Transformation trainings show up on your transcript? Follow the SDC's Stages of a Training Course
- Reminder: All CBMS Transformation Trainings (including VILTs and Phase II trainings) are eligible for the incentive
Having trouble with your backlog numbers?
Take a proactive approach to lowering your backlog numbers by pulling the
Detailed Timely Processing of Medical Applicant Redeterminations - Ad Hoc
report in Cognos
after
the 15th of every month
to capture those RRRs that need action taken before the end of the month.
This report is not static - cases will be removed from the list after being worked.
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Save the date!
The County Grant Program's Year End Report Out will take place on
May 29 and 30, 2019.
All grantees are required to attend, though other counties can visit and watch grantees' presentations.
Is your county considering applying for a grant in FY 2019-20?
Come to the Year End Report Out or take a look at previously funded grant projects on the
County Admin page.
The Governor signed the long bill early! The County Team will work as quickly as possible to release grant applications & other documents, pending leadership approval.
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Timeliness for February 2019
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Timeliness for all Medical Assistance
applications
was measured at
96.11 percent
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Timeliness for all Medical Assistance
redeterminations
was measured at
97.70 percent
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Go to your county’s snapshot to see updated rankings and new data for all the measures we track. Be on the lookout for new features, including:
- Updated data on the Leading Causes of Death – select the icon next to the “Premature death” measure in your snapshot to see updated values.
- Easy-to-find demographic breakdowns – for selected measures (such as Diabetes monitoring, Mammography screening, Children in poverty, Median household income, and Driving alone to work, and more), click on the county value for the measure to see a breakdown by racial/ethnic groups.
- New trend graphs for our Uninsured measures – we’ve added graphs that show you changes over time for our Additional Clinical Care Measures; see those in your county’s Snapshot.
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Department Contacts & Resources
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The Colorado Department of Health Care Policy and Financing complies with applicable federal and state civil rights laws and does not discriminate on the basis of race, color, ethnic or national origin, ancestry, age, sex, gender, sexual orientation, gender identity and expression, religion, creed, political beliefs, or disability.
Learn more about our Nondiscrimination Policy
.
ATENCIÓN: si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística. Llame al 1-800-221-3943 (State Relay: 711).
CHÚ Ý: Nếu bạn nói Tiếng Việt, có các dịch vụ hỗ trợ ngôn ngữ miễn phí dành cho bạn. Gọi số 1-800-221-3943 (State Relay: 711).
For further information about this policy, to request free disability and/or language aids and services, or to file a discrimination complaint, contact:
504/ADA Coordinator
1570 Grant St
Denver, CO 80203
Phone: 303-866-6010, Fax: 303-866-2828, State Relay: 711
Civil rights complaints can also be filed with the U.S. Department of Health and Human Services Office for Civil Rights electronically through the
Office for Civil Rights Complaint Portal
or by mail, phone, or fax at:
1961 Stout Street Room 08-148
Denver, CO 80294
Telephone: 800-368-1019, Fax: 202-619-3818, TDD: 800-537-7697
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Colorado Dept. of Health Care Policy & Financing
(303) 866-2993 | 1570 Grant Street, Denver, CO 80203
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