Case Manager's Corner
February 2021
New Care and Case Management System Announcement
Last week, the Department of Health Care Policy & Financing (the Department) hosted a kick-off presentation about the upcoming Care and Case Management (CCM) system at the Case Management Agency Quarterly Meeting. If you missed this presentation, you can view the recording here.

The presentation reviewed the overall timeline of the project and the design, development and implementation of a new Care and Case Management (CCM) system. Once implemented, the new system will allow case managers to perform work currently done in the BUS and the DDDWeb. Implementation will begin July 1, 2021. Gainwell Technologies (formerly DXC Technology) will be using MedCompass®, a configurable care management platform product of AssureCare®, to customize the new CCM system to Colorado’s unique needs.

The feedback and experience of case managers are needed as decisions are made about the implementation of the system. Please stay engaged with this newsletter as we will announce upcoming opportunities for feedback. 
Upcoming Stakeholder Engagement Opportunities
The Office of Community Living (OCL) will host stakeholder webinars the first Friday of each month, February will be skipped.

Webinar dates: March 5th, April 2nd, May 7th, June 4th
  • From 10- 11 a.m. OCL will meet with Disability, Older Adult, and Advocacy Communities
  • From 1-2 p.m., OCL will meet provide Provider Update and Technical Assistance

You can find webinar details for each date by clicking here to visit our website.

Here is the information for our next webinars.

Technical Assistance, project updates, and opportunity for questions from providers about Electronic Visit Verification (EVV) and the Care and Case Management (CCM) system project
Friday, February 19, 2021 - 1:00 - 2:00 p.m. MST
Webinar Call-in Information:
Local: 720-279-0026 / Toll Free: 1-877-820-7831
Participant Code: 174363#

Updates & Technical Assistance for Providers
Friday, March 5, 2021 - 1:00 - 2:00 p.m. MST
Webinar Call-in Information:
Local: 720-279-0026 / Toll Free: 1-877-820-7831
Participant Code: 174363#

Additional webinars may be added at a later date, as needed.
Business Process Re-engineering Efforts Underway
The Department understands this implementation has the potential to change the way CMAs perform care and case management and/or current business processes. Many case managers responded to a recent Case Manager Initial survey and expressed concerns about the timeline for the CCM system implementation and how your workloads and business processes are likely to be affected.

Throughout the transition to the new CCM system, the Department will send specific business process re-engineering communication to a designated Point of Contact at CMAs. If you have questions about this process, please contact your manager. The purpose of this communication is to share Business Process Re-engineering information and determine if and how the Department can help with this transition. The Department expects this information sharing to be mutually beneficial and likely smooth the transition to the new CCM system for all our partners. Subsequent parts of this project will include opportunities for CMAs to discuss specific business processes with Department staff in the context of the new CCM system functionality.
Member Data clean-up: Action and Response Required by Feb. 22, 2021 
The Department recently contacted your administrator or executive director about the need for case management agencies to perform member data clean up to prepare for the Care and Case Management (CCM) system transition. The CCM system integrates fully with the Colorado Benefits Management System (CBMS) and the Colorado interChange. Member demographic information from CBMS and reflected in the Bridge will overwrite BUS and DDDWeb data when data from the systems are migrated to the CCM system.

Any data inconsistencies between systems existing prior to the migration, could result in member data not being imported correctly, or at all, or in case managers being unable to find members in the new CCM tool at Go Live. The first round of critical data verification is limited to member DOB and first and last name. This clean up will ensure the maximum number of records migrate and are searchable at Go Live.

The Department has uploaded agency-specific data files identifying inconsistent member data to the Department’s SharePoint site and sent an email with detailed requests to each case management administrator or executive director. 

Additional clean-up requests, as well as guidance on how to correct inconsistencies in the data, may follow. Please continue to work to keep all data in legacy systems accurate and up to date going forward. The more accurate the data, the easier the implementation will go.

If you have specific and technical questions related to this request, you may contact josie.guida@state.co.us with a cc: to joanne.svenningsen@state.co.us with technical questions regarding this request or if you anticipate challenges related to the timeline.

The Department acknowledges that this is a particularly difficult and stressful time, but anticipates case managers’ proactive, ongoing attention to this work will be mutually beneficial and improve the transition experience for case managers, agencies, and members.
Training Program for New Assessment and Person-Centered Support Plan in Development
The Department has begun working with the Staff Development Center (SDC) on the development of a training program for the new Assessment and Person-Centered Support Plan.

The SDC offers a wide variety of training modalities through their Learning Management System (LMS). One common delivery method is an online course, or web-based training (WBT), which can be completed at the learner's pace and revisited as often as the learner chooses. Another common method is instructor-led training (ILT) which can be facilitated in-person or virtually. In the ILT, you navigate new information, apply content, have discussions, and participate in learning activities--all with an instructor present guiding learners through it. These methods and others will be utilized as the SDC develops case manager training for the new Assessment and Person-Centered Support Plan.

About the SDC
The SDC is the training connection between the Colorado Department of Human Services (CDHS), the Colorado Department of Health Care Policy and Financing (HCPF), and the Governor’s Office of Information Technology (OIT). The SDC provides integrated training services to the 64 County Departments of Social/Human Services, as well as Medical Assistance (MA), Presumptive Eligibility (PE), and Certified Application Assistance Sites (CAAS). The SDC’s overarching goal is to equip eligibility professionals with the knowledge, skills, and awareness they need to make accurate and timely eligibility determinations for Food, Medical, and Cash Assistance programs.
Visit the New Assessment and Person-Centered Support Plan Web Page
Our New Assessment and Person-Centered Support Plan webpage is accessible by clicking here. On this page, sample assessment modules are available for viewing. Please note, these modules are currently being reviewed and updated, but these older versions are available now for easy review. 
Stay Informed 
This newsletter will be released each month and highlight important updates. We will also be posting information and materials on our new web page at colorado.gov/hcpf/care-case-management-system.

We are working to develop responses to questions from the Feb. 4 Case Management Agency Quarterly Meeting and will post responses on our website.

Information will also be released in the monthly Provider Bulletin and through email updates from Gainwell. You can sign up to receive emails from Gainwell by completing this form (select "11 - Case Manager").

If you have questions or recommendations for improving our communications, you can send us an email at HCPF_CCM_Stakeholder@state.co.us.