Minutes .us



|Topic |Discussion |Action |Decision |

|SSIS staff: Kate Stolpman, Stacey Alsdurf, Janel Heath, Theresa Hill, Mary Klinghagen, Woody Rasmussen, |

|Sue Nelson and Beth Sahr |

| |

|County staff:, Gwynne Roadfeldt (Roseau/1,2), Kathy Ryan (Aitkin (3,5), Janet Nilsen (St. Louis/3), |

|Gary Harmon (Hennepin/12), John Glisczinski (Scott/11), Sue Radel (Brown/9), Janelle White (Ramsey/13), Mary Wacek (Steele/10) |

| |

|Absent: Dona Pederson (Stearns/7) |

| |

|Vacant: Region 4 & Regions 6 & 8 |

|7/18/12 Minutes |Motion made by Janelle White, Mary Wacek seconded, to approve the minutes of the | |Approved |

| |10/24/12 meeting. | | |

| |The motion carried unanimously. | | |

|New members |Gary Harmon, Hennepin County Region 12 | | |

| |Sue Radel, Brown County, Region 9 | | |

|SSIS Project Update |Kate went over what is planned for the releases in 2013; see handout for details. |Fiscal Projects for 2013 | |

| |Assessments for MnCHOICES will no longer be billable in SSIS beginning in October. | | |

| |Reimbursement will be through the SSTS (Social Services Time Study). | | |

|SSIS Update |PMI/HIX   | | |

| |MAXIS will continue to generate PMI’s. Clients will also get an eight-character ID for | | |

| |MNsure. | | |

| | | | |

| |System Modernization | | |

| |The vendor for the analysis portion submitted a roadmap. SSIS is tentatively scheduled | | |

| |to be modernized and included in the larger system in 2018. MAXIS is scheduled first. | | |

| | | | |

| |County Visits   | | |

| |Three separate groups from SSIS Fiscal visited Wright County, observing State Reports, | | |

| |Healthcare Claiming and Proofing and Payments and Service Arrangements. SSIS found these| | |

| |visits to be very helpful. | | |

| |Staff are planning to visit Washington County at the end of the 3rd quarter and would | | |

| |like to visit other counties. If you are interested, contact Kate. | | |

| | | | |

| |Pilot Counties | | |

| |There are many things that smaller counties don’t do, and it makes it difficult to do | | |

| |adequate testing. We will ask larger counties to pilot V13.3, especially for the Exclude| | |

| |from Proofing. | | |

| | | | |

| |Moving Home Minnesota (MHM) | | |

| |MHM was formerly known as Money Follows the Person. A statewide pilot will start with a | | |

| |small group of clients, possibly 200. Clients will be added as the pilot progresses. | | |

| |In V13.2, we are adding a State Special Study code for MHM. At this point, rules are not| | |

| |finalized and it is a pilot project, so we are not adding a new claim category for MHM. | | |

| |SSIS is looking at the possibility of adding staff expenses to SSIS for this project. | | |

| |This is also complex. | | |

| |There are some new HCPCS for the project. We may add these to SSIS as non-automated. | | |

| | | | |

| |Mobile App | | |

| |RedMane won the RFP process and design work is moving along. The application is intended| | |

| |for social workers for case notes, service plans, etc., on iPads. The app includes a | | |

| |genome feature that can be used for adding relationships. The pilot agencies are St. | | |

| |Louis, Morrison, Stearns and SWMHHS. | | |

| |Question: Can MnCHOICES use the mobile app? | | |

| |Answer: An iPad can access anything that’s on the internet, but the format of the | | |

| |presentation would not be customized for the iPad, so it may be hard to see and | | |

| |difficult to navigate. When we get our iPads set up, someone can try it to see how/if it| | |

| |works. | | |

| | | | |

| |Tom Kine prepared a handout for the Worker Mentor Meeting that explains more about the | | |

| |mobile app. | | |

| | | | |

| |Kathy Ryan (Aitkin) said that she was told that MnCHOICES would not be a part of the | | |

| |mobile app. | | |

| |Mary Wacek (Steele) asked how many counties are using laptops or iPads for their social | | |

| |workers. Gwynne Roadfeldt (Roseau) stated they purchased laptops for their workers in | | |

| |preparation for MnCHOICES. Kathy Ryan said that they are nearing the point where they | | |

| |need to replace their workers’ laptops. Moved to the ‘Parking Lot” to discuss later | | |

| |today. | | |

| | | | |

| | | | |

| | | | |

| | | | |

| | |Mobile App presentation from | |

| | |5/10/13 Worker Mentor Meeting | |

|Do Not Claim Determination |Woody reviewed the Do Not Claim Determination screen changes and the Plan Prior |Do Not Claim Determination | |

| |Authorization tab that is being added to assist agencies in MCO billing. |Update – handout version | |

| | | | |

| |Question: Will diagnosis codes be added to the summary report? | | |

| |Answer: | | |

| |DD and LTCC Screening Diagnosis codes will be added to the Do Not Claim Detail Report, | | |

| |but not to the Do Not Claim Determination Report. We are creating a new report and may | | |

| |add diagnosis to that report. Update: we will not add diagnosis codes to the new report.| | |

|MCO Billing |Theresa discussed results of the survey on the importance of pursuing MCO billing. She |1/13 Partnership MCO | |

| |presented the survey data to the Partnership Group in January 2013 and they requested |Presentation | |

| |that the FAC decide whether or not SSIS pursues MCO billing. | | |

| | |MCO Billing Survey Summary | |

| |Discussion: | | |

| |Aitkin - Kathy Ryan suggested looking at other options. | | |

| | |Include MH policy contact | |

| |Scott - SSIS has added different fields, reports, etc., |info: | |

| |to assist in MCO billing. Maybe consider funding by a percent of claiming by county to | | |

| |pay for MCO billing. | | |

| | |AMH: | |

| |St. Louis- Staff would love it if SSIS programmed it, but this has been rehashed for |Richard Seurer | |

| |years and may be time to move on. Janet Nilsen would like MACSSA to know the importance |richard.seurer@ state.mn.us | |

| |of this issue and that even if it is decided not to move forward, MACSSA needs to be |CMH: LaRone Greer | |

| |involved. |larone.greer@ state.mn.us | |

| | |Include link to website that | |

| |Brown- It’s a lot of money. Considering many counties did not respond, one could assume |has the DHS contract for the | |

| |they wouldn’t want that much money going towards this. |MCO’s: | |

| | |MCO Contract web page | |

| |Steele- It would be nice to have but is it really worth giving up everything else? If | | |

| |33 counties did not respond, should we really spend this amount of money when that many |Theresa: draft the | |

| |counties didn’t respond. |Justification for Partnership.| |

| | |Sue will send out for review | |

| |Hennepin- Their IT dept. is looking at other ways to do the billing. Gary Harmon’s first|to the FAC reps. Reps to | |

| |reaction is for it to be in SSIS, but after hearing the pros and cons, it doesn’t make |review and send back any edits| |

| |sense to pursue. |- Done | |

| | | | |

| |Ramsey- Ramsey has a custom system to claim MCO’s. Currently their system is down and |Chandra Breen contact info: | |

| |they haven’t billed MCO’s since February. SSIS responds very quickly to issues with |chandra.breen@ | |

| |claiming and Stacey is great to work with. The claiming should be included in SSIS, as |state.mn.us | |

| |SSIS does a better job than what individual agencies can. |Phone: | |

| | |651-431-3487 | |

| |Roseau- Gwynne Roadfeldt stated that DHS is mandating that the counties contract with | | |

| |MCO’s, so why can’t DHS mandate they standardize the forms and prior authorizations? |Link: FAC Recommendation To | |

| |Since counties in her region didn’t respond. She feels that spending that much money on |Partnership on MCO Billing | |

| |something that some counties didn’t take the time to respond to doesn’t seem like a good| | |

| |idea. She would like to revisit the issue if things change drastically. | | |

| | | | |

| |Vote was unanimous to not pursue SSIS adding MCO claiming. A document was created to be | | |

| |presented to the SSIS Partnership Group in June. | | |

|ICD 10 Search functionality|There were many questions about training for ICD-10 and whether or not there is a |Link: | |

| |requirement for a new diagnostic assessment with the new ICD-10 code for billing. Karry |Diagnosis codes and screens | |

| |Udvig, MH ICD-10 Project Manager, is working on a crosswalk from ICD-9 to ICD-10. | | |

| |Counties will receive Service Agreement letters from MMIS for Waiver clients that will |Find out if MH clients have to| |

| |state what the new code is and that counties should enter these into SSIS. We will |have a new diagnostic | |

| |invite Karry Udvig to our next meeting. |assessment done for a valid | |

| | |ICD-10 code. | |

| |SSIS will continue to autofill the generic code on CW-TCM claims. | | |

| | | | |

| |Question: Why do they have DSM_IV codes? | | |

| |Answer: Mental health workers are more familiar with those codes. Some DSM-IV codes | | |

| |convert directly to ICD-9 codes but will not convert to ICD-10 codes. There have been | | |

| |issues with the new DSM-IV codes. | | |

| |Question: Will there be training for social workers? | | |

| |Answer: Karry Udvig is doing the mental health code crosswalk and will be doing | | |

| |provider training. | | |

|FAC Processes |Sue reviewed the process that SSIS Fiscal uses when we receive an enhancement or report |Put FAC rep responsibilities | |

| |request from an FAC member. This will be discussed in more detail when the two members |information in a document for | |

| |from the vacant regions are added and attend the meetings. |later discussion. | |

| |Sue reviewed the FAC representative responsibilities. | | |

|Exclude from Proofing |Two projects from the priority list will be implemented soon: 1) marking payments as | | |

| |reviewed and, 2) ability to manually mark time records and payments as claimed. The | | |

| |first step -- the ability to exclude payments from the Title IV-E Abstract Report | | |

| |proofing-- is being added in V13.3. You will be able to search for and delete | | |

| |exclusions. Exclude From Proofing for Healthcare Claiming will be available in a future | | |

| |release. | | |

| | | | |

| |Kathy Ryan asked if there is any plan to include anything for Child Count proofing. | | |

| |Theresa stated that | | |

| |if you create an exclusion for a payment it would be excluded from all of IV-E proofing,| | |

| |but the record would still be counted. | | |

|Training |Janel went over the results from the survey and the questions on the PowerPoint. |Links: | |

| |Counties need to let staff attending FNWT know why they are attending FNWT and what |Training Survey Results | |

| |parts of Fiscal they will be using. |Training Handout | |

| | |1. Send questions from the | |

| |Should SSIS have a methodology for agencies to use to let us know of staff training |handout to reps | |

| |needs due to retirement, etc.? |2. Develop and send form for | |

| | |counties to notify SSIS when | |

| | |they have staff that needs | |

| | |training. | |

|FAC Member Fiscal Updates |Kathy Ryan: Things are going well in Aitkin with Claiming. Their issues are with the |Follow-up on how to bill for | |

| |slowness of SSIS and locking up for workers. She thinks this is being reported to the |PASRR does it need to be | |

| |Help Line. She received the Bulletin regarding PASRR screenings; is there anything in |billed through MN-ITS? | |

| |SSIS to assist them with this billing? Their main focus is on MnCHOICES and how that | | |

| |will affect them. Going live with eDocs in June for Income Maintenance. |This HCPC T2011 is not | |

| | |currently in SSIS but could | |

| |Gary Harmon: Hennepin is going through reorganization over the next year. They have had |potentially be added as | |

| |reduction of staff and the budget is tough. They struggle with IV-E errors and are |non-automated. SSIS would not | |

| |working hard on building relationships within the finance and operating areas. Staff is |bill for this; counties would | |

| |looking at how they use SSIS, what is a mentor, who is a mentor, and how as a county |need to bill through MN-ITS | |

| |they deal with SSIS and implement it. |because the claim requires a | |

| | |rendering provider and that | |

| |Janet Nilsen: St. Louis has the same issues as others: MNsure, MnCHOICES, and how this |capability is not available in| |

| |will affect everything. SSIS is going well with one Healthcare Claim batch that needs to|SSIS. | |

| |be cleaned up. She is working with Theresa and Stacey on this issue. | | |

| | | | |

| |Dona Pederson: Absent | | |

| | | | |

| |John Glisczinski: Scott County hired a new director for Community Corrections and Income| | |

| |Maintenance. The Public Health director is retiring. Staff are moving from building to | | |

| |building to accommodate new positions. The budget process is starting in June. | | |

| | | | |

| |Sue Radel: Brown is piloting Version 13.2. The F2 is working well for new payments. | | |

| |They worry about Waiver Provider Standards and the small providers. They have lawn | | |

| |mowing providers, etc.; how are they going to get paid as they are not going to enroll | | |

| |as a provider? Note: there may be a fiscal entity assigned and this may be a way for the| | |

| |county to pay for these services and then bill MMIS. Submitted Rule 5 claims and both | | |

| |claims were denied for category of service. Note: It is normally the provider who hasn’t| | |

| |returned the proper paperwork to provider enrollment to renew their contract. | | |

| | | | |

| |Mary Wacek: Working with Enterprise Document Managing System (EDMS) is taking longer | | |

| |than expected. They hope to be live in early August. Steele is looking at adding some | | |

| |new workers to accommodate MnCHOICES and MNsure. Dodge, Steele, Waseca and Mower | | |

| |Counties are going to their boards to get a decision on going forward with merger in | | |

| |2015. They will be a service delivery authority. Details still need to be worked out. | | |

| | | | |

| |Gwynne Roadfeldt: The regional meeting is next Thursday with 12 counties involved. | | |

| |Roseau is getting new fiscal staff on board. Income Maintenance has been scanning | | |

| |documents for about a year and a half. | | |

| | | | |

| |Janelle White: Ramsey has had turnover in the Mgmt. Analyst staff. The Director of | | |

| |Administration is leaving and there is a new Director of Children’s Services. They are | | |

| |converting more adult areas into SSIS and are almost done. Adult Foster Care is planned | | |

| |for conversion in June. Ramsey is working on a web-based Vendor Payment System based on | | |

| |Anoka’s system with tweaks to it. They’re working on a Service Quality Assurance system | | |

| |for documenting qualifiable compliance in SSIS, hoping that programming will be done for| | |

| |this by the end of the year. | | |

| | | | |

| |Question: Would they share this with other counties? | | |

| |Answer: Probably, when it is up and running. | | |

| |They have changed how they access Citrix and will migrate to MyXenApp for all access, no| | |

| |longer using Citrix. This is still being analyzed. Janelle also reports that SSIS is | | |

| |slow, but is not sure if it is SSIS or their servers? Concerns about changes related to | | |

| |MnCHOICES, Affordability Act, random moment changes, and training. | | |

|Member Open Discussion |Are other agencies looking at going to iPads? Hennepin used notebooks in the past but | | |

| |they broke down easily. Steele County workers all have laptops now and Steele is curious| | |

| |if other agencies are leaning towards iPads or tablets for replacement. iPads could be | | |

| |used for videos and pictures and Siri used for notes. | | |

| | | | |

| |There was a suggestion to update county phones so they could take pictures on visits. | | |

| | | | |

| |Ramsey is not looking at replacing laptops with tablets or iPads. MnCHOICES’ start date | | |

| |is November 4, 2013. It is for new assessments not reassessments. Ramsey is a first | | |

| |implementer for MnCHOICES and did initial Beta testing. | | |

|Next Meeting |August 14, 2013 | | |

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