STATE OF WASHINGTON



center31912900STATE OF WASHINGTONDEPARTMENT OF SOCIAL AND HEALTH SERVICESAging and Long-Term Support AdministrationHome and Community Services Division18859501943100HCS MANAGEMENT BULLETIN00HCS MANAGEMENT BULLETINPO Box 45600, Olympia, WA 98504-5600H21-020 – ProcedureMarch 26, 2021TO:Home and Community Services (HCS) Division Regional Administrators Area Agency on Aging (AAA) Directors FROM:Bea Rector, Director, Home and Community Services DivisionSUBJECT:Retainer Payments for specific Medicaid Service Providers--Adult Day Health (ADH) and Adult Day Care (ADC) during the COVID-19 outbreakPURPOSE:To notify the field that about changes to the temporary retainer payments that may be paid during the COVID-19 pandemicBACKGROUND:On February 29, 2020, Governor Inslee declared a state of emergency in response to the COVID-19 outbreak, directing state agencies to use all resources necessary to prepare for and respond to the outbreak. ALTSA received approval to pay retainer payments to specific Community First Choice (CFC) and 1915(c) waiver providers from the Centers for Medicare and Medicaid Services (CMS) under an 1115 demonstration to address the COVID-19 public health emergency. WHAT’S NEW, CHANGED, OR CLARIFIED:In light of the unprecedented emergency circumstances associated with the COVID-19 pandemic, CMS granted the ability to authorize up to three retainer payment episodes of thirty days when certain conditions are met. The total number of retainer days available to a client provider pair is 90 retainer days.The Aging and Long-Term Support Administration, Home and Community Services division, will be allowing up to three episodes of the temporary retainer payments (each episode being 30 daily units for a maximum of 90 daily units total between March 2020 and June 2021) to ADH or ADC due to specific COVID-19 related circumstances described in the Action section of this MB. Retainer payments are payments to providers made in lieu of normal payment for services when the provider is prevented from delivering services for one of the reasons detailed in the action section listed on the next page. Note: Retainer payments are not available for clients receiving adult day services under the MAC or TSOA programs.ACTION:ADH and ADC providers can be authorized pandemic-related retainer payments for the period of March 1, 2020- June 30, 2021, when:The ADH or ADC facility was prevented from providing authorized services to a Medicaid client due to the provider temporarily closing or not providing services to authorized clients as a result of reducing the number of people served on a given day in response to local, state, federal, or medical requirements or orders; orThe ADH or ADC was prevented from providing services to a Medicaid client because the client has a positive or suspected COVID-19 diagnosis.Additionally, in order to receive additional retainer payments, the ADH/ADC must:Agree to the CMS terms listed on the attestation, enter the date that the terms are true for them, and sign an attestation recording that agreement;Intend to re-open the center; andAgree to continue to provide services to the Medicaid client(s) when it is safe to do so.If a case manager is notified by an ADH or ADC provider that additional retainer payments are necessary after July 1, 2020 the case manager must:Receive a signed Retainer Payment Attestation from the provider agreeing to the CMS terms (attached).Only one attestation is needed per provider contract. If you are able to verify in ACD that a signed attestation has been completed and the date, you do not need to get another signed attestation for that provider. Verify that the ADH/ADC intends to re-open and agrees to continue providing services to the Medicaid client(s) once safe to do so.Use the pandemic-related retainer payment service code listed below to authorize each span of 30 daily units of retainer payments at 70% of the current county based rate. Use the following service codes:For ADH providers, SA687,U2For ADC providers, SA687, U3Attached is a Retainer Payment Units Calculator to assist in determining your date span for an Adult Day retainer service line based on how many days your client typically attend ADH/ADC.Document these actions in the SER in CARE.If you collected an attestation from the provider, send the attestation form to the appropriate staff in your office to upload into ACD. For audit purposes, attestations must be in ACD on the Contract Detail page under the Document Mgmt tab. Please note: The provider must agree with the CMS terms and verify that agreement in an attestation in order to be authorized for retainer payments after July 1, 2020.Do not authorize more than 30 daily units (retainer payment episode) between March 1, 2020 and June 30, 2020. Do not authorize any retainer payments after July 1, 2020 without a signed Attestation form showing the date that the provider agrees to the terms.The attestation applies to any retainer payments made after July 1, 2020. The authorization must not start until the date the provider attests that the terms are true. The 30 daily units of retainer payments does not need to be used all at once. Between March 2020 and June 2021 total retainer payments may not exceed 90 daily units. If a provider claims more than 90 days of retainer payments, it will result in an overpayment.ADHs and ADCs may only claim retainer payments for days the client was authorized to receive adult day services. Retainer payments are not available for clients receiving adult day services under the MAC or TSOA programs. The funding for the Adult Day retainer payments was approved by CMS only for specific 1915c waivers (COPES and RSW).Providers must not claim a retainer payment for any Medicaid client on the same date for which a service is provided. Claiming a retainer payment while also claiming for the provision of care to a client will result in an overpayment. Case Managers should not process an overpayment for retainer payments at this time. Further instruction on completing overpayments for pandemic-related retainer payments will be provided at a later date. If you have authorized more than a total of 90 daily units between March 2020 and June 2021 you must modify your social service authorizations to bring the total amount authorized at or below 90 daily units. RELATED REFERENCES:ATTACHMENT(S):\s \s CONTACT(S):Jerome Spearman, Adult Day Services Program Manager(360) 725-2638jerome.spearman@dshs. Jacquelyn Pinkerton, Social Services Billing Program Manager 360-725-2636 pinkejm@dshs. ................
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