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Southeast PA CHC SCSCE Training
Hosted by
Wednesday December 5th 2018
1
The purpose of this presentation is to provide information and
process updates to ALL SCSCE managing to the implementation
of CHC in the Southwest Region of Pennsylvania
Southeast Region MCOs are
Note AmeriHealth Caritas PA Community HealthChoices (SW Region) and Keystone First Community HealthChoices
(SE Region) are sister companies and have different names in different zones
2
Housekeeping
bull Attendee phones will be muted during the session
bull Question and Answer time at end of each section
bull Additional questions please submit them to your PPL Regional Enrollment Manager
bull FAQ will be distributed after this presentation through the PPL Regional Enrollment Managers
PPL will be recording this presentation It will be posted to our website publicpartnershipscom
3
AGENDA
bull General Information
bull Roles and Responsibilities
bull Enrollment Processes
bull New PDS Initiatives
Authorization Creation Modifications and Troubleshooting
bull MCO Switches
bull File Error Report Automation
bull Assisting Participants as they Manage their Services in CHC
bull Advance Funding
bull Tools to Assist Participants Service Coordinators and MCOrsquos
bull MCO Contacts and Portal Access
4
GENERAL INFORMATION
Pennsylvania PPL Staff
bull PPL maintains two offices in Pennsylvania
bull Harrisburg
bull Philadelphia
bull PPL Regional Enrollment Managers assist with participant concerns and
enrollment Educate Service Coordination Entity staff on using PPLrsquos
BetterOnlinetrade Web Portal program processes and program rules
bull PPL Enrollment Specialists and Supports Brokers are located throughout
PA They provide in-home and telephone visits to new participants to
assist with the initial enrollment paperwork and provide orientation and
training to the CLE
Office hours by appointment
6
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
The purpose of this presentation is to provide information and
process updates to ALL SCSCE managing to the implementation
of CHC in the Southwest Region of Pennsylvania
Southeast Region MCOs are
Note AmeriHealth Caritas PA Community HealthChoices (SW Region) and Keystone First Community HealthChoices
(SE Region) are sister companies and have different names in different zones
2
Housekeeping
bull Attendee phones will be muted during the session
bull Question and Answer time at end of each section
bull Additional questions please submit them to your PPL Regional Enrollment Manager
bull FAQ will be distributed after this presentation through the PPL Regional Enrollment Managers
PPL will be recording this presentation It will be posted to our website publicpartnershipscom
3
AGENDA
bull General Information
bull Roles and Responsibilities
bull Enrollment Processes
bull New PDS Initiatives
Authorization Creation Modifications and Troubleshooting
bull MCO Switches
bull File Error Report Automation
bull Assisting Participants as they Manage their Services in CHC
bull Advance Funding
bull Tools to Assist Participants Service Coordinators and MCOrsquos
bull MCO Contacts and Portal Access
4
GENERAL INFORMATION
Pennsylvania PPL Staff
bull PPL maintains two offices in Pennsylvania
bull Harrisburg
bull Philadelphia
bull PPL Regional Enrollment Managers assist with participant concerns and
enrollment Educate Service Coordination Entity staff on using PPLrsquos
BetterOnlinetrade Web Portal program processes and program rules
bull PPL Enrollment Specialists and Supports Brokers are located throughout
PA They provide in-home and telephone visits to new participants to
assist with the initial enrollment paperwork and provide orientation and
training to the CLE
Office hours by appointment
6
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Housekeeping
bull Attendee phones will be muted during the session
bull Question and Answer time at end of each section
bull Additional questions please submit them to your PPL Regional Enrollment Manager
bull FAQ will be distributed after this presentation through the PPL Regional Enrollment Managers
PPL will be recording this presentation It will be posted to our website publicpartnershipscom
3
AGENDA
bull General Information
bull Roles and Responsibilities
bull Enrollment Processes
bull New PDS Initiatives
Authorization Creation Modifications and Troubleshooting
bull MCO Switches
bull File Error Report Automation
bull Assisting Participants as they Manage their Services in CHC
bull Advance Funding
bull Tools to Assist Participants Service Coordinators and MCOrsquos
bull MCO Contacts and Portal Access
4
GENERAL INFORMATION
Pennsylvania PPL Staff
bull PPL maintains two offices in Pennsylvania
bull Harrisburg
bull Philadelphia
bull PPL Regional Enrollment Managers assist with participant concerns and
enrollment Educate Service Coordination Entity staff on using PPLrsquos
BetterOnlinetrade Web Portal program processes and program rules
bull PPL Enrollment Specialists and Supports Brokers are located throughout
PA They provide in-home and telephone visits to new participants to
assist with the initial enrollment paperwork and provide orientation and
training to the CLE
Office hours by appointment
6
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
AGENDA
bull General Information
bull Roles and Responsibilities
bull Enrollment Processes
bull New PDS Initiatives
Authorization Creation Modifications and Troubleshooting
bull MCO Switches
bull File Error Report Automation
bull Assisting Participants as they Manage their Services in CHC
bull Advance Funding
bull Tools to Assist Participants Service Coordinators and MCOrsquos
bull MCO Contacts and Portal Access
4
GENERAL INFORMATION
Pennsylvania PPL Staff
bull PPL maintains two offices in Pennsylvania
bull Harrisburg
bull Philadelphia
bull PPL Regional Enrollment Managers assist with participant concerns and
enrollment Educate Service Coordination Entity staff on using PPLrsquos
BetterOnlinetrade Web Portal program processes and program rules
bull PPL Enrollment Specialists and Supports Brokers are located throughout
PA They provide in-home and telephone visits to new participants to
assist with the initial enrollment paperwork and provide orientation and
training to the CLE
Office hours by appointment
6
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
GENERAL INFORMATION
Pennsylvania PPL Staff
bull PPL maintains two offices in Pennsylvania
bull Harrisburg
bull Philadelphia
bull PPL Regional Enrollment Managers assist with participant concerns and
enrollment Educate Service Coordination Entity staff on using PPLrsquos
BetterOnlinetrade Web Portal program processes and program rules
bull PPL Enrollment Specialists and Supports Brokers are located throughout
PA They provide in-home and telephone visits to new participants to
assist with the initial enrollment paperwork and provide orientation and
training to the CLE
Office hours by appointment
6
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Pennsylvania PPL Staff
bull PPL maintains two offices in Pennsylvania
bull Harrisburg
bull Philadelphia
bull PPL Regional Enrollment Managers assist with participant concerns and
enrollment Educate Service Coordination Entity staff on using PPLrsquos
BetterOnlinetrade Web Portal program processes and program rules
bull PPL Enrollment Specialists and Supports Brokers are located throughout
PA They provide in-home and telephone visits to new participants to
assist with the initial enrollment paperwork and provide orientation and
training to the CLE
Office hours by appointment
6
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Roles and Responsibilities
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
PPL Roles and Responsibilities
bull Provide and assist Common Law Employer (CLE) and Direct Care Worker (DCW) with new hire forms
bull Provide over-the-phone enrollment for DCWs
bull Process and review completed CLE and DCW paperwork including perform all necessary record checks on prospective DCWrsquos
bull Issue payments to DCWrsquos bi-weekly following the receipt of properly submitted timesheets
bull Provide payments to vendors through Services My Way program
bull Complete CLE tax responsibilities including withholding and depositing payroll taxes and filing payroll tax returns
bull Issue w-2 year-end statements
bull Provide customer service support for Participants and DCWs
8
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Enrollment Manager Roles and Responsibilities
bull Main point of contact for Service CoordinatorsEntities (SCSCE) and MCOrsquos
bull Main point of contact for DCWrsquos and CLErsquos is PPLrsquos Customer Service
bull Respond to day to day participant direction issues identified by SCs
bull Support training and education
bull Work with SC Administrators to maintain web portal access for SCs
bull Communicate significant changes and updates
bull Work with SCs on errors which may cause participants to not receive services
bull Missing authorizations
bull Gap in Service Issues
bull Mandatory Reporter
9
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
10
Enrollment Manager Assignments by County
bull Enrollment Managers are the primary contact for Service Coordinators
bull Participants CLEs and DCWs should continue to call PPL Customer Service for assistance
A copy of the crosswalk is included as a hand-out with this presentation
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Service Coordinator Roles and Responsibilities
bull Introduce the choice for Participant Directed Services to Participants
bull Assist with the designation of an alternate CLE where necessary and allowed
bull Make referrals to PPL using the PPL Better Online web portal
bull Develop and update Individual Service Plans
bull Initiate informal supports or agency services until the participant is ready to
receive services through PPL and DCW is good to go
bull Help participants develop and implement a backup plan
bull Monitor the delivery of services and supports
bull Review PPL utilization reports and the Service Plan with participant to ensure
services are being provided in accordance with the Service Plan
bull Provide PPL with any temporary gaps in service in a timely fashion
bull Keep participant demographics up to date in OLTL Systems or MCO Plan Portals
bull May assist participants with completing enrollment forms
bull Mandatory Reporter
11
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
MCO Plan Role in PDS
bull Train Service Coordinators on program requirements and MCO system entry and utilization
bull Provide support to Service Coordinators in the management of the Participantsrsquo services
bull Provide authorizations to Public Partnerships for participants choosing PDS
bull Approve Service Plans submitted by Service Coordinators
bull Provide Service Coordination Supervision
bull Receive and Review Reports from PPL
bull Confirm the correct Waiver Authorization and service codes are being entered to ensure payment to DCW
bull Mandatory Reporter
12
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Common Law Employer Roles and Responsibilities
bull Recruit hire train schedule manage and dismiss DCWs
bull Verify DCW and vendor qualifications
bull Ensure that DCWs complete the enrollment requirements
bull Train DCWs in providing services described in the ISP
bull Decide how much to pay DCW within state guidelines
bull Monitor adherence to Service Plan and budget
bull Develop and implement a backup plan
bull Approve and submit all timesheets to PPL
bull Report suspicions of Medicaid fraud or financial abuse
bull Designate a representative to assist with CLE duties as
necessary
bull Mandatory Reporter
13
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Alternate Common Law Employer Option
bull CHC Aging Independence and OBRA Waivers allow a participant to assign another to act as CLE
bull An alternate CLE can be used to assist an individual tobull Understand personal assistant needsbull Make decisions about carebull Manage lifestyle and environment by making these
choicesbull Understand or have the ability to learn how to
recruit hire train and supervise providers of carebull Understand the impact of decisions and assume
responsibility for the results
14
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Direct Care Worker Roles amp Responsibilities
bull Complete DCW enrollment paperwork and required background checks for each participant-employer they provide services to
bull Complete the required DCW Orientation and obtain a Unique ID
bull Alert PPL to any address changes
bull Complete a Live-In Exemption form if moving into or out of the home of the participant to whom services are provided
bull Provide services to participant as described in ISP
bull Meet all qualification requirements and complete training as identified in the ISP
bull Be aware of guidelines related to their own withholdings
bull A DCW may not be a spouse Power of Attorney person under 18 years of age Designated Rep or Rep Payee of the person receiving services
bull Mandatory Reporter
15
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Enrollment
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
The Enrollment Process Post CHC
17
On 112019 in the SE Region
1 The Enrollment Broker will refer new participants to the MCO Plan of choice
2 The MCO Plan offers choice of Service Coordination Entity to the Participant
The Enrollment Process Flow is included with the materials for this presentation
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Participant Referral Process
bull SC works with the participant to determine the Common Law Employer (CLE)
bull The CLE is the legal Employer of Record and is responsible for managing DCWs CLE must agree to be responsible for key employer related tasks
bull SC enters in new participant referral through the PPL Web Portal
bull Participants who re-enroll or transfer from Options should be submitted via paper referral form
bull SC should be adding Service Coordinator Entity and Service Coordinator name to Participant Profile
bull SC submits service plans to MCO Plan (via MCO Plan Portal) after entering the new participant referral
18
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Referral Entry New Feature Service Coordinators should enter the MCO Plan information into BetterOnlinetrade during referral entry
The example below shows the drop down feature which allows you to accept the Plan the participant is associated to Select OLTL for non-CHC Waiver Participants in OBRA and ACT150 and for participants you are referring in a non SWSE Region)
19
Updates in PPLrsquos BetterOnlinetrade Web Portal
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Enrollment Assistance
The following resources are available to help CLEs and DCWs complete their paperwork
bull Customer Service
bull Enrollment Specialist and Supports Brokers
bull For new CLEs and their 1st DCW
bull PPL Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
bull Informational Packets
bull Video Recorded Trainings
20
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Enrollment Specialists
Conduct in-home and telephonic visits with new Participants to
bull Assist with the initial participant CLE enrollment paperwork
bull Explain the enrollment process and timeframes for completion
bull Support the CLE with the initial DCW enrollment paperwork with their DCW
bull Provide orientation and training to the CLE
bull Follow-up on good-to-go (G2G) and good-to-serve status
bull Post-visit will refer any concerns or issues identified by the participant to the Enrollment Manager
21
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Processing Enrollment Forms
1 For in-home appointments the ES returns the completed CLE
and DCW enrollment documents to PPL for processing
a For phone appointments the CLE faxes or mails the
completed CLE and DCW packets to PPL for processing
2 PPL reviews documents for completion and accuracy
3 If documents are incomplete PPL calls the CLE andor re-sends
documents to complete
4 Completes all required background checks
a Criminal history results of a background check may require
sign-off by the CLE
5 When all forms have been completed Orientation attended
Unique ID acquired background checks processed and
authorizations have been received PPL will issue Good to Go
date
wwwpublicpartnershipscom 22
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Good to Go Notification
Being ldquoGood-to-Gordquo means all of the following
bull PPL received and processed all required CLE documents and obtained an Employer Identification Number (EIN) for CLE
bull DCW has passed the mandatory background checks and completed all enrollment paperwork and program requirements
bull Including DCW Orientation and Unique ID
bull Participant has a current authorization in place for services
bull When a DCW is able to start providing services when they are notified in writing by receiving a Welcome Packet with the good-to-go date
bull A DCW is not qualified to work before receiving the good to go date hence the DCW will not be paid for any services provided prior to being notified of the good-to-go date
23
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Enrollment Activity Updates
Key Service Coordinator Activity OLTL
AmeriHealth
(SW)
Keystone (SE)
UPMC PAHW
Referral to SCE is provided by Enrollment
BrokerMCO Plan MCO Plan MCO Plan
Referral is entered into PPL
BetterOnlinetradeSCE SC SCE SC SCE SC SCE SC
Service Plans are createdreviewed
with Participants by theSCE SC SCE SC SCE SC SCE SC
Service Plans are submitted by SCE SC SCE SC SCE SC SCE SC
Service Plans are submitted through OLTL SystemsMCO Plan
Portal
MCO Plan
Portal
MCO Plan
Portal
Service Plans are approved by OLTLPlan
Leadership
Plan
Leadership
Utilization
Management
for Plan
Plan Authorizations are submitted to
PPL byOLTL MCO Plan MCO Plan MCO Plan
24
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
New PDS Initiatives
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
DCW Pre-Service Orientation
bull Effective December 1 2018 the Office of Long Term Living will require that all new DCWs with a PPL intake date on or after 1201 will be required to attend a pre-service Orientation prior to providing services
bull The Orientation will provide a basic understanding of the functioning and requirements of participant directed services
bull DCWrsquos will be contacted by PA Frontline to schedule an Orientation in their area
bull Additional information regarding DCW Pre-Service Orientation is available on PPLrsquos Website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
26
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Unique Identifier and Opt InOut Selection
bull All DCWs providing services in OLTL PDS programs will be required to register for a Unique Identification (ID) Number
bull This Unique ID Number will serve as a reference number in the Unique ID Registry
bull DCWs may elect during registration to be excluded from the public registry through the ldquoOpt-Outrdquo selection
bull New DCWs starting after December 1 2018 will be required to obtain a Unique ID Number before they receive Good to Go status
bull For DCWs providing services to participants before December 1 2018 a Unique ID Number must be provided to PPL by March 31 2019
bull Link to register for Unique ID can be found on PPLrsquos website
httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexhtml
27
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Authorization Creation Modifications and Troubleshooting
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Migrating current SE PDS Participants from Annual Authorizations to Monthly Authorizations for CHC Waiver
29
Effective 112019 all CHC Participants utilizing PDS will have
MONTHLY authorizations
bull Participants in Waivers other than OBRA and ACT150 will migrate to the
CHC Waiver effective 112019 in the Southeast Region
bull Authorizations for Participants in the Southeast Region will be end-
dated 12312018 by OLTL
bull MCO Plans will provide new authorizations to PPL for Southeast Region
CHC Participants currently utilizing PDS with an effective date of
112019
bull MCO Plans will transition all plans to a monthly authorization
bull NOTE 62 of participants in SE will be transitioning from yearly
to monthly authorization
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Authorization Creation MCO PLAN
MCO PLAN Portal
Authorizations are received from MCO Plans at minimum daily
bull Authorizations are loaded through an automation process when received daily
bull Authorization start and end dates for W1792 W1792TU W1900 W1901 S5150 and S5150TU service codes should span the entire month
bull Exception in a first month of service for a newly referred participant
bull Ideally service authorizations should start 30 days from the date the participant was referred to PPL however sometimes the PPL Enrollment Process takes less than 30 days At your discretion the service plan can be modified to allow an earlier start date Additional information on plan submission timing will be provided to you during your MCO Training
bull W7341 and W7341 U4 are not a required entry for MCO Plan Portals
bull Authorization quantities for all service codes must be a whole number
Example 100 instead of 1015
30
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Authorization Modifications Addition or Subtraction of units
bull Date Range Adding or subtracting units must be modified for the entire
authorization period not a shorterlonger date range
bull Units should be added or subtracted from the total amount of units on the original
authorization
bull The start or end date of an authorization should only be modified if PPL has not
paid for services prior to or after the new date
bull Before modifying a date please review the participantrsquos authorization in
Portal to see if services have been paid out
bull To review this click on the Authorization button at the bottom of the
participantrsquos profile page
bull Then select the Display Detail button under the Actions column for the
month in question
31
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Authorization Modifications Contrsquod
Change in Waiver or County
bull If a participant moves to a new county within the SE CHC Region please
provide the participantrsquos updated address through the demographic file
The enrollment begin date should remain the same as long as they are
staying with the same MCO
bull Alert your Regional Enrollment Manager as soon as possible of the change
in address via a(n) Address Change Form
Termination
bull Service Plan must be end-dated so the modified authorization will load into
the PPL Portal before services are paid out past the last date that the
participant was eligible
32
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Managing to MCO Switches
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
MCO Switches during the first months of CHC Implementation
34
Participants can choose to switch their MCO at any time
bull The last day a Participant can choose their MCO for a 1119 start is 12212018
bull A Participant who changes their MCO on or before the 15th
of the month will receive services from the new MCO on the 1st of the following month
bull A Participant who changes their MCO after the 15th of the month will receive services from the new MCO on the 1st of the 2nd month following the choice change
bull Switches if not identified and resolved quickly put workers at risk of delay of payment
bull We anticipate a potentially high volume of switches in the month of February 2019
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
What MCOrsquos Can Do to Assist Participants
35
bull MCOrsquos should work in collaboration to ensure that the Plan the Participant is eligible with for the month also has an authorization in PPLrsquos BetterOnline Web Portal
bull End date authorizations upon notification of switch to ensure authorizations for new MCO can be entered quickly and efficiently in order to avoid delayrsquos in payments
1 Review correction files daily and take appropriate action
bull Check Eligibility for Potential Issues
1 Eligibility may show ldquoMCO NEWrdquo and ldquoMCO OLDrdquo because
the old has not been end dated in PPLrsquos system
2 Eligibility shows with ldquoMCO NEWrdquo but ldquoMCO NEWrdquo hasnrsquot
provided an authorization
3 Both1amp2 can and HAVE occurred
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
File Error Report Automation
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Authorization File Error Automation
bull Released to Production
bull No Reply Emails
bull Automated File Error Report
bull In Development
bull Automated Resolution Path of Authorization File Error Report
bull Manual Reports will continue to be provided in interim
bull Automated Participant File Error Reports
bull Timeline - TBD
wwwpublicpartnershipscom 37
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
File Error Messaging and Resolution Path
wwwpublicpartnershipscom 38
MCO Authorization Error Messages and Resolution Path
Error Messages Actions Resolution Paths
Error - Auth Qty cannot be smaller than 1 Service units must be greater than or equal to
one
Revise the service unit to reflect a whole number equal or greater than one
Error - Consumer Medicaid ID []
not in correct format
Medicaid ID must be ten digits Revise the Medicaid ID to reflect ten digits including preceding zeros if applicable
Error - Overlap Auth Found in this plan
rejecting
Authorization exists in Portal with a different
AuthRefID
Check Portal to obtain the initial authorization ID and use that authorization ID as the external reference ID on the authorization
file to update the authorization
Action Code not N but Auth does not exist 1 If the action code is M then it should be
changed to N
2 If the action code is I the auth ref ID does not
exist in Portal
1 AuthRefID does not exist in Portal Resubmit with action code N
2 This authorization was previously inactivated or it does not exist in Portal Do not resubmit
Error - Overlap with MCO Change Participant is enrolled with another MCO or
OLTL
The MCOs should check PROMISe to identify which MCO has eligibility for these months the MCOs should work together to
inactivate and resubmit authorizations accordingly
Action Code is N but Auth already exists Authorization exists in Portal Resubmit with
action code M
Change the action code to M on the authorization file and resubmit
End date not in Fiscal year Authorizations should be generated in monthly
increments
Modify the authorization start and end dates to reflect a monthly plan
Service code does not exist in system Invalid service code Change the service code to either W1792 W1792TU S5150 S5150TU W1900 or W1901
Cannot change Service Code after Payroll
Journal Lines or Payroll Ledger Entries have
been authorized
The service code on this file does not match the
initial service code that is linked with this
external reference ID in Portal
Check the reference ID and corresponding service code in Portal and update the service code on the authorization file
accordingly
Error - Consumer Medicaid ID not found in
system
No matching participant in Portal Verify that participant record cannot be found in Portal If record does not exist (based on a search by MA FirstLast Name
and SSN) the MCO should submit the new participant referral electronically for the missing participant record
Error - Cannot realign paid entries to an
alternate Authorization Line
Service start date cannot be modified to a new
date PPL has already paid for services prior to
the new start date
Check the authorization budget detail screen in Portal to confirm payment start date and update authorization start date and
resubmit
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Assisting Participants as they Manage their Services in CHC
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
ParticipantCLE Changes
bull Common Law Employer and Participant Services Change Form
bull Request a change in Common Law Employer
bull Notify PPL of a temporary halt of services
bull Notify PPL of a participant termination
bull Common Law AddressPhone Change Form
bull New Participant FMS Referral Form
bull For Participant re-enroll ONLY
bull All new should be referred via BetterOnlinetrade Web Portal
bull Participant wants to change Service Coordination Entity
bull Service Plan including PPL Service Authorization moves with the participant
bull No execution is necessary at the Plan Level
bull Do not end date Service Plan or PPL services
bull Only change Service Coordination services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
40
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Reporting Terminations and GAPrsquos in Service
Modifying the Start or End Date due to a Termination or GAP in Service
bull If a participant is no longer eligible for services please complete the Termination Section of the change form
bull Be sure to include the date of termination
bull If a participant services are temporarily on hold enter Service Hold information
bull Please notify your Regional Enrollment Manager of any terminations or gaps in services by e-mailing them the change form
41
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
CHC Payroll Related Assisting Participants with Pended Timesheets
42
Service Coordinator Action
Pend Message OLTL MCO Plan Pend Message Explanation
Consumer is not authorized for this service or
Date Worked is not within authorized date
range
SCE SC SCE SC
Explanation PPL does not have an authorization the authorization
does not span dos for the submitted timesheet dates the auth
has been inactivated
Eligibility Plan Not Matching Authorization
PlanNA
SCE SC
discussion with
MCO Plan
Explanation Promise (270271 eligibility process) shows part
assoc to a Plan that is different than the authorization we have in
portal Portal is showing auth with OLTL or another plan
Medicaid not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation Promise shows participant is not Medicaid Eligible
Verifying eligibility
PPL Messaging
turnaround
expectation 48
hours
SCE SC
Explanation Normal processing pend Timesheet is submitted
and approved by CLE waiting on 270271 response to complete
processing of timesheet
Waiver not eligible SCE SCCAO
SCE SC
discussion with
CAO
Explanation CHC Waiver not showing (requires discussions with
CAO)
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Providing continuity of care for Participants receiving PDS
43
bull Encourage participant-CLEs to approve and submit DCWsrsquo timesheets as soon as possible to allow ample time to correct pending timesheet errors
bull Encourage Time4Care trade and PPL BetterOnlinetrade timesheet submission The sooner timesheets are submitted the more time is available to resolve any issues particularly during the first month of implementation
bull Continue to work with CAOs to address any eligibility items
bull Assist MCOs with any eligibility and authorization items that may impact on-time payments
bull Encourage participants to use and to encourage their DCWs to use PPL BetterOnlinetrade
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Providing continuity of care for Participants receiving PDScontrsquod
44
Verifying Eligibility is a normal processing Pend Message on a submitted timesheet when it occurs for 2 to 3 days The PPL System is confirming Eligibility after the timesheet has been submitted processing time is usually 2 days However if this message remained after 3 days alert PPL
Example The below timesheet is in a pend status with a message lsquoVerifying Eligibilityrsquo on 81518 It was submitted with CLE approval on 81518 so it has not completed processing
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Participant Eligibility
bull Service coordinators monitor and assist with participant issues related to Medicaid and Waiver eligibility
bull County Assistance Office (CAO)bull SCs assist participants during recertification process as needed and
bull Coordinate county changes or waiver changes with CAO
bull Notify your PPL Enrollment Manager as soon as you become aware of a county or waiver change to coordinate continuation of services
Refer Participants who wish to change their MCO Plan to the Independent Enrollment Broker who will assist them
45
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
TOOLS TO ASSIST PARTICIPANTS amp SERVICE COORDINATORS
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
PPL Tools
bull PPL BetterOnlinetrade web portal
bull Reports
bull Customer Service
bull Program website resources
bull DCW over-the-phone-enrollment
bull CLE Orientation amp Skills Training Handbook
bull Program Management Staff specifically Regional Enrollment Managers and Enrollment Specialists
47
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
PPL BetterOnlinetrade web portal
bull Provides real-time access to participant information
bull Functions of the web portal for SCs include the followingbull Entering New Participant Referrals
bull Accessing participant information budgets and utilization details
bull Information available on the portalbull ParticipantCLE demographic information
bull Associated Direct Care Workers and currentmax pay rate
bull Good to Go status for participant and DCW
bull Timesheets and pend messages
bull Gaps in service
bull Participant reports
bull SCs can work with their Enrollment Manager (EM) to receive training on the BetterOnlinetrade web portal Each SC can receive a portal ID and password by requesting one from their EM
48
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
PPL Reports
bull PPL provides Participant reports detailing how services are being utilized when timesheetsinvoices are missing when timesheets are pending and why and on direct care worker qualification and payment information
bull Monthly Utilization DCW Summary Over and Under Utilization and DCW 16+ Hours Shift
bull PPL Reports are available to SCs in web portal
bull Reports also available to CLEs in Portal
49
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
PPL Customer Service
bull Provides toll-free customer service via phone fax and e-mail
bull Provides translation and interpreter services
bull Can provide assistance with completing CLE and DCW paperwork
bull Notifies CLE of missing or incorrect paperwork or issues that may delay payroll to DCWs via Blaze calls
bull Provides program materials in alternate formats
IMPORTANT
Only PPL staff CLEs Designated Representatives SCs and SC supervisors will be able to speak with PPL Customer Service staff about a participantrsquos services
50
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Contact PPL
Customer Service Hours
830 am - 800 pm (Monday-Friday)
900 am - 100 pm (Saturday)
Closed State Observed Holidays
Toll Free 877-908-1750
TTYTDD 800-360-5899
E-mail cs-oltlpcguscom
Mail to PO Box 1108
Wilkes-Barre PA 18773-9905
51
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Website Resources
PPL website
bull CLE and DCW forms
bull Portal How-to Guides
bull Payroll Schedules and timesheets
bull Workers Compensation Information
bull WebEx Recordings
bull Frequently Asked Questions
bull URL httpwwwpublicpartnershipscomprogramsPennsylvaniaPADPWOLTLindexasp
52
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
MCO Contact Information
53
PA Health amp Wellness
Regions
1012018 SW
1012019 SE amp SW
UPMC Community
Health Choices
Regions
1012018 SW
1012019 SE amp SW
Keystone First
Region
1012019 SE
AmeriHealth Caritas
Region
1012018 SW
wwwpahealthwellnesscom wwwupmccom wwwkeystonefirstchccom wwwAmeriHealthcom
Participant_Directed_Option_PAPaH
ealthWellnesscom
E-mail inquiries available E-mail inquiries available E-mail inquiries available
1-844-626-6813 1-800-533-UPMC (8762) 1-800-521-6007 1-877-219-5453
(TTY 1-844-349-8916)
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
Questions Comments
Questions not answered today will be used to compile a FAQ
document to be posted on the PPL PA OLTL program websitepublicpartnershipscom
54
wwwpublicconsultinggroupcom
wwwpublicconsultinggroupcom