HomeMy WebLinkAboutPublic Health AgreementWASHINGTON STATE ASSOCIATION OF LOCAL PUBLIC HEALTH OFFICIALS-
KITTITAS COUNTY PUBLIC HEALTH DEPARTMENT
AGREEMENT
This AGREEMENT formalizes the understanding between the Washington State Association of
Local Public Health Officials (WSALPHO) and Kittitas County Public Health Department
(KCPHD) regarding the operation of Medicaid Administrative Claiming (MAC) in Washington
State.
ARTICLE I
PURPOSE
The purpose of this AGREEMENT is to facilitate the operation of a statewide Random Moment
Time Survey (RMTS) that complies with the requirements ofthe LHJs' Cost Allocation Plan
approved by the Centers for Medicare and Medicaid Services (CMS), and the MAC contract
between HCA and each participating LHJ. The Agreement will also assist in oversight activities
of the Health Care Authority (HCA) working with the LHJ MAC Steering Committee to provide
coordination and program compliance among participating LHJ s.
ARTICLE II
DEFINITIONS
Authorized Representative: The person or persons authorized by the LHJ and WSALPHO to
coordinate activities under this AGREEMENT (the MAC Coordinator) will be the Point of
Contact for response to monitoring activities. Contact information for the LHJ and WSALPHO
Representative, or the person who will connect the caller to the Authorized Representative, is
found in Article III of this AGREEMENT.
Btl iness Assoc iate: As defined in 45 CFR, Part 160.103, otherwise known as HIPAA, and
includes any entity that performs or assists in performing a function or activity involving the
uses/disclosures of individually identifiable Health Information or involving any other function
or activity regulated by HIP AA; or provides legal, accounting, actuarial, consulting, data
aggregation, management, accreditation, or financial service where the services involve
individually identifiable Health Information.
Business D ays and Hours : Shall mean Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific
Time, except for holidays observed by the State of Washington.
Centers for Medicare an d Med ic a id Services (eMS): A federal agency within the Department of
Health and Human Services responsible for the administration and oversight of the Title XIX
Medicaid Administrative Claiming program.
Consortium: LHJs are grouped into consortia based on similar duties staff perform,
organizational structure, types of programs, scope of work, or regional working relationships and
participate in a common Random Moment Time Survey (RMTS) together in order to achieve the
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level of statistical validity in the RMTS required by CMS. Each consortium composed of more
than one LHJ will identify a member LHJ to act as the Lead Agency for the consortium and
serve on the statewide LHJ Steering Committee. Each LHJ that is the sole entity in a
consortium, such as Public Health -Seattle & King County, will identify a single person to
represent it on the Steering Committee.
Cost Allocation Plan: A federally-approved plan describing the methodology and procedures for
claiming federal reimbursement for activities that are necessary for the efficient administration of
the State Medicaid Plan.
Health Care Authority (HCA): The State agency responsible for administration and oversight of
the Medicaid Administrative Claiming program in Washington State.
HIP AA Rules: "HIP AA Rules" shall mean the Privacy, Security, Breach Notification, and
Enforcement Rules at 45 CFR Part 160 and 164.
Local He-a.lth Jurisdiction CLHJ}: A signatory health department, health district, or county within
the State of Washington that operates a public health department or division within its county
government pursuant to authority granted under Chapters 70.05, 70.08, 70.46 RCW or other
applicable law.
LH J MAC Contract: The legal agreement between HCA and the LHJ for participation in the
MAC program. The contract lays out the responsibilities of each party for ensuring program
compliance.
LHJ MAC Steering Co.mmittee : The LHJ MAC Steering Committee (Steering Committee)
functions as an advisory board working under the direction ofWSALPHO leadership. The
Steering Committee provides broad oversight of the LHJ MAC program in Washington State and
acts as a point of contact for HCA staff.
Medicaid Administrative Clai ming (MAC): Title XIX ofthe Social Security Act (the Act)
authorizes payments to states for expenditures necessary for the administration of the State
Medicaid Plan.
Proportional Share: The percentage paid by each LHJ to WSALPHO for the costs ofthe
WSALPHO Contractor and WSALPHO's administrative fee is based on the proportional share
of the total federal reimbursement paid to all LHJ s for MAC activities for the most recent four
quarters for which there is complete data.
Protected Health Information: Shall have the same meaning as those terms in the HIP AA Rules.
Random Moment Time Study: A web-based system operated by WSALPHO's Contractor that
captures the activities that can be reimbursed under Medicaid Administrative Claiming via a
CMS-approved time survey methodology.
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Washington State Association of Local Public Health Officials: WSALPHO is a 501(c)3 private,
non-profit organization operating on behalf of Local Health Jurisdictions to advance the interests
oflocal public health in Washington State.
WSALPHO Contractor: Vendor contracted through WSALPHO to operate an RMTS and
claiming system [including offset, indirect rate, and Medicaid Eligibility Rate (MER)] for the
MAC program that is compliant with the currently approved LHJ Cost Allocation Plan and to
provide consultation and technical assistance to the Steering Committee and LHJs, as directed by
the Steering Committee.
ARTICLE III
AUTHORIZED REPRESENTATIVES
Kittitas County Public Health Department
Robin Read
Administrator
507 N Nanum St, Ste 102
Ellensburg, W A 98926
ARTICLE IV
WSALPHO
Jaime Bodden
Managing Director
206 10th A ve. SE
Olympia, W A 98501
RESPONSIBILITIES OF LOCAL HEALTH JURISDICTIONS
Local Health Jurisdictions participating in the Medicaid Administrative Claiming program will:
• Participate in the MAC claiming program through an inter-local AGREEMENT between the
LHJ and HCA, and participate in an RMTS operated by the WSALPHO Contractor.
• Participate in peer review or other quality assurance activities to ensure the program's
compliance with all federal regulations and federal and state published guidance.
• Name an employee to act as the MAC Coordinator who will oversee MAC activities at the
LHJ and monitor their compliance with federal and state regulations and published guidance,
including the RMTS and the development and updating of all non-fiscal documents required
for the MAC audit file.
• Name an employee to act as the MAC fiscal coordinator, who will oversee the development
of the quarterly MAC invoice, certify its accuracy, and maintain the fiscal sections of the
MAC audit file.
• The LHJ MAC Coordinator or designee will attend WSALPHO-sponsored trainings as
scheduled.
• The LHJ fiscal coordinator will attend WSALPHO-sponsored fiscal trainings as scheduled.
• The LHJ MAC coordinator will participate in regularly-scheduled Coordinator conference
calls convened by WSALPHO.
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WSALPHO will:
ARTICLE V
RESPONSIBILITIES OF WSALPHO
• Procure a contractor to operate an RMTS and claiming system that complies with the most
current federally-approved Cost Allocation Plan.
• Provide assurance that this AGREEMENT, once executed by the parties, is and remains a
Public Record subject to the provision ofCh. 42.56 RCW, the Public Records Act.
• In conjunction with LHJ Steering Committee, will provide coordination and leadership of the
LHJ MAC program in Washington State to ensure quality assurance and consistency state-
wide.
ARTICLE VI
RESPONSIBILITIES OF MAC CONTRACTOR
The MAC Contractor will operate a MAC RMTS and claiming system for participating LHJs in
Washington State in accordance with a federally-approved cost allocation plan. The MAC
contractor will also provide consultation and technical assistance, as directed by the Steering
Committee.
The MAC Contractor will submit a proposed work plan that includes proposed tasks, staffing,
timeline, and associated costs to WSALPHO no later than November 15 of the preceding year
for review and approval by WSALPHO and the LHJ MAC Steering Committee, which will be
incorporated annually as an amendment to this AGREEMENT.
ARTICLE VII
INVOICE AND PAYMENT
The Contractor submits a quarterly invoice of actual costs to WSALPHO no later than 60 days
following the end of a calendar quarter to the designee ofthe LHJ Steering Committee who will
review calculations and approve proposed work for payment. Following approval for payment,
WSALPHO will invoice Public Health Seattle King County and Tacoma Pierce County Health
Department quarterly with the remaining participating LHJs invoiced their proportional share
semi-annually in January and August (for the prior six months), The invoice will link billed
tasks to the annual work plan. The budgeted annual costs for Contractor's services,
WSALPHO's administrative fee, and the LHJ's proportionate share are incorporated by
reference as Contractor Costs and LHJ Proportional Share for calendar years 2017 and 2018
(Attachment A).
WSALPHO receives a five percent fee based on the Contractor's budget to administer the MAC
program and coordinate the work of the LHJ MAC Steering Committee. WSALPHO will
reconcile this fee to the Contractor's actual cost and credit each LHJ its proportional share of any
overpayment. This adjustment will be applied to the LHJ's succeeding year invoice.
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ARTICLE VIII
PROTECTED HEALTH INFORMATION
WSALPHO acknowledges that some of the material and information that may come into the
possession or knowledge of its Contractor in connection with this AGREEMENT or its
performance may consist of Protected Health Information provided by participating LHJ s.
WSALPHO, its employees, and its Contractors. WSALPHO agrees to maintain the
confidentiality of all information provided by the LHJ or acquired in performance of this
AGREEMENT as required by the Health Insurance Portability and Accountability Act of 1996,
commonly known as HIPAA, and Washington State privacy laws and further agrees not to use or
disclose Protected Health Information other than as permitted or required by the AGREEMENT
or as required by law. Contractor agrees to implement physical, electronic, and managerial
safeguards to prevent unauthorized access to Protected Health Information.
WSALPHO Contractors that may use the LHJ Protected Health Information in the course oftheir
work are considered to be a Business Associate ofWSALPHO and the LHJ.
The LHJ reserves the right to monitor, audit, or investigate the use of Protected Health
Information collected, used, or acquired by Contractor through this AGREEMENT.
The obligations set forth in this Section shall survive completion, cancellation, expiration, or
termination of this AGREEMENT.
ARTICLE IX
INDEMNIFICATION
Each party shall indemnify, defend and hold harmless, each other, its officers, agents and
employees, from and against any and all claims, lawsuits, demands for money damages, losses or
liability, or any portion thereof, including attorney's fees and costs, arising from the negligent
acts or omissions of the parties, its employees, or representatives.
ARTICLE X
RIGHTS IN DATA
Records and other documents in any medium, furnished by one party to this AGREEMENT to
the other party, will remain the property of the furnishing party, unless otherwise agreed. The
receiving party will not disclose or make available this material to any third parties without first
giving notice to the furnishing party and giving it a reasonable opportunity to respond. Each
party will utilize reasonable security procedures and protections to assure that records and
documents provided by the other party are not erroneously disclosed to third parties.
ARTICLE XI
RECORDS, DOCUMENTS, AND REPORTS
WSALPHO and its Contractor shall maintain books, records, documents, magnetic media,
receipts, invoices and other evidence relating to this AGREEMENT and the performance of the
services rendered, along with accounting procedures and practices, all of which sufficiently and
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properly reflect all direct and indirect costs of any nature expended in the perfonnance of this
AGREEMENT. At no additional cost, these records, including materials generated under this
AGREEMENT, shall be subject at all reasonable times to inspection, review, or audit by the
LHJ. Records shall be retained for a period of six (6) years after the date of final payment.
If any litigation, claim or audit is started before the expiration of the six (6) year period, the
records shall be retained until all litigation, claims, or audit findings involving the records have
been resolved.
ARTICLE XII
TERM AND TERMINATION
This AGREEMENT is effective January 1, 2017, and will tenninate 12/3112018. Either LHJ or
WSALPHO may tenninate this AGREEMENT for convenience with written notification to all of
the other signatories to the AGREEMENT no less than ninety (90) calendar days prior to the
beginning of a calendar quarter. The AGREEMENT may be extended for two-year periods with
the written consent ofWSALPHO and the MAC Steering Committee.
ARTICLE XIII
AMENDMENTS
Modifications to this AGREEMENT must be in writing and will become effective upon the
approval of the modification by WSALPHO and LHJ.
ARTICLE XIV
INDEPENDENT CAPACITY
The employees or agents ofWSALPHO or LHJ who are engaged in the perfonnance of this
AGREEMENT shall continue to be employees or agents of that party and shall not be considered
for any purpose to be employees or agents of any other party to this AGREEMENT.
ARTICLE XV
SEVERABILITY
If any provision of this AGREEMENT or any document incorporated by reference shall be held
invalid, such invalidity shall not affect the other provisions of this AGREEMENT which can be
given effect without the invalid provision, if such remainder confonns to the requirements of
applicable law and the fundamental purpose of this AGREEMENT, and to this end the
provisions ofthis AGREEMENT are declared to be severable.
ARTICLE XVI
NO THIRD PARTY BENEFICIARIES
This AGREEMENT is entered into solely for the mutual benefit ofthe parties to this
AGREEMENT. This AGREEMENT is not entered into with the intent that it shall benefit any
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other person and no other such person shall be entitled to be treated as a third-party beneficiary
of this AGREEMENT.
ARTICLE XVII
DISPUTE RESOLUTION
If a dispute between any parties to this AGREEMENT arises out of or related to this
AGREEMENT, or the breach thereof, and ifthe dispute cannot be settled through direct
discussions, the parties agree to first endeavor to settle the dispute in an amicable manner by
mediation. Thereafter, any unresolved controversy or claim arising out of or related to this
AGREEMENT, or breach thereof, may be settled in a court having jurisdiction ~hereof. The
parties may seek to resolve disputes pursuant to mediation or arbitration, but are not required to
do so.
ARTICLE XVIII
NOTICES
Whenever this AGREEMENT provides for notice to be provided by one party to another, such
notice shall be in writing and directed to the Authorized Representatives identified in Article III.
ARTICLE XIX
SURVIVORSHIP
The following clauses survive the termination of this AGREEMENT:
VIII Confidential Information
IX. Immunity, Indemnification, and Limitations
XIV. Severability
XV. No Third Party Beneficiaries
XVI. Dispute Resolution
ARTICLE XX
INSURANCE
WSALPHO shall ensure that any Contractor shall provide insurance coverage as set out in this
section. The intent ofthe required insurance is to protect WSALPHO should there be any claims,
suits, actions, costs, damages or expenses arising from any negligent or intentional act or
omission of the Contractor or subcontractor, or agents of either, while performing under the
terms of this AGREEMENT.
The Contractor shall provide insurance coverage that shall be maintained in full force and effect
during the term ofthis AGREEMENT, as follows:
Commercial General Liability Insurance Policy: Provide a Commercial General Liability
Insurance Policy, including contractual liability, in adequate quantity to protect against legal
liability arising out of contract activity but no less than $1,000,000 per occurrence.
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Professional Liability Insurance: Provide a Professional Liability Insurance policy, including
contractua11iabi1ity, in adequate quantity to protect against legal liability, but no less than
$1,000,000 per claim.
ARTICLE XXI
TERM
The AGREEMENT shall be effective January 1, 2017, and end December 31, 2018.
ARTICLE XXII
OTHER OR PRIOR AGREEMENTS
IfWSALPHO and LHJ have a prior written AGREEMENT that relates to the subject matter of
this AGREEMENT, namely, MAC claiming, then, at such time that WSALPHO and said LHJ
both execute this AGREEMENT, such prior written AGREEMENT between them shall become
null and void and of no further force and effect.
ARTICLE XXIII
GOVERNING LAW
This AGREEMENT shall be interpreted, construed and enforced in accordance with the laws of
the State of Washington.
IN WITNESS WHEREOF, this AGREEMENT has been executed and approved and is effective
and operative by WSALPHO and LHJ as herein provided.
KCPHD WSALPHO
By: __ ~~. __ ~_~V_~~l7_'~~ ______ _
Robin Read.
Date: Adm i;:f~i'r l D' Date:
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2018 PROPOSED WORKPLAN
TASK
T~!<-t :~ <W~TeR '511AltT UP AGTIVITIES
Set up new quarters, send notifications and reminders to
A coordinators regarding participant updates. Set up
reconfiguration of consortia as requested by WSALPHO.
8
Provide assistance with participant updates. Review final
updates. Perform tasks related to moment generation for
each RMTS on a quarterly basis. Ensure that all processes
are in place prior to moment generation.
Monitor and follow-up with LHJ coordinator.; for
C participants who have not completed required training.
Ensure participant certifications are completed and send
reminders as needed to coordinators.
SUBTOTAL TASK 1
T-iisJ.i"~ ,~~~N&!k~~
M On il", RMTS 5Yl.tt m, Respond to LHJ req uests for
technical support or questions via email or the helpline.
A Follow-up as needed; perform all other daily RMTS
management activities. P Manage Docvault. Maintain
URMTS User Guide and MAC calendar; update as needed.
B
c
Provide technical assistance to URMTS users in navigating
the URMTS system, as requested.
Provide technical assistance to new RMTS Coordinators.
Answer ongoing questions related to RMTS operations.
SUBTOTAL TASK 2
T~_3 : TJUjIJft~o tE~-tdil(:.~.14.;sSI~ANGC ._ ~~t up new j;,.rtici~~tT"'ln ln K fOr ",ch q~art .tQ~ URMTS,
FINAL 12/15/2017
CURRENny ASSIGNED
STAFF
Riemann/Programmers
Riemann
Riemann/Support Staff
Riemann/Support Staff
Riemann/Programmers
Riemann/Fisher
A including updated materials and video tutorials. Set up any Riemann/Programmers
B
c
additional online trainings as requested by WSAlPHO.
J-U It:lIUt:~Lt:U uy VV~Lr-nu ':'Lt:t:IIII~ ~IIUIIILLt:t:, UldlL
updates and coordinate the review process for web-based
and other established training materials. Trainings will
include new participant training and annual refresher
training.. and any changes or modifications resulting from a
revised claiming plan or other identified concerns. Post and
update web-based tutorials, training materials and
supporting documents to the RMTS and Claiming System.
As requested by WSALPHO Steering Committee, coordinate
and assist in any training for lHJ RMTS or fiscal coordinators
that may be scheduled, including drafting materials.
Trainings will include, but are not limited to, in person or
web-based code reviewer trainings, webinars for RMTS
partiCipants on time survey coding, and annual fiscal
refresher training. As requested by LHJs, respond to
questions about coding issues, SPMP issues, or other
program concerns through emails, phone calls, or onsite
visits.
Riemann/Fisher/
Schuster
Fisher/Riemann
Days I Est. Cost Days I Est-Cost
Project Spedallst
Manager ($lS0 per hour) /$90 j1er hour)
Notl¥ 1 ~r=B hQiit~
$0 $3,600
$0 4 $2,880
$0 4 $2,880
$0 30 $21,600
5 3600
s $6,000 10 $7,200
$0 4 $2,880
10 $12,000 18 $12,960
20 $24,000 18 $12,960
Days I Est, Cost Days I Est. Cost Days I Est-Cost Days I Est-Cost
Technical Spedalist Project Technician Support Programmers TOTAL COST
/$90 her hour) /$7S per hour) ($30 per hour) /$110 per hour)
$0 $0 4 $960 2 $1,760 $6,320
$0 o $0 $1,760 $4,6411
$0 o $0 15 $3,600 $0 $6,480
$17,440
$0 $0 12 $2,880 $0 $24,480
9 $7,920 $11,520
$0 $0 $0 $0 $13,200
$49,200
$0 $0 $880 $3,760
$1,4411 $0 $0 $1,760 $28,160
o $0 $0 $0 $36,960
Work with Provider One/HCA regarding process i ng of
270/271 documents for the quarterly clinic and c1ient-based
D MERs. Work with HCA on any issues that may surface Fisher/Riemann/Program $1,200 $2,160 $720 $0 $0 $4,400 $8,480 ml!rs
around the MER; continue dialogue to ensure optimal
matching of MER data.
E Using data supplied by D5H5, prepare the quarterly
Programmers $0 $0 $0 $0 $0 $5,280 $5,280 modified countywide MER.
Monitor MER online data submissions for processing and
F provide assistance as necessary. Troubleshoot any MER
Programm ers/Riemann $0 $2,160 0 $0 $0 $0 $2,640 $4,800 issues with lHJs related to results variance and/or data
problems.
SUBTOTAL TASK 3 $87,440
'1ailt ,4: ~o .eF Q.U~ACITlVIijESJ.~ REVI~(fNV~ClN(i ~1~jUi l l~UI Wi J''''cUi"hl u'ill.ldt ii.'mr.s"rE:W'.e'w't'·i v-ii' ' -
coordinators. Review 100"" sample of moments by quarter
and by RMT5 for accuracy; provide feedback to
coordinators on a regular basis including use of automated
A coding review module for comments and/or suggestions. Fisher/Riemann 20 $24,000 22 $15,840 0 $0 $0 $0 0 $0 $39,840
Notify lead agency and WSALPHO work group of any late
submissions . Assist WSAlPHO in statewide management of
end of quarter and invoicing processes. Assist in any
updates needed to manuals .
Manage/monitor quarterly completion of the RMTS review
B process . Send reminders, notify lead agencies of progress, Riemann/Reynolds $0 $4,320 0 $0 25 $15,000 0 $0 $19,320
update instructions as needed .
As requested by lHJs , provide technical assistance on
C questions related to gathering financial data needed for the Fisher/Riemann 6 $7,200 4 $2,880 $0 $0 $0 $0 $10,080
web-based claiming system . Assist users with the online
l nvoice.
D Ensure that LHJs' RMTS certifications have been Riemann/Programmers $0 $2,160 $0 $0 $0 4 $3,520 $5,680
completed; close out the quarter; process RMTS results. 3
SUBTOTAL TASK 4 $74.920
Tas:~ 5: S~e~ ~lop~'i1a,~ Rt<lu~ tw:.s,teer!nB .~ommi~
Work wtt h Steering Committee on any updares to Docvault
A . . . Riemann/Schuster/Fisher/ 0 $0 $1,440 0 $0 $0 $0 0 $0 $1,440 (which houses supporting documentation for RMTS) and Programmers
implement, including loading documents.
Work with HCA/Steering Committee to create and manage
URMTS change requests. This includes initiating the change
B .' . " Riemann/Scnuster/Fisher/ $1,200 18 $12,960 $1,440 $0 $0 35 $30,800 $46,400 request form, gUiding It through the Steenng Committee Programmers
approval process , development of specifications, and
estimated programmatic imp lementation.
SUBTOTAL TASK S $47,840
'T~~~: T~h"~I ,Assfsta~e ~C? *A IWHCA:~~u~Ii~,Gqntra~
A Draft quarterly reports on 5PMP coding and quarterly RMT5 Riemann/Fisher/ 4 $4,800 8 $5,760 I; $2,880 $0 $0 $0 $13,440
QA trend analysis reports as required by contract~ Schuster
Respond to questions from HCA staff on RMTS or invoicing
questions; prepare requested monitoring reports regarding
B .. . . .. Riemann/Fisher/Schuster/ 2 $300 8 $5,760 $720 $0 $0 $880 $7,660 Invoice submiSSion status, coding correction status. Programmers
Maintain LHJ Contact Ust. Assist with A19 updates as
requested by HCA.
SUBTOTAL TASK 6 $21(100
-------
"Faslj: 7.: ~~~ (WOe~'?I!P.>' fig., crci~~um , l ilc!udiI"l&!P,!nOin&-~ Pr~)
Organize and participate in regular RMTS consortia calls;
draft agendas, prepare any handouts and draft summaries,
etc. Assist in planning and facilitating LHJ work group or
coordinator meetings and doing any follow-up, as
requested. Attend HCA meetings as requested. Assist with
A any preparation or follow-up tasks . Assist in implementing
any changes required by eMS or HCA. Participate in
statewide monthly LHJ coordinator calls hosted by HCA.
Respond to requests by workgroup including data
gathering, analysis, and report preparation. Monitor
work~rouo tasks and Droiects.
SUBTOTAL TASK 7
Subtotal HFA 2018
WSALPHO (5%)
TOTAL 2018
HFA
WSALPHO
.tty fee
Full-year Budget
HFA (actual )
.tty fee
WSAlPHO (actual based on 5% of actual billed)
(1) All programmer time was billed at 1/2
(2) December 2015 bi1led in 2016
(3) Oct, Nov, Dec 2016 billed in January 2017
Total Actual
Fisher/Riemann 36
2013 2014
$378.360 $394,840
$18.918 $19,742
$0 $0
$397,278 $414,582
$294,500 $392,857
$0
$14,725 $19,643
$309,225 $412,500
.. ., budg e!
2009 481,000
2010 480,000
2011 451,000
2012 472,000
$43,200 40 $28,800 $0 $0 $0 $0 $72,000
$72,000
$388,437
2015 WI2l 2016 13) 2017
$415>360 $502.222 $395,020
$2Q.768 $25 ,111 $19>751
$9,500 $0
$445,628 $527,333 $414,771
$434,073 $439,984
$9,028 $0
$21,704 $21,999
$464,805 $461,983
2017 PROPOSED WORKPLAN
TASK
Task 1: QUARTER START UP ACTIVITIES
Set up new quarters, send notifications and reminders to
A coordinators regarding part1cipant updates. Set up
reconfiguration of consortia as requested bV WSALPHO.
Provide assistance with participant updates. Review final
updates. Perform tasks rellt.ed to mome:l'1t generation for
each RMTS on a quarterly baSi$, EnSUfema! all pmcelses
are in place prior to moment generation.
B
Monitor and tOIlOW-UP wlttllHJ coordinators tor
partiCipants who have not completed required training.
Approved 12/12/2016
CURRENTLY ASSIGNED
STAFF
Riemann/Programmers
Riemann
C Collect all in-person training rosters. Follow-up on missing Riemann/Suppon Staff
rosters . Post to site. Ensure participant certifications are
completed and send reminders as needed to coordinators.
SUBTOTAL TASK 1
Task 2: MANAGING THE RMTS
Monitor RMTS system . Respond to LHJ requests for
technical support or questions via email or the helpline.
Follow-up as needed; perform all other daily RMTS
A management activities. Provide technical assistance and
support to participants on using the RMTS~ Manage
Docvault. Maintain URMTS User Guide and MAC calendar;
update as needed.
B ProVide technical assistance as requested regarding RMTS
{y.st~m.
C P_lc" tmnical itnlslance to n~ RMTS Coo(lilnators.
Answe< o ngoing G~ns re \jlte4 to RMTS ope{8bOns.
SUBTOTAL TASK 2
Task 3: TRAINING AND TECHNICAL ASSISTANCE
Riemann/Support Staff
Riemann/Programmers
Riemann/Fisher
Set up ne w particiRll ~t traini ng forooel> quarter on URMTS,
A inchJd rrlg'1Jpdated rn:&U!rials I1nd 'vtdeo-wtorials. Riemann/Programmers
As requested by W5ALPHO Steering Comittee, draft
updates and coordinate the review process for web-based
B
and other established training materials. Trainings will Riemann/Fisher/
include the New Participant training and annual refresher Schuster
training. and any changes or modifications resulting from
revised claiming plan or emerging concerns. Post and
update web-based tutorials, training materials and
supporting documents to the RMTS and Claiming System.
As requested by WSALPHO Steering Committee, coordinate
and assist in any training for LHJ RMTS or fiscal coordinators
that may be scheduled, including drafting materials
Trainings will include, at a minimum, in person code
C reviewer trainings, webinars for SPMP partiCipants on SPMP Fisher/Riemann
coding, and annual fiscal refresher training .• As requested
by lHJs, respond to questions about coding issues, SPMP
issues, or other program concerns through emails, and
phone calls.
Days 1 Est . Cost
Manager
o
o
o
o
4 4800
o
8 9600
18 21600
Days I Est. Cost Days I Est. Cost Days I Est. Cost Days I Est . Cost Da'ys I Est. Cost
TOTALS
Project Specialist Technical Specialist Project Technician Support Programmers
4320 Q o 4 960 1760 7,04000
8 5760 n o o 1760 7,520.00
8 5760 o o 15 3600 o 9,360.00
23,920.00
30 21600 o 10 2400 o 24,000_00
1440 -\ 3520 4,960.00
4 2880 o o o 7,680.00
36,640.00
4 2880 o 1 880 3,760.00
10 7200 1 2160 0 1760 20,720.00
14 10080 t 720 0 32,400.00
Work with Provider One/HCA regarding processing of
270/271 documents for the quarterlv clinic and client-based
D MERs. Work with HCA on any issues that may surface Fisher/Riemann/Program 2 2400 4 2880 720 0 4400 10,400.00
around the MER; continue dialogue to ensure optimal mers
matching of MER data.
E Using data supplied bV DSHS, prepare the quarterlv Programmers 0 0 0 0 6 5280 5,280.00 modified countywide MER.
Monitor MER online data submissions for processing and
F provide assistance as necessary. Troubleshoot any MER Programmers/ Riemann 0 ~ 2160 0 0 2640 4,800.00 issues with LHJs related to results variance and/or data
problems.
SUBTOTAL TASK 4 77,360.00
Task 4: END OF QUARTER ACTIVITIES/QA REVIEW/INVOICING
Monitor completion of initial RMTS review by LHJ
coordinators. Review 10% sample of moments by quarter
and by RMTS for accuracy, provide feedback to
A coordinators on a regular basis including use of automated Fisher/Riemann 24 28800 24 17280 0 0 0 0 46,080.00
coding review module for comments and/or suggestions ~
Notify lead agencv and WSALPHO work group of anv late
submissions Assist WSALPHO in statewide management of
program. Assist in any updated needed to manuals.
Manage/monitor quarterly completion of the RMTS review
B process. Send reminders, notify lead agencies of progress, Riemann/Reynolds 0 ij 4320 0 0 10 S!!Qj:I 0 0 10,320.00
update instructions as needed.
As requested by LHJs, provide technical assistance on
C questions related to gathering financial data needed for the Fisher/Riemann 10 12000 6 4320 0 0 16,320.00 web-based claiming system , Assist users with the online
InVOice.
D Ensure that U\l$' RMTS c~nmtalions have been Riemann/Programmers 4 2880 1760 4,640.00
completed; t ~o..se out the Q u ~ner. process RMTS results.
SUBTOTAL TASK 3 77,360.00
Task 5: System Development/Change Requests by Steering Committee
'Wo<k ""Ill StMn l1!\ CommlL'~ to finanM c!MIgtI of
Riemann/S chuullf/fisher/ A aoev.ult lto ""U>~ suppal'll n, do<:urrl~nt'~Dn for RMTSj 6000 12 8640 1440 I) 23 20240 36,320.00
."" lmpr..mcnl,.li;CJ u.d\nlt lD.dln~,doci.lrne.nrs. Prog'il l'l'llT\l!I~
Work with HCA/Steering Committee to create and manage
URMT5cl).>ilee requeus. TIllS Ihduoe.1I1\\,ilI!lnl 'tlie c.h:In ge
B requl!>! 101m,. e~ld ln a It 'h!'CIun" Ihe' Slet rl~s C:;Cunmluee Riemann!S <I1Un",/J'isher! 4 4800 12 8640 720 24 21120 35,280.00 Prog r.llmll'llln .pp~gr P,~cI~~.,!cpmcnl til .peci1i'clltlcn., ~nd
estimated programmatic implementation.
71,600.00
Task 6: Tech Assistance to HCA
A Di;a/t SPMP code quarterlv report. q\l~nerlv RMTS QA Riemann/Fisher/ 4 4800 5040 4 2880 12,720.00 trend analvsl, n;port as req ulrod by coolract. Schuster
Respond to questions from HCA staff on RMTS or invoicing
questions; prepare requested monitoring reports regarding
B invoice submission status, coding correction status. Riema n n/Fisher/Schuster 300 7 5040 1440 6,780.00
Maintain LHJ Contact List. Assist with A19 updates as
req uested bv H CA.
19,500.00
Task 7: Meetings (Workgroup, HCA, Consortium, Including Planning and Prep)
Organize and participate in regular consortia calls; draft
agendas, prepare any handouts and draft summaries, etc.
Assist in planning and facilitating LHJ work group or
coordinator meetings and doing any follow-up, as
requested. Attend HCA meetings as requested. Assist with
any preparation or follow-up tasks. Assist in implementing
any chane:es reQuired bv CMS or HCA.
Task 8: PHSKC Reconciliation
Assist in preparing agendas for weekly task meetings, host
meeting and participate. Respond to any technical
assistance questions related to reconciliation. Set up
URMTS invoice for all PHSKC units and subcontractors,
including MER set up, and misc. other set up required.
Assist technical staff in processing the reconciliation results,
proof all bridging documents. Assist MAC coordinator in
drafting any written documents needed to support the
reconciliation process, as requested by the MAC
coordinator.
Process reconcilation results. Developm and implement
any required programming changes.
Subtotal 2017
WSALPHO (5%)
(1) All programmer time was billed at 1/2
(2) December 2015 billed in 2016
HFA
WSALPHO
atty fee
Full-vear Budget
HFA (actual)
atty fee
WSAlPHO (actual)
Total Actual
Fisher/Riemann
Fisher/Riemann
Programmers
2013
378,360,00
18,918.00
0
397.278.00
294.500~00
14,725.00
309,225 ,00
year
2009
2010
2011
2012
36 43200 34 24480 0 0 0 67,680.00
67,680.00
10 12000 10 7200 19,200.00
1760 1,760.00
20,960.00
395,020
19,751.00
374,060 414,771.00
2014 2015 (1)(2) 2016
394,840.00 415,360 502,222
19,742.00 20,768 25,111
0 9,500
414.582.00 445,628 527,333
392,857.06 434.073
9.028
19,642.85 21,704
412,499191 464,805
budget
481,000
480,000
451,000
472,000
Today's Date
02/15/2018
Fund/Department
116-Public Health
Kittitas County
Review Form
Grants & Contract Agreement
Agenda Date 3/ & J /0
Contract/Grant Information
Contract /Grant Agency: Washington State Association of Local Public Health Officials and Kittitas County
Public Health Department
Period Begin Date: January 1, 2017 l J Period End Date: December 31,2018
Total Grant/Contract Amount: $2,000.00 (approximately)
Grant/Contract Number:
Contract/Grant Summary:
The purpose ofthis AGREEMENT is to facilitate the operation of a statewide Random Moment Time
Survey that complies with the requirements of the LHJs' Cost Allocation Plan approved by the Centers
for Medicare and Medicaid Services (MAC), and the MAC contract between HCA and each participating
LHJ. The Agreement will also assist in oversight activities of the Health Care Authority (HCA) working
with the LHJ MAC Steering Committee to provide coordination and program compliance among
participating LHJs.
Recommendation for Board of Health and Board of Health Review on
Department Head Signature: ~ , Administrator Date : 3t I) U C;
Kittitas County Prosecutor, Auditor, and Board of Health Review and Comment:
APP ROVED AS TO FORM:
Date
Date
Signature of Board of Health member Date
Grant/Contract Review Page 1
Financial Information
Total Amount $ State Funds $ Federal Funds $
Percentage County Funds Matching Funds $ CFDA#
In-Kind $
Explain
Is Equipment being purchased? Who owns equipment?
New Personnel being hired? Contact HR hiring -reporting requirements
Future impacts or liability to Kittitas County:
Budget Information
Budget Amendment Needed? Yes 0 attach budget form NorY Why not
New Division Created?
Revenue Code 116.612.95.333.93.778
Pass Through Information
Agency to Pass Through
Amount to Pass Through $
Sub-Contract Approved Date:
Prosecutor Review
I Has the Prosecutor reviewed this agreement? I Yes D No D
County Departments Impacted
Auditor Facilities Maintenance
Information Services Human Resource
Prosecutor Treasurer
Submitted I Signature:
Department:
I Date:
Assignment of Tracking Information
Auditor's Office
Human Resource
Prosecutor's Office
Who Signed the grant application
Grant/Contract Review Page 2