1. Family Preservation Services - Florida
Area Eight Medicaid Technical Assistance
10/11/2011
Family Preservation Services - Florida
Medicaid Mental Health Targeted Case Management Technical Assistance Review
Presented by Kerri Pawlak
and Cheryl Buss (LCSW)
October 11, 2011
Family Preservation Services

2. Agency Certification Requirements
Every enrolled Medicaid Mental Health Targeted Case Management (MH-TCM) location must be Certified by the local Area Medicaid office before Medicaid reimbursable services can be delivered from the service location.
Certification is awarded after the provider location has been successful (100% compliance) in passing the Certification Review.
July 2006 MH-TCM Coverage and Limitations Handbook, pages1-5 and 1-6

3. Results of the Certification of the Naples Location
Certification Tool is broken down into two domains:
Administrative Targeted Case Management (TCM) Review (54.54%) Compliance
Programmatic Targeted Case Management (TCM) Review (40%) Compliance

4. Findings from a Review of the MH-TCM Program in Naples
Programmatic Findings from the Review:
It was unclear whether the TCM met educational requirements because she had a foreign diploma.
Four of 10 clients did not appear to meet minimum standards to receive MH-TCM services.
Caseloads were always maintained within Medicaid policy parameters.
Services were always rendered by agency certified case managers, but were not always rendered in accordance with Medicaid policy.
Case Management Assessments were inadequate and did not address all components required.

5. Findings from a Review of the MH-TCM Program at Naples
Programmatic Findings from the review (cont’d)
Two of 10 Assessments did not document a home visit with the client.
The Assessment was dated by the recipient, case manager and treatment team members on different dates, with the supervisor being the first to sign, as opposed to the case manager.
Service Plans did not contain measurable goals and objectives or include the amount, frequency and duration of services.

6. Findings from a Review of the MH-TCM Program at Naples
Area Eight Medicaid Technical Assistance
10/11/2011
Findings from a Review of the MH-TCM Program at Naples
Programmatic Findings from the review (cont’d)
One Service Plan was inadequately documented.
Progress notes did not meet documentation requirements, adequately justify the length of time spent, nor did they consistently link services to the Service Plan or Review.
MH-TCM services rendered in conjunction with other Medicaid reimbursable service, when rendered to provide/communicate critical information that assists the recipient often exceeded the two units per event limit.
Documentation was not entered in the record timely.
Family Preservation Services

7. Medical Necessity All Medicaid services must be medically necessary.
Clear and comprehensive documentation of all assessments, home visits, recipient interactions, and contacts with collateral sources should adequately show the strengths/needs of the recipient /natural support system.
Documentation is the key to justifying/supporting the medical necessity of the service being provided.
If the information is not documented, an auditor cannot allow reimbursement of the service.

8. July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-7 and 2-8
What is MH-TCM
Supportive services which assist individuals to obtain needed medical, financial, insurance benefits, employment, social, educational and/or other services to appropriately address their needs
It is not the provision of direct therapeutic medical or clinical services
July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-7 and 2-8

9. Accomplishing the Goal of MH-TCM
Identify the person’s problem(s) by assessing the person to determine that person’s needs.
Create a Service Plan to outline the strategy for assisting the client in achieving his/her goals.
Advocate for your client by linking the client to the services outlined in their service plan.
Organize and monitor service delivery to evaluate the recipient’s progress.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-17

10. Recipient Certification
Children’s and Adult Recipient MH-TCM Certifications
The recipient certification form should document initial eligibility for MH-TCM services.
Appendix I-K:
Recipients are certified by the Case Manager and the Case Management Supervisor
Certifications must be completed within 30 days of initial date of service.
It is possible that a referred client may not meet eligibility criteria, even if the referral source wants the individual to receive MH-TCM.
July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-3 through 2-5

11. July 2006 MH-TCM Coverage and Limitations Handbook, page 2-16
On-going Eligibility
The Service Plan Review is a process conducted to ensure that services, goals and objectives remain appropriate to the recipient’s needs and to (re)assess recipient progress and continued need for MH-TCM.
The activities, discussion and review process must be clearly documented.
Minimally, the Review is signed by the recipient, the MH-TCM and the MH-TCM supervisor.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-16

12. July 2006 MH-TCM Coverage and Limitations Handbook, page 2-17
Covered Services*
Conducting the MH-TCM Assessment and Service Plan in accordance with the handbook.
Service Plan implementation with the client/family.
Assessing service plan effectiveness.
Linking, facilitating, coordinating and monitoring services delivered as defined in the Service Plan.
Advocate for delivery of medically necessary services, as identified from the Service Plan.
Documenting the delivery of MH-TCM.
Providing access to resources during moments of crisis.
Staffing(s) with the recipient treatment team or one-on- one with the psychiatrist, psychiatric ARNP, physician, therapist, teacher, attorney, GAL or other collateral.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-17

13. July 2006 MH-TCM Coverage and Limitations Handbook,
Covered Services
TCM billed in conjunction with another Medicaid service when communicating critical client info.
This cannot exceed two units per event.
Coordination of aftercare upon discharge from a residential/inpatient facility when the facility is not paid a discharge planning per diem.
Participating in the client’s individualized Treatment Plan Development/Review process.
Time billed must be clearly justified as time dedicated to the recipient.
Providing MH-TCM services during the last 90 days of a child’s BHOS stay.
July 2006 MH-TCM Coverage and Limitations Handbook,
page 2-17

14. Service Restrictions Provision of direct care services
Offering clinical services, transportation, etc.
Performing Administrative Functions:
Copying, mailing, faxing, checking recipient eligibility
Discharge planning when covered by a residential facility’s per diem rate.
Medicaid reimburses d/c planning 60-days prior to discharge from a state mental health facility.
Ineligible Medicaid recipients
FACT recipients
July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-8, 2-9 and 2-11

15. July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-9 and 2-11
Service Restrictions
Home & Community Based Waiver Clients
Institutionalized Recipients
Jails, Prisons, Detention Centers, ICF-DDs, etc.
Institution for Mental Diseases
Hospital/other institution with 17 or more beds, engaged in providing diagnosis, treatment and care to individuals with behavioral diseases (i.e.-some CSU’s)
Supervision is not a billable MH-TCM activity.
Incomplete Certification Form, Assessment, Service Plan.
July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-9 and 2-11

16. July 2006 MH-TCM Coverage and Limitations Handbook, page 2-11 and 2-12
Service Restrictions
No Recipient Contact (direct contact is required)
Messages on machines, notes on the client’s door and messages are not reimbursable.
Non-Duplication of Services
No reimbursement for simply being present during a face-to-face therapeutic activity.
Services provided which duplicate what is already being provided, regardless of the funding source (i.e.- services coordinated by family/CBC worker, etc.).
Transportation
Medicaid does not reimburse case managers for transporting recipients.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-11 and 2-12

17. July 2006 MH-TCM Coverage and Limitations Handbook,
Service Restrictions
Statewide Inpatient Psychiatric Pgm (SIPP)
TCM can be rendered the last 180 days of SIPP.
Clinical information must be provided by the TCM to the SIPP at time of admission.
MH-TCM must attend monthly treatment team meetings and remain in contact with the therapist, relevant collaterals, family & the child.
Staff can attend by phone when clients are placed outside the district
This must be justified in the clinical record
July 2006 MH-TCM Coverage and Limitations Handbook,
page 2-10

18. July 2006 MH-TCM Coverage and Limitations Handbook, page 2-10
Service Restrictions
SIPP Restrictions Continued…
The MH-TCM follows up with the recipient for two months after discharge to collect SIPP outcome data.
Services are limited to 8 hours/mo. during the SIPP stay; this is increased to 12 hours/mo. in the last month of care.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-10

19. Documentation Components
Required documentation for each Case Management Record:
Certification Form
MH-TCM Assessment
Service Plan and Reviews
Service documentation with required elements
July 2006 MH-TCM Coverage and Limitations Handbook, pages 2-2, 2-4, 2-12, 2-15, 2-16, 2-20

20. Documentation Components
Requirements for Case Management Notes:
Recipient’s name;
Date of service w/beginning & end times;
Detail of the services provided;
Setting where service was rendered (home, office, etc.);
Updates when there is a significant change in:
Residence, inpatient/state mental hospital placement, mental status, person’s life/support system, custody or educational/ employment placement
Inclusion of MH-TCM’s name, original (handwritten or electronic) signature, title and date.
Photocopied signatures are not allowed.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-20

21. Documentation Components
Detailed Case Notes Must:
Clearly link the case management activity with one or more identified, reimbursable Service Plan activities;
Refer to Service Plan Objectives;
Describe the recipient’s progress related to the Service Plan;
Justify the time spent providing MH-TCM services.
Document MH-TCM substitution, when rendered.
July 2006 MH-TCM Coverage and Limitations Handbook, page 2-20

22. Purpose of Documentation
There is connection between the assessment, service planning, TCM activities and treatment services provided. Everything is coordinated through the MH-TCM Service Plan and MH-TCM documentation allows an auditor to understand the service planning and implementation process.

23. Assessment and Service Planning
Linkage Advocacy
Assessment & Service Planning
Continuous Review &
Adjustment of
Services
Collateral Input.
Services/Tx.
Case
Manager
Client Needs

24. July 2006 MH-TCM Coverage and
MH-TCM Assessments
Assessment must be completed within 30- days of client referral.
A home visit must occur prior to completion of the initial assessment.
July 2006 MH-TCM Coverage and
Limitations Handbook, page 2-12

25. MH-TCM Assessment Elements*
Presenting problem(s) including history, self assessment;
Psychosocial history;
Psychiatric and medical history;
Recipient current and potential strengths;
Strengths/resources available through natural support system;
Educational placement, adjustment and progress;
Relationship with family and significant others;
Identification and effectiveness of received services;
Identification of services to assist client in reaching his goals;
Assessment of service needs in the following areas:
Mental Health; Alcohol/drug abuse; Family support and education; Education, Vocational/Job training; Housing, Food, Clothing or Transportation; Medical and Dental; Legal assistance; Development of environmental supports; Assistance with Financial Resources.
July 2006 MH-TCM Coverage and Limitations Handbook, pg. 2-13

26. July 2006 MH-TCM Coverage and Limitations Handbook,
MH-TCM Assessments*
Assessment documentation must reflect that the following information sources were used:
Recipient’s own perception of his/her situation
The referral source; Recipient’s family/friends;
Other care providers serving the recipient;
Information from previous treating providers, after a release of information is obtained.
If collateral/other provider information is not obtained, documentation must justify this in the record.
July 2006 MH-TCM Coverage and Limitations Handbook,
pg. 2-13

27. Assessment Documentation
An identifiable and dated document in the record;
Contains information from initial screening and other sources: copies of evaluations, discharge summaries and other gathered data;
Documentation of the home visit done prior to the completion of the assessment;
Justification for lack of a home visit is required with sign-off by the case management supervisor.
A face-to-face evaluation with the client still must occur.
The assessment must be reviewed, signed and dated by the MH-TCM and their supervisor prior to completion of the Service Plan.
July 2006 MH-TCM Coverage and Limitations Handbook,
pg. 2-14

28. MH-TCM Assessment Updates
MH-TCM Assessments must be updated annually.
It is not recommended that Assessment Updates cite “No Change” or “Status Unchanged” as this does not document assessment of the recipient’s status, progress, needs or present functional level.
July 2006 MH-TCM Coverage and
Limitations Handbook, page 2-12

29. July 2006 MH-TCM Coverage and
Service Plan Elements
Single identifiable document (not also the tx plan).
It is individualized to the recipient.
It requires measurable goals/objectives consistent with the MH-TCM assessment.
It must be developed and finalized by the supervisor within 30 days after intake.
Developed in partnership with and signed by the recipient, (guardian, if applicable), TCM and supervisor.
July 2006 MH-TCM Coverage and
Limitations Handbook, page 2-15

30. July 2006 MH-TCM Coverage and
Service Plan Elements
The Service Plan describes needed services and indicates how needs will be met.
The plan identifies timeframes for goal achievement.
It includes short and long-term goals.
It identifies who will be responsible for providing specific assistance/services, and should be consistent with the treatment plan.
July 2006 MH-TCM Coverage and
Limitations Handbook, page 2-15

31. Service Planning The Service Plan should:
Be a working, functional tool used to plan services that address client needs.
Reflect assessment findings and case monitoring activities (i.e.-home visits, communication with treatment providers/ collateral sources, and ongoing face-to-face interactions with the client).
Through these activities the client and case manager can evaluate needs/goals, and make adjustments to the Service Plan.

32. July 2006 MH-TCM Coverage and
Service Plan Reviews
Service Plan must be reviewed at least every six months and documented in the record;
Revisions are done as significant events occur.
Reviews must include a re-evaluation of the recipient’s eligibility for ongoing TCM.
Documentation must indicate client still meets criteria to receive TCM services.
The activities, discussion and review process must be clearly documented.
The recipient, TCM, supervisor (and legal guardian, if applicable) must sign and date the Review.
July 2006 MH-TCM Coverage and
Limitations Handbook, page 2-15

33. Examples of non-reimbursable MH-TCM Services
The following are from past and present MH-TCM FPS documentation:
Children’s Case Management notes documented provision of services which were directed to the child’s parent(s) instead of being directed toward the child-Services should be rendered to the recipient, and should meet their individualized needs as identified from the MH-TCM Assessment and Service Plan/Reviews.
Services were managed by the child’s foster parents, and there was not documented need for MH-TCM.- Duplication of services is not allowable.

34. Examples of non-reimbursable MH-TCM Services
Case manager did not document regression of child and evidence of TCM eligibility was not clearly indicated; however, other documentation showed that the child was referred for a QE and required SIPP admission -documentation did not justify on-going TCM eligibility although services were needed.
Documentation contained discussion between the TCM and supervisor regarding what the TCM would be doing in the future. No active service provision was documented-MH-TCM did not provide a billable service and documented receipt of supervision.

35. Examples of non-reimbursable MH-TCM Services
Some documentation in a clinical file referred to how the “boys” were doing (client was in foster care with his brother).- Documentation should be reflective of services and needs specific to the client.
Client was identified to have developmental disabilities (DD), though it was not determined whether the individual was in the DD waiver-Recipients cannot receive TCM and Waiver services at the same time.

36. QUESTIONS????

37. Helpful Links/Resources
Medicaid Summary of Services Link:
tml
Medicaid Fiscal Agent Website:
Get handbooks and enrollment forms here
Magellan Medicaid Administration (MMA):
Get monitoring guidelines and MMA Power Point presentations here

38. Helpful Links/Resources
Agency for Healthcare Administration
Sign up for Medicaid Health Care Alerts
See Agency announcements, publications, notices
Make a public record request
Report fraud
Department of Children and Families

39. Contact Information
Kerri Pawlak
Area Eight Medicaid Behavioral Health Specialist
Cheryl L. Buss, LCSW
Area Eight Medicaid Utilization Management Specialist