TCM SITE VISIT Gilbert Uban, MAA/TCM Coordinator; San Mateo County Katia Renderos, Family Health Nurse Supervisor; San Mateo County

The Call…  Your TCM Analyst will contact you  Your LGA has been chosen for a TCM Site Visit  Coordinate when the Site Visit will happen  Coordinate individuals to be interviewed  Receive ( ) and Review the Entrance Packet Letter stating a TCM Site Visit is scheduled Agenda w/ schedule of events Checklists List on Encounters

The Prep…  The Letter…  Review the whole packet  Review the letter with the unit  Keep in touch with your Analyst  Ask Questions, It’s Okay  The Agenda…  Reserve a room for the State staff to review documents  Prep Staff that will be interviewed

The Prep…  The Checklists…  List of Case Managers w/ IDs in TCM System  Encounter log  Time Surveys  Time Cards  Duty Statements  Contracts, MOU’s, PMP’s  Freedom of Choice, Fee Mechanism  Training Materials (TCM and CM)

The Prep…  The Encounters…  Client’s name  DOB  Date of Service  Medi-Cal or SS#  Case Manager Name/ID  Type of Contact (Home, Office, Phone…)  Type of Service Provided  Encounter Number  Encounter notes (explanation of service provided)

Electronic or Hard Copy “All documents that are stated in the entrance packet should be made available in a hard copy.”  However, the State also understands that electronic systems are used for various applications including, but not limited to EHR (Electronic Health Records), Time Surveys, and Time Cards.  Contact your analyst to discuss your electronic systems and what accommodations can be made.  Regardless of the type of system the LGA utilizes, the burden of proof and process validation is on the LGA.

Electronic or Hard Copy (Recommendation)  EHR  Time Cards  MOUs/ PPA/ Contracts  Cost Report  Training Material  Time Surveys (Blue ink signature) ElectronicHard Copy

The Visit…  State Staff will arrive  Entrance Interview  Staff Interviews  Documentation Review  Exit Interview  Overview of findings  During the Visit  The TCM Coordinator and/or TCM Unit Supervisor should be available at all times  Answer questions or requests from the State

The Aftermath…  Summary of Findings  Respond to findings  Review findings w/ TCM Unit  Opportunity to make system changes as deemed necessary  Use this as a learning experience and a measurement for the unit

The Experience…  For LGA Coordinator  TCM Unit  Program Supervisor  Case Manager Supervisor  Case Manager

Your Questions and Concerns…  Review questions and concerns submitted via Survey Monkey  Any other questions or concerns Disclaimer: DHCS is not validating nor approving [this] TCM Site Visit Presentation in whole or partially. Changes made to the site visit entrance packet and/or DHCS site visit procedures are at DHCS’ discretion.