An Introduction to Individual ProviderOne October 2015

 The new integrated online electronic payroll system for Individual Providers  Providers will start enrolling late Payments will start early  Public Consulting Group, Public Partnerships LLC. (PPL) is contracted to operate IPOne 2

 Replace antiquated SSPS system  Ensure accurate, timely payments to qualified providers  Consolidate all payments into a single system for improved compliance Federal SEIU  Share information between systems  Reduce overpayments & fraud 3

 Case Managers Assess care needs, authorize services and perform case management functions  Contracting Contracting process and background checks  Providers Meet Certification & Training requirements Training partnership continues to track training 4

 Operate IPOne  Manage a Statewide Call Center to support staff and providers  Manage a Financial Center to process timesheets send paychecks, and mail W2s to providers  Provide nine Program Support Specialists that will provide in-person assistance to case management, HCRR staff and individual providers 5

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IPOne manages all aspects of Employer Taxes: State Unemployment L&I Workers Comp Insurance Social Security Federal Unemployment Tax IPOne manages Employee Deductions: Federal Income Tax withholding (Waiver services are not taxed; CFC is) Social Security BSI Health Benefit Trust SEIU 775 Union dues e-IWO (Fed Child Support Enforcement) Garnishments & overpayment recovery

 New Client/Provider relationship  Personal Care tasks sent to IPOne and will populate client specific timesheets*  IP displayed rate – only base rate is visible  New CARE Edit CARE will prevent any W2 authorizations going to SSPS/CASIS beginning Jan 1 st, * CASE MANAGERS MUST: assign tasks to paid providers (excluding respite)– so that tasks can go over to IPOne to populate the client specific timesheets 10

 Nine PSS staff will be located in the most populated areas for state staff and IPs and are available by and phone: Snohomish – Pierce – Kitsap - Spokane King - Thurston – Clark – Yakima  Support Staff are available to assist with case management and staff: Provider Information Payment/eligibility information  PSS staff are geared to support case management, HCRR and support staff. Providers will use the Call Center. 11

 Next: Contracting Providers and Changes to ACD 12

 Individual ProviderOne (IPOne) Number ProviderOne IDs sent by ProviderOne (7 digits P1 number + 2 digit location code) = 9 digit IPOne ID number,  No SSPS numbers  Once in signed status and refreshed the provider name (dba field) will auto-populate with a full 9 digit IPOne ID number Get the Provider’s name and SSN# right the first time! 13

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 2 New Taxonomies Respite and Personal Care only Auto selected for each admin (HCS or DDA) Personal care includes relief, skills acquisition training, etc. 15

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 When a NEW provider is exempt from Safety and Orientation Training: Watch for the S&O exempt box and check when appropriate Use the Combined IP Orientation and Safety Training Check Type see below: 17

 Contract Code. Use one of the following that fits previous Admin/Division contracts: 1022XP for ALTSA/HCS 1763XP for DDA 1222XP for HCRR generated HCS contracts 1263XP for HCRR generated DDA contracts  Document Location. Choose your agency’s location from the drop down.  Contract Date. Use the Contract End Date field and select Contract End Date <= and then select a date like 8/31/2015. Leave the Contract Start Date part of the search parameter blank.  Status. De-select the “All” checkbox, and select “Signed ” 18

 Dates that end in the middle of the month will cause the Auth to go into error for the entire month IPs will not be able to claim for ANY portion of the month  End contracts on the last day of the month without going past the 4 year term (example: contract start date = 8/14/2015; end date = 7/31/2019) – current practice  Be sure to contract check end dates! 19

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You will no longer use SSPS Numbers No PFAR 6 digit SSPS ID# replaced with 9 digit IPOne ID# Providers will report changes such as name and/or address changes to IPOne 21

 Next: SSPS vs. IP One IP One timesheet submission and payment schedule IP One system features and options to enter time Changes to timesheets 22

TodayTomorrow Invoices are sent in the mailClient specific timesheets are sent Requires claiming “units” per monthHour/Units (15 min) by each date of service Providers use a Phone (IVR) or send in an invoice to claim hours Electronic (On-line, mobile app) or Paper (Fax, mail) submissions SSPS Provides Payment MonthlyIPOne provides bi-weekly payments IPs must keep paper timesheetsTimesheets are Electronically stored SSPS has English speaking staffBilingual call center staff 23 How will Individual ProviderOne be different than SSPS?

24 Individual ProviderOne Action Individual ProviderOne Dates Submit timesheet for hours January 1 st – 15 th January 16 th * deadline Individual ProviderOne mails or deposits paycheck (January 1 st – 15 th hours) February 1 st (or next business day) Submit timesheet for hours January 16 th – 31 st February 1 st *deadline Individual ProviderOne mails or deposits paycheck (January 16 th – 31 st hours) February 16 th (or next business day)

IMPORTANT If timesheets are received later than the scheduled deadline date, pay checks will be processed and paid in the next pay cycle. This could mean a payment delay of approximately two weeks beyond the normal pay cycle. Full client participation and any health benefits will automatically be deducted from the check paid on the 1 st 25 New Deadlines! Remind Providers to Submit Timesheets the 1 st and the 16 th of each month

Common Reasons Paper Timesheets are rejected Writing in the margins Writing outside of the boxes Not using black or blue ink No signature Faxed wrong direction No personal care task identified with mileage 26

 For Android, iPhone and Windows phones  Must still register by sending in enrollment information or updating profile on-line  The mobile app will only create timesheets 27

Step 1: Select Client Step 2: Select Time Period

Se pte mb er Step 3: Select Service Step 4: Select Tasks Step 5: Enter Hours & Mins Step 6: Enter Mileage (if applicable)

30 Step 7: Review & Submit! OR Save & Finish Later

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 Automated outbound call from IPOne to notify providers if there is an issue with their timesheet  Adhoc calls – Educational and/or Urgent messaging 32

 Example of a call a provider may receive if there is a problem with their submitted timesheet: Rule: Client is not authorized for this service or Date Worked is not within authorized date range. Message: “You are not authorized to provide this service on this (these) date(s), please see your Authorization Letter for details. Please review your timesheet at IPOne website at www……….or call XXX-XXXX if you have questions.” Outcome: Partial Pay; Auto-Blaze call to the Provider, leave pending until 3 call attempts at different times of the day are made (1 call per day) then IPOne auto-denies after 90 days. 33

 Next: Activities Prior to Go-Live  Provider Correspondence  Addressing Barriers and Challenges  Provider Training 34

 Welcome packets will go out 2 months before go-live and ongoing  Training Packets will go out approximately 1 month before go-live and ongoing  Client Specific Paper Timesheets (sent shortly before go-live)  Garnishments  Wage verification 35

 Bilingual Staff (55)  Language line accessed for other languages  Opens November 1  10 unique language lines (XXX-XXX-XXXX Cambodian) and one for case managers  Hours: Monday – Friday, 7AM to 7PM Saturday - 8 AM to 1PM (Jan 1 st )  Required to answer 99% of calls within 30 seconds If longer hold time, can request a call back and placed in queue. Providers will hear the status of their current timesheet when they call 36

 Portal login help  Training resources and materials  How to submit timesheet  Non-payment  Error messages (timesheets)  Change of address  Paper timesheet denied or pending 37  Deductions  Direct deposit  Debit card  Need more timesheets  Payment delays  Payment errors  Auth letter  Overpayments  Missed deadline

 PPL will have a Financial Operations Center which will : Process timesheets Send paychecks Mail W2s 38

 English as a second language – literacy in their own language  Limited/No computer skills – Use of a computer or mobile app  Limited/No resources to purchase a computer or smart phone  Limited/No access to a computer in their community  Some areas in the state may have limited/no internet service 39

 Paper and Electronic training manuals  In-Person  800+ sessions  Some Sessions will be in other languages  Training will ramp up in December 2015  Continue through the first payroll in February

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43  Translations are available on the IPOne website:  Top twelve languages translated  Available to print and hand out to Providers during home visits or mailings.  Available to to providers on using distribution lists.

44  Translations available on the IPOne website:  Top twelve languages translated  Available to print and hand out to Providers during home visits or mailings.  Available to to providers on using distribution lists.  Available to convert to a jpg. Image and attach the hyperlink to actual translation page.

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 You can: View and use the IP and Client Profile pages Search for which client an IP is working for View IP Auths and Timesheets/hours worked Research IP training records  How to use the IPOne Web Portal Unified Reporting Server  Access to IP training units 48

MINNIE MOUSE MINNIE MOUSEHOUSE DONALD DUCK DAFFY DUCK HUEY DUCK BUGS BUNNY MICKEY MOUSE MICKEY MAN RED SKELTON

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57 Peter Pan Elmer Smith Tom Jones

 NEXT Go-Live preparation – How you can help Providers Contingency Planning Other Issues 58

 Help IPs Stay informed  SSPS invoice notices  Distribute brochures  Visit  59

Encourage Providers to: Use electronic resources Complete enrollment forms  Verify demographics  Sign up for direct deposit (will not convert) – 50% currently use direct deposit  Can split between two banking accounts (checking/savings) or a debit card Complete Training 60

 There will be a plan in place to pay IP if the system should have paid 61

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1.Get the name and SS# right the first time! Difficult to change once the contract is signed 2.Contract end dates – last day of the month prior to the end of the 4 th year 3.Watch for the S&O exempt box and check when appropriate 4.How providers report changes such as name and/or address changes 63

1.Refer all questions that are not related to authorization issues or care planning to the PPL Call Center 2.Auths will go into error if either the client or provider is ineligible 3.There will be lots of different types of training opportunities for providers 4.Start talking to your providers about the changes coming – moving from a payment system to a payroll system – encourage electronic timesheet 5.Help your providers understand there will be a two week gap for the first payment – encourage them to set some $ aside AND Full participation and health benefits will automatically be deducted from the check paid on the 1 st 64

1.Electronic is the best method to ensure timely accurate timesheet submittal 2.Getting paid twice monthly - You will receive ½ a months wages in 1 payment and the other ½ in a second payment 3.Full participation and health benefits will automatically be deducted from the check paid on the 1 st 4.They must submit a timesheet to get paid 5.There will be a call center with bilingual staff to provide support before, during, and after implementation - Exclude auth issues and care plan questions 65

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