1. MAA Time Survey Annual Training Madera County Office of Education Local Education Consortium Medi-Cal Administrative Activities Central Valley Services Region VII School Year 2012-13 Presented by: Susan Ellyson and Carolyn French

2. Why train again? Q: I participated last year and know what I’m doing already. Why must I train again this year? Answer: All employees who participated last year must train AGAIN this year. Training EVERY YEAR is mandatory. Your Region 7 LEC receives their annual training from DHCS each July and are provided with updates which are then conveyed to you in your annual training. Your deadline to receive your training is “prior to the 3 rd MAA quarter.” Q: If I know the MAA Program well and have participated many times, can I train people? Answer: You are not eligible to be a trainer this year until you have received your training this year from the Region 7 LEC. Q: What if this is my first time participating in MAA? What is my training deadline, and who must train me? Answer: If this if your first time participating, you must be trained BEFORE you begin your first time survey. Your trainer must have received their annual training THIS YEAR by the Region 7 LEC. They are not eligible to train you this year until this happens (even if they have been participating for many years. EACH YEAR starts everyone’s training requirements all over again.

3. What is MAA & how do I participated? MAA stands for “Medi-Cal Administrative Activities.” Schools promote access to health care for students, preventing costly or long-term health care problems for at-risk students, and coordinating students’ health care needs with other providers. The program allows school claiming units to be reimbursed for some of their administrative costs associated with school-based health and outreach activities that are not claimable under the LEA Medi-Cal Billing Option or under other Medi-Cal. In general, the cost of school-based health and outreach activities reimbursed under MAA consists of: referring students/families for Medi-Cal eligibility determinations, providing health care information and referral, coordinating and monitoring health services, and coordinating services between agencies. How to participate? It is necessary to determine the amount of time school staff spend performing MAA. Time spent by school staff on MAA is identified using a time survey. The results of the time survey is then used in a series of calculations to determine the percentage of school costs that can be claimed under MAA. MAA reimbursement to school claiming units is made from federal Medicaid funds.

4. How to… Log on to MAA Log on to webpage: www.maderacoe.k12.ca.uswww.maderacoe.k12.ca.us On left hand bar, click: Medi-Cal Administrative Activities (MAA)

5. How to… Navigate the MAA Website Click on “My MAA” Time Survey for your quarterly time survey grid and reference card.

6. How to… Navigate the MAA website Click on “Contact Us” for your Region 7 LEC

7. How to… Navigate the MAA website Clicking on “MAA Background and “Statewide LEC Committee” tabs will provide you with historical information on the MAA Program and the Regional participation information.

8. How to… Access my time survey grid In the “My MAA” Time survey tab, click “Instructions to download the Time Survey Grid.” (Please read and follow the instructions before downloading Time Survey Grid.) Select “Click here to download the 2012-13 Time Survey Grid.” When prompted to Open or Save, choose Save. Time Saving Tip: You will use this page frequently so you may want to add this page as a “favorite.”

9. How to… Access my time survey grid IMPORTANT: Follow the “Instructions to download the Time Survey Grid” on the website.

10. What are MAA Codes? Billable codes are: 4, 6, 8, 10, 12, 14, 15 and 16. Non-Billable codes (Parallel Codes) are: 1, 2, 3, 5, 7, 9, 11 and 13.

11. What are some examples of billable activities? CODE 4: INITIAL OUTREACH (PARALLEL CODE 3) Referred sick student to a Medi-Cal provider for health services. Distributed Medi-Cal/Healthy Families flyers to families within my class. Referred a student for initial Medi-Cal covered mental health evaluation/services. CODE 6: MEDI-CAL APPLICATION (PARALLEL CODE 5) Reviewed a family’s Medi-Cal/Healthy Families application to assure them it was correctly completed. Helped family gather documents for Medi-Cal/Healthy Families application. CODE 8: ON-GOING REFERRAL, COORDINATION, MONITORING (PARALLEL CODE 7) Attended an IEP; a Medi-Cal eligible student’s speech therapy was reviewed for next year. The principal, school psychologist, school nurse and I were discussing the ongoing Medi-Cal mental health issues of a student during a meeting. CODE 10: TRANSPORTATION (PARALLEL CODE 9) Arranged transportation for a student to receive Medi-Cal covered Speech Services. Arranging a ride for a family so student can receive Medi-Cal covered mental health services as part of an IEP referral. CODE 12: TRANSLATION (PARALLEL CODE 11) Translated for the school nurse to the parents on where and how to obtain Medi-Cal services for their child. Arranged for a translator to assist between a Medi-Cal covered speech therapist and parent during an IEP meeting. CODE 14: PROGRAM PLANNING, POLICY DEVELOPMENT, INTER-AGENCY COORDINATION (PARALLEL CODE 13) Attended a Principals Meeting to explain the new site-based system of Medi-Cal covered dental services we’re able to offer this year. Worked with County Health Dept. discussing available Medi-Cal programs offered to students and families that may not have medical insurance. CODE 15: MEDI-CAL CLAIMS ADMINISTRATION, COORDINATION, TRAINING (NO PARALLEL CODE) Only for MAA Coordinators. CODE 16: GENERAL ADMINISTRATION/PAID TIME OFF (NO PARALLEL CODE) Approved paid time off. Filled out time survey. (Now claimable under code 16.) For administrators – Providing general supervision of staff/student teachers/volunteers – Evaluation of employee performance

12. How to… Complete my time survey (Page 1) 1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 1.Your full name. 2.Your job title. 3.Last four digits of your work phone number. 4.Your district. 5.Your school site(s). (State all if more than one. 6.Your contracted hours for one week. 7.Fiscal year and quarter (example: 12/13-1) 8.Your recent training date. 9.All five survey dates. 10.Your day broken into increments of quarter hours.

13. How to… Complete my time survey (Page 1) Billable codes (4, 6, 8, 10, 12, 14, 15, 16): require a written sample of your activity. IMPORTANT: No more than three samples are required for each code your claim.

14. How to… Complete my time survey (Page 1) IMPORTANT: Use BLUE ink!

15. How to… Complete my time survey (Samples Page) Your written samples here Only for the MAA Coordinator Paid time off; paid breaks; paid lunches; filling out time survey. Remember: Samples need to be provided for ONLY billable codes you are claiming on your grid.

16. How to… Complete my time survey Fill in all demographics and each survey date Sign in blue ink Complete your MAA activity in quarter increments (.25,.50,.75, 1) Double check your totals If you work less than 40 hours, change the value at the bottom of each day

17. Ensure Accuracy Before turning in your time survey, please double check all areas for completion!

18. Questions? Call us at: (559) 662-6225

19. Certificate of Completion I,, hereby certify, that I have successfully completed the online MAA training, as presented by Susan Ellyson and Carolyn French. Completed on: 10/13/2015 2:09 PMSignature: Madera County Office of Education Local Education Consortium Medi-Cal Administrative Activities Central Valley Services Region VII *This original certificate must be submitted with your time survey.