CARE Migration To TMHP HCS &TxHmL: Updates

by | Oct 13, 2022

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October 13th, 2022

Update on Some Migration Issues

 Enhancements planned for release in November will now not be released until December; the 2nd set of enhancements will be released in June, 2023.  A notice about the enhancements will be posted in the next few weeks.
HHSC will post recordings of their monthly TMHP Migration webinars, but not sure where they could be accessed. Sometimes the original registration links end up leading to the recordings, but we will keep you posted when there is an update from HHSC on this issue.
 HHSC will not create a FAQ related to the questions asked during each webinar.  Instead, they will use the questions asked and comments included in the evaluation survey of each webinar in determining future webinar topics.
There have been some suggestions to revise the “caps” and also that one of the enhancements should be to allow LIDDAs and providers to make corrections to their own data entries. This would be incredibly helpful to providers and stop the slowdown for IPCs and IDRCs to be approved as well hopefully if this is part of those allowed corrections.

Additional Training Resources

Program providers, LIDDAs and FMSAs should create a TMHP Learning Management System account before the webinar to access the LTC Online Portal and claims submissions training. New TMHP LMS users can access the LMS Registration and Navigation Job Aid for Providers (PDF) located on the LMS homepage.

Suggested training resources include:

 For questions and help navigating the LMS, email TMHP Trainings Support.

March 7th, 2022

Claims Training for CARE Migration:  

 Training will occur from 10:00 to Noon on March 22nd and again on March 24th.
Click on link below to register for one of the training sessions.

“TMHP is hosting HCS and TxHmL Waiver Programs webinars on March 22 and March 24 for program providers, LIDDAs, and FMSAs who submit claims on behalf of CDS employers. These webinars will train attendees how to submit and manage claims using TexMedConnect.”

For more info, copy and paste this URL into your browser: https://www.tmhp.com/news/2022-03-09-texmedconnect-claims-submission-training-hcs-and-txhml-programs

February 9th, 2022

More Clarifications From HHSC:  Migration During TMHP LTC Online Portal Outage:

1.  Please clarify what entity or entities providers should contact if they experience problems correcting the location code on an IPC?
Should they send an email to the generic HCS/TxHmL migration email box or Program Enrollment Services (PES) or Utilization Review (UR)?
And will the email box and phone lines be staffed to receive assistance before the system shuts down at 9:00 p.m. , February 9, 2022?
 The answer to this question was not clear during the 2/8/2022 IDD Coordination Workgroup meeting.   
The email box mentioned in the above question should be used for general questions about migration. 
Issues correcting a location code on an IPC should be directed to either PES  at 512-438-2484, or UR at 512-438-5055. 
Both phone lines are monitored and staff are available today to offer assistance.
2.  Please confirm the duration of the TMHP LTC online portal outage and HHSC Service Authorization System (SAS).   In addition, if a provider cannot correct an IPC location code by the close of business (COB) on 2/9/2022, when will they be able to make the correction and will there be any consequences or other steps or actions they need to take?
The outage begins at 9:00 p.m. 2/9/2022 and will be lifted no later than 11:50 p.m. 2/15/2022. 
Because IPCs with an incorrect location code may not be accepted during the transfer of data from CARE to TMHP, providers may need to submit an additional file or re-enter data once the outage ends.  
3.  If a provider has not entered any new IPCs into CARE by COB on 2/9/2022, what will be required for entry following the outage?
Providers should make every effort to not only correct any IPCs with location error codes by COB 2/9/2022, but also to enter any IPCs not yet entered into CARE.  Not doing so may result in the need for double entry into both systems before March 1, 2022.
4.  What are the email addresses providers may send questions to about the migration?
TMHP:  HCS-TxHmL@tmhp.com
HHSC:  HCS_TxHml_Form_Migration@hhs.texas.gov

February 8th, 2022

Very Important !!!!  HCS & TxHmL Providers:  Migration of CARE to TMHP

“Beginning March 1, 2022, Home and Community-based Services (HCS) and Texas Home Living (TxHmL) program providers, local intellectual developmental disability authority (LIDDA) agencies, and financial management services agencies (FMSAs) billing on behalf of consumer-directed services (CDS) employers will submit claims and forms to the Texas Medicaid & Healthcare Partnership (TMHP). It’s important that HCS and TxHmL program providers, LIDDAs, and FMSAs set up their accounts as soon as possible to avoid any delays in payment after March 1, 2022. Program providers, LIDDAs, and FMSAs are strongly encouraged to set up the following accounts if they have not already done so:

  • Claims Submission Account
    • TexMedConnect or
    • Electronic Data Interchange (EDI)
  • Long-term Care (LTC) Online Portal
  • TMHP Learning Management System (LMS)”

To read more, please click on the link below:  Don’t Delay!!!!

February 8th, 2022

Clarifications:

During the last HHSC IDD Coordination Workgroup meeting, HHSC provided an update on the migration of CARE to TMHP.   Though a summary of the discussion is provided below, know that a few questions surfaced after the meeting.  HHSC has been contacted by some of the provider organizations about these questions.
1.  The effective date of the migration remains March 1, 2022.
2.  Upcoming webinars and other information related to the migration can be found in IL 2022-07 at:  https://www.hhs.texas.gov/sites/default/files/documents/il2022-07.pdf
If you have not registered for the webinars (Part 1 & Part 2), you are urged to do so.
3.  Not all providers have set up accounts for both form and claim submission.  See slide 10 of the Feb. 8th PowerPoint presentation on TMHP Migration.  Providers MUST have accounts for both. HHSC has agreed to work with the 3 IDD associations to ensure that our respective members have set up their accounts.
4.  Currently 200 IPCs have location code errors.  According to HHSC all IPCs with this error have been flagged.  Providers MUST have fixed these by close of business (COB) – 2/9/2022.   Below is the information HHSC asked we share with providers regarding the errors and see the documents below which list some of the CARE screens to check and tips for fixing the errors.  If you have questions, contact HHSC at:  HCS_TxHml_Form_Migration@hhs.texas.gov
HHSC Message:  CARE will be unavailable beginning  2/9/2022 COB, for some period of time prior to TMHP going live, 3/1/2022.
If you have a location code exception/error, fixing it prior to 02/09/2, COB will make for a smoother transition. These errors were flagged in advance of the notice given in our call and a CARE banner was listed; as a result, many were corrected as needed prior to this notice.

We acknowledge that location errors can be tricky. Below is a list of some CARE screens to check and some hints for fixing the errors, but we know the timeframe will be tight. Please continue to work on these issues when CARE is again available.  https://documentcloud.adobe.com/link/track?uri=urn:aaid:scds:US:9c771b69-784f-3fbc-a3b1-054ee1c49e64

 

September 13th, 2021

New TMHP Account Setup Quick Reference Guide for HCS and TxHmL Providers and FMSAs

The following providers must submit claims and forms to Texas Medicaid & Healthcare Partnership beginning March 1, 2022.

  • Home and Community-based Services
  • Texas Home Living
  • Financial Management Services Agencies billing on behalf of Consumer Directed Services

To submit claims and forms, HCS and TxHmL providers and FMSAs must set up TMHP accounts.

The new TMHP Account Setup for HCS and TxHmL Waiver Programs Quick Reference Guide is available. The guide provides step-by-step directions to create new TMHP accounts or to link to existing accounts.

It has contact information for help and is available on the TMHP website and TMHP Learning Management System.

Read the notice posted on the long-term care homepage for more information.

September 5th, 2021

New TMHP Migration Implementation Date

A new implementation date of March 1, 2022 is planned for the release of forms and claim submissions to Texas Medicaid & Healthcare Partnership for Home and Community-based Services and Texas Home Living program providers, Local Intellectual Developmental Disability Authority agencies, and financial management services agencies that are billing on behalf of Consumer Directed Services employers.

Until the transition, HCS and TxHmL providers can continue to use the Client Assignment and Registration system for submitting claims and forms.

For more information, read the notice posted on the long-term care homepage.

August 1st, 2021

Claims Submission

Beginning August 2, 2021, Home and Community-based Services (HCS) and Texas Home Living (TxHmL) providers must submit claims for dates of service on or after August 1, 2021, using Texas Medicaid & Healthcare Partnership (TMHP) online claim submission tools, TexMedConnect or the Electronic Data Interchange (EDI). To become an EDI submitter, visit the TMHP EDI web page for more information. Providers should review the Portal Security Training Manual, and complete the Electronic Data Interchange Agreement for Long-Term Care Providers.

Forms Submission
Beginning August 2, 2021, HCS and TxHmL providers and Local Intellectual or Development Disability Authorities (LIDDAs) must submit forms online through the TMHP Long-Term Care (LTC) Online Portal. These form submission updates will help improve accuracy and will allow for more timely processing and payments for providers.

The following forms will be available for submission on the TMHP LTC Online Portal on August 2, 2021:
• HCS or TxHmL Pre-enrollment
• 8578 Intellectual Disability/Related Condition Assessment
• 8582 TxHmL Individual Plan of Care
• 3608 HCS Individual Plan of Care
• HCS Provider Location Update (PLU)
• Individual Movement (IMT)
• Local Intellectual and Developmental Disability Authority (LIDDA) Reassignments
• Request Individual Update
• Service Coordinator Update
• Initiate Individual Suspensions
• 3615 Request to Continue Suspension of Waiver Program Services
• 3616 Request for Termination of Services Provided by HCS/TxHmL Waiver Provider

Account Preparation and Additional Resources
To prepare for this transition to the TMHP LTC Online Portal, HCS and TxHmL providers that have never used the LTC Online Portal will need an administrator or user account. Providers can find directions for creating an account in the Long-Term Care (LTC) Online Portal Basics computer-based training (CBT) in the TMHP Learning Management System (LMS), and the Long-Term Care (LTC) User Guide for General Information, Online Portal Basics, and Program Resources on the TMHP website and in the TMHP LMS.

Note: To access the LMS, users will need to register for the LMS by clicking the Don’t Have an Account? Sign Up Here button beneath the login field.

HCS and TxHmL providers that use third-party software and third-party vendors to submit claims can register for the TMHP Electronic Data Interchange (EDI). Providers wanting to use EDI will need to complete software testing on the TMHP EDI Testing website.

Additionally, providers are encouraged to visit the TMHP Long-Term Care web page. In the left-hand menu of the LTC web page, providers can find Medicaid and LTC training materials and navigational videos.

Providers can find more information in  the “Recent News” section, of the LTC Bulletin in future articles and on the TMHP website. 

For any questions related to the HCS & TxHmL Forms and Claims Migration Project, email HCS_TxHmL_Form_Migration@hhs.texas.gov.
For EDI-related questions, call the EDI Help Desk at 888-863-3638.

July 17th, 2021

On Tuesday (July 13, 2021), the HHSC IDD Coordination Workgroup met.  The workgroup is comprised of HHSC staff and representatives from IDD stakeholders and advocacy organizations.  Here is the discussion that followed, regarding the CARE Migration to TMHP project.
Summary of the discussion below,
  • The initial effective date of the migration (August 2, 2021) has been postponed.
  • At this time HHSC is not able to estimate a new ‘effective’ date, explaining that it needs to first reach 100% compliance in its ‘testing’ phase.  HHSC added that as of July 9th, it was at a 65% compliance rate, and that only 44.52% of providers have started the process (referring to registering/setting up a security account and practicing).
  • HHSC is using a variety of methods to reach out to providers to remind them of the importance of preparing for this transition.
  • HHSC stated there are two options from which providers can choose for claims submission – EDI or Tex Med Connect.
    • According to HHSC, choosing EDI allows one to practice using the new system before the effective date.
  • Though no details were provided, three (3) additional webinars will be held.

July 3rd, 2021

Migration to the TMHP LTC Online Portal – Aug. 2, 2021 Delayed

HHSC and TMHP just posted the official announcement regarding the postponement of the August 2, 2021 CARE migration to TMHP.  See link below.
PPAT urges members to carefully review the information.  Lastly, the announcement does not specify the ‘new’ migration effective date.  

May 23rd, 2021

Migration to the TMHP LTC Online Portal – Aug. 2, 2021 Deployment (IL 2021-24)

HHSC has published IL 2021-24 1915(c) Waivers Migration to the TMHP Long-Term Care Online Portal (LTCOP) Preparing for August 2, 2021 Deployment (PDF).

HCS and TxHmL program providers and LIDDAsmust submit the following forms online through TMHP LTCOP beginning Aug. 2, 2021:

  • HCS or TxHmL Pre-enrollment
  • 8578 Intellectual Disability/Related Condition Assessment (ID/RC)
  • 8582 TxHmL Individual Plan of Care (IPC)
  • 3608 HCS Individual Plan of Care (IPC)
  • HCS Provider Location Update (PLU)
  • Individual Movement (IMT)
    • Local Intellectual and Developmental Disability Authority (LIDDA) Reassignments
    • Request Individual Update
    • Service Coordinator Update
    • Initiate Individual Suspensions
  • 3615 Request to Continue Suspension of Waiver Program Services
  • 3616 Request for Termination of Services Provided by HCS/TxHmL Waiver Provider

Forms 8578, 8582, and 3608 with an effective date prior to Aug. 1, 2021, which are not entered into the CARE system before July 16, 2021, will require double entry by the provider or LIDDA into both CARE and TMHP systems.

Email questions to HCS TxHmL Form Migration.

May 12th, 2021
Beginning August 2, 2021, Home and Community-based Services (HCS) and Texas Home Living (TxHmL) providers will be required to submit their claims and forms to Texas Medicaid & Healthcare Partnership (TMHP).
HCS and TxHmL providers that do not have an account with TMHP will need to prepare for this transition.
TexMedConnect and Electronic Data Interchange (EDI)
Home and Community-based Services (HCS) and Texas Home Living (TxHmL) providers must submit claims to TMHP for dates of service on or after August 1, 2021.
Providers who want to submit claims directly will use TMHP’s TexMedConnect, a free billing software. To get started using TexMedConnect, review the Long-Term Care (LTC) User Guide for TexMedConnect, and set up a TMHP secure portal account by following the steps in the Basic Tasks for Managing an Account on the TMHP Secure Portal manual and the TMHP Portal Security Training Manual.
Providers that use a trading partner, such as a billing organization, or third-party billing software, will submit claims through EDI. To become an EDI submitter, visit the TMHP EDI web page for more information.
Note: Submission of the EDI Agreement will be required if using a third-party submitter. Providers can find the EDI Agreement on the EDI Forms webpage.
Long-Term Care Online Portal
Starting August 2, 2021, HCS and TxHmL providers and Local Intellectual or Development Disability Authorities (LIDDAs) must submit forms online through the TMHP LTC Online Portal. To prepare for this transition to the TMHP LTC Online Portal, HCS and TxHmL providers will need to create an administrator account, and a Nursing Facility (NF)/Waiver Account.
Providers can find directions for creating an LTC Online Portal account in the Long-Term Care (LTC) Online Portal Basics computer-based training (CBT) in the TMHP Learning Management System (LMS), and the Long-Term Care (LTC) User Guide for General Information, Online Portal Basics, and Program Resources on the TMHP website and in the TMHP LMS.
HCS and TxHmL Providers can find information for setting up an NF/Waiver account in the Long-Term Care (LTC) User Guide for Intermediate Care Facilities for Individuals with an Intellectual Disability or Related Conditions (ICF/IID) Program Providers
Note: To access the LMS, users will need to register for the LMS by clicking the Don’t Have an Account? Sign Up Here button beneath the login field. Completion of the LTC User Guide for General Information, Online Portal Basics, and Program Resources, and the TexMedConnect Claims Entry System is highly recommended
.Additionally, providers are encouraged to visit the TMHP Long-Term Care web page. In the left-hand menu of the LTC web page, providers can find Medicaid and LTC training materials and navigational videos.
In the Recent News section, providers can find published bulletins containing news and information about this change, training opportunities, and other LTC news. More information about this change will be available in future articles on this website and in upcoming Long-Term Care Provider Bulletins.
Providers can sign up to receive Gov Delivery, an electronic mailer from HHSC that includes current news and topics of interest for LTC providers.
In the time leading up to this transition, providers can prepare by
:•Keeping claims submissions current in Intellectual Disability Client Assignment and Registration (ID-CARE)
•Submitting Intellectual Disability/Related Condition (ID/RC) and Individual Plan of Care (IPC) renewals in a timely manner.
•Completing Client Assignment and Registration (CARE) Data entry for services delivered before August 1, 2021
.•Reconciling any errors relating to location exceptions.
For any questions related to the HCS & TxHmL Forms and Claims Migration Project, email HCS_TxHmL_Form_Migration@hhs.texas.gov.
For EDI-related questions, call the TMHP EDI Help Desk at 888-863-3638.
Need Help Navigating the LTC Online Portal?
Click HERE to access the LTC Online Portal Basics Computer Based Training (CBT)
**Login Required
April 27th, 2021
CARE Migration to TMHP Webinar:  HCS and TxHmL
There was a webinar hosted by HHSC on April 28th, 2021 the above-referenced subject.  To access the recording of this webinar, please click on:  CARE Transition to TMHP Webinar
In response to several providers inquiries about the webinar, in particular concerns that it’s full and that if a registrant does not get on early enough they will have to request a streaming link, HHSC has said that some dates in May and early June are being considered to conduct additional webinars regarding this initiative.  HHSC will also record the April 28th webinar and post on its website for future listening/viewing.
Note:  Persons already registered for the webinar should have received an email from Dawn Roland, HHSC, informing them about the streaming link and providing a copy of tomorrow’s presentation which is attached for your review.  Ms. Roland can be reached at:  Dawn.Roland@hhs.texas.gov
See link to pdf document below for information on filing claims in TMHP

Helpful Links

TMHP Portal Security Guide: https://www.tmhp.com/sites/default/files/file
library/edi/Portal Security Manual.pdf
•
TMHP EDI website: https://www.tmhp.com/topics/edi
•
TMHP EDI Agreement: https://www.tmhp.com/sites/default/files/provider-
forms/edi/F00021_EDI_Agreement.pdf
•
TMHP LTC User Guide for TMC:https://www.tmhp.com/sites/default/files/file-library/ltc/LTC_TexMedConnect_UG_092420_R.pdf
•
TMHP Provider Education/Training: https://www.tmhp.com/resources/provider-education-and-training
•
TMHP Electronic Visit Verification website: https://www.tmhp.com/topics/evv
•
HHSC HCS and TxHmL Bill Code Crosswalk: