Twogether Updates

“Beyond The Basic Certified Public Accounting Firm”-Presented by LaShonda Dennis of Pegue-Dennis, CPA PC

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July 9th, 2024
Thank you so much for those of you who could attend today’s session hosted by Twogether Consulting.  
I know many of you who registered were unable to attend today.  Our thoughts and prayers go out to those of you in Houston and other areas affected by the hurricane and flooding.  We have recorded today’s session and will also post it on our “gotostage” channel as well as LinkedIn and FB pages.
 
Click on the link below to the recording of today’s session.  Register name and email and begin watching.  
 
 
 
 
 Thank you so much to our presenter today, LaShonda Dennis from Pegue-Dennis CPA, PC
La Shonda M. Dennis, CPA
ldennis@peguedenniscpa.com 
Ph: 469-708-4272
Address: 1320 Prudential Dr, Dallas, TX 75235
 

La Shonda M. Dennis, CPA is the founder and Chief Executive Officer (CEO) of Pegue-Dennis, CPA PC a DFW-based boutique certified public accounting firm whose passion is the success and prosperity of our clients.

 

La Shonda brings 28 years in diverse tax, financial, and business consulting experience to her role as a Certified Public Accountant and currently serves as a Fractional CFO for service organizations in need of executive financial leadership on an interim or contracted long-term basis. 

 

For small to medium-sized businesses, La Shonda has expertise in providing comprehensive accounting services, including individual, corporate, partnership, and exempt organization income tax returns, tax planning, IRS representation, startup business consulting, personal finance coaching, TX Medicaid/Medicare cost report preparation & advisory, TMHP Analytics Reporting as well as overall client advisory services.  
 
Feel free to contact LaShonda if you would like her to reach out to you or scan her QR code below for initial services.
 
 
 
SPECIAL OFFER:    SCAN QR CODE BELOW TO SCHEDULE AN INITIAL DISCOVERY CONSULTATION!

HB 4169 Implementation: Proposed Amendments to HCS, TxHmL & DBMD Waivers

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July 1st, 2024

HB 4169 directed HHSC to add pre-vocational services as a service through ISS or add it as a new service/benefit to HCS, TxHmL & DBMD.  In conversations with CMS last fall, HHSC was informed that the service had to be a separate service from ISS, hence HHSC is proposing the service as a new benefit. 
Discussions with CMS, the Meaningful Skills Development and Employment Services subcommittee of the IDD System Redesign Advisory Committee and stakeholder feedback received in a public hearing earlier this year, the new service will be called “employment readiness”.
You can view a description of the service in the handout used during the February, 2024 Public Hearing to learn more:  https://www.hhs.texas.gov/sites/default/files/documents/feb-2024-hcs-txhml-dbmd-public-hearing-agenda-item-2a.pdf
 
Remaining Actions related to Implementation:
-Publish rules as proposed in the Texas Register in July for formal comment.
– Seek a waiver amendment from CMS in August.
-Adopt the rules
-Implement the service in January, 2025.
 Link to HB 4169:  https://www.capitol.state.tx.us/tlodocs/88R/billtext/pdf/HB04169F.pdf#navpanes=0

Town Hall about HCS enrollment requirements in PEMS: Practice Locations

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June 30th, 2024

Town Hall about HCS enrollment requirements in PEMS

Home and Community-based Services (HCS) providers must list their practice locations and billing offices in the Provider Enrollment and Management System (PEMS). Please review the following article which HHSC published on 5/2/2024 for more information:

https://www.hhs.texas.gov/sites/default/files/documents/hcs-revalidation-notice.pdf

To help you add or maintain your practice locations in PEMS, the Texas Medicaid & Healthcare Partnership (TMHP) is hosting a town hall webinar to discuss how to access PEMS, the requirements for revalidation requests, and adding, completing, or disenrolling practice locations from your enrollment record.

Add Practice Locations

 In addition to all HCS group homes being included on the revalidation application, all Host Homes (regardless of the relationship of the HH service provider to the individual) MUST also be included.  The only locations NOT considered practice locations are those with a residential location of Own Home/Family Home (aka, CFC PAS/HAB).

Sign Up for the Town Hall

To register,  to attend, and fill out the required fields:

 

The sessions will also be recorded and available on the TMHP website.

Use These Resources

You can also view the following resources to learn more information about PEMS:

  • Information Letter No. 2024-06: Practice Locations in the Home and Community-based Services Program was sent from HHSC to HCS providers on June 18th, 2024.
    • Per this Information Letter, a practice location is defined as follows: “The definition of a practice location refers to a physical location where Medicaid-covered services are provided to beneficiaries. A practice location has a specific physical address where health care services are delivered. This address is used for enrollment and verification purposes. Based on how services are delivered in the HCS program, a host home/companion care (HH/CC) residence, a 3-person residence, or a 4-person residence are each considered a physical location where health care services are provided by a provider or entity that is not a person’s own home or family home.”
    • Click the following link to access the complete Information Letter: IL 2024-06 Practice Locations in the HCS Program (texas.gov)
  • Whether the location is family-owned or not, you must add the practice location in the Provider Enrollment and Management System (PEMS) if it is classified as a host home/companion care residence within the Long-Term Care – Online Portal.

 

If you require any assistance adding Practice Locations within PEMS or have questions about the webinars, please send an email indicating such to provider.relations@tmhp.com.  Provider Relations will contact you to schedule time with a representative who can guide you through adding Practice Locations to your enrollment record.

PEMS: Update On HCS Revalidations For Current Providers

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June 28th, 2024

Town Hall about HCS enrollment requirements in PEMS

Home and Community-based Services (HCS) providers must list their practice locations and billing offices in the Provider Enrollment and Management System (PEMS). Please review the following article which HHSC published on 5/2/2024 for more information:

https://www.hhs.texas.gov/sites/default/files/documents/hcs-revalidation-notice.pdf

To help you add or maintain your practice locations in PEMS, the Texas Medicaid & Healthcare Partnership (TMHP) is hosting a town hall webinar to discuss how to access PEMS, the requirements for revalidation requests, and adding, completing, or disenrolling practice locations from your enrollment record.

Sign Up for the Town Hall

To register, select one of the following sessions to attend, and fill out the required fields:

The sessions will also be recorded and available on the TMHP website.

Use These Resources

You can also view the following resources to learn more information about PEMS:

If you have any questions about the webinar, please contact provider.relations@tmhp.com.

June 20th, 2024

Information Letter 2024-06

HHSC has published the following information letter IL 2024-06, Practice Locations in the Home and Community-based Services Program

 Information Letter 2024-06, Practice Locations in the Home and Community-based Services Program.

The letter informs providers of requirements related to HCS practice locations.

Questions about the state and federal requirements for practice locations may be sent to providerenrollmentmanagementsystem@hhs.texas.gov.

Questions about this Information Letter may be sent to HCSPolicy@hhs.texas.gov.

June 10th, 2024

Update:  Issues Concerning Challenges With The Revalidation Process at PEMS

 Access the May 2, 2024 PEMS Guidance at:  https://www.hhs.texas.gov/sites/default/files/documents/hcs-revalidation-notice.pdf
**If you experience challenges with your revalidation or have questions, please send them to the following email box: Oversight@hhsc.state.tx.us
3.  According to the above-referenced May 2, 2024 PEMS Guidance, if one’s revalidation falls within Group 1, meaning the revalidation was due BEFORE January 1, 2024 but was never submitted, providers had until June 1, 2024 to submit a completed revalidation application.  Providers in Group 1,now have until June 17, 2024 to complete their applications.  A provider in this group who fails to submit a re-enrollment application by this new date may be subject to additional sanctions including, recoupment, vendor hold, and contract termination.  HHSC is contacting all HCS providers included in Group 1 who failed to meet the June 1, 2024 deadline to not only inform them of the new due date, but also to remind them that TMHP has yet to receive their application.
**Kaliope Schmidt, HHSC, is calling these providers and sending a follow-up email if a provider has not yet returned her call.  Please start the process now, if you have not done so already and fall into group 1 category.
Remember-ALL Host Home (HH) locations are considered practice locations and MUST be entered on the application. Note: There may have been a miscommunication earlier that 3rd party HH locations did not have to be entered, but ALL must be entered.
Job Aid Manual that explains how to add Practice Locations.   According to HHSC and TMHP, the number of locations in PEMS need to match the number of locations in LTC-OP.  The FAQ at the following link provides information on how to add or close locations in the LTC-OP (see page 47, FAQs 4.60 and 4.61):  HCS and TxHmL Waiver Programs Frequently Asked Questions (tmhp.com)
When possible, we have been informed, that TMHP will leverage previous HCBS Settings reviews, meaning that any practice locations which underwent an HCBS Settings review within the last 2 years, will not be subject to an on-site revalidation visit.   See bottom of page 1 in the above-referenced May 2, 2024 PEMS Guidance for further details.  
** Important Note:
 HHSC and TMHP will conduct a webinar later this month to review the May guidance regarding practice locations and address other issues HCS providers are experiencing with the revalidation process.  The 1.5 hour webinar will include 45 minutes for Q&A.  Once a date and time are posted, we will gladly share registration information.

March 11th, 2024

The notice below provides an email address/box for providers to use in obtaining assistance with the revalidation process, please remember to contact HHSC’s oversight email box to report any inconsistencies you receive from TMHP representatives regarding practice locations, site visits and payment holds.   That email address is:  oversight@hhsc.state.tx.us

(HCS) Providers May Continue Submitting Service Claims While Completing Medicaid Enrollment Revalidation

“The Texas Health and Human Services Commission (HHSC) is aware that 1915(c) HCS providers are experiencing delays in completing Medicaid enrollment revalidation through the Texas Medicaid & Healthcare Partnership (TMHP), due to the need for additional clarification and guidance for submitting practice location information. HHSC and TMHP are working to address this and will provide further clarifications and instructions to HCS providers in the near future.

In the meantime, HCS providers that intend to stay enrolled in Medicaid must continue to work with TMHP to complete all aspects of Medicaid enrollment revalidation not related to practice locations. HCS providers that intend to stay enrolled in Medicaid may continue to submit electronic service claims for services rendered even if their Medicaid enrollment revalidation date has passed because of process delays related to practice location issues. Further, HCS providers will not be placed on vendor hold if their Medicaid enrollment revalidation has been submitted in the Provider Enrollment Management System but has not been completed because of issues related to practice locations and site visits.

HCS providers that need assistance with completing the steps for revalidation can contact the TMHP Provider Relations department at provider.relations@tmhp.com.”

**A TMHP representative can schedule an enrollment walkthrough to assist with questions and completing the revalidation steps.

Assistance With Medicaid Renewal & Eligibility Issues

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June 7th, 2024

Reposted From February 22, 2024

What Can Providers Do When They Need Assistance With Medicaid Renewal & Eligibility Issues?

HHSC is constantly evaluating ways to be more efficient and improve the quality of the application review process, it was suggested that in addition to referring cases to Ms. Perez’s office (Gracie Perez, Access & Eligibility Services) at HHSC, providers needing emergency assistance are urged to contact the Regional Director in their area.

See list of the Regional Directors.

In addition to the list of Regional Directors, HHSC provided the information on a PowerPoint on the end of continuous Medicaid coverage or Medicaid Unwinding.

Actions You Can Take Now
-Download Ambassador Toolkit from https://www.hhs.texas.gov/services/health/coronavirus-covid-19/end-continuous-medicaid-coverage-ambassador-toolkit

-Visit www.hhs.texas.gov/update

-Email: update@hhs.texas.gov – Stakeholder Engagement Email

Join the Ambassador Program email list- Ambassador Program Contact List

Medicaid Eligibility Issue: Individual Assigned Wrong Medicaid Type Code (HCS/TxHmL)

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June 7th, 2024

Individual Assigned Wrong Medicaid Type Code During The Renewal/Reinstatement Process

 

it has been brought to my attention that some of Individuals in our IDD waiver programs have sometimes been renewed/reinstated with the wrong type code for Medicaid, which then takes them out of the HCS or TxHmL waiver.  This also means the provider can’t bill.

For many of our individuals, R14 or 14 is the appropriate code for “waiver”.

Some providers have mentioned that their individuals have been assigned the wrong codes beginning with “Q” or “W” for example.   I am not sure what those stand for.  I believe “Q” is related to Medicare, not persons in Medicaid.  Some of our individuals do have both Medicaid & Medicare, but they must have Medicaid to be eligible for the HCS/TxHmL waiver programs.

There is a form that the local authority can fill out to correct this issue. 

The form that the LIDDA completes for Medicaid reinstatement is the MEPD form H1746-A
https://www.hhs.texas.gov/regulations/forms/1000-1999/form-h1746-a-mepd-referral-cover-sheet    The form is called the Medicaid for the Elderly and People with Disabilities (MEPD)
Referral Cover Sheet

Contact information: 

Email for Medicaid Eligibility Issues:  OESMEPDIC@hhsc.state.tx.us

Helpful Tips:

**If you would like to check if your individual has the appropriate Medicaid code, you can go to their Medicaid Hx (history) which you can find on your TMHP dashboard.  

**Call the IDD Ombudsman (800-252-8154) if you are having issues with Medicaid responding at all or if they are not helping or responding in a timely fashion.  The IDD Ombudsman can cite them for this.  Some providers have reported that Medicaid contacted them and resolved their issues immediately.

** Contact your local representative or legislator for help

** Also, be aware that If the client changed Social Security types (SSDI to SSI for example)  this may have caused the issue. Or if the individual changed the type of SS during COVID-19, then it may have kicked them off of the right Medicaid or Medicaid period.

**For all other issues in general for not getting renewed /reinstated to Medicaid Eligibility for your individuals with IDD in our provider programs:

  • Individuals may lose coverage because the state incorrectly denied for many reasons. To get these cases corrected, please escalate them through the Office of the Ombudsman. as I stated before, If the case still can’t get corrected, families have the right to a fair hearing.
  • If you are denied Medicaid because they didn’t submit their renewal or needed information, you have a 90-day window to send the renewal or missing information after losing coverage. Unfortunately, the renewal link on YourTexasBenefits.com is currently not active during the 90-day reconsideration period. To submit information to complete a renewal after a denial, you can submit during this time period by calling 2-1-1 Option 2 or completing a paper application and either faxing, mailing, or bringing it into a local HHSC office.

Reminder Providers Must Sign Up For Blackboard Connect Emergency System (HCS, TxHmL, ICF, & DAHS-ISS Providers)

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June 4th, 2024

BLACKBOARD CONNECT EMERGENCY SYSTEM

Just as a reminder, this is not a voluntary process!

All providers must appoint a designee to enroll in the system.  That designee is responsible for communication and responses to requests through this system.  Be sure to also note any other designees or back-up designee for the  Blackboard Connect Emergency System!  This system will be used to send emergency and outreach notifications through email, phone, voice and text if available.

June 26th, 2023

FYI- Reminder, if you missed this alert back in November of 2022 for  HCS, TxHmL, ICF and Licensed ISS providers as well, please be sure to log in and set up your account.

PL 22-32 letter issued 11/28/22 to ISS providers that was sent out concerning Blackboard Connect Emergency System

(This  also applies to DAHS-ISS Providers)

The purpose of this letter was to inform providers of the emergency communication system called Blackboard Connect, how it will be used, and your responsibility in signing up for the system if you are an ISS provider. This system will be used to send emergency and outreach notifications through email, phone, voice and text if available.

The rules require program providers to assign a designee to enroll in and respond to requests through the system. The designee should be someone who is associated with the licensed building or someone who is responsible for communicating emergency communications. However, you may also have other designees, such as corporate headquarters staff, sign up.

Blackboard Connect sign-up process:

Go to this link and click “Sign Me Up!”

If you have any questions, please contact the Policy and Rules Section by email at LTCRPolicy@hhs.texas.gov or call (512) 438-3161.

 

Don’t forget, this also noted in the Rules under 565 for HCS ( §565.1 Emergency Response System)  and 566 for TxHmL

HHSC Transitioning STAR+PLUS Program Contracts: Please Register For Very Important Webinar

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May 30th, 2024

HHSC is transitioning contracts for the STAR+PLUS program as of September 1st, 2024

Providers be aware that members may need to select new health plans.

·       Providers may need to contract with new MCOs.

The STAR+PLUS Project Team invites providers to attend an upcoming webinar to learn about changes to the STAR+PLUS program. This information will be helpful to providers in communicating with STAR+PLUS members and engaging with managed care organizations.

Each webinar will cover the same information, so providers only need to attend one session. Registration is required.

Session Date Session Time Registration Link
Friday, 5/31/24 3:00pm-4:00pm Register for 5/31
Tuesday, 6/11/24 6:00pm-7:00pm Register for 6/11
Saturday, 6/22/24 9:00am-10:00am Register for 6/22
Monday, 6/24/24 1:00pm-2:00pm Register for 6/24

 

Email HHSC at Managed_Care_Initiatives@hhs.texas.gov with any questions.

Presentation Hosted By AAIDD: Autism CARES Act

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May 28th, 2024

Presentation On The Extension of The Autism CARES Act

Hosted by AAIDD

Presenters:
– Cindy Smith, Director of Public Policy, AUCD
– Kim Musheno, Executive Vice President of Public Policy, ASA

The Autism CARES Act provides research, education, training, and services for individuals with autism and other developmental disabilities. It must be reauthorized before it expires in September 2024. In this webinar, you will learn more about this critical law and how to advocate for its extension.

Register here

 

 

 

For more information go to:  https://www.aaidd.org/education/event-details/2024/06/06/default-calendar/the-autism-cares-act

Direct Care Careers Online Portal From HHSC: New Enhancements

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May 28th, 2024

Direct Care Careers Enhancements

HHSC launched Direct Care Careers August 2023, an optional, online portal that will connect potential employees with employers delivering home and community-based services through the state plan and HCBS authorities (1915(c), 1915(i), 1915(j), and 1115). To provide the best user experience possible, HHSC is excited to announce the following enhancements and improvements to the platform.

All Users (Employers and Candidates)

  • New options added to filter jobs.
  • New drop-down menu options for easier site navigation.

Candidates

  • Direct message employers to express interest in a job post.
  • Save prospective job posts and view later.

Employers

  • Select and download multiple resumes to view or print.
  • Resumes can be viewed in selected language.
  • Direct message candidates to express interest or invite to interview.
  • Create a screened candidate list for job posts.
  • View all candidates and refer prospects to job posts.

CDS Employers

  • Create and use job templates.

 

Email questions to HHSCOfficeofDisabilityServicesCoordination@hhs.texas.gov.

Branding Guidelines and Waiver Program Handbook and Form Updates

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May 22nd, 2024

Home and Community-based Services (HCS), Texas Home Living (TxHmL), Community Living Assistance and Support Services (CLASS), and Deaf Blind with Multiple Disabilities (DBMD) waiver programs will be replacing the form and handbook term “individual” with “person” in accordance with HHS branding guidelines.

HHS follows federal plain language guidance to help ensure all programs use language that makes communications easier for the public to read, understand and use the first time they see or hear it. The language needs to be standardized across all HHS handbooks.

To learn more about plain language and find more plain language word and phrase replacements, visit the HHS Brand Guide Plain Language Terms and Phrases webpage.

**Twogether Consulting encourages providers to begin switching to this terminology as well, on forms created by the provider for their facility. So when you update any forms, try to use the term “person”, if you are currently using “individual”, or an even older term “consumer”.  Of course that may take some time, but now is the time to start! 

Notice: HHSC Hearing June 4th, 2024

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May 20th, 2024

HEARING NOTICE: 
Tuesday, June 4th at 9:00 a.m. in Room E2.030, Capitol Complex.

Evaluate the appropriate role of the state in overseeing Medicaid managed care.

Electronic public comment will be available for:

-Health and Human Services Commission Medicaid and CHIP procurements

-Medicaid managed care quality metrics

-Models for state Medicaid and CHIP contracting

The intention of this hearing is for the the committee to be educated on the current Medicaid managed care contracting practices and models. The committee will not participate in conversation specific to any outstanding protests, appeals, or litigation relating to the STAR/CHIP, STAR+PLUS, or STAR Kids procurements.

For those persons who will be testifying, information for in-person witness registration, can be found here: https://mytxlegis.capitol.texas.gov/HWRSPublic/About.aspx

A live video broadcast of this hearing will be available here: https://house.texas.gov/video-audio/

Instructions related to public access to the meeting location are available here: https://house.texas.gov/committees/public-access-house-committee-meetings/

Texas residents who wish to electronically submit comments related to agenda items on this notice without testifying in person can do so until the hearing is adjourned by visiting: https://comments.house.texas.gov/home?c=c310
REMINDER:    Committee’s Assigned Interim Charges:
1. Monitoring: Monitor the agencies and programs under the Committee’s jurisdiction and oversee the implementation of relevant legislation passed by the 88th Legislature. Conduct active oversight of all associated rulemaking and other governmental actions taken to ensure the intended legislative outcome of all legislation, including the following:
• HB 1575, relating to improving health outcomes for pregnant women; and
• SB 24, relating to the powers and duties of the Health and Human Services Commission and the transfer to the commission of certain powers and duties from the Department of Family and Protective Services.
2. Medicaid Contracting: Evaluate the appropriate role of the state in overseeing Medicaid managed care.
3. Support for Texans with Intellectual Disabilities: Evaluate access to Home and Community-based Services (HCS) waivers, including the interest list, effects of inflation on the cost of services, and availability of services and service providers.    Consider the long-term stability of long-term services and supports in waiver programs and consider alternative delivery models.

TMHP Communication Request: Confirm Your E-mail Address With PEMS!

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May 18th, 2024

TMHP is currently in the process of reaching out to providers and informing them of the need to confirm their email address in the Provider Enrollment and Management System (PEMS).
Please help by sharing this information with other HCS/TxHmL/ICF providers. Having a valid email on file with TMHP will ensure any communications sent out will go to the appropriate person or entity that would need to be made aware.

Providers lacking a valid email address on file will encounter the following ramifications:

  1. Will not receive email communication from TMHP for their Provider Type or Program.
  2. Will not receive reminder emails regarding their upcoming revalidation due dates.
  3. Will not be able to start a revalidation request until an email address is verified in PEMS. Providers who fail to complete their respective revalidations, by their given due date(s), will be disenrolled from the Medicaid program, which could result in gaps in enrollment. This can cause delay in reimbursement, and/or denial of claims, from both TMHP and MCOs. 
  4. Will not receive email communications regarding corrections to any PEMS request currently in-flight. Providers who do not respond to application deficiencies within a 45-day period will have their applications auto-close.

 

TMHP is providing the Verifying an Email in PEMS handout, which contains step-by-step instructions on how to complete this task within PEMS.

Additionally, providers should ensure the TMHP.com email domain is added to their Safe Senders list in their email system and avoid “unsubscribing” to emails received from the TMHP.com. 

If providers require any direct assistance with completing this action, they can reach out to TMHP by using the Contact Us link on the TMHP website or by calling 1-800-925-9126.

Direct Care Professional Study: You Can Help By Encouraging Your DCP Staff To Take This Survey!

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May 13th, 2024

Twogether Consulting would really appreciate if providers could share this with their direct staff.  Our good friend and colleague, Sergio Castillo from Life Choices Unlimited, needs your help with his doctoral project concerning Direct Care Professionals in our industry.  Please read below and the link for the survey is also included. 

 

“Dear Provider of Services to People with IDD, Direct Care Professional/Staff or IDD Service Provider:

My name is Sergio Castillo, and I am a current Our Lady of the Lake University doctoral student. I am conducting a Study of the Relationship Between of Leader’s Authentic Leadership Behaviors and Followers’ Self-Rated Organizational Citizenship Behavior Among Direct Care Professional (DCS) working with People with Intellectual and Developmental Disabilities (IDD). I am looking for participants who will complete an anonymous electronic survey that takes no longer than 10 minutes to complete.

Therefore, I am requesting for program providers to help me distribute it among your direct care staff/professionals or service providers.

Participation is voluntary, and there are no consequences for not participating or withdrawing from the study. There are (4) sections: Consent Information and selection for consent, Demographics Questionnaire, Authentic Leadership Inventory (ALQ),  and the Organizational Citizenship Behavior Checklist.  

To participate, direct care staff will need to click on the following link to complete the survey:  

https://ollusa.co1.qualtrics.com/jfe/form/SV_3Ud7Sob5JL2JaqW 

 

If you have any questions, or need additional information, please contact me at 956-279-9653 or scastillo16fl@ollusa.edu

You also may contact my OLLU Dissertation Chair, Dr. Yu Sun at ysun@ollusa.edu, or you may also contact Dr. Mark Green, Ph.D. at mtgreen@ollusa.edu Leadership Studies Department Chair. 

Thank you for your consideration and time to complete my survey. You are truly making an impact in helping me reach my educational goals.”

Sincerely,

Sergio Castillo

Our Lady of the Lake University

Doctoral Candidate

Cohort 10 -RGV Campus

scastillo16fl@ollusa.edu

(956) 279-9653 cell

 

January 31st IDD and PI Webinar with HHSC LTCR

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IDD & PI Webinar April 30th , 2024

IDD & PI Webinar January 31st, 2024

Medicaid Enrollment Revalidation Process for HCS Program Providers: Update

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May 2nd, 2024

On Feb. 13, the Health and Human Services Commission (HHSC) posted a notice for HCS program providers about completing Medicaid enrollment revalidation. HHSC is providing an update to this previous notification.

Effective for all Medicaid enrollment revalidations due on or after June 1, HCS program providers must disclose and maintain all practice locations in the Provider Enrollment Management System (PEMS).

The Update on Medicaid Enrollment Revalidation Process for HCS Program Providers (PDF), is available on the HHS HCS webpage.

TED (Transition & Employment Designee) Guidelines For Students With Disabilities In Special Education Programs

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April 29th, 2024

Overview of the Transition & Employment Designee (TED) What is a TED?

The TED is an employee in a district or charter school who is designated as the primary contact for transition and employment services for students with disabilities in special education programs. This role is required by Texas Education Code (TEC) §29.011(b). This employee must be able to provide information and resources about effective transition planning and employment services to school staff, students, parents/guardians, and agency providers. Local education agencies (LEAs), including districts and open-enrollment charter schools, can change this designation, as needed, to make sure that the employee serving in this role has the appropriate knowledge and skills necessary for providing information about effective transition services. Throughout this guide when the term “parent or parents” is used, the term includes the definition aligned to 34 Code of Federal Regulations (CFR) § 300.30. That definition includes biological or adoptive parent, foster parent, guardian, an individual acting in the place of a biological parent with whom the child lives or is legally responsible for the child’s welfare, or a surrogate parent as defined in 34 CFR § 300.519.

Click on the link below to see the guidelines

TED Guidelines

Parents Guide To The ARD (Admission, Review, Dismissal) Process Video: Now Available in ASL

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April 30th, 2024

https://www.spedtex.org/parents-guide-ard-process-asl-video-series

This is an American Sign Language (ASL) version of the Parent’s Guide to the Admission, Review, and Dismissal (ARD) Process. Click the previous or next arrow under the video or select a section from the playlist below.

Click the link below to download this resource.

DOWNLOAD PDF

Parent's Guide to the ARD Process

2024 IDD Group Home Provider Report: Direct Support Workforce Crisis

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April 24th, 2024

2024 IDD Group Home Provider Report

Above you will find the updated provider survey report conducted by the 3 IDD associations to encompass system experience subsequent to the implementation of rate increases for direct care workers that became effective September 1, 2023.  This report was sent to the HHSC Executive Commissioner on April 23rd, 2024, and covers providers’ experiences and challenges in delivering quality services amid the workforce crisis during the first 5 months of FY 2024.  Where possible the report compares the most recent data to data the 3 associations previously collected.
In the communication to the HHSC Executive Commissioner the 3 associations requested to meet with her and other agency leadership to discuss the report in greater detail.  Know that the report will be posted on the Time to Care Coalition website and will be shared with the Texas Conservative Coalition Research Institute (TCCRI).
All of these efforts have been made to assist with hopefully getting an increase in direct support worker wages.

 

“Lookup Tool” Unnecessary For HCS/TxHmL Cost Reporting Accountability Report

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Reminder:  April 14th, 2024- in case you missed this in March 

March 11th, 2024

According to HHSC, “the process outlined below and implemented by TMHP should make the lookup tool unnecessary for cost reporting.”

TMHP created a claims data export process to allow HCS/TxHmL providers to access units of service information to support cost reporting. This hopefully will make the UOS lookup tool unnecessary.

Texas Med Connect (TMC) users can request the Claims Data Export through TMC and will be available the next day to download.  For those who would like more information, they should contact the LTC Help Desk at 800-626-4117 (option 1).

TMHP also created a short video detailing this process: Claims Data Export – YouTube

***PFD will be adding this information to the cost report training.

 

January 1st, 2023

HHSC will be producing a lookup tool for the 2023 accountability report and it will be posted to STAIRS like they did for the 2022 cost report. It should be available as of February 2023, when the reports normally are released in STAIRS. A Gov Delivery will be sent out once the tool is posted to STAIRS.

West Texas Summit Highlights Funding Challenges For IDD Community

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April 14th, 2024

Permiacare and Spectrum of Solutions hosted the West Texas IDD Summit.  See comments from Spectrum of Solutions and Permiacare representatives discussing the dire state of funding for individuals with IDD in current Medicaid programs, specifically funding to pay our direct support workers.  Thank you for all you do Spectrum of Solutions and Permiacare for individuals with IDD in the community!

 

Please click on this video from local ABC News Channel 2 

Watch Free IDD Webinar From TMP: “Mastering Inflation- How leveraging IDD-specific tools can save your provider agency.

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April 14th, 2024

“Mastering Inflation”

How leveraging IDD-specific tools can save your provider agency.

Please check on this wonderful free webinar with this presentation by TMP (TaskMaster Pro) at the recent ANCOR conference and how their technology can help you.

https://www.taskmasterpro.com/idd-webinar-mastering-inflation/

IDD Webinar – Mastering Inflation

Potential Threats: New LIDDA Requirement

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April 12th, 2024

Potential Threats to Health and Safety (new). (SOW, 2.6.4.). The contract includes a new provision requiring the Authority to respond and immediately take action, as identified in correspondence from HHSC, related to Notifications of Potential Threats to Health and Safety. The procedure and actions taken must ensure the individual is seen in person within 48 hours.

***Health and Human Services Commission (HHSC) Intellectual and Developmental Disability (IDD) Services Broadcast Message 2024-029***

**HHSC IDD Services and PASRR has published a memo outlining the responsibilities of the local intellectual and developmental disability authorities (LIDDAs) after HHSC Long-term Care Regulation (LTCR) identifies a potential threat involving an individual in a Home and Community-based Services (HCS) or Texas Home Living (TxHmL) program.  

See memo below:

https://acrobat.adobe.com/id/urn:aaid:sc:us:16f0c68c-6687-4801-9c8f-c4b783ce594c

If you have any questions regarding this letter or the LIDDA’s responsibility after notification of a potential threat, please e-mail IDDMFPSupport@hhs.texas.gov.

KERA News Article: Making Life-Or-Death Decisions For $10.60 An Hour

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April 5th, 2024
Please see the article below which was published a few days ago, regarding the impact of the $10.60/hour direct care wage funded by the 88th Texas Legislature.  The article provides an excellent description of an IDD provider system under mounting stress due to inadequate funds to combat the relentless workforce shortage.  Note that while the article does not mention the 3 IDD associations by name, it does reference their collective efforts to secure emergency funding to increase direct care wages to $15/hour, the results of our August 2023 survey (previously sent to all members), and the letter 51 Texas State House Representatives sent to the HHSC Executive Commissioner last fall urging her to secure additional funds (also previously sent to members).   Please share!

Making life-or-death decisions for $10.60 an hour: Texas group homes suffer from staffing crisis

Miranda Suarez

KERA News

March 27, 2023

https://www.keranews.org/health-wellness/2024-03-27/making-life-or-death-decisions-for-10-60-an-hour-texas-group-homes-suffer-from-staffing-crisis

New MCO’s & New MCO Locations

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March 14th, 2024

MCOs Awarded Contracts by STAR+PLUS Service Areas:  
See the end of this communication for the MCOs awarded a contract and the service areas they will cover. Please note that not only will there will be 3 new MCOs (highlighted in yellow), but also that the service areas for some of the current MCOs are changing.
Notices to Individuals regarding the Change:   According to HHSC letters were sent to STAR+PLUS members (individuals who receive their acute care and/or long-term care services from STAR+PLUS) on March 1st informing them of the change.
Providers we encourage you to let your individuals you serve and their families know of the upcoming changes and to expect, if not already received, a letter from HHSC and Texas STAR+PLUS informing you of the need to select an MCO.
See the notice below:
Date Individuals Must Select an MCO:   Though various external sources reported that the selection must be made by July 1, 2024, a letter one PPAT member shared indicated the selection due date is July 10, 2024.
EFFECTIVE SEPTEMBER 1, 2024
Notice of Award: In accordance with 1 T.A.C. §391.219, HHSC issued a Notice of Award to the following Respondents:
  • United Healthcare Community Plan of Texas, LLC. – Bexar, Central Texas, Dallas, Harris, Hidalgo, Northeast Texas, Tarrant and Travis Service Areas
  • Molina Healthcare of Texas, Inc. – Bexar, Dallas, El Paso, Harris, Hidalgo, Jefferson, Northeast Texas and Tarrant Service Areas
  • Superior HealthPlan, Inc. – Central Texas, Dallas, Hidalgo, Lubbock, Nueces, Travis and West Texas Service Areas
  • Amerigroup Insurance Company – Jefferson, Lubbock, Nueces and West Texas Service Areas
  • New Contracts: 
  • Community First Health Plans, Inc. – Bexar Service Area
  • El Paso Health – El Paso Service Area
  • Community Health Choice Texas, Inc. – Harris Service Area

Local Authority Contract Change: Potential Threats to Health and Safety

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March 12th, 2024

Local Authority Contract Change: Potential Threats to Health and Safety (new). (SOW, 2.6.4.). The contract includes a new provision requiring the Authority to respond and immediately take action, as identified in correspondence from HHSC, related to Notifications of Potential Threats to Health and Safety. The procedure and actions taken must ensure the individual is seen in person within 48 hours.

LIDDAs have requested clearer direction from HHSC as to implementation expectations including what prompts HHSC (the Money Follow the Person unit) to notify LIDDAs of the need for an on-site inspection and a change in the response time to conduct the visit from “within 48 hours” to “in 2 business days.”

In order to minimize confusion and multiple calls between the provider and their staff and the provider and the LIDDA regarding the purpose of a LIDDA’s unannounced visit and its inquiries about an event that poses potential threat to one’s health and safety, HHSC is preparing a communication for distribution to providers and to LIDDAs for their use when fulfilling this requirement.

Providers understandably do have concerns about this new provision. 

Resource Sheet: Person-Centered Language From IntellectAbility

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March 8th, 2024

Our friends at IntellectAbility created this wonderful tool which I think Service Coordinators, Case Managers and QIDPs will really find helpful when developing their plans for individuals in their programs.  These include Person-Directed Plans, Implementation Plans, and Individual Program Plans.

Please Click this link, Person-Centered Language: Resource Sheet to learn more about this tool from Intellectability

 

For more about Person-Centered Training Resources from Intellectabilty, go to https://replacingrisk.com/person-centered-services

For those of you who want to learn more about IntellectAbility’s Person-Centered Training, Resources and Tools. 

Have a Question? Call (727) 437-3201

New Reporting Process for ANE Reporting & Investigations for ICF/IID Program

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February 28th, 2024

 

HHSC has begun to send out new ANE Reporting Procedure Posters to ICF providers this week.  If you do not get one, please contact 

Even if you have not received your  ANE posters, please go ahead and make your posting of the new phone # for reporting allegations of Abuse, Neglect and Exploitation in the group homes and other appropriate places for your staff and individuals in your program. Please inform all staff, volunteers, individuals, and LARS of the new protocol.

The reporting time is still “within 1 hr of your knowledge or suspicion of Abuse, Neglect or Exploitation”.

The new phone # for reporting ANE to CII is:  1-800-458-9858. 

Please do not report to DFPS anymore starting March 1st, 2024 as they will no longer be investigation ANE for the ICF/IID programs.

 

A few items of note: 

-CII will be the only place facility or persons reporting ANE will need to make your report.  This should help with redundancies.

-CII will prioritize allegations that are serious health and safety concerns for individuals in the program.

-The facility will not receive a findings report from CII.

-The facility will not receive the findings until surveyors present them to the provider at the entrance meeting during a survey that results from an ANE report and investigation by CII.

-The facility should start protective measures for their individuals and corrections as soon as they are aware of the allegation, so this may start much earlier if the allegation is self-reported (immediately after self-reporting).

-The facility will also need to begin an internal investigation right away and within 5 days of the internal investigation fill out and submit a 3613-A report form to send in to CII.   Facility will no longer wait for a PIR investigation report.

-PIR will no longer be part of the process.  CII will receive all ANE reports, process them and complete Investigations.

-The facility is still required to report to other legal entities as appropriate:  i.e, client’s rights issue contact IDD Ombudsman, robbery or stolen items, missing person-report to law enforcement, etc…

–Resident-to-resident Aggression:  Facilities only need to report resident-to-resident aggression that results in serious injury.  ( See TAC Title 26 Part I Ch 551.213)  What is considered a serious injury?  (See TAC Ch 711.3  for the definitions.)

 

Things your Report To CII Including ANE (section 551.213)

A facility must report any of the following incidents to HHSC’s Complaint and Incident Intake Section at 1-800-458-9858 within one hour after suspecting or learning of the incident:

(1) alleged (Class I) physical abuse of a resident, as defined in Chapter 711 of this title, that caused or may have caused serious physical injury;
(2) alleged (Class I) sexual abuse of a resident, as defined in Chapter 711 of this title;
(3) sexual activity between residents resulting from coercion, physical force, or taking advantage of the disability of a resident;
(4) sexual activity involving a resident less than 18 years of age;
(5) the pregnancy of a resident;
(6) resident-to-resident aggression that results in serious physical injury;
(7) the death of a resident; and
(8) a resident whose location has been unknown by the facility for more than eight hours or less than eight hours if there are circumstances that place the resident’s health or safety at risk.

 

Ch 26 Tac 771.3 

Definition of Serious Physical Injury

(34) Serious physical injury—

(A) In state-supported living centers and state hospitals only, any injury requiring medical intervention or hospitalization or any injury determined to be serious by a physician or APRN. Medical intervention is treatment by a licensed medical doctor, osteopath, podiatrist, dentist, physician assistant, or APRN. For the purposes of this subchapter, medical intervention does not include first aid, an examination, diagnostics (e.g., x-ray, blood test), or the prescribing of oral or topical medication;

 (B) For all other service providers, any injury determined to be serious by the appropriate medical personnel. Examples of serious physical injury include:

(i) fracture;

(ii) dislocation of any joint;

(iii) internal injury;

(iv) contusion larger than two and one-half inches in diameter;

(v) concussion;

(vi) second or third degree burn; or

(vii) any laceration requiring sutures or wound closure.

February 25th, 2024

HHSC 2/23/2024 Notice:  

HHSC has released a new letter of guidance regarding the revised ANE reporting process to CII and the ANE investigation process for ICF/IID.  Here is the published provider letter (PL) 2024-04

Beginning March 1, 2024, reporting of investigations for allegations of abuse, neglect, and exploitation (ANE) for Medicaid consumers served by an Intermediate Care Facility for Intellectual and Developmental Disabilities (ICF/IDD) will transition from the Department of Family and Protective Services Statewide Intake (DFPS SWI) to HHSC Regulatory Services Complaint and Incident Intake (CII). 

Additionally, processes related to investigations of ANE of ICF/IDD will change as of March 1, 2024.

For questions contact LTCRPolicy@hhs.texas.gov.

Upcoming Webinars:

Reporting Abuse, Neglect, and Exploitation Changes and Self-Reporting Incidents for ICFs/IID

Tuesday, Feb. 27
10–11:30 a.m.
Register for Feb. 27 webinar.

 

**ICF/IID Reporting and Investigating ANE Webinar with HHSC LTC: 

This session will be similar to the other 3 webinars, but will provide additional information about the ANE process as well as information regarding what providers can expect both during and after an investigation. It is recommended that you register for this webinar and one of the other 3 webinars

Wednesday, Feb. 28, 2024

11:00 a.m.–noon

Register for the ICF Webinar.

 

Reporting Abuse, Neglect, and Exploitation Changes and Self-Reporting Incidents for Intermediate Care Facilities
Tuesday, March 5
10–11:30 a.m.
Register for March 5 webinar.

Reporting Abuse, Neglect, and Exploitation Changes and Self-Reporting Incidents for Intermediate Care Facilities
Thursday, March 21
2–3:30 p.m.
Register for March 21 webinar.

 

 

HHSC IDD Operations Portal For Providers-2024 Update

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February 23rd, 2024

Packet/Documentation Submission Details

The most efficient mode of submission for HCS/TxHmL documentation is through the IDD Operations Portal. To learn how to register and use the IDD Operations Portal or for answers to any questions, please visit https://hhs.texas.gov/doing-business-hhs/provider-portals/resources/idd-ops-portal or email IDD_Ops_Portal@hhsc.state.tx.us.

Packets may also be submitted via fax at 512-438-4249.

Questions:

For questions about review packets, submitters can contact UR at 512-438-5055 or email deskURLONIPC@hhs.texas.gov.

For questions about enrollments or transfers, submitters can contact PES at 512-438-2484 or email enrollmenttransferdischargeinfo@hhs.texas.gov.

Provider Webinar Available:  To access a recording of the “TMHP LTC Portal for HCS/TxHmL Providers and FMSAs” webinar, please visit the HCS and TxHmL Webinars and FAQs web page.

January 19th, 2024

Other Portal Resources:  FAQ’s & Training Webinar:

In case you weren’t aware, there are FAQ’s on using the IDD portal and there is a training webinar for HCS/TxHmL/ICF/CFC Non-waiver programs

IDD Portal FAQ’s

Training webinar pre-recorded video HCS/TxHmL/ICF/CFC Non-waiver programs

November 12th, 2023

IDD Portal Information & Additional Training Resources

The Intellectual and Developmental Disabilities (IDD) Operations Portal is an online based application used by long-term care IDD providers and Local Intellectual Developmental Authorities (LIDDAs) to submit and receive documents to and from Texas Health and Human Services IDD Program Eligibility and Support (PES) and IDD Waivers Utilization Review (UR) sections. The portal is only meant to replace document submissions by fax and mail.

It does not replace the responsibility of providers or LIDDA’s to ensure accurate completion of documents, maintain signed paper copies of forms in individual records, and comply with HIPAA regulations when making submissions to the Health and Human Services Commission (HHSC). During initial account setup, the provider or LIDDA assigns a security authority who is responsible for managing their staff’s access to the portal. Providers and LIDDAs are responsible for ensuring procedures are in place to properly manage staff’s access to individual’s records inside and outside of the portal, just as they did prior to portal implementation.

Click on to see: IDD-operations-portal-user-guide

April 15th, 2019

As of April 1, 2019, Long-term care intellectual and developmental disability providers and local IDD authorities can electronically submit and receive documents to and from HHS IDD Program Eligibility and Support and IDD Utilization Review.

Who Can Use the Portal?

If you contract with HHS to provide IDD services in the following programs, you can register and begin using the portal:

  • Community First Choice
  • Community Living Assistance and Support Services
  • Deaf-Blind with Multiple Disabilities
  • Home and Community-based Services
  • Intermediate Care Facilities for Individuals with Intellectual Disabilities
  • Texas Home Living

What Are the Benefits?

To learn more, read the IDD Operations Portal Flyer (PDF).

Where Do I Register and Learn How to Use the Portal?

Complete the Initial Account Setup and register your business with the portal at txhhs.force.com. To learn more, read the IDD Operations Portal User Guide (PDF).

HHS will use email alerts, information letters, training webinars and in-person communications via existing stakeholder meetings to provide portal updates.

For technical issues, contact the IDD Operations Portal Team at IDD_Ops_Portal@hhsc.state.tx.us.

Links to Long-Term Care Bulletins

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Image result for Bulletin free clipart

 

See links to 2024 editions below:

February 2023 LTC Provider Bulletin No. 97

 

See links to the 2023 editions below:

May 2023 Long-Term Care (LTC) Provider Bulletin

February 2023 LTC Bulletin No. 93 (456.32 KB)

 

Visit the TMHP LTC homepage regularly for news, reminders, training opportunities and other important program updates.

For questions, see the LTC Provider Resources Guide.

See links to the 2022 editions below:

See link to August 2021 edition below:

The August 2021 Long-Term Care (LTC) Provider Bulletin has been published on the LTC homepage on TMHP.com.

Visit the TMHP LTC homepage regularly for news, reminders, training opportunities, and other important program updates.

For questions, see the Provider Resources section of the bulletin.

See link to February 2021 edition below:

https://www.tmhp.com/sites/default/files/file-library/ltc/bulletins/February%202021%20LTC%20Bulletin%20No.%2085_Final%20for%20Web.pdf

See link to November 2020 edition below:

https://www.tmhp.com/sites/default/files/file-library/ltc/November%202020%20Long-Term%20Care%20Provider%20Bulletin%20No.%2084.pdf

Friendly Reminder To HCS/TxHmL Providers: Providing Full Array of Services

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February 18th, 2024

IDD Services and PASRR want to remind local intellectual and developmental disability authorities (LIDDAs) that Home and Community-based Services (HCS) and Texas Home Living (TxHmL) program providers are required to provide, or obtain as needed and without delay, the array of services in the respective programs in accordance with Texas Administrative Code (TAC), specifically 26 TAC §565.11(a)(3) for HCS and 26 TAC §566.7(d)(1) for TxHmL.

Program providers cannot limit the program services they offer to an individual. The requirement to provide the full array of services includes individuals receiving Community First Choice (CFC) services and individuals who choose to receive some or all of their services through the Consumer Directed Services (CDS) option.

For a complete list of the program services, see the following TAC references:

**If a LIDDA becomes aware that an HCS or TxHmL program provider is not offering the full array of program services, the LIDDA should report this information to the IDD Ombudsman at https://hhsportal.hhs.state.tx.us/heartwebextr/hhscIddo, or call 800-252-8154, from 8 a.m. – 5 p.m. Monday through Friday.

For any questions please email iddservicesacoffice@hhs.texas.gov.

Public Hearing Webcast & Presentation on Feb. 15th, 2024 (HCS/TxHmL/DBMD) Pre-Vocational & Similar Services

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February 10th, 2024

Public Hearing Notice – Home and Community-based Services, Texas Home Living, and Deaf Blind with Multiple Disabilities Medicaid Waiver Programs
Public hearing will be held on:
February 15, 2024 – 2:30 pm

Texas Department of State Health Services, Moreton Building Room M-100, First Floor
1100 West 49th Street, Austin, Texas
78756

Webcasting Available

This public hearing will be webcast. Members of the public may attend the public hearing in person at the address above or access a live stream of the public hearing at https://texashhsmeetings.org/HHSWebcast. Select the tab for the Moreton M-100 Live on the date and time for this public hearing. Please e-mail Webcasting@hhsc.state.tx.us if you have any problems with the webcasting function.

Public Hearing. The Health and Human Services Commission (HHSC) will conduct a hybrid public hearing, at the date, time, and location stated above, to solicit feedback and public comment on the prevocational or similar services under Home and Community-based Services (HCS), Texas Home Living (TxHmL), and Deaf Blind with Multiple Disabilities (DBMD) Medicaid waiver programs, as related to House Bill 4169, 88th Regular Session, 2023.  (Work Readiness Program)

Public hearing on prevocational or similar services under HCS, TxHmL, and DBMD Medicaid waiver programs as related to House Bill 4169, 88th Legislature, Regular Session, 2023

    1. Overview presentation by HHSC staff
    2. Public comment

 

Read more….

Contact: Questions regarding agenda items, content, or public hearing arrangements should be directed to Kaili Hintz, Long-Term Services and Supports (LTSS) Policy Manager, Medicaid and CHIP Services, at 512-632-6419 or LTSS_Policy@hhs.texas.gov.

Beware of Suspicious Email To DAHS ISS Only Providers

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January 26th, 2024

 

We have received information that a suspicious email claiming to be from HHSC asking providers to verify information related to their DAHS ISS Only licenses has been received by some ISS providers. The email was not sent from an HHSC email address but instead from a mndschool.org domain. The email directs the provider to click on a link to verify information and that the provider has 24 hours to verify or they will revoke the license. Please do not click on the link.

Entering IPC Revisions to Add Individual Skills and Socialization

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January 20th, 2024

Reminder for HCS and TxHmL Providers  Concerning ISS on IPC’s

HCS & TxHmL program providers, and LIDDA authorities who are submitting an Individual Plan of Care (IPC) revision to add Individualized Skills and Socialization (ISS) on the IPC plan year.

When entering IPC revisions, if you update the effective date in field 12a, you must click the search icon located next to the date field. This will allow the individual’s data to refresh and prepopulate from the web service based on the new effective date.

Contact the Texas Medicaid and Healthcare Partnership Long-Term Care Help Desk at 800-626-4117 or 800-727-5436 for assistance with submitting forms.

MillinPro Billing Software: Helping Texas IDD Providers Become More Efficient

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January 18th, 2024

millin logo animated 1x

The Texas IDD billing process through TMHP has been burdening providers since its inception. HCS, TxHmL and ICF providers have been plagued with denied claims, decreased revenue, and inefficiencies in tracking and reporting.

In this video below (Hosted by Twogether Consulting 1/18/24), Millin addresses a range of best-practice topics to help you stay on top of your Texas HCS, TxHmL and ICF billing. They share the functionality they have built into the MillinPro software and their internal process that has led us to an incredible 99.2% collection rate on all eligible claims.

Millin aims to simplify the billing process by bypassing much of the manual work you need to do on TMHP.

Millin aims to automate most of the process with features that include eligibility checks, batch submission capabilities, issue-tracking and a library of reports designed to replace the R+S functions of TMHP.

Click on the link below to watch video

https://www.gotostage.com/channel/3b0bd3b1a47c4e80be974f4bcfa54d7b/recording/a35649ed23264fa787ba1d72f7e1d5e5/watch

Texas Webinar Powerpoint for Twogether – January 2024

Twogether Consulting hopes that this has been a great resource for HCS/TxHmL/ICF providers.  Mention that you are a client of Twogether Consulting for a 50% discount on all initial implementation fees.

Did You Know Millin Billing Pro Can Help Providers With TMHP Billing & EVV?

Check Out This Info From Milling Billing Pro.

 

See the following Vimeo Videos.  If you need billing software or billing services for TMHP and EVV this may be a great option for Texas HCS & TxHmL providers.  They are also ready for the change over to ISS (Individualized Socialization Skills) when March 1st, 2023 comes around.  To request a demo from Millin Billing please go to  Request A Demo

Remember to tell them how you heard about Millin Billing Pro (Twogether Consulting) for a discounted rate.

Millin Billing Pro Video

 

Management System video from Millin Billing

TMHP Portal Town Hall Webinars And FAQ’s

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HCS and TxHmL Town Hall Webinars and FAQs

January 16th, 2024

November Webinar 2023

Recordings from November Townhall

Standing Meeting Agenda

  • Training and Information Sharing — provide relevant training and updates.
    • November topics include:
      • Appendix A Scenario
      • Using “Submit Form” on IPC Renewals*

Question and Answer — HCS and TxHmL Providers and FMSAs will have the opportunity to ask questions** regarding the LTC Online Portal for HCS and TxHmL.

 

October Webinar 2023

September Webinar 2023

In case you missed the Town Hall Webinar from Sept. 13th, here are the links to the handouts

Presentation Handout

Provider Quick Reference Contact List (HCS/TxHmL) Update 091323

Panelists: • Ashley Wechsler –Program Eligibility and Support (PES) •Holly Lindsey –Utilization Review (UR) •Marie Redman –Provider Claims Services (PCS) • Rhonda Kay Richie –Local Procedure Development and Support (LPDS) • Kali Schmidt –Contract Administration & Provider Monitoring (CAPM) • Rick Bishop –Claims Management • Amy Aubin –Long-Term Services and Supports (LTSS) Policy Unit • Joan Workman –HHSC Information Technology (IT) •Depesh Shah -Texas Medicaid & Healthcare Partnership (TMHP)

Some of The Topics Discussed Included:

-Fiscal Year 2023 Year-End Closeout Process (CARE) & The Process For Closeout in LTC

-Claims Processing Update and Claims Overlapping With IPC’s

-Claims Data Export: How to Remove Duplicate Lines

-Suspensions, Terminations (In particular- screens/forms in TMHP for LIDDA and the Provider that need to be completed)

-How to Use Pivot Tables in Excel  (There are training videos on Youtube for Pivot Tables and it is suggested that providers watch these videos.  My understanding is that these tables may help some with cost reporting data that is needed)

-Requesting Inactivation

-Improvements to the phone system, including the Automated Inquiry System(AIS) as of Sept. 5th, 2023 and updated Contact List For TMHP

FYI- Trending Issues: Upcoming YoutubeTraining Video –Claims DATA Export will come out on September 18th, 2023

Some of the things that will be covered are: •How to convert the Claims Data Export file to a workable file. •Highlight some of the relevant data you can use. •Show how to work with the data.

.

August Webinar 2023

A recording of the Aug. 9 TMHP LTC Town Hall for HCS/TxHmL Providers and FMSAs webinar is available for those who could not attend. The webinar recording and slides have been posted to the HCS and TxHmL Webinars & FAQs webpage.

Listen to the webinar here.

Email TxHmL Policy for questions.

Topics:

  • Volume 22 and 23 additions
  • Span billing across IPC billings
  • Claims Data Export
  • Correction to overall enhancements (not RNS)
  • Revision and renewal IPCs
  • Clarification of Pending DADS Review Notification

 

July 24th, 2023

The July 12 recording of the TMHP LTC Portal Town Hall Webinar for HCS Providers, TxHmL Providers and FMSAs is now available. Topics included:

  • Trending Issues
  • Individual Movement Forms
  • Provider Location Updates
  • IPC Transfers

The June 14 recording of the TMHP LTC Portal Town Hall Webinar is also available. Topics included:

  • Trending Issues
  • Release 2 Enhancements
  • Navigating the TMHP website
  • Entering PC3s
  • Adding and Removing CDS Services

Visit HCS/TxHmL Webinars and FAQs for more details.

Contact HCS and TxHmL with any questions.

 

June 14th, 2023

May Webinar 2023

April Webinar 2023

March Webinar 2023

February Webinar 2023

January Webinar 2023

December Webinar 2022

November Webinar 2022

HCS and TxHmL Rules Update and Site Assessments of 3-Person Residences, 4-Person Residences, and Host Home/Companion Care Settings Webinar

October Webinar 2022

January 16th, 2023

Helpful Information:  From TMHP Portal Town Hall Meeting on 1/11/23

-A representative from one of the LIDDAs  (Alamo Area Council of Governments) relayed the following information:

  1. If an individual moves from one LIDDA to another (LIDDA to LIDDA transfer) and they are going to new HCS or TxHmL provider, the old LIDDA has to do INT form 1st and then the new LIDDA has to do the transfer to the new provider.  These things must happen in this order, or it will hold things up in your transfer.
  2. One of the major problems the LIDDA’s have is that the LOCATION code is being changed by the system (a glitch of some sort in TMHP) and then it is greyed out by the system so they can’t put anything in that spot where location code goes.  They can’t edit it to correct it. This has caused many of the delays in transfers and this is why alot of providers might be thinking the LIDDA is causing the delay.  However, that may not be the case because of this issue.  Good news: Enhancement to allow the LIDDA to type in location code instead of grey out barrier. This is happening Friday Jan. the 13th.  This should provide a resolution to this “glitch” in the system.  Hopefully, it will allow a lot of transfers to go through.  This problem has been happening since April of 2022 for LIDDA’s.
  3. FYI-HHSC sent out a letter to LiDDAS, that they should not hold up on transfers if the location code is not correct.  They can then contact HHSC about correcting the location code after the fact.

 

-In some situations, if the LIDDA itself is not changing during the transfer (transfer from one provider to another, but LIDDA the same), then the provider needs to make the changes on the IMT form before the -LIDDA can submit.  They have to complete the process in that order before the transfer can be submitted.  Meaning the previous form must be done before the new form should be completed.

-One of the HCS providers shared the following information:  Somewhat related to location codes.  She was closing a couple of location codes after the home was no longer open.  Noticing that the drop-down list is out of sync.  She would put in the address of the new location and go to close the old location code and the drop-down link showed a different address for the location being closed out than it should.  It is like it is out of sync.   This fix happening this Friday should also fix that for the provider. Basically using right code but the wrong address is showing up in the dropdown menu’s.  Referring to PLU system.

-If providers are experiencing any delays with LIDDA not submitting any forms they are required to submitted. Please try to resolve that by escalating that to LIDDA director, so HHSC says they want you to then send an email to interestlistpreenroll_liddahelp@hhs.texas.gov.  then they can reach out to them directly.

–To escalate tickets:  Email. LTCOPS-Escalations@TMHP.com to escalate tickets

-Another provider noted the following issue: When they migrated to TMHP, somehow their contract address was now incorrect.  The provider’s company name was no longer associated with the right contract #.  It is not something the provider did on their side. So far, they have had no luck in changing that address to the correct address for their contract #.  Provider information update.  They will need to check it on the provider system data to find out.  Contract and Administration and Monitoring will have to help with the correction of the error.  This is also the case if providers have questions about a contract’s begin and end date, or when it expires, etc.. Go to the contract manager. HHSC acknowledges that there has been alot of turnover in this department.  (Don’t I know it, lol.)  Information provided by Kaliope Schmidt was to do the following: Go to iddwaivercontractenrollment@hhsc.state.tx.us and cc Kaliopi.schmidt@hhs.texas.gov

–One Provider had a Transfer since May of 2022 that hasn’t gone through because the old provider’s address is showing on the location since transferring, so it does not match the contract of the new provider. Hopefully, the fix will come from the Friday the 13th, 2023 enhancement. 

–Client assignment question:  In the CARE system, this was done differently than in THMP so has caused a domino effect.  i.e. Individual on temp discharge, would be re-assign to a different temp discharge location code.  The local authority wanted her back into rotation. …….  We can’t view who is assigned to what location on what date, so couldn’t figure out how to move people sometimes.  People at the help desk don’t even know how to look up people’s locations and assignments.  What can we do? 

To do that in the portal for now until June 2023, when they will have an enhancement out to correct this issue, providers must use the form status inquiry page (FSI) you can search for the consumer’s forms by imputing their Identifier (Medicaid or CARE #) and put in with search criteria.  Leave the form blank but put in the date range or a little bit longer time if needed and search that.  In the list should receive list of forms for the consumer for your organization.  The effective date on the forms, if you click it, the system will show the list by effective date and which code has the latest effective date, and then that form as the latest location code.  But won’t help unless the form is completed already.  Location availability information is limited. The provider has to keep trying to look up everything in a fashion that seems long and very backward.  It is the opposite of what the provider needs.  It ends up being the longest way to look if up.  The provider asked if they would create something in their June enhancement, that shows the moves of a person, hoping to build the function to search the function by location, what client is with them. 

-If on temp discharge is the individual still assigned a code from the facility or a new code form (IMT suspension purpose code form)?  Because the provider currently has to wait for the suspension form to finish the process so it is considered complete before they can do anything. How long does that usually take?  Ask CARE people to get back to you.

-Another provider said they can’t do IMF form til the Residential component is changed but can’t change the residential component until IMF changed.  Moving from 1 location to the other inside the same agency.  Moving from HH/CC to RSS.  So, when they try to change the residential type, it won’t let her progress from there in TMHP.  Provider needs to submit IPC revision to change residential type.  Then at the same time on that revision form, then the location code is updated for you to update IMF automatically. Don’t need to do the IMT, just the IPC revision form to change the residential type and location code.  That changes the residential component type, submit IPC revision or transfer if that is the case. 

-How do you know what claims to pay when you get your overpayment letter? To request a list, please contact the  THMP-LTC Help desk at 1-800-626-4177 or 1-800-626-5436 (Option #1  then Option #7). The provider will need to provide a secure email for them to send the list. Should get within 24 hrs.  Can also go to your Tex Med connect and remittance status screens.

HHSC asked providers to limit ISS questions at this time, but here is one that came up during the session:

-In-Home ISS come March 1st, 2023-does the provider need to submit documentation like BCBA documentation or medical/physician’s order of need, before it is entered into TMHP billing?  Anything the provider needs to be prepared for?  They have to go back and find out about it.  Don’t know now.

 

Other Important Contacts:

Issues that go to UR (Utilization Review): • 8578 ID/RC form with purpose code 3 or 4 on the LTC Online Portal  • Renewal or revision IPCs

Utilization Review (UR)
512-438-5055  email:  deskURLONIPC@hhs.texas.gov

Issues that go to PES (Program Enrollment Services)  • 8578 ID/RC with a purpose code 2 forms * initial or transfer IPCs forms • Suspensions • 3615 Continuation of Suspension forms • 3616 Request for Termination forms • Individual Movement (IMT) forms for LA Reassignments

Program Eligibility and Support (PES)

512-438-2484
enrollmenttransferdischargeinfo@hhs.texas.gov

HCS & TxHmL Webinars & FAQ’s (Recordings)

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For Previously Recorded Webinars & FAQ’s

https://hhs.texas.gov/doing-business-hhs/provider-portals/long-term-care-providers/resources/hcs-txhml-webinars-faqs

January 16th, 2024

Past  TMHP Town Hall & TxHmL/HCS Provider webinars- recordings from July-December 2023

December Webinar 2023

November Webinar 2023

October Webinar 2023

September Webinar 2023

August Webinar 2023

July Webinar 2023

 

 

June 14th, 2023

July 19 IDD and PI Webinar with HHSC LTCR

June 8, 2023

HHSC Long-term Care Regulation will host a webinar for HCS, TxHmL, PI and ICF/IID providers regarding the latest information from LTCR.

Those using Internet Explorer may have difficulties registering for the webinar. If so, try using another browser, such as Google Chrome or Microsoft Edge.

July 19, 2023
10–11:30 a.m.
Register for the IDD/PI webinar.

February 5th, 2023

IDD and PI Quarterly Webinar with HHSC LTCR Recording Available

The January 26 recording of the Intellectual and Developmental Disability (IDD) Programs and Provider Investigations (PI) Quarterly Webinar with Long-term Care Regulation (LTCR) is available.

Listen to the webinar recording.

Read the IDD and PI Webinar (PDF).

Any questions or requests for transcripts may be emailed to LTCR Policy.

 

November 1st, 2022

HCS & TxHmL Updates Provider Webinar from Oct. 13

For:  HCS/TxHmL program providers, LIDDA’s, and other interested parties

This webinar will provide information on the following:

  • Substantial changes are being made to the HCS and TxHmL Program rules.
  • IL 2022-49, assessments of HCS three-person residences, four-person residences and host home/companion care settings for compliance with the federal HCS settings rules.

HCS and TxHmL Program Updates Provider Webinar

Oct. 13

1–3 p.m.

Register for the Pre-Recorded Oct. 13 webinar.

 

September 25th, 2022

TMHP LTC Portal for HCS/TxHmL Providers and FMSAs Webinar

Medicaid and CHIP Services (MCS) will begin hosting monthly meetings for Providers and Financial Management Services Agencies (FMSAs) who use the Long-Term Care (LTC) Online Portal for the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) waiver programs.

Texas Medicaid & Healthcare Partnership (TMHP) and Health and Human Services Commission (HHSC) staff from the following departments will be available to provide information and answer questions:

  • Program Eligibility and Support (PES).
  • Utilization Review (UR).
  • Provider Claims Services (PCS).
  • Contract Administration & Provider Monitoring (CAPM).
  • Local Procedure Development and Support (LPDS).

Save the Dates

The webinars will be held on the following dates. We encourage Providers and FMSAs to invite staff who use the LTC Online Portal for HCS and TxHmL programs.

Standing Meeting Agenda

  • Trending issues – discuss trending issues and solutions to increase successful processing of forms.
  • Updates on LTC Online Portal for HCS and TxHmL – provide relevant updates.
  • Questions and Answers – HCS and TxHmL Providers and FMSAs will have the opportunity to ask questions* regarding LTC Online Portal for HCS and TxHmL.

*To comply with HIPAA requirements, questions that include any identifying information for a specific individual will not be allowed during the monthly meetings.

Email Questions to TxHmL Policy.

September 25th, 2022

HCS and TxHmL Updates Provider Webinar

HHSC will host the HCS and TxHmL Services Program Updates Provider Webinar on Oct. 13 for HCS and TxHmL program providers, local intellectual and developmental disability authorities, and other interested parties.

This webinar — offered on Thursday, Oct. 13, from 1–3 p.m. — will provide information on the substantive changes made to the HCS and TxHmL Program rules. Both webinars will provide the same information, so program providers and LIDDAs can register for the time that works best for them.

Email questions about the webinar to your program policy inbox:

HCS Policy

TxHmL Policy

September 12th, 2022

Updated HCS and TxHmL Waiver Programs FAQ Document Now Available- Sept. 2022

The Home and Community-based Services and Texas Home Living Waiver Programs Frequently Asked Questions document has been updated.

Read the full alert.

July 15th, 2022

HCS and TxHmL Webinar Recorded From July 14th, 2022

July 12, 2022

Webinar topic includes:

  • Forms Submission and Processing in TMHP LTCOP

HCS and TxHmL Webinar
July 14, 2022
2:30 – 4 p.m.

Click link below to register to watch recording of this session.
Register for the webinar

Email questions about the webinar to your program policy mailbox:

 

July 13th, 2022

IDD and PI Quarterly Webinars

 

May 5th, 2022

HCS and TxHmL FAQ Updates Available May 9 and May 23

The Home and Community-based Services and Texas Home Living Waiver Programs Frequently Asked Questions document has been updated.

HCS-TxHmL-FAQ-TMHP-TexasMedConnect

Read the full alert here.

Updated HCS and TxHmL COVID-19 FAQ

May 6th, 2022 

Read the revised Updated COVID-19 FAQs for HCS and TxHmL Providers (PDF).

September 1st, 2022

HHSC has revised the Updated HCS and TxHmL COVID-19 FAQ (PDF)

 

August 15th, 2021

 HCS and TxHmL Webinar Recording Available

” WSC Transition into HHSC LTCR”

(From August 10th, 2021)

Long-term Care Regulation hosted a webinar for HCS and TxHmL program providers to discuss upcoming HHSC organizational changes, introduce LTCR survey operations leadership, and answer questions about the Waiver Survey and Certification unit’s transition into LTCR survey operations.

A recording of August 10, 2021, HCS and TxHmL Transformation Webinar with HHSC Long-Term Care Regulation is available for those who could not attend.

Read the HCS and TxHmL Transformation Webinar (PDF).

Listen to the webinar recording here.

.

May 23rd, 2021

June Infection Control Basics for HCS and TxHmL Providers Webinars

This webinar will review basic infection control concepts such as hand hygiene, standard and transmission-based precautions, and steps to prevent the spread of infectious disease.
Registration for each class is limited to 50 participants.

June 3
10 – 11:30 a.m.
Register for the June 3 webinar.

June 10
10 – 11:30 am
Register for the June 10 webinar.

June 17
10 – 11:30 a.m.
Register for the June 17 webinar.

June 24
10 – 11:30 a.m.
Register for the June 24 webinar.

 

.March 16th, 2021 Updated

Updated COVID-19 Frequently Asked Questions for HCS and TxHmL Providers

HHSC has published an updated Frequently Asked Questions about COVID-19 for Home and Community-based Services and Texas Home Living providers.

Read the Updated COVID-19 FAQs for HCS and TxHmL Providers (PDF).

March 19 Recording of Clarification of Administrative Penalties and Related Processes Webinar Available

A recording of the March 19, 2021 Clarification of Administrative Penalties and Related Processes for HCS and TxHmL Providers webinar is available for those unable to attend.

Listen to the webinar recording here.

March 4 Recording of Writing Acceptable Plans of Correction Webinar Available

A recording of the March 4, 2021 Writing Acceptable Plans of Correction webinar for HCS and TxHmL program providers is available for those unable to attend.

Listen to the webinar recording here.

Feb 25. HCS & TxHmL Provider Responsibilities: Death Notifications & Investigation Reports Webinar

This webinar will provide information about program provider responsibilities for reporting abuse, neglect and exploitation and providing notifications of death.

Feb. 25
1-3 p.m.
Register for the webinar.

Jan. 5 Recording Webinar Available – HCS and TxHmL Changes to Survey Process and Hold Harmless Period Overview

A recording of the Jan. 5, 2021, HCS and TxHmL Changes to Survey Process and Hold Harmless Period Overview webinar is available for those unable to attend.

Listen to the webinar recording here.

Jan. 7 Recording of HCS and TxHmL Administrative Penalties and Amelioration Available

A recording of the Jan. 7, 2021 HCS and TxHmL Administrative Penalties and Amelioration webinar is available for those unable to attend.

Listen to the webinar recording here.

DSHS Video on Long-term Care Facilities COVID-19 Infection Prevention and Control Now Available

The Department of State Health Services has published a recorded training for long-term care providers on COVID-19 precautions to take and how to accomplish them.

View the video training

Provider Revalidations: Important Information

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January 15th, 2024

Revalidations: Important Updates

When completing revalidations for HCS, providers must list all non-family operated HH locations and 3/4 bed HCS group home locations as practice locations. It would appear that TMHP is just realizing this and is contacting providers whose applications are in some stage of approval.

HHSC stated that if a provider has already completed the process (and been approved) and did not include non-family operated HH and 3/4 bed group home locations, the provider can wait until its next revalidation to add them.

The revalidation process does not apply to ISS at this time.

HHSC stated that if there are providers whose applications have been pending for some time with no communication as to their status or have other application issues, you can contact your provider associations to contact HHSC or you can contact PEMS directly.

HHSC/TMHP PEMS Notice: 

The Health and Human Services Commission (HHSC) and TMHP are collaborating on distributing information regarding the need to revalidate and how to obtain assistance for this.

Videos have been created showing how to complete a revalidation request from start to finish for an organization’s NPI or a performing provider through PEMS.

Links to YouTube video:

Revalidating An Organizational NPI

Revalidating a Performing Provider

TMHP also has a Provider Enrollment Instructional Site which provides written instructions for what is required when completing any type of enrollment request including a revalidation request.

PEMS Instructional Site

PEMS Instructional Site

TMHP has also put together an Enrollment Revalidation Quick Reference Guide (QRG) that goes over the steps to get started, information that is required to be updated or confirmed, along with handbooks and user guides that are helpful for any account assistance that may be necessary.

Enrollment Revalidation Quick Reference Guide

Enrollment Revalidation QRG

These are valuable resources that should be able to assist most providers through their revalidation request. Additionally, please see the posts HHSC has provided on their LinkedIn and Twitter (X) accounts with these reminders.

LinkedIn

https://www.linkedin.com/feed/update/urn:li:activity:7125134416267411456

Twitter (X)

https://x.com/TexasHHSC/status/1719369023580676295?s=20

For additional assistance please have the Providers reach out to our contact center at 800-925-9126.

Final Extension for Providers With Revalidation

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January 15th, 2024

HHSC has issued one final extension for Providers with revalidation dates from May 12, 2023, until November 11, 2023, granting these providers an additional 6 months from their revalidation date to submit the request.

Please be sure to check the Provider Enrollment and Management System (PEMS) for your current revalidation date.

Update to Article “Provider Enrollment Revalidation Extensions to End”

              After the November 11th date, providers are required to submit revalidation requests again per Federal guidelines. Revalidation is the process by which a provider updates or confirms information with their enrollment record every 3-5 years. Revalidation requests can be started up to 120 days prior to this date.

Long-Term Care Facilities Council

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January 14th, 2024

Would You Like To Be A Member of The Long-Term Care Facilities Council?

Now is your chance. I would encourage providers of these services to think about being a part of the council.

From HHSC:

“If you’re interested in issues regarding a consistent survey and informal dispute resolution process for long-term care facilities, Medicaid quality-based payment systems for those facilities and the allocation of Medicaid beds in those facilities, you may want to apply to be a member of the Long-Term Care Facilities Council. The Texas Health and Human Services Commission executive commissioner will appoint members to the council to serve a term expiring Aug. 31, 2026.”

Applications are due by 11:59 p.m., Jan. 19.

HHSC will consider the applicants’ qualifications, background and interest in serving on the council and will try to choose council members who represent the diversity of all Texans. For this reason, HHSC considers applicants’ ethnicity, gender and geographic location.

A council member must regularly take part in council meetings. They may also have to take part in subcommittee meetings or other related activities. Council meetings are held about once every three months in Austin or at the call of the presiding officer. Council members aren’t paid to attend or travel to and from council meetings or related activities.

HHSC prefers that you submit your application electronically, but you may submit the application by email, mail or fax to the following addresses:

Email: HHS_Appointments@hhs.texas.gov Subject: LTCFC

Mail: Texas Health and Human Services Commission 701 W 51st Street Mail Code 0223 Austin, TX 78751 Attn: ACCO

Fax: 512-206-3984 Attn: LTCFC

For more information about the council visit the council website or email Laura Gutierrez.

For more information about the application process, email the Advisory Committee Coordination Office.

Revalidation Tools For Providers

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January 13th, 2024

Revalidation Training Links to YouTube video:

Revalidating An Organizational NPI

Revalidating a Performing Provider

TMHP also has a Provider Enrollment Instructional Site which provides written instructions for what is required when completing any type of enrollment request including a revalidation request.

PEMS Instructional Site

PEMS Instructional Site

TMHP has also put together an Enrollment Revalidation Quick Reference Guide (QRG) that goes over the steps to get started, information that is required to be updated or confirmed, along with handbooks and user guides that are helpful for any account assistance that may be necessary.

 

Enrollment Revalidation Quick Reference Guide

Enrollment Revalidation QRG

New Critical Incident Management Reporting System: Updates

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May 2nd, 2024

Critical Incident Management System Monthly Provider Demonstrations

FEI Systems will host a monthly provider demonstration webinar on May 14, 2024, from 10–11 a.m. Monthly provider demonstration webinars are offered to providers with access to the Critical Incident Management System. HHSC encourages providers to take advantage of these live training opportunities.

This applies to:

  • Community Living Assistance and Support Services providers (CLASS)
  • Deaf Blind with Multiple Disabilities providers (DBMD)
  • Home and Community-based Services providers (HCS)
  • Texas Home Living providers (TxHmL)
  • Local intellectual and developmental disability authorities (LIDDAs)

Register for the webinars by logging into CIMS and navigating to Help (top right of dashboard). Click on Help, followed by Training. Choose Register for Provider Demonstrations from the available courses.

Email MCS_CIMS@hhs.texas.gov with any questions or concerns.

February 25th, 2024

Critical Incident Management System Monthly Provider Demonstrations

FEI Systems will host a monthly provider demonstration webinar on Jan. 9, 2024, from 10-11:00 a.m. Monthly provider demonstration webinars are offered to providers with access to the Critical Incident Management System (CIMS). The Texas Health and Human Services Commission encourages providers to take advantage of these live training opportunities.

This applies to:

  • Community Living Assistance and Support Services providers (CLASS).
  • Deaf Blind with Multiple Disabilities providers (DBMD).
  • Home and Community-based Services providers (HCS).
  • Texas Home Living providers (TxHmL).
  • Local Intellectual and Developmental Disability Authorities (LIDDA).

Register for the webinars by logging into CIMS and navigate to Help (top right of dashboard). Click on Help, followed by Training. Choose Register for Provider Demonstrations from the available courses.

Email MCS_CIMS@hhs.texas.gov with any questions.

 

June 2nd, 2023

Critical Incident Management Reporting System (CIMS) Incident Report Submission Status

HHSC has published IL 2023-19, Critical Incident Management Reporting System Incident Report Status. This letter is an update on the form submission status of critical incident reports entered into CIMS.

This Information Letter applies to:

  • Community Living Assistance and Support Services providers and case management agencies (CLASS)
  • Deaf Blind with Multiple Disabilities providers (DBMD)
  • Home and Community-based Services providers (HCS)
  • Texas Home Living providers (TxHmL)
  • Local intellectual and developmental disability authorities (LIDDAs).

Please contact MCS_CIMS@hhs.texas.gov with any questions.

 

October 13th, 2022

Please Don’t Forget To Sign Up For CIMS Training

Only 200 of the 800 providers/users have completed the training and have signed in/register

Providers must start using CIMS by November 1st, 2022. If you are a member of one of the 3 IDD associations, HHSC will provide each of these associations with the names of those entities so each association can reach out to their respective IDD waiver members who are not on the list/have yet to complete these steps.

August 11th, 2022

Critical Incident Management System (CIMS) Now Live

HHSC announces the new Critical Incident Management System is now live. CIMS is a statewide tool for reporting critical incidents.

All providers must begin entering critical incidents into CIMS no later than Nov. 1.

See IL 2022-23 for more information about CIMS.

This alert applies to:

  • Community Living Assistance and Support Services providers
  • Deaf Blind with Multiple Disabilities providers
  • CLASS case management agencies
  • Home and Community-based Services providers
  • Texas Home Living providers
  • Local intellectual and developmental disability authorities

INSTRUCTIONS FROM HHSC FOR COMPLETING TRAINING AND CORRECTING/ADDING USERS:

“The provider administrator with the active user account created in CIMS is required to complete the training in the system. Once the provider administrator completes the training, provider administrators can begin adding new users to their organization and reassigning roles so other members of the organization can enter critical incidents into CIMS.

If the designated provider administrator still works for an organization, HHSC will not change the designated administrator for a provider organization. If the designated provider administrator no longer works for the organization, HHSC will work with the current designated employee to ensure that person is added as a user in CIMS. HHSC staff must verify the employee requesting CIMS access works for a contracted provider or a local intellectual and developmental disability authority before access can be granted.

Now that CIMS has gone live, providers can no longer change contact information in CARE or send provider administrator contact updates to HHSC if the provider administrator is employed with the organization.”

Providers are required to use current systems for entering critical incidents until they have completed CIMS registration and training and begin entering critical incidents into CIMS.

Email questions to the MCS-CIMS inbox.

April 12th, 2022

Critical Incident Management System (CIMS):  The go-live date is late July.  See additional information below.

 

April 10th, 2022

Register Now for the April 26 Webinar on HHSC’s New CIMS Part II

HHSC is offering CLASS CMAs, CLASS DSAs, DBMD, HCS and TxHmL providers more information on the new Critical Incident Management System
debuting this summer. The webinar will be held:

Tuesday, April 26, 2022
2:30 – 4 p.m.

Register here to attend the New Critical Incident Management System Webinar.

From HHSC I-2022-23 revised letter: 

The system is targeted to go live July 25, 2022. Prior to the go-live date, HHSC and FEI Systems will provide training on the new system for waiver provider staff who will use the CIMS to report critical incidents. There will be training provided by FEI Systems using webinar formats; however, there will be limited capacity and these trainings will be focused on staff using the CIMS to report incidents. Virtual training resources will be available and accessible to waiver provider staff in addition to the information provided during training webinars. The goal is to support waiver provider staff with virtual training available for reference at any time to support using the system.

 

April 10th, 2022

HHSC has Published Critical Incident Management System (CIMS) 1915(c) Medicaid Waiver Program Providers (Revised) IL-2022-23

IL-2022-23 is posted to the HHS site CLASS, LIDDA, DBMD, HCS, and TxHmL

This letter replaces Information Letter 2022-14 and is a status update on the CIMS implementation which impacts fee-for-service 1915(c) waiver program providers, CLASS Case Management Agencies and LIDDAs.

Submit questions to LTSS_Policy@hhs.texas.gov

February 27th, 2022

HHSC Publishes New Reporting System for Critical Incidents Management

 (CIMS) See Letter (IL 2022-14)

(As if providers don’t have enough new things to learn, lol)

Sorry to say, we are gearing up for a new critical incident reporting system, and I know providers have so many other new things to learn between Migrating from CARE to TMHP,  Utilizing the E-learning portal, EVV, etc.., but, HHSC has approved IL-2022-14 CIMS for CLASS, LIDDA, DBMD, HCS and TxHmL Providers.

The Health and Human Services Commission (HHSC) will implement a new statewide critical incident management system (CIMS) for reporting critical incidents. The new system will be in compliance with guidance issued by the Centers for Medicare and Medicaid Services (CMS) on March 12, 2014.  There will be training sessions leading up to the implementation date of June 1st, 2022.

Questions about this project can be submitted to the following email address:  LTSS_Policy@hhs.texas.gov

HCS and TxHmL Webinar Slated for March 10th, 2022

Program providers and other interested stakeholders can now register for the upcoming HCS and TxHmL webinar.

  • Webinar topics include:

    • HCS & TxHmL Forms and Claims Migration Project
    • Critical Incident Management System

    HCS and TxHmL Webinar
    March 10, 2022
    3:30 – 4:30 p.m.
    Register for the webinar

    Email questions about the webinar to your program policy mailbox:

 

Revision To Billing Requirements

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January 7th, 2024

HHSC Publishes Revision 24-1 of the HCS and TxHmL Program Billing Requirements

 

Revision 24-1 is effective Jan. 1, 2024. The Billing Requirements are located on the Long-term Care Providers webpage and Handbooks webpage and are outlined below:

May 1st, 2023

HHSC Publishes Revision 23-2 of the HCS and TxHmL Program Billing Requirements

Just an update, as of April 1st, 2023 Billing Requirements have been updated, if you missed the prior alert from HHSC.

Revision 23-2 is effective April 1, 2023. All revisions are outlined in the Revision 23-2 Section of each document.

The Billing Requirements are located on the Long-term Care Provider Resources webpage and HHS Handbooks webpage and are outlined below:

Email questions to TxHmL Policy.

September 11th, 2022

HHSC Publishes Revision 22-2 of the HCS and TxHmL Program Billing Requirements, CFC Billing Requirements

Revision 22-2 is effective Sept. 1. All revisions are outlined in the Revision 22-2 Section of each document.

The Billing Requirements are located on the Long-term Care Providers webpage and Handbooks webpage and are outlined below:

Email questions to TxHmL Policy.

May 8th, 2022

HHSC Publishes Revision 22-1 of the HCS and TxHmL Program Billing Requirements, CFC Billing Requirements

Revision 22-1 is effective May 2. All revisions are outlined in the Revision 22-1 Section of each document.

The Billing Requirements are located on the Long-term Care Providers webpage and Handbooks webpage and are outlined below:

Email questions to TxHmL Policy.

HCS Certification Standards Webinars & Recordings

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January 2nd, 2023

New Rules

Certification Standards Modules

HCS/TxHmL Certification Standards Modules

Anyone new to the HCS waiver program should watch these modules!  This is especially true for both new and current HCS case managers, nurses or program managers to watch these modules/recorded webinars.  They are based on the new HCS Rules: Texas Administrative Code (TAC) Title 26 Part I Ch 565.

 

These were previously known as certification principles, now these are certification standards and the TAC moved to Ch 565 (Subchapters A-F).

June 14th, 2023

(No longer current)

In case you have not seen the answers to some of the unanswered questions at the time of the Certification Principles series recorded in 2021, please note you can find those at the Q&A doc below.

HCS/TxHmL Certification Principles Webinar Series Participant Q&A

FYI Current as of 9/22/21*

August 12th, 2021

HCS/TxHmL Certification Principles Interpretive Guidance Series

Starting August 12, 2021, the HCS/ TxHmL Joint Training Program began presenting a series of nine webinars designed to provide interpretive guidance on the HCS and TxHmL Principles of Certification, as outlined in the Texas Administrative Code.

You may click on the links to previously recorded trainings below to watch any of the nine sessions on Certification Principles from the Texas Administrative Codes.

Certification Principle Trainings

 These modules are designed to provide interpretive guidance on the certification principles found in TAC Title 40, Part 1, chapter 9.

E-mail LTCR Joint Training for a transcript of any of the recordings below.

ISS In-Home Attendant Base Wage Rate Requirement Clarification

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January 1st, 2024

ISS in-Home Attendant Base Wage Rate Requirement

Clarification:

There seems to be a lack of clarification in the HCS program concerning if the ISS base wage rate requirement applies to “in-home ISS”.  It does apply to in-home ISS.  It would seem that most likely a significant number of providers are not aware the base wage requirement applies to in-home individualized skills and socialization (ISS) and that they are currently out of compliance.  That is because the rule applies to “individualized skills and socialization” not clarifying if it applies to all or a portion of the services that fall under that umbrella. Because in-home ISS has significant differences from facility-based and off-site ISS (e.g., in-home ISS does not require a license, typically only applies to one person, may only be delivered in a person’s own home, and the rate issue we have already discussed), providers have assumed the base wage requirement only applies to licensed services.

HHSC states: “The application of the minimum wage for direct care staff providing ISS was adopted in the Texas Administrative Code rules that were promulgated to incorporate the wage increase appropriated by the Texas Legislature. Historically, Day Habilitation did apply a minimum wage requirement for staff providing services to individuals in some waiver programs, but not all waiver programs; consistent with the legislative approach that the minimum wage be uniform across all programs, we also adopted in the TAC the requirement that the minimum wage be paid consistently across all services and waivers.”

Cost Reporting Update!

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Cost Report/Accountability Reports

This notice applies to ICF/IID, HCS, TxHmL, CLASS and DBMD providers.  

HHSC Notice: 

The Texas Health and Human Services Commission (HHSC) has published Information Letter (IL) 2023-44 regarding the 2023 Cost Report and 2023 or 2024 Accountability Report Training Information.

Information on cost and accountability report training can be found on the Provider Finance web page.

Email PFD LTSS or call (737) 867-7817 with any questions.

E-Health Advisory Committee Applications Due Jan. 8

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December 15th, 2023

If you’re interested in health information technology, health information exchange systems, telemedicine, telehealth and home telemonitoring services issues, you may want to apply to be a member of the e-Health Advisory Committee.

But act quickly as applications are due Jan. 8.

Click here to learn more and apply.

Implementation of the Personal Needs Allowance (PNA) Adjustment

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December 1st, 2023

ICF/IID Providers:

Implementation of the Personal Needs Allowance (PNA) Adjustment

As required by House Bill 54 (88th Legislature, Regular Session, 2023), the Health and Human Services Commission (HHSC) is directed to increase the minimum monthly personal needs allowance (PNA) for Medicaid beneficiaries of a nursing facility (NF) or related institution licensed under Chapter 242, Health and Safety Code, assisted living facility, intermediate care facility for individuals with an intellectual disability or related condition (ICF/IID), or other similar long-term care facility who receives medical assistance. The monthly PNA would increase from $60 to $75 for a person and from $120 to $150 for a couple.

The increase in the minimum PNA requires the Centers for Medicare & Medicaid Services (CMS) approval of a Medicaid State Plan Amendment (SPA). Subject to CMS approval, HHSC anticipates the increase in the PNA will be effective Jan. 1, 2024.

HHSC will publish a Provider Information Letter with more detaied later.

Email ICF/IID with any ICF/IID questions.

 

Employment First Assessment Tool & Rules (HCS/TxHmL/CLASS/DBMD)

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December 1st, 2023

As of Nov. 14, 2023, service coordinators and case managers in the CLASS, DBMD, HCS, TxHmL waiver programs and STAR+PLUS Home and Community-Based Services (HCBS) must use the Employment First Discovery Tool as part of the service planning process to explore an individual’s desire to work.

Review IL 2023-41 Employment First Discovery Tool for more information.

Be sure to sign up for :

Employment First Discover Tool Webinar

Jan. 10, 2024

10–11 a.m.

Register here to attend the webinar.

Email questions to John Huffine.

November 13th, 2023

Employment First Discovery Tool:

HHSC publishes a newly, updated Employment First Discovery Tool (Form 8401) and accompanying instructions based on the rule implementation related to Senate Bill 50, 87th Legislature, Regular Session, 2021. Effective November 14, 2023, use of the tool is required to ensure that individuals who want to work receive employment services from the Texas Workforce Commission (TWC) or through the Medicaid waiver program in which the individual is enrolled.

Impacted programs:

  • Community Living Assistance and Support Services (CLASS)
  • Deaf-Blind with Multiple Disabilities (DBMD) programs
  • Home and Community-Based Services (HCS)
  • Texas Home Living (TxHmL)
  • STAR+PLUS Home and Community-Based Services (HCBS)

HHSC has published IL 2023-41 Employment First Discovery Tool. Beginning on November 14, 2023, service coordinators and case managers in the CLASS, DBMD, HCS, TxHmL waiver programs, and STAR+PLUS Home and Community-Based Services (HCBS) must use the Employment First Discovery Tool as part of the service planning process to explore an individual’s desire to work.

The tool with instructions is located under the Forms section on the respective program areas HHSC webpage.

June 5th, 2023

IL 2023-22

Employment First Assessment Tool: Proposed Rules

The employment first assessment tool should be utilized to ensure individuals receiving services through HCS, CLASS, DBMD & TxHmL, who want to work receive employment services from TWC.
The Information Letter and proposed rules (informal comment period)  presented below are the result of SB 50 (Zaffirini), 87th Texas Legislature.
SB 50 
IL 2023-22, Employment First Uniform Assessment Tool:  As indicated in the Information Letter, upon adoption of the rules, Service Coordinators and Case Managers will be required to use the assessment tool to assess an individual’s desire to work.  Though not required now, until the rules are adopted, which will supposedly be by this fall.
**HHSC is encouraging Service Coordinators (HCS/TxHmL) and Case Managers to begin using the tool.

Home and Community-Based Services (HCS) and Texas Home Living (TxHmL) – During the completion of the Service Coordination Assessment (Form 8647), the service coordinator asks the person about their desire to work. Document the person’s response on Form 8647.

If the individual indicates a desire to work, the service coordinator must complete the Employment First Uniform Assessment and make a referral to Texas Workforce Commission or refer the person for employment services through the waiver program where the person is enrolled.

Employment First Uniform Assessment   Form 8401

The draft rules and instructions for submitting comments can be found at the following link under Draft Rules (see Project #22R102): https://www.hhs.texas.gov/regulations/policies-rules/health-human-services-rulemaking/comment-proposed-draft-rules

Dr. Ollie Seay Knowledge Award For Excellence In Education or Research

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November 25th, 2023

I am happy to announce that I was presented with the Dr. Ollie Seay Knowledge Award For Excellence In Education or Research.  I was so honored to receive this award especially since I first met Dr. Seay when I first started working with IDD services at Austin Travis County MHMR (Now Austin Integral Care) in 1992 when she was head of the psychology department at our offices.  We lost Dr. Seay earlier this year and she will be missed by all who knew her, especially for her many years with the Texas chapter of AAIDD and for her time teaching at Texas State.

Julie Andrews Blacklock

 

Family Caregivers: HHSC Offers Webinars

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November 12th, 2023

Texas HHS Aging Services Coordinationor will be presenting a webinar series during National Family Caregivers Month in November.

This webinar series is for caregivers, people who work with caregivers and anyone interested in caregiving.

November Caregiver Webinar Series

November 15, noon-1 p.m.
Cultivating Community and Support for the Lifespan: Caregiving for Children with Disabilities
Register here.

November 29, noon-1 p.m.
Overview of supports for caregivers and care recipients
Register here.

Contact

For more information visit the HHS website or email the Age Well Live Well inbox.

 

From Our Friends at IntellectAbility: Clinical Pearls in IDD Healthcare that are Important Knowledge for DSPs

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November 11th, 2023

 

I thought this was a great article for providers and their DSP’s.  Please feel free to check out their other articles and resources and their training on person-centered practices!

Clinical Pearls in IDD Healthcare that are Important Knowledge for DSPs

As co-published by National Alliance for Direct Support Professionals (NADSP) and Research and Training Center on Community Living (RTC-CL) in the Frontline Initiative.

By Craig Escudé, MD, FAAFP, FAADM, President of IntellectAbility

I started practicing in the field of healthcare for people with intellectual and developmental disabilities (IDD) in the 1990s. I very quickly realized how little I knew about this field. I found myself being responsible for the healthcare of hundreds of people with IDD without fully understanding many concepts that I later learned were important. Most health professional schools do not provide training about the healthcare needs of people with IDD.  Click here to read more…

 

For more resources and articles from IntellectAbility, please go to: https://replacingrisk.com/idd-resources/

 

EVV HAAeXchange Townhall Meeting

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November 11th, 2023

 

The Texas Health and Human Services Commission (HHSC), Texas Medicaid & Healthcare Partnership (TMHP), and HHAeXchange will have one last Town Hall webinar for all Electronic Visit Verification (EVV) stakeholders.

Attendees will have the opportunity to ask questions and provide input on the Texas EVV migration to HHAeXchange and the upcoming EVV expansion due to the Cures Act Home Health Care Services implementation.

Webinar Registration

Register ASAP!  If you did not register before, this is your last chance to see scheduled webinars. Participation is optional but encouraged, so sign up today. Webinars are scheduled from 9-11 a.m. Central Time.

  1. Register for the Friday, November 17 Webinar

Contact HHSC EVV Operations with any questions.

From Our Friends at IntellectAbility: Health Risk Mitigation Tools &Training

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November 10th, 2023

From our friends at IntellectAbility. Apologies, just wanted to remind you all of this wonderful tool they created, that many providers asked me about in the past (Mostly nurses, lol).  Previously this tool was under a different company name.  There was a change sometime back in the name of the company. 

 

For those of you who want to learn more about IntellectAbility’s health risk mitigation tools and training by visiting ReplacingRisk.com. 

Feel free to call us at 727-437-3201 or email us at Inquiries@ReplacingRisk.com. 

They can provide a demo to help you detect health risks in at-risk populations and check out their helpful video about the screening tool by clicking on link below

Health Risk Screening Tool

 

Using Submit Form and Use as Template Options on IPC Renewals

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November 8th, 2023

Just A Reminder (As of 10/11/23) Concerning IPC Renewals

Due to the Home and Community-based Services (HCS) and Texas Home Living (TxHmL) rate changes effective September 1, 2023, providers and local intellectual and developmental disability authorities (LIDDAs) are advised to use the Submit Form option on Individual Plan of Care (IPC) renewals.

When to Use Submit Form Instead of Use as Template

Use Submit Form instead of Use as Template under these conditions:

  • There have been rate changes or enhancements.
  • A provider or financial management services agency (FMSA) has been removed, added, or changed.
  • The form is not autofilling with the most current information, and all other forms (e.g., transfers or individual updates) are correctly processed and in Processed/Complete status.

Complete Related Forms Prior to Selecting Use as Template

Before using the Use as Template option, ensure that all related forms are correctly processed and marked as Processed/Complete. For more information, contact the LTC Help Desk at 800-626-4117 (select option 1).

EVV Known Issues & Resolutions

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November 2nd, 2023

HHSC Now Posting EVV Known Issues and Resolutions

Vol. 1 (Last updated on 10/18/2023)

The Texas Medicaid & Healthcare Partnership (TMHP) has recently received feedback from Electronic Visit Verification (EVV) program providers and financial management services agencies (FMSAs) about ways to enhance their user experience of the HHAeXchange system. The topics listed in this article highlight the most frequently occurring issues that EVV users have identified as areas in which they require additional support.

Topics:

-HHAeXchange System EVV Services Details Missing
-EVV Service Providers With an Older Version of the HHAeXchange Mobile Application (App)
-Large Number of Visits Pending Confirmation
-Mobile App and HHAeXchange System Times Not Matching
-Clocking In and Out Multiple Times During Night Shifts
-HHAeXchange Credentials/ Access Issues (System and Mobile App)
-HHAeXchange Learning Management System (LMS) Credentials/ Access Issues
Service providers and agencies must refer to the latest HHSC EVV PCS Service Bill Codes Table and EVV HHCS Service Bill Codes Table for narrative descriptions of the available bill codes.

Service providers must download the newest version (currently v23.10.03) of the HHAeXchange+ mobile app and check regularly for updates. The forced update function has been enabled so that future updates will be pushed directly to the user. Older versions of the app will no longer be supported after October 11, 2023.

Refer to the HHAeXchange update page for more information.

HHAeXchange will provide training to service providers on how to resolve automatic verification issues through Lunch and Learn sessions and a job aid. Refer to the training page on the HHAeXchange Texas Info Hub for upcoming Lunch and Learn training opportunities and to review the Call Dashboard recorded training.

Providers can email HHAeXchange at TXsupport@hhaexchange.com to have their credentials resent or for guidance on accessing the LMS test. Include the Agency name and NPI when submitting a request.

For questions or more information about HHAeXchange, email TXsupport@hhaexchange.com.

For general questions about EVV, email TMHP at EVV@tmhp.com.

Letter To Providers From Twogether Consulting-Oct. 31st, 2023

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October 30th, 2023

Update From Twogether Consulting!

Hope you all are well. Happy Halloween! Here is the update on what is going on with Twogether Consulting
    For HCS Providers who want to purchase the quarterly on-site review checklist for Host Homes and for site reviews in general, you can now purchase the form at the following link on our website: “purchase services” page. If you are having issues with the download, please contact us at info@twogetherconsulting.com and I will be happy to send the form.  I am also working on a protective devices assessment (to go along with the risk assessment for restraints the provider has to complete currently) so providers can easily meet new certification standards, Title 26 Part 1 Ch Subchapter F: 565.37
     Twogether Consulting has been busy helping new ISS providers and we have a webinar scheduled for November 30th, 2023 posted on our website.  Twogether Consulting has been busy assisting HCS providers with survey prep. and plans of correction.  In addition, we have live classes scheduled in Houston, Tx for January 2024 for Nurses and Case Managers. We will be posting live sessions in San Antonio for December, before the next newsletter, so keep checking the website. (around November 10th, 2023).
     For those of you in need of full policy and procedures, I hope to have updated policies available for sale by mid-January 2024.
     Please contact us directly for your care coordination, QIDP, and nursing needs at info@twogetherconsulting.com or you may contact our assistant Meghan Jones at meghanjones.tx@gmail.com. We are happy to say that we can still continue to provide for most of your needs at this time.  We are happy to provide whatever assistance we can with questions you may have, especially concerning HCS/TxHmL Care Coordination, Nursing, or general survey requirements from LTCR department in these programs.  We also still provide assistance with the ICF/IID program and expect to have some webinars in the near future for ICF including nursing.  We are currently providing on-site live training at this time and live training is open to the public as well.
     
     FYI-We do still have “mentoring” assistance (especially great for new nurses) from our RN consultant on an as-needed basis.  If you have new nurses who need training quicker than classes posted on the calendar, please let me know and we do offer some of our previously recorded sessions for a low cost which includes the handouts.  We are also happy to schedule one-on-one training sessions and mentoring with either of our 2 nurse consultants.
Thank you,
Julie Blacklock/ Owner & IDD Waiver Consultant
     

On-Site Residential Inspection Form To Address New HCS Rules: Now Available For Purchase

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October 22, 2023

On-Site Residential Inspection Form

HCS Providers-
I was finally able to get the Twogether Consulting website updated to include this new product on our “purchase services” page.
We have our new on-site residential inspection form that can be used for Group Homes & Host Homes at initial inspection, annual renewal or when an individual moves to a new residence.
Most importantly, it can also be used for the new mandatory quarterly inspections for your host homes that are part of the new certification standards in Title 26 Part I Chapter 565 TAC codes.

 

 

TULIP Credentialing Transition Grace Period Extended

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October 15th, 2023

Nurse Aides (NAs), Medication Aides (MAs), Nursing Facility Administrators (NFAs), and Nurse Aide Training Competency Evaluation Programs (NATCEPs) are now required to use the new credentialing system in the Texas Unified Licensure Information Portal (TULIP) for licensing certification or permitting activities.

Note: HHSC is extending a grace period for all NAs, MAs, NFAs and NATCEPs to allow users time to learn and understand the new credentialing system. All NAs certifications, MA permits, NFA licenses and NATCEP approvals active on June 16, 2023, will be considered active until April 30, 2024.

For registration issues in TULIP, email TULIP_Support@hhsc.state.tx.us.

For NA questions, email NurseAideRegistry@hhs.texas.gov.

For MA questions, email Medication_Aide_Program@hhs.texas.gov.

For NFA questions, email nfa_licensing_program@hhs.texas.gov.

For NATCEP questions, email Regulatory_NATCEP@hhs.texas.gov.

 

COVID-19 Resources

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October 17th, 2023

COVID-19 Resources

COVID-19 Quick Reference (New Guidance)

From our friends at PharMerica, please go to the following link to get your free and current quick reference guide for Covid-19 

 

July 11th, 2022

July 7, 2022 MCS COVID-19 Stakeholder Information Session

Thank you for your interest in listening to the July 7 Texas Medicaid CHIP COVID-19 Information Session.

The audio from this session can be found here.

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

For additional questions, please write to Medicaid_COVID_Questions@hhsc.state.tx.us.

May 8th, 2022

May 5, 2022 MCS COVID-19 Stakeholder Information Session

Thank you for your interest in listening to the May 5 Texas Medicaid CHIP COVID-19 Information Session.

The audio from this session can be found here.

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

For additional questions, please write to Medicaid_COVID_Questions@hhsc.state.tx.us.

April 10th, 2022

April 7, 2022 MCS COVID-19 Stakeholder Information Session

Thank you for your interest in listening to the April 7 Texas Medicaid CHIP COVID-19 Information Session.

The audio from this session can be found here.

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

For additional questions, please write to Medicaid_COVID_Questions@hhsc.state.tx.us.

 

January 9th, 2022

January 6, 2022 MCS COVID-19 Stakeholder Information Session

The audio from this session can be found here.

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

For additional questions, please write to Medicaid_COVID_Questions@hhsc.state.tx.us.

 

December 30, 2021

COVID-19 Cases Rise – Guidance for LTC Providers

COVID-19 cases are increasing across Texas. HHSC reminds providers to follow the guidelines listed below and ensure their emergency plan is up-to-date. Staff must be aware of what to do in the event of any sort of emergency, including an outbreak of flu or COVID-19.

Please review the following guidelines and rules:

  • COVID-19 mitigation and visitation rules
  • Any applicable COVID-19 response plans for your provider type
  • Your provider’s own infection prevention and control policies

Find COVID-19 resources on:

Your vigilance following infection control requirements can make a difference in protecting vulnerable Texans.

LTC providers are always required to provide services to residents or clients before, during and after an emergency. The emergency plan or policy must include:

  • Planning for staff shortages.
  • A backup plan to ensure operations and care of residents or clients continue.

Read program-specific rules related to staffing, emergency preparedness, and infection control.

A checklist (PDF) is available to assist you with creating a plan for dealing with an outbreak of flu or COVID-19.

If you need help with updating your COVID Mitigation Plans within Infection Control Policies or Emergency Evacuation Plans with these new updates to Mitigation of COVID-19, please contact us.  We may be able to help you.  Contact us at:  info@twogetherconsulting.com 

 

December 30th, 2021

Dec. 13 ICF COVID-19 Webinar Recording Available

A recording of the Dec. 13, 2021, ICF/IID COVID-19 Q&A with HHSC LTC Regulation and DSHS is available for those who could not attend.

Read the COVID-19 Q&A (PDF).

Listen to the webinar recording here.

Email LTCR Policy for the transcript.

 

December 29th, 2021

COVID RESOURCES FOR HCS/TXHML

Home and Community-based Services (HCS) and Texas Home Living (TxHmL)

Additional Guidance and Resources

 

Shelter-in-Place and Stay-at-Home Orders for HHSC Providers, Vendors and Contractors 

HHSC Provider, Vendor and Provider Contractor Guidance for Shelter-in-Place and Stay-at-Home Orders

All mission-essential workers for HHSC, providers, vendors and contractors whose work cannot be performed through teleworking must continue to report to their work or duty stations, including in areas where local government authorities have issued shelter-in-place or stay-at-home orders. It is critical that workers for HHSC providers, vendors and contractors continue to provide the life-sustaining and lifesaving care and benefits our clients need. It is equally critical that HHSC providers, vendors and contractors provide their workers with a safe and healthy environment in which to work. To protect those workers reporting to HHSC offices and facilities, the agency is requiring additional efforts to sanitize workspaces, implement CDC social distancing measures, and limit face-to-face interaction with clients and patients as much as possible through temporary measures, such as waiving certain interview processes and prohibiting visitors to HHSC-operated and licensed facilities.

For more specific guidance, please contact the particular HHSC program or department your services involve.

Resources

 

November 5th, 2021

Beginning May 6, 2021, HHSC has been posting pre-recorded sessions monthly. These sessions will continue to share information with stakeholders about the implementation of various Medicaid/CHIP flexibilities in response to the COVID-19 pandemic. HHSC may return to weekly sessions as needed if there are changes to the public health emergency.

 

Please click on the link below to hear recorded session from NOV 4 Texas Medicaid CHIP COVID-19 Information Session Webinar

The audio from this session can be found here.

If you need a copy of the transcript or want to download a handout of the presentation, click links below:

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

For additional questions, please write to Medicaid_COVID_Questions@hhsc.state.tx.us.

 

September 15th, 2021

Oct. 4 ICF COVID-19 Webinar with HHSC LTCR

Long-term Care Regulation and the Department of State Health Services provide the latest information on the COVID-19 pandemic and take live questions from participants in this ICF provider webinar. Provider attendance is critical to staying current with COVID-19 requirements and guidance. ICF/IID providers are strongly encouraged to attend this and all COVID-19 webinars with LTCR and DSHS.

Those using Internet Explorer may have difficulties registering for the webinar. Please try another browser such as Google Chrome or Microsoft Edge.

October 4, 2021
11 a.m. – noon
Register for the COVID-19 Webinar.

September 15th, 2021

Sept. 13 ICF COVID-19 Webinar Recording Available

A recording of September 13, 2021, ICF/IID COVID-19 Q&A with HHSC LTC Regulation and DSHS is available for those who could not attend.

Read the COVID-19 Q&A (PDF).

Listen to the webinar recording here(link is external).

August 30th, 2021

LTC Providers May Request COVID-19 Emergency Support

For Emergency Staffing Support:

The Office of the Governor directed DSHS to use staffing agencies to provide medical personnel from out-of-state to Texas health care facilities to assist in COVID-19 operations.

This support will be available to residential long-term care providers.

-Providers must demonstrate that they have exhausted all other options.

-Also that they have urgent need for assistance before requesting emergency staffing support.

The State is asking that jurisdictions and health care entities be judicious with requests for staffing, as the State will not be able to address all staffing needs, especially as the need for emergency staffing ramps up across the state.

LTC providers are always required to provide services to residents or clients before, during and after an emergency.

The emergency plan must include:

  • Planning for staff shortages
  • A back-up plan to ensure operations and care of residents continues

For COVID-19 Vaccination, Testing Kits, PPE, Disinfection, and HAI/EPI Support:

Long-term care providers can request:

  • COVID-19 mobile vaccine clinics for residents and staff
  • BinaxNow testing kits. Read PL 2020-49 for details.
  • PPE (providers should exhaust all other options before request)
  • Facility cleaning and disinfection
  • Healthcare-associated infection and epidemiological support

To Request Support:

To initiate a request for COVID-19 support described above, contact the HHSC LTCR Regional Director in the region where the facility is located.

HHSC LTCR staff are responsible for initiating a State of Texas Assistance Request on behalf of the long-term care provider.

HHSC LTCR staff may request supporting documentation to verify need.

 

August 15th, 2021

LTC Provider COVID-19 Resource Contacts Have Changed

Federal COVID-19 Local Fiscal Recovery Funds are being distributed to cities and counties throughout Texas. HHSC urges long-term care providers in need of COVID-19 resources to use the following resources:

  • Contact your city, county or regional advisory council to find out if resources or funds will be available for health care staffing support, testing services, resident or site assessment, and disinfecting services as these resources are no longer available through HHSC.
  • For mobile COVID-19 vaccination needs, call 888-90-TEXAS to ask for a Mobile Vaccination Team to come out to your facility.
  • Contact DSHS:
  • Reach out to the HHSC Long-Term Care Regulation Regional Director in your region to ask for:
    • BinaxNow testing kits. Review PL 2020-49 (PDF) for details.
    • Health care-associated infection and epidemiological support.
    • COVID-19 vaccine. Providers should go through all other options before this one.

LTC providers can now order COVID-19 therapeutics directly.

 

July 18th, 2021

August 2 ICF COVID-19 Webinar with HHSC LTCR

Long-term Care Regulation and the Department of State Health Services provide the latest information on the COVID-19 pandemic and take live questions from participants in this ICF provider webinar. Provider attendance is critical to staying current with COVID-19 requirements and guidance. ICF/IID providers are strongly encouraged to attend this and all COVID-19 webinars with LTCR and DSHS.

Those using Internet Explorer may have difficulties registering for the webinar. Please try another browser such as Google Chrome or Microsoft Edge.

ICF Provider Webinar
August 2, 2021
11 a.m. – 12 p.m.
Register for the COVID-19 Webinar.

July 16th, 2021

July 6 ICF COVID-19 Webinar Recording Available

A recording of the June 14, 2021, ICF/IID COVID-19 Q&A with HHSC LTC Regulation and DSHS is available for those who could not attend.

Read the COVID-19 Q&A (PDF).

Listen to the webinar recording here(link is external).

 

Illustration of two people looking at a computer screen

May 2021
Building COVID-19 Vaccine Confidence Webinar

The CMS Office of Minority Health, along with guest speakers from the FDA and CDC, hosted a webinar on May 13 to provide information and resources to help address vaccine hesitancy in your community.
  • Watch the recording and download the slide deck (PDF) from the presentation.
  • Download the supplemental handout (PDF) for information and outreach materials you can use to educate your community about the COVID-19 vaccine.
  • Download the Vaccinate with Confidence fact sheet (PDF) to learn about CDC tools and technical assistance available to state and territorial health departments to increase COVID-19 vaccine confidence and uptake.

 

May 12th, 2021

Quality In LTC Conference Online

Due to the COVID-19 pandemic, Health and Human Services made the decision to move forward with an online Quality in Long-Term Care conference. The conference presentations are available on the HHS Learning Portal, and can be accessed through August 2021. To obtain a certificate of completion, participants must view the selected presentation(s), and complete the associated learning quizzes and course evaluations. The certificate, noting any continuing education hours awarded, can be downloaded from the HHS Learning Portal.

Questions can be emailed to QMP@hhs.texas.gov

From HHSC May Newsletter

COVID-19 updated resources, see link below:

https://www.tmhp.com/sites/default/files/file-library/ltc/bulletins/May%202021%20LTC%20Bulletin%20No%2086.pdf

May 6th, 2021

APR 29 MCS COVID-19 Stakeholder Update

The audio from this session can be found here.

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

 

April 17th, 2021

March 18, 2021 MCS COVID-19 Stakeholder Information Session

Thank you for your interest in listening to the March 18 Texas Medicaid CHIP COVID-19 Information Session.

The audio from this session can be found here.

The presentation can be found here.

Future meeting notices and information will continue to be shared on these sites, so please check back regularly.

COVID-19 Provider Information

COVID-19 Client Information

For additional questions, please write to Medicaid_COVID_Questions@hhsc.state.tx.us.

April 17th, 2021

Reminder: Providers Can Request Free COVID-19 Testing Kits

ALF, HCS, HCSSA, ICF/IID and NF providers in counties where the COVID-19 positivity rate is more than 10 percent can request free COVID-19 testing kits.

The test kits are only to test essential caregivers or HCSSA staff going into an NF or ALF who have direct contact with people receiving hospice services. Providers can request the free BinaxNOW point-of-care antigen COVID-19 test kits by filling out the attestation form (PDF). The attestation form includes instructions for requesting the free COVID-19 testing kits for each eligible provider type.

March 28th, 2021

Free BinaxNOW COVID-19 POC Tests Available for LTC Providers

HHSC, along with the Texas Department of Emergency Management, is expanding the criteria for requesting free BinaxNOW COVID-19 point of care test kits to all the following.

  • Nursing facilities
  • Assisted living facilities
  • Intermediate care facilities for individuals with intellectual disability or related conditions
  • Home and community-based services providers
  • Home and community support services agencies

Use these free BinaxNOW COVID-19 POC test kits to test anyone including residents, staff and visitors.

Providers must attest to adhere to certain training and reporting requirements and have one of the following.

  • Current Clinical Laboratory Improvement Amendment Certificate of Waiver
  • Current CLIA laboratory certificate

Providers must complete and submit an attestation form for free BinaxNOW point-of-care antigen COVID-19 test kits (PDF) to request free BinaxNOW COVID-19 point of care test kits. See revised PL 2020-49 (PDF) for more information. Tests are available while supplies last.

March 22 ICF COVID-19 Webinar with HHSC LTCR

Long-term Care Regulation and the Department of State Health Services provide the latest information on the COVID-19 pandemic and take live questions from participants in this ICF provider webinar. Provider attendance is critical to staying current with COVID-19 requirements and guidance. ICF/IID providers are strongly encouraged to attend this and all bi-weekly COVID-19 webinars with LTCR and DSHS.

Those using Internet Explorer may have difficulties registering for the webinar. Please try another browser such as Google Chrome or Microsoft Edge.

ICF Provider Webinar

March 22, 2021
11 a.m. – 12:30 p.m.
Register for the COVID-19 Webinar.

Helpful Vaccination Information

Moderna EUA Storage and Handling Instructions (PDF) includes the following:

  • Moderna EUA Fact Sheet for Healthcare Providers Administering Vaccine (Vaccination Providers)
  • Moderna EUA Fact Sheet for Recipients and Caregivers

v-safe After Vaccination Health Checker Instructions (PDF)
Moderna EUA “What to Expect” Card for Healthcare Professionals (PDF)
Moderna EUA “What to Expect” Card for Vaccine Recipients (PDF)

CDC’s Moderna Clinical website is live: Moderna COVID-19 Vaccine Information. This website includes the following documents:

  • Storage and Handling Summary
  • BUD Guidance and Labels
  • Storage and Handling Labels
  • Vaccine Expiration Date Tracking Tool
  • Freezer Storage Loggers (F) and (C)
  • Prep and Administration Summary
  • Standing Orders Template

 

CDC   Coronavirus Disease 2019 (COVID-19)

Resources For Posters For The Facility For Staff & Individuals

https://www.cdc.gov/coronavirus/2019-ncov/communication/print-resources.html?Sort=Date%3A%3Adesc&Search=stop%20the%20spread%20of%20germs

 

 

 

 

AADMD Webinar Series to Return in January 2021

Catch up on the webinars you may have missed.

 

https://open.texas.gov/

Texas HHS Home

HHSC COVID-19 Provider Information

https://hhs.texas.gov/services/health/coronavirus-covid-19/coronavirus-covid-19-provider-information

Webinar – NHSN November 2020 Updates to LTCF COVID-19 Module Pathways

The National Healthcare Safety Network had updated the Long-term Care Facility COVID-19 Module pathways, specifically the Resident Impact and Facility Capacity and Staff and Personnel Impact. Revised forms, form instructions, and CSV templates are now available on the LTCF COVID-19 Module website.

The webinar will review the November 2020 updates.

Long-term Care Facility Webinar

November 24, 2020

10:00 – 10:45 a.m. CST

See Recording below

Register for the Webinar.

 

DSHS Video on Long-term Care Facilities COVID-19 Infection Prevention and Control Now Available

The Department of State Health Services has published a recorded training for long-term care providers on COVID-19 precautions to take and how to accomplish them.

View the video training.

Coalition of Texans with Disabilities

https://www.txdisabilities.org/news-events/coronavirus-information-resources

ANCOR’s COVID-19 Resource Center

https://www.ancor.org/covid-19

CDC information for persons with IDD

https://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/people-with-disabilities.html

Resources from HRS

“As the situation with Coronavirus (COVID-19) develops, HRS is committed to providing those who work in the field of IDD supports with practical, sensible, and usable health information regarding identifying those at most risk and steps that can be taken to reduce the severity of the impact of this disease.”

Below are links to free helpful resources from HRS  (Training Videos, Webinars, and Bulletins)

https://hrstonline.com/covid-19-resources/

 

December 22, 2020

HRS Inc
Risk/Benefit Return to Activity Form (Free from our friends at HRS) 
This could be very helpful for considerations for returning to work, Day Hab, Volunteer Jobs, etc…
https://hrstonline.com/download/risk-benefit-return-to-activity-form/?wpdmdl=3104&refresh=5fc779cf9f80e1606908367

 

Risk/Benefit Return to Activity Form

 

Letter From Twogether Consulting To Providers-Sept 29th, 2023 Update

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September 29th,  2023

Update From Twogether Consulting!

Hope you all are well!  Just wanted to update you on what is going on with Twogether Consulting
I would like to reiterate again this newsletter, that there are new TAC codes for HCS under Title 26 Part I  Ch.263 and  Ch. 565.  Ch 565 went into effect June 21st, 2023 and the Certification Principles are now listed as Certification “Standards” in Ch 565. Again, please be sure that providers gather their administrative staff including case managers and nurses, and go over the new rules to make sure you are in compliance.  A lot of things have stayed the same, but there are definitely some major changes and additions.  I also want to remind providers that quarterly visits to HH/CC homes have been added to the rules as a provider responsibility and this means you will need to decide who is going to do the inspections and to update your on-site checklist to encompass the items discussed in Ch 565. Possibly the nurse or case manager, if they are going already for a visit or nursing assessment anyway.  I am almost done with my sample checklist for quarterly HH/CC checks.  You can also use it for the Group Homes to ensure the home is healthy and safe.  Feel free to contact Twogether Consulting if any providers would like to purchase it.  I may even post it on the “purchase services” page. 
Twogether Consulting is happy to announce that we continue to assist those interested in becoming ISS providers with the application process for licensure. Once they become providers, we also have ISS policies and procedures and some training material.  Twogether Consulting can help with survey prep. and any corrections.  In addition, we have provided a few on-site trainings for ISS providers (including direct support staff/ISS service providers and administrative staff) that have requested it, and we would be glad to continue to do so. Twogether Consulting plans on introducing live training for ISS providers hopefully sometime before Thanksgiving in Dallas &/or Houston.  Possibly another in early December in San Antonio. The training should be posted by early Oct. on the website and in the newsletters.   Most likely it will be in the form of a 1 or 2-day workshop.  Not sure exactly when, but I am hoping by early December 2023. In the meantime, we will come on-site to ISS providers if they contact us to help.

 

 Also, please continue to review the HCS & TxHmL Waiver Programs Trending Issues Volumes put out regularly by TMHP, with recommendations and “fixes” for those billing in TMHP as well as any current TMHP FAQ’s.

 

 

Please contact us directly for your care coordination, QIDP, and nursing needs at info@twogetherconsulting.com or you may contact our assistant Meghan Jones at meghanjones.tx@gmail.com. We are happy to say that we can still continue to provide for most of your needs at this time.  We are happy to provide whatever assistance we can with questions you may have, especially concerning HCS/TxHmL Care Coordination, IT and security, Nursing, or general survey requirements from LTCR department in these programs.  We also still provide assistance with the ICF/IID program and expect to have some webinars in the near future for ICF including nursing.  We continue to provide requested on-site live training at this time and we will resume regular live training after March of 2023.
Many of you have asked about whether or not we will provide additional training for billing/claims in TMHP and entering IPC’s and IDRC’s.  At this time we are not providing that service, but we will continue to keep providers updated on any fixes we learn for provider issues in TMHP.  Please continue to check our “Updates” posts on the Twogether Consulting website. We do have some subcontracted persons that can help with these areas and we can recommend some other options as well, such as companies who can provide either software and/or billing services.  FYI-We do still have “mentoring” assistance (especially great for new nurses) from our RN consultant on an as-needed basis.
     
Twogether Consulting added a new HCS/TxHmL consultant to our in May of 2022, Sheila Hanson. Congrats on your 1 year anniversary, Sheila! Sheila and Marcus Denman just recently taught our 2-day live workshop for HCS providers in Houston at “The Harris Center for IDD & MH Services”.  We had a great group of attendees and it was a really great training session.  Sheila has been so helpful  with  POC’s (Plans of Correction)  and POR’s (Plans of Removal) for Immediate Threats/Jeopardy for HCS/TxHmL and ICF as well as Directive Inservice Training as needed. Sheila has also been helping us with survey prep and assisting providers ICAPs, LON increases and ICAP scoring.  She is also an HCS provider herself in the San Antonio area, for the past 12 years or so and has been a much-needed member of the team this year.  We also want to thank Marcus Denman, who has been a member of our team for quite some time.  He continues to help us with so many needs of our providers.  Marcus has many years of experience in the HCS, TxHmL and ICF programs which is invaluable to Twogether Consulting. For many of you just starting out, he has been a  super resource for ISS needs, HR and New Hire practices, billing, budgeting, opening a group home and staff training, etc…  He also can help providers with POC’s for HCS, TxHmL and ISS.  Lastly, we would also like to give special thanks to our administrative assistant, Meghan Jones, without which I couldn’t function, lol. Many of you may know Meghan from registering for our classes and webinars. Meghan also assists me with the application process for many soon-to-be HCS & TxHmL providers and is our wonderful newsletter editor.
     
Twogether Consulting will be posting more of our upcoming webinar classes for October-December very soon, so feel free to check the website: www.twogetherconsulting.com or our next newsletter.
   
   We have recently updated a few items on our website:
1. The page on our website previously called “Shop” on the dropdown menu under “Services”, is now called “Service Pricing”.  I hope this makes it much easier for providers we currently serve and new providers to find some of our services with regular pricing posted.  We do not post all of our rates and fees as most of the services providers need our help with must be tailored to the client for their specific needs.
Before mid 2023, we hope to add a few packages with set prices for new providers.  Some examples are:
 “On-site Assistance With Opening A Group Home” for brand new HCS providers and  “On-site Assistance With a New Admission”  (GH or HH/CC clients in HCS only)
2. We have changed the look of our “Satisfied Customers” page a bit. Please submit any quotes you have by clicking on “Contact Us” and sending us a small statement of how you feel Twogether Consulting has helped your agency, the company name and your name, and contact information.  We could really use some new quotes.
3.  We do accept payments via Venmo, as well as Paypal now:  Our Venmo address is @Twogether2004
4.  We also gladly accept Zelle.  You may just use our phone # for payment:  512-294-8032.  Please inform us before you do so, thanks.
5. Once again, please don’t forget our “Updates” page on the Twogether Consulting website. This is where we post anything new from HHSC and anything going on with Twogether Consulting. It is fairly easy to navigate from one “post” to the other. If you want to read more on each section, just click on “read more”.
6.  I would like to remind everyone again, that if you need “Off-site Consultation” and you would like to purchase a block of time (1, 3 or 6 hrs at a time), please go to our  “Services” page to pay directly from the site.  There is a tab called “Service Pricing” in the drop-down menu where you pay your payment. Remember there is a discount for blocks of time larger than 3 hours, purchased on the site.  This discount is only available online on this page on the dropdown menu under “Service Pricing”.
7.There are also some additional services at a flat rate, for purchase on this page.  This includes “Off-site” ICAP Scoring, General or Nurse Consultation, and the initial consultation for HCS Provider Applicants.  

Currently, we do provide on-site (per request) and off-site training (webinars) but we are happy to announce that we have begun providing scheduled “live” training for small groups and on-site assistance to providers as well of course.  We hope to resume regular “live” sessions after March of 2023, so look for our website advertisements on social media-FB, Instagram, and Linkedin!

 

   

 Please see below for specific information for 2023 Services:

  • Live Trainings Are Back!!
  • In-person group trainings/conferences: Also available as requested. Most of these classes have already been moved to online webinars or training, but we can come on-site if you need us to do so.  We also have pre-recorded sessions of some of these trainings as well if you prefer.
  • Online training (Webinars): We will be posting upcoming webinars to the website regularly on the homepage: www.twogetherconsulting.com 
    • Webinar Registration:  Click on calendars on our website at www.twogetherconsulting.com or https://events.time.ly/anatx6f
    • Recordings of Free Webinar Series:  https://www.gotostage.com/channel/3b0bd3b1a47c4e80be974f4bcfa54d7b
    • “Updates Page”  https://twogetherconsulting.com/updates/
    • We will continue to provide 1 on 1 webinar training and any general trainings done for a specific facility/ provider for Care Coordination, QIDP’s, Nursing Services, Direct Support Staff, etc.…
    • We have pre-recorded sessions with handouts for those of you who can’t attend live sessions or can’t wait for a live session. They range from $45-$175 per session.  These range from 1 hr- 3.5 hrs per session.
    • “Pop-Up Webinars”:  We will occasionally send out invitations to some webinars to those of you who are already clients of Twogether Consulting or who are on our mailing list.  These won’t be posted for the general public.  These will be fairly short notice and based on topics that we receive a large number of requests to provide.  They will also be limited registration.  (15-30 persons max).
    • Direct Support Staff Training Webinars:  We continue to offer DIT’s (Directive Inservice Trainings) for ICF as well as General Direct Support Training for HCS/TxHmL/ICF providers.  Here are just some of our training webinars currently available live and/or via pre-recorded sessions:  Abuse/Neglect/Exploitation, Direct Support Documentation (Service Delivery Logs/Residential Notes, Incident Reports, Behavioral Support Documentation and Data Collection, and Training Data Collection),  Elements of the Behavior Support Plan & The Importance of Your Documentation, Expectations From the Nurse of The DSP (Includes discussion of Medical Documentation as well-MARS, Medication Errors, Treatment Sheets, Significant Observations),  When and What to Report To The Nurse, SAM’s Training (Self-Administration of Medications Training To Staff-General Routes, Tasks, documenting), Preparing For Survey in the Group Home/Surveyor Expectations in the Group Home, Host Home/Companion Care Service Provider Responsibilities, What The Nurse Expects from the HH/CC Provider and/or CRA, and many other training webinars.
  • Consultant Support: Twogether Consultants continue to be available to assist with your HCS/TxHmL and ICF needs as usual.  We will provide anything you request of us, that we can off-site but also on-site now if requested..
  • Off-site Consultation:
    •  You may purchase a block of time for as-needed consultation:  Our current pricing will remain at $85/hr and we can offer blocks of time for more than 3 hrs at a slight discount if you pay online at: https://twogetherconsulting.com/services/off-site-services/
    • if there is an extensive project (anything over 6 hrs, we will discuss flat rate options or daily rates.)  This will involve a formal contract
    • We continue to provide as-needed off-site consultation including, but not limited to Development or assistance with policy and procedure, Monthly/Quarterly QA via Taskmaster Pro, or any other cloud-based services, Survey and Audit Prep, and you are welcome to contact us if you need us to QA or review documents through our secure cloud storage system. We also provide off-site case management and nursing consultation and mentoring for HCS/TxHmL and ICF programs,
    • And much more!
  • On-site Consultation:  This service is available as requested, but please understand we need ample time to schedule as we are backed up right now!:  
    • General On-Site Assistance is based on a daily flat fee (ranges from $550-$1050 per day), depending on your location and additional travel expenses.
    • On-site Training for groups is a daily flat fee however due to prep time, and additional costs for materials, # of attendees, the cost is a bit more (ranges from $850-$2800 per day).
  • The request for on-site is up to you and if you feel comfortable. We will of course respect any protocol you have for us if we do come on-site, including rapid testing for COVID (additional cost).
  • Remember for ICF we can still provide Directive Inservice Trainings (DIT) if necessary, but we prefer to provide these off-site via webinar as usually the time to complete them is limited and we are often booked already with appts. at such short notice, and most Regional Surveyors will accept a DIT via webinar, especially in these times. So please let us know.
  • Payments:  We prefer payment via Zelle or our PayPal Invoices, with Credit Card/Debit/ or PayPal or Venmo.  You are also welcome to pay via check,  e-check, or request to pay directly to Venmo.  You may also use our online link below to pay:  https://twogetherconsulting.com/payments/
    • If you must pay by check, please let us know prior to mailing the check.  Thank you.  Send all checks to:

Twogether Consulting  P.O. Box 90426 Austin, Tx 78709

 

 

Note: We will continue to send out the newsletter 2 x per month.  If you want to me on the mailing list, please contact us at:  info@twogetherconsulting.com

 

You may contact us by phone with any questions at:  512-294-8032.  You may email me directly at:  javasbja@aol.com or javasbja@gmail.com

 

Thank you and be well,

Julie Andrews Blacklock/Owner & IDD Waiver Consultant

 

TMHP: HCS and TxHmL Waiver Programs: Trending Issue Support

by

 

September 29th, 2023

HCS and TxHmL Waiver Programs: Trending Issue Support, Volumes 21-24

 

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 24

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 23
HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 22

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 21

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 20

Since May 2, 2022, Home and Community-based Services and Texas Home Living program providers, local intellectual and developmental disability authorities, and financial management services agencies, billing on behalf of Consumer-Directed Services, have been submitting claims and forms to the Texas Medicaid & Healthcare Partnership (TMHP).

DH & ISS Billing

On March 1, 2023, day habilitation was replaced with individualized skills and socialization (ISS). To bill for day habilitation prior to March 1 and ISS after March 1, refer to the following unit information and prorating instructions.

Units:

· Day habilitation is a daily unit with a maximum of 260

· ISS is an hourly unit with a maximum of 1560

· 260 daily units of day habilitation equal 1560 hourly units of ISS

· The 1560 ISS unit maximum covers the extra day for leap year

Prorating instructions:

1. Determine how many days were used for day habilitation. (Example: 55 days used)

2. Subtract the number of days used for day habilitation from 260 (or the number of days requested) to determine the remaining days. (Example: 260 – 55 days used = 205 remaining days)

3. Multiply the remaining days by 6 (derived from dividing 1560 by 260) to determine how many hours remain to bill as ISS. (Example: 205 remaining days * 6 = 1230 ISS hours)

Other areas discussed were:

Dental Claims Units:  Providers must bill dental claims with the dollar amount as the units.

Example: If the billed amount is $100, enter “100” as the number of units.

If previous claims were paid incorrectly because the dollar amounts were not billed as units, providers can rebill correctly by performing adjustments on the paid claims. Refer to the “Adjustments” section of the Long-Term Care (LTC) User Guide for TexMedConnect for assistance.

Submitting Transfer Forms:  To avoid delays when submitting forms after transfers, the receiving providers should obtain confirmation that a transfer Individual Plan of Care (IPC) form is in Processed/Complete status before proceeding to the subsequent form

 

TMHP has received feedback from providers indicating additional support is needed. Resolutions regarding the most frequently reported issues may be found by reading the full alert.

 

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 19

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 18

January 28th, 2023

HCS and TxHmL Waiver Programs:  Trending Issue Support, Volume 17

Trending Support Issues, Vol. 17: Access to PDF R&S and 835 Electronic R&S Reports, R&S Report Information and Videos

Click on link below for full report

https://www.tmhp.com/news/2023-01-27-hcs-and-txhml-waiver-programs-trending-issue-support-volume-17

Highlights from Vol. 17

Providers are encouraged to use both the PDF version and the American National Standards Institute (ANSI) 835 electronic version of their Remittance and Status (R&S) Reports.

Providers can view and save the PDF version of their R&S Reports through TexMedConnect. The PDF files are available for 90 days following the publication date of the R&S Reports.

To access their ANSI 835 electronic R&S Reports, providers must submit an Electronic Data Interchange (EDI) Agreement and set up ANSI 835 access. In addition, providers must use an approved third-party billing software vendor from the following list. Providers can retrieve their ANSI 835 electronic R&S Reports dating back to when their submitter number was linked to their contract number.

Providers should refer to the 835 Long Term Care Companion Guide for more information about the 835 Electronic R&S Reports.

In addition:

Providers can refer to the Remittance and Status (R&S) Reports for LTC Providers Quick Reference Guide (QRG) for more information.

Additionally, a three-part educational video series is available on TMHP’s HCS and TxHmL YouTube playlist and discusses the following topics:

  • General R&S Report information and instructions for account administrators on how to set permissions for users to access R&S Reports (Part 1).
  • How to read and understand the first section of the R&S Report: Non-Pending Claims (Part 2).
  • How to read and understand the second, third, and fourth sections of the R&S Report: Pending Claims, Financial Summary, and EOB Codes and Descriptions (Part 3).

 

Approved 3rd party biller list

Don’t forget our friends at Millin Billing are on this list. Contact us at info@twogetherconsulting.com for assistance with getting a demo and discount on your rate.

January 15th, 2023

HCS and TxHmL Waiver Programs:  Trending Issue Support, Volume 16

Trending Support Issues, Vol. 16:  IPC Use as a Template button and Location Code Field on Individual Movement and IPC forms

https://www.tmhp.com/news/2023-01-13-hcs-and-txhml-waiver-programs-trending-issue-support-volume-16

**When creating IPC renewals, the Use as Template button can now be used to populate form data from the original form into the new form.  This is incredibly helpful to providers now and less time-consuming.

*Another major issue that slowed down transfers I believe with LIDDA’s and also caused glitches for providers, in terms of wrong locations noted in the dropdown menu and then not being able to revise those location errors was also addressed.  See “fix” below:

Effective January 13, 2023, a text box will replace the location code drop-down box on the following IMT and IPC form fields:

· IPC transfers (3608/8582) field 39a: Receiving Program Provider Location Code

· IMTs field 18: Location Code

· IMT Individual Update fields 122: Current Location Code and 123: New Individual Location Code

· IMT LA Reassignment field 111: New Location Code

The manually entered text will be validated upon submission to ensure that the submitted location code is valid for the provider. This enhancement will improve the overall system performance related to the location code fields.

The following item-by-item (IBI) guides have been updated to reflect enhancements:

For further information, contact the TMHP LTC Help Desk at 800-626-4117. Select option 1 and then option 7.

January 12th, 2023

HCS and TxHmL Waiver Programs:  Trending Issue Support, Volume 15

HCS and TxHmL Waiver Programs:  Trending Issue Support, Volume 14

Trending Support Issues, Vol 14:  PEMS Revalidation and Enhancements to updating effective date of some forms  : https://www.tmhp.com/news/2022-12-30-hcs-and-txhml-waiver-programs-trending-issue-support-volume-14

 

December 16th, 2022

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 13

Since May 2, Home and Community-based Services and Texas Home Living program providers, local intellectual and developmental disability authorities, and financial management services agencies billing on behalf of Consumer-Directed services have been submitting claims and forms to the Texas Medicaid and Healthcare Partnership (TMHP).

TMHP has received feedback from providers and LIDDAs indicating additional support is needed. Resolutions regarding the most frequently reported issues may be found by reading the full alert.

November 20th, 2022

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 12

Since May 2, Home and Community-based Services and Texas Home Living program providers, local intellectual and developmental disability authorities, and financial management services agencies, billing on behalf of Consumer-Directed Services, have been submitting claims and forms to the Texas Medicaid and Healthcare Partnership (TMHP).

TMHP has received feedback from providers indicating additional support is needed. Resolutions regarding the most frequently reported issues may be found by reading the full alert.

HCS and TxHmL Waiver Programs: Migration Trending Issue Support, Volume 11

The following is a list of common form submission statuses with descriptions and actions needed:

  • Pending DADS Review
    • Description: The form is pending Texas Health and Human Services Commission (HHSC) long-term care (LTC) staff review.
    • Action: 
      • Forms 8578, 3608, and 8582: For Change LON on Existing Assessment, renewals and revisions, the submitter may need to submit a review packet to the HHSC Utilization Review (UR) department. For questions and to provide supplemental documentation, submitters can contact the HHSC UR department at 512-438-5055 or email deskURLONIPC@hhs.texas.gov.
      • 8578, 3608, 8582, and 3615 Forms: For questions and to provide supplemental documentation about enrollments, transfers, or continuation of suspensions, LIDDAs can contact HHSC Program Eligibility and Support (PES) at 512-438-2484.
      • 3616 Termination Forms: For questions and to provide supplemental documentation, providers and LIDDAs can contact HHSC Program Eligibility and Support (PES) at 512-438-2484.
  • Suspensions Pending….. read more

 

October 17th, 2022

HCS and TxHmL Waiver Programs: Migration Trending Issue Support, Volume 10

-Portal Enhancements & 10/05/2022 Webinar Recording
Link to Vol 10:  https://www.tmhp.com/news/2022-10-11-hcs-and-txhml-waiver-programs-trending-issue-support-volume-10
All previous Trending Issue Support documents are also available at the link above as are other important notices and links to other migration-related resources.
Also, LTC on-line portal enhancements for HCS and TxHmL providers are coming soon.  For details go to: https://www.tmhp.com/news/2022-10-14-coming-soon-ltc-online-portal-enhancements-hcs-and-txhml-waiver-programs
The recording of the first TMHP and HHSC migration webinar can be accessed at:  https://attendee.gotowebinar.com/recording/8539536703755804930

October 7th, 2022

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 9

Since May 2, Home and Community-based Services and Texas Home Living program providers, local intellectual and developmental disability authorities, and financial management services agencies, billing on behalf of Consumer-Directed Services, have been submitting claims and forms to the Texas Medicaid and Healthcare Partnership.

TMHP has received feedback from providers indicating additional support is needed. Resolutions regarding the most frequently reported issues may be found by reading the full alert

 

-Preventing claim denials for invalid date spans

Claims billed with date spans may deny with one of the following explanations of benefits (EOBs):

F0126: Claim line items cannot span current fiscal years.

The new state fiscal year (SFY) runs from September 1, 2022, through August 31, 2023. Claims will be denied with EOB F0126 if they are submitted with line item dates of service (DOS) spanning the previous SFY ending August 31, 2022, and the current SFY. Providers and LIDDAs submitting claims with DOS spanning the previous and current SFYs should submit separate claims for each SFY.

F0326: Incorrect number of days billed for this service.

Services that only allow billing for individual DOS may be denied with EOB F0326 if they are billed with date spans. These services should be billed as separate line items for each service date.

 

September 11th, 2022

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 8

-Termination Forms Submitted by LIDDAs

For clients who have CDS services only, termination forms are submitted by LIDDAs. After form submission, LIDDAs need to contact HHSC Program & Eligibility Support (PES) to acknowledge and review the forms. LIDDAs can contact HHCS PES by calling 512-438-2484, faxing 512-438-4249, or emailing enrollmenttransferdischargeinfo@hhs.texas.gov.

Read more on the following items:

–Long-Term Care Online Portal Sessions Must Be Restarted Daily

–Using the “Resubmit to SAS” Button

Access to Electronic R&S and PDF R&S Reports

 

August 31st, 2022

Migration Trending Issue Support Vol 7:  

Please see the most current resolutions to migration issues at the link below.
https://www.tmhp.com/news/2022-08-30-hcs-and-txhml-waiver-programs-trending-issue-support-volume-7
Dual Entry into CARE & TMHP Systems:  Though previously sent to members, please review if you have not already:  https://www.tmhp.com/news/2022-08-25-reminder-about-dual-entry-care-and-tmhp-systems

August 16th, 2022

HCS and TxHmL Waiver Programs:  Trending Issue Support Volume 6

–Individual’s residential address in Individual Search

–“Pending LA Review” status and action needed

–Using the correct IMT Form to update the service coordinator (SC)

–HCS and TxHmL call queue

For  info on these trending issues see the following link:

https://www.tmhp.com/news/2022-08-16-hcs-and-txhml-waiver-programs-trending-issue-support-volume-6

August 13th, 2022

HCS and TxHmL Waiver Programs: Trending Issue Support  Volume 5

Since May 2, 2022, Home and Community-based Services (HCS) and Texas Home Living (TxHmL) program providers, local intellectual and developmental disability authorities (LIDDAs), and financial management services agencies (FMSAs) that bill on behalf of consumer-directed services (CDS) have been submitting claims and forms to Texas Medicaid & Healthcare Partnership (TMHP). TMHP has received feedback from providers indicating that additional support is required.

Here are the latest resolutions to trending issues below:

HCS and TxHmL Call Queue

Status:  When contacting TMHP, providers need to select option 1 then option 7 to enter the HCS and TxHmL Waiver Programs queue.  The full number is 800-626-4117, Option 1, then Option 7.

Location Code Issue

Resolution:  LIDDAs submitting Individual Plan of Care (IPC) transfers for clients were receiving incorrect location codes. This issue has been resolved. Providers that received an incorrect location code need to resubmit the IPC transfer.

See previous Volumes and info below:

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 4

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 3

HCS and TxHmL Waiver Programs: Trending Issue Support, Volume 2

HCS and TxHmL Waiver Programs: Trending Issue Support

Important Claims Submission Information for HCS and TxHmL Programs

LTC Online Portal Dashboard Accessibility Issue Resolved

IPC Forms 3608 and 8582 Issue Resolved

HCS and TxHmL FAQ Updates Available May 9, 2022, and May 23, 2022

Individual Plan of Care (IPC) Training Materials for HCS and TxHmL Waiver Programs

Now Available: HCS and TxHmL Programs Forms and Claims Submissions to TMHP

EVV Updates for the HCS and TxHmL Transition to TMHP for Claims Submission

 

June 1st, 2002

Resolutions to the most frequently reported issues may be found at the following link for TMHP issues concerning entering IPC’s, dual entry into CARE, submitting claims, and more:   “Trending Issue Support” Table

 

In addition, please see helpful links below including recent HCS/TxHmL FAQ’s in May of 2022.

View previous postings:

Employment First Assessment Tool: Meaningful Skills Development and Employment Services for ISS

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September 28th, 2023

On September 28, 2023, the Meaningful Skills Development and  Employment Services subcommittee of the IDD System Redesign Advisory Committee will meet at 1:00 p.m.  Members are encouraged to listen to the meeting which is accessible via webcast.   To view the agenda and link to access the meeting go to:  https://www.hhs.texas.gov/about/communications-events/meetings-events/2023/09/28/intellectual-developmental-disability-system-redesign-advisory-committee-idd-srac-meaningful-skills
The discussion will include an update on ISS, as well as on HB 4169 (88th session related to including pre-vocational services as a part of ISS) and SB 50 (87th session related to competitive and integrated employment).  The discussion regarding SB 50 will focus on the employment-first assessment tool.
IL 2023-22, Employment First Uniform Assessment Tool.  
 HHSC is hoping for the adoption of the rules by November 2023 at which time the assessment tool will be mandatory.  

TMHP Claims Vendor Contract Change Coming December 2024

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September 28th, 2023

Beginning December 2024 a third TMHP contract for Claims Processing and Adjudication and Financial Services (Claims) with Conduent State Healthcare, LLC(Conduent) will be implemented.

  • The TMHP Claims vendor will perform fee-for-service claim processing and fiscal agent responsibilities such as claim payment and recovery of overpayments.

TMHP claims processing will continue as-is until the new TMHP Claims contract is fully implemented in December 2024.

Remember, if you haven’t already, please sign up for GovDelivery to receive email updates and check tmhp.com regularly, and be on the lookout for HHSC providing more info about the transition prior to Dec. 2024..

HCS Provider Letters, Contacts and Resources

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September 13th, 2023

Home and Community-based Services (HCS)

 

Provider Letters/Provider Communications!!!

Click here for news, information letters (ILs) & provider letters (PLs).

Receive Emails from HHS Every Sunday

The Texas Health and Human Services Commission contracts with a company called Granicus to provide email updates, called GovDelivery. In accordance with your contract, and contracting rules at 40 Texas Administrative Code §49.302(g), you must subscribe to receive HHSC email updates, using this GovDelivery signup, and select Information Letters, Provider Alerts and the contract program type(s).

When you sign up for email updates, you are giving your information to both HHSC and to Granicus. When HHSC has your information, it is subject to the HHSC privacy policy. When Granicus has your information, it is subject to the Granicus GovDelivery privacy policy.

Contact Program Staff

Resources

COVID FAQ’s & Guidance

Infection Control & Vaccine Resources

HB 3720

State Rules (Title 40 Subchapter D replace with Title 26 part I  Ch 263 & 565)

Surveyor Review Tools and Forms
Additional Resources

VERY IMPORTANT:  Provider Enrollment Revalidation Requirements

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September 4th, 2023

VERY IMPORTANT:  Provider Enrollment Revalidation Requirements

Provider Enrollment Revalidation Requirements  https://www.tmhp.com/news/2023-09-01-reminder-provider-enrollment-revalidation-requirements

Providers must complete their revalidation enrollment before the end of their enrollment period. Providers can revalidate their enrollment in the Provider Enrollment and Management System (PEMS) up to 120 calendar days before their current revalidation due date.

Providers who do not complete the revalidation process by their deadline will be disenrolled from all Texas state healthcare programs, and claims and prior authorization requests will be denied.

Providers may find more information and begin their revalidations in PEMS through the tmhp.com website at tmhp.com/topics/provider-enrollment/how-apply-enrollment under “Determine Your Application Type.”

 

For more information, call the TMHP Contact Center at 800-925-9126.

Provider Requirements

Revalidating providers may need to provide fingerprints, submit additional documentation, or complete other screening requirements.

Providers may view and confirm their revalidation date and enrollment information in PEMS. To reduce application time, we encourage providers to have the following information available:

  • First and last name
  • Organization name
  • Social Security number
  • Date of birth
  • Employer’s Tax Identification Number and legal name
  • Licenses or certifications, if applicable
  • Identification for the provider and any person who meets the definition of owner, creditor, principal, subcontractor, or managing employee
  • Documentation related to disclosures, if needed
  • Additional documentation required for program participation

Providers revalidating an existing enrollment should continue to submit claims to meet their timely filing requirements.

Certain revalidating providers must pay an application fee. Please see: State of Texas Provider Types Required to Pay an Application Fee to determine which type of providers must pay the provider enrollment application fee and  for additional information, please look at the Texas Medicaid Provider Procedures Manual, Vol. 1, Provider Enrollment and Responsibilities

 

New Phone System-TMHP (HCS/TxHmL)

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September 5th, 2023

As of Sept. 5th, TMHP had implemented improvements to the phone system, including the Automated Inquiry System (AIS).

Here are some of the improvements:

A. Some of the menu options and messages have changed.

B.TMHP is adding direct transfers where applicable.

The new system has the ability to recognize menu options through touch-tone keypad selection or speech recognition to engage callers. For more information call the TMHP help desk at 800-626-4117

 

LONG Term Care 800-626-4117

Option 1 LTC Customer Service

Option 2 LTC Nurse

Option 3 EDI

Option 4 EVV

Option 5 Fair Hearing (Providers only)

Option 6 Third Party Liability (TPL) , Other Insurance (OI) , Update to MESAV

 

Customer Service Line: Option 1 (Sub-Options below)

Sub-Option 1 HCS/TxHmL Forms and Claims Inquiries

Sub-Option 2 MN

Sub-Option 3 Claims

Sub-Option 4 All Other Forms

Sub-Option 5 All Other Inquiries

Rates For HCS, TxHmL, ICF & DBMB Effective Sept. 1, 2023

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August 24th, 2023

Here are the rates effective Sept. 1st, 2023 for the following programs
HCS:  https://pfd.hhs.texas.gov/sites/rad/files/documents/long-term-svcs/2023/2023-09-hcs-rates.pdf
ICF/IID:  https://pfd.hhs.texas.gov/sites/rad/files/documents/long-term-svcs/2023/2020-09-icf-rates.pdf
TxHmL:  https://pfd.hhs.texas.gov/sites/rad/files/documents/long-term-svcs/2023/2023-09-txhml-rates.pdf
DBMD:  https://pfd.hhs.texas.gov/sites/rad/files/documents/long-term-svcs/2023/2023-09-dbmd-rates.pdf
Note:  The reimbursement rules which proposed changes to the Attendant Compensation Rate Enhancement programs and the mandated wage requirements for certain programs are also posted.
*HHSC removed the mandated wage requirement for group homes.
*HHSC did not remove the requirement from ISS.

HCS Survey Process Changes

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August 24th, 2023

Overview of the new HCS survey process 
See (PL) 2023-09 below
FYI, the letter from HHSC does not provide all the details about the survey process and does not address the provider-required HH quarterly visits and related expectations.
Providers may still have many questions and we urge you to contact your provider associations.  You can also feel free to contact us at: info@twogetherconsulting.com or javasbja@gmail.com and I will be happy to pass them on.
 As a reminder, the next HHSC webinar on this subject is September 28th, 2023.

Registration is available at:

https://apps.hhs.texas.gov/providers/training/HCS-TxHmL-Training.cfm

HHSC New HCS Provider Letter 2023-09 HCS Survey Process and Expectations

HHSC published Home and Community-Based Services (HCS) provider letter (PL) 2023-09 HCS Survey Process and Expectations on August 23. This letter provides guidance for HCS program providers on the revised HCS survey process that begins on September 1, 2023.

Read PL 2023-09.

August 16th, 2023

HCS Survey Process:

HHSC is preparing a provider letter for distribution to stakeholders to explain the revised survey process (i.e., the unannounced surveys – no more advance notice.

  • In addition,  it will discuss the new health and safety checks that will be conducted.
  • The letter should be issued before September 1, 2023.
  • The letter will explain the changes and what providers should expect.
  • We do realize there has been some confusion in what has been relayed previously at different times and the 3 IDD Provider Associates have requested a meeting to discuss these issues, which will take place on August 21st, 2023.

Person Centered Planning/ Practices Training Opportunities

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August 23rd, 2023

Person-Centered Training Opportunities

Our good friend at IntellectAbility, Patrick Lane has provided a link where providers or anyone else interested can register for online Person-Centered Thinking training.  FYI-this is a requirement in the HCS/TxHmLTAC rules for all persons who are a part of the development of the Implementation Plan (IP), to have this training within the first 2 year of hire.

Staff Member and Service Provider Requirements

The session is a $275 per person.

This is a 3-day series of zoom sessions, each 6 hrs long.

There are multiple live Zoom training dates listed, so take your pick.

https://replacingrisk.com/virtual-person-centered-thinking-training/ 

To learn more about IntelectAbility, here is their main website page https://replacingrisk.com/

 

HHSC Person-Centered Planning/Practice Training Information

What Training Is Required?

Online Introductory Course

The Texas Health and Human Services Online Introductory Course is appropriate for any member of the planning team, including:

  • Legally authorized representatives
  • Family members
  • Friends
  • Nurses (required in some instances)
  • Behavior specialists (required in some instances)
  • Employment specialists (required in some instances)
  • Attendants (required in some instances)
  • Direct support professionals (required in some instances)
  • Anyone asked to be a member of the planning team

Note: To access and complete this free online training, please go to the HHS Learning Portal, create a user login, and follow instructions to complete the training.

 

Person-Centered Thinking Classroom Course

To register for the Person-Centered Thinking 2-day classroom course, please go to the HHS Learning Portal, create a user login, and follow instructions to register for a class that is most convenient to your location. Begin Training An introductory course also is offered by DirectCourseOnline. The online offering includes courses in Person-Centered Counseling (PCC) and Person-Centered Thinking and Practice. There are 12 lessons in all.

2-Day Online Training for Person-Centered Training (with virtual classroom).  Be sure to sign up for the e-learning portal from HHSC, if you have not done so already, before taking the course.

HHS Approved Full Training

The following training is approved by Texas Health and Human Services for people required to take the full training, specifically case managers, service managers and service coordinators. If you would like to submit a training course to HHS for approval, email: Medicaid_HCBS_Rule@hhsc.state.tx.us. Remember to keep your training certificate.

Provider Resource: ADP Payroll & HR Services

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Get Your Promotions for Becoming A New ADP Client:

 – 1st  3 months free 

 – Other Discounts Available!

*Please Let ADP know how you found out about their services to get your 1st 3 months free!

 

August 21st, 2023

Twogether Consulting strives to find a variety of good resources for our IDD providers and hope that ADP may be able to help some of you out there with Payroll and HR needs.

Our newest contact from ADP is, Sophia Luna. She is the Small Business Consultant For Central Texas.  She is located in the Austin Area, but can help you with your business needs anywhere in Texas  She can assist our HCS/TxHmL/ICF & ISS providers that have 50 or fewer employees, although she is able to refer those with more than 50 employees to an appropriate consultant from ADP.  ADP works with many partners that may be able to help with ADP packages and partners to work with you on your HR concerns such as employee onboarding/new hire process and keeping track of background checks (including monthly OIG/LEIE checks) and tracking employee training-initial and renewal, EVV (Electronic Visit Verification), and assistance with your 1099 contractors.  In addition, some of the other needs we see from our providers are help with finding insurance (they have great insurance brokerage partners) as well as general policies and procedures that ADP can assist with or provide some resources.

Sophia is our main provider liaison with ADP and she also works with other health related programs such as home health agencies, hospice ahd behavioral health programs.  Some of you may also be providers of these services as well, so please don’t hesitate to reach out to her..

Sophia’s contact info: 956-648-1265 and his email is, Sophia.Luna@ADP.com

Tanner Harmon is our ADP contact for programs with 50 + employees.  You can contact Tanner at 214-802-6966 or his email is Tanner.Harmon@ADP.com

 

 

November 15th, 2021

From Stevie Laas at WorldMarket  (ADP Company/Partner):

WorldMarket Platform Overview-Youtube video

1099 Solutions

“When I think of clients in the healthcare industry, we know they are facing a few outside factors:

 With the aging population there is a greater demand for services in nursing facilities and home health

 Healthcare services companies are looking to quickly onboard and maintain talent pools of highly skilled health professionals

 These organizations are facing inefficient and outdated solutions to maintain 1099s resulting in increasing administrative burden

 Due to the nature of this sector, utilizing secure and reliable systems are important to stay in compliance.”

WorkMarket can help in a many ways. A few that stand out:

  • Streamlined onboarding
  • Automated vetting to quickly ensure all workers have up to date and accurate certifications, background checks, etc
  • Streamlined payment process that allows flexibility on payments, as often as daily pay if needed
  • Compliance safeguards
  • Year-end 1099 administrative burden offloaded so the business can focus on generating revenue

I have included a few items that will help give you an overview of WorkMarket. Please see the 2 attachments. This video is also a quick way to highlight what we do for clients. WorkMarket Overview  Keep in mind, the system is very customized so not all clients would need everything outlined in the video. We build it out to be specific to what they need!

Stevi Laas/Enterprise Sales Executive   
Cell: 830 708 3384
Stevi.Laas@adp.com

WorldMarket At A Glance PDF

 

 

September 13th, 2021

Attention:
ADP  has provided Twogether Consulting and our clients with some new information that many of you may be interested in hearing about, regarding 
 The Summary of the Executive Order from President Biden:  Vaccine Mandate and what it means to employers. 
Below is the ADP link that discusses how they are helping companies track all of what they are expected to put in place, based on the new vaccine mandate
 
https://mediacenter.adp.com/2021-09-13-ADP-Bolsters-Return-to-Workplace-Mobile-Solution-with-COVID-19-Test-Result-Tracking
 
Here is the link to PDF Handout as well:   ADP’s Informational Handout About the Vaccine Mandate From President Biden.  

Employees Returning From COVID-19

As more people continue to return to the workplace, ADP is excited to share tools that are designed to help them, and their people transition back safer, easier, and more effectively. To ensure we are consulting our clients on the best solutions for their business, we are constantly evaluating our preferred vendors. As a result, Twogether Consulting has developed a relationship with ADP where our clients will receive preferred pricing. Our local point of contact, Katie DeMayo, consults with small businesses to streamline their payroll and HR processes, to help them improve their cash flow, retain high-quality employees, and keep businesses in compliance from an HR perspective.

Please check the following items that you would like information on:

  • Payroll Processing
  • Direct Deposit
  • Medical and Dental Benefits                                                                                 
  • Employee Background Checks
  • Employee Handbook
  • Workers Comp Insurance Pay as you go system: Helps you manage cash – you pay for what you owe per payroll with NO prepay in advance and no worry of the unknown audits
  • Web-Based Time and Attendance system: Time clocks that interface directly into payroll (eliminate keying)
  • 401k Plan/SEP/Simple IRA plans: We do plan documentation, investing and all necessary year-end reporting
  • Section 125 Premium Only Plan: Pre-tax medical/dental
  • Compliance Posters: Employer mandatory Federal, and State labor law posters

Click here for ADP’s COVID-19 Resource Center


How is ADP addressing Covid-19 with their clients?  See links below:

Don’t forget if you are trying to develop training and policies around Covid-19, ADP can help!!

https://www.adp.com/about-adp/data-security/client-resources/adp-covid-19-preparedness.aspx

https://www.adp.com/spark/articles/2020/03/covid-19-protecting-your-employees-and-business.aspx

http://chrome-extension://oemmndcbldboiebfnladdacbdfmadadm/https://www.adp.com/-/media/who%20we%20are/pdf/business-resiliency-brochure.ashx?la=en&hash=0125A6ECCCF06EDBF9E503030B18EA7023358032

 

 

Please Fill Out The ISS Survey!

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August 16th, 2023

 ISS Survey From July 2023:
HHSC posted a survey (9 questions) asking comprehensive service providers to complete.  The survey is intended to gather information about ISS network adequacy and to determine what, if any changes, are needed.   CMS  is hoping to use the data to find out how the transition is going.
HHSC stated that it only received 262 responses, some were incomplete, and some were completed by an ISS only (independent ISS) provider.
Action Needed:  HHSC is reopening the survey and asked that we urge all of our members who are comprehensive survey providers (not independent ISS providers) to complete the survey.  The deadline for completing the survey is August 31, 2023. 
https://www.surveymonkey.com/r/RGNNNCL

 ISS Remediation & Validation Process

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August 15th, 2023

Remediation & Validation Process

 This is a process of performing on-site visits to determine compliance by ISS providers, with certain HCBS Settings rules and other rules:   HHSC reviewed the process and the assessment tool being used.  Here is the information letter sent out previously. IL-2023-28  https://www.hhs.texas.gov/sites/default/files/documents/il2023-28.pdf
Please note the information about the required attestation form that must be completed by all ISS providers.
  If you are an ISS provider and have not completed the attestation, please do so.

New Quarterly HH/CC On-Site Visits/Reviews

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August, 15th, 2023

Compliance with new rules in Ch 565 on additional oversight for HH/CC service providers & Individuals receiving services

  • Concerning the now required quarterly HH/CC On-site Visits to review specific areas that providers must conduct, providers have expressed concerns about HH/CC service providers being very upset with this new change of more oversight by the provider and HHSC, and they have concerns that it will be too intrusive.
  • There are also concerns that this will be an added cost to the provider to add these additional visits..  HHSC has explained that the purpose of the change was to ensure the health and safety of persons receiving HH services.  
  • HHSC stated they would discuss the increased cost matter, as well as the concerns about the type of documentation surveyors would expect providers to maintain as evidence that the visits were made, internally and follow up with providers.
  • HHSC also stated that as the rule is new, there is no expectation (at least for now) on behalf of Regulatory that providers should have already initiated the visits!
  •   Surveyors will expect to see a plan of action or schedule for conducting the visits.

HELPFUL TIPS: For Individualized Skills & Socialization (ISS) Providers

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July 31st, 2023

Just wanted to post some helpful tips for all of the new ISS providers out there. 

#1. Be sure you date your ISS policies, and specifically for any Evacuation &/or Emergency Response Procedures  When you revise them, show the revision dates on those policies. ISS Service Providers can receive a violation from the survey team for not doing so.

#2. Be sure to get with your local emergency response coordinators in your areas, to help you with developing your Evac/ER Response procedures.

#3  Be sure to utilize a Hazard Valuation Assessment Tool to evaluate the potential hazards and issues for emergencies that occur in your area (fire, flood, hurricane, tornado, earthquake, chemical spills, active shooters, etc..) and assess how you are preparing currently and again re-assess after any emergencies to see how your ISS facility did in responding to the situation and how you could improve.

#3. Be sure you review your ISS policies and procedures and discuss how you will implement those policies and/or procedures, as part of the implementation process involves training staff/employees.

 

For example:

  1. Can you show in-service/training resources or material used to teach employees about what is expected for documenting ISS services or documenting critical incidents?
  2. Can you show that employees are trained on how and where to report critical incidents?
  3. Can you show what resources you will use to train the staff about fire drills, fire evacuation, and other emergency protocols for the facility, including during off-site ISS?
  4. Can you show how you trained employees on the complaint process and the individuals in the program or about Abuse, Neglect and Exploitation and how to report it?

 

We will continue to add “TIPS” for ISS Service Providers periodically on this page!

Abuse, Neglect, & Exploitation Training for ISS

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July 6th, 2023

If you need some help with training your On-Site and Off-Site ISS staff on Abuse, Neglect, and Exploitation, Twogether Consulting has developed a short 45 min-1hr training to address everyone from direct support staff at your ISS to your Administrator.

Included are but not limited to: definitions of Abuse (Physical, Mental, and Sexual), Neglect, Exploitation, and Mistreatment as well as signs and symptoms of each one of these. This session also discusses who to report to, CII (Critical Incident Intake), and some discussion about the 3613-A  PIR (Provider Investigation Report) Form, as well as which other critical incidents need to be reported to CII.

We provide handouts, ppt with narrative and recording of the training.  You will need to have your staff sign off on training inservice/signature sheet for proof of training or contact us to discuss other options

(we can set it up as a scheduled pre-recorded webinar for you and staff. Each person registered will receive a certificate at the end of watching the entire video and filling out the post-test or post-survey).

Cost:  $75

You may use this general payment link to pay and notify us before doing so, so we can send you the training once payment is made. Or you may ask to make payment via Zelle or our business Venmo account.

TxHmL & CFC Certification Standards-New TAC Rules-Adopted

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June 20th, 2023

TxHmL & CFC Certification Standards Adopted 
As of June 21st, 2023 the new HCS & CFC Standards will be effective.
These rules were transferred from Chapter 9 to Chapter 566, including both newly added rules (Ch. 262) and rules from Chapter 9  which have been revised to ensure clarity.  HHSC intends to post an Information Letter regarding the rules which will review each section of the rules in the document we have included below, as well as, those rules which have been removed.
HHSC will also conduct several webinars to review the rules with providers.  Providers can already register for the webinars.
July 5th from 11:30 a.m. to 1:30 p.m.
July 11th from 4:00 p.m. to 6:00 p.m.
To register, go to:  https://apps.hhs.texas.gov/providers/training/HCS-TxHmL-Training.cfm

 

-The rules describe the following certification standards

Service Delivery

Requirements related to abuse, neglect, and exploitation

Staff Member and Service Provider requirements

Quality Assurance

Prohibitions

ERS

Other Program Provider Requirements

And more

Medicaid Resource: State Strategies & Programs To Support Adults with IDD & Their Caregivers

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July 25th, 2023

Thought I would share this information from a recent Linkedin post I received.

“Centers for Medicare & Medicaid Services (CMS) offers this resource for state Medicaid and partner agencies seeking to address the needs of adults with intellectual and developmental disabilities (I/DD) and their aging caregivers with the aim of improving access to high-quality home and community-based services (HCBS) for people eligible for Medicaid. This resource synthesizes information on innovative state strategies and programs designed to strengthen supports for adults with I/DD and their aging caregivers.”

*Interagency Partnerships & Relationships
*Engagement and Navigation Supports
*Person- and Family-Centered Systems of Support
*Planning for the Future
*Data Resources

Click on link below:
https://lnkd.in/gVFNf6vg

HCS & CFC Certification Standards-New TAC- Adopted- Effective June 21st, 2023

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June 19th, 2023

HCS & CFC Certification Standards Adopted 
As of June 21st, 2023 the new HCS & CFC Standards will be effective.
These rules were transferred from Chapter 9 to Chapter 565, including both newly added rules (Ch. 263) and rules from Chapter 9  which have been revised to ensure clarity.  HHSC intends to post an Information Letter regarding the rules which will review each section of the rules in the document we have included below, as well as, those rules which have been removed.
HHSC will also conduct several webinars to review the rules with providers.  Providers can already register for the webinars.
July 5th from 11:30 a.m. to 1:30 p.m.
July 11th from 4:00 p.m. to 6:00 p.m.
To register, go to:  https://apps.hhs.texas.gov/providers/training/HCS-TxHmL-Training.cfm

 

-The rules describe the following certification standards

Service Delivery

Rights of individuals

Requirements related to abuse, neglect, and exploitation

Staff Member and Service Provider requirements

Quality Assurance

 

-In Addition:

Requirements from The Residential Checklist

New Requirements for Emergency Preparedness, Fire Drills, and Evacuation Drills in all residential types in the HCS program.

The Rules will have increased oversight of HCS host home/companion care homes

There is a clarification of Restraint and Seclusion Requirements

Adds language for Restricting the Use of Enclosed Beds.

 

-In addition, there is the modification of The HHSC surveyor requirements that will allow for survey flexibility as the HCS waiver program evolves.

Recent Legislative Bills Passed during 88th Legislature

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June 15th, 2023
 Legislative Bills: 
The following 3 bills passed by the 88th Legislature were discussed:
~   HB 4169 (Price) relating to prevocational services:  The bill directs HHSC to either add pre-vocational services as part of ISS or to create a stand alone pre-vocational service.
Access to HB 4169:  https://capitol.texas.gov/tlodocs/88R/billtext/pdf/HB04169F.pdf#navpanes=0
~  HB 54 (Thompson) relating to increasing the personal needs allowance of persons in a nursing home or ICF/IID from $60/month to $75/month.  HHSC was not able to confirm if there would be an adjustment to the rates to account for the increase.  HHSC stated it will research and get back to us.
Access to HB 54:  https://capitol.texas.gov/tlodocs/88R/billtext/pdf/HB00054F.pdf#navpanes=0
HB 54 Analysis:  https://capitol.texas.gov/tlodocs/88R/analysis/pdf/HB00054S.pdf#navpanes=0
~  HB 1009 (Turner) relating to criminal history background checks.  The bill applies to HCS group homes only.  Though providers are not opposed to the checks the bill now requires federal checks including fingerprinting.  [The bill itself does not mention fingerprinting,  It does though reference obtaining DPS ‘electronic updates’ which is the trigger for or prompts the need for fingerprints.] External workgroup members expressed concerns with the requirement ranging from the cost (which was not funded) to the length of time it takes for federal checks to be completed.  HHSC was not clear on what it would do with the concerns expressed. We fully anticipate there will be more conversation with HHSC about this bill.
Access to HB 1009:    https://capitol.texas.gov/tlodocs/88R/billtext/pdf/HB01009F.pdf#navpanes=0

NewTMHP Portal Enhancement Training Information HCS/TxHmL

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June 15th, 2023

New Portal Enhancement Training Information:

More Info and Registration

From the TMHP website:

“Registration is now available for two training webinars to discuss the Long-Term Care (LTC) Online Portal enhancements for Home and Community-based Services (HCS) and Texas Home Living (TxHmL) Waiver Programs. The webinars are offered by the Texas Medicaid & Healthcare Partnership (TMHP).

A TMHP training services representative will conduct the webinars, which will include question-and-answer sessions. During the live webinars, attendees can access training materials and submit questions.

Note: Attendees should already be familiar with the LTC Online Portal. Those who are not familiar with the portal should complete parts 1 and 2 of the LTC Online Portal Training for HCS & TxHmL Waiver Programs Webinar in the TMHP Learning Management System (LMS) before participating in the enhancements webinar. A TMHP LMS account is required to access and view these recordings. Note that webinars are no longer accessible through Internet Explorer. The preferred browsers are Google Chrome or Microsoft Edge.”

For HCS and TxHmL Providers Webinar

Select one of the following dates to register:

Tuesday, June 20, 2023, 10 a.m.–11:30 a.m.

Tuesday, July 11, 2023, 10 a.m.–11:30 a.m. (repeat)

 

Note: The webinars will not provide billing training.

For information about TMHP billing, refer to the “Claims Resources” section of the 1915(c) Waiver Programs Reference Material web page.

For more information, email TMHPWebinarSupport@tmhp.com, or contact the TMHP LTC Help Desk at 800-626-4117 (select option 1 and then option 7).

HCS Certification Rule-Transfer from Ch.9 to Ch.565 -June 21st, 2023

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June 14th, 2023

New!

HCS Certification Rule:  HHSC announced that the rules being transferred from Chapter 9 to Chapter 565 will be published in the June 21, 2023 Texas Register 
The announcement will be accompanied by an Information Letter.
According to HHSC, the letter will explain rules and specify which rules are new, which have been revised to ensure clarity and which have been removed.
**In addition, HHSC will conduct several webinars to review the rules with providers.
Providers can already register for the first webinar, to be held July 5th from 11:30 a.m. to 1:30 p.m.,  at:  https://apps.hhs.texas.gov/providers/training/HCS-TxHmL-Training.cfm

mySchedules Training Webinars & Other Resources From MITC

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May 13th, 2023

“The labor shortage has made it more important than ever to manage available resources effectively. Allowing existing employees to view and request open shifts can be a big help to over-stressed managers.”

Our friends at MITC have asked us to share some information on one of their very important resources, scheduling software for your shift staff in group homes and employees in general.  Please check all their info below and feel free to go to their website for more info on their other products for IDD providers and service providers.  https://mitcagencies.com/

myScheduling is just one of the tools from MITC that might be helpful to both IDD  providers (i.e. HCS, TxHmL and ICF) as well as Day Hab/ ISS (Individualized Skills and Socialization) and Supported Employment Providers

Check out some of their previously recorded videos at the links below.

Make Scheduling Easier! Let Employees Request Extra Work 01/12/23

Scheduling for Group Homes and In-Home Programs 03/02/23

How a Provider with 2,000 Employees Deployed mySchedules 04/13/23

 

Download These Fact Sheets:

mySchedules

Integrating mySchedules with Kronos and Other Time and Attendance Systems

Client Scheduling

Integrating Maps and Mileage into Scheduling

Encouraging Employees to Request Extra Hours

UPCOMING EVENTS & WEBINARS

 

Webinar: Using Scheduling to Share the Work Around

Jun 8 @ 2:00 pm – 3:00 pm ET

Allowing existing employees to swap shifts and request extra hours can be a big help for over-stressed managers. It also helps retention!

Learn more about allowing employees to swap shifts and request extra hours.

Register Here

Webinar: Client Profiles: A New, Easier, Cheaper Way to Manage EHR

Jun 15 @ 2:00 pm – 3:00 pm ET

Looking for a modern, more affordable Electronic Health Records system? Client Profiles is the easier and cheaper way to manage EHR, and has already proved popular with providers.

The latest technology is used to provide unrivaled flexibility to share information but restrict access on a need-to-know basis and generate user-defined alerts.

Learn more about how your agency could benefit from Client Profiles.

Register Here

 

Webinar: Managing Community and Facility-Based Programs

Jun 22 @ 2:00 pm – 3:00 pm ET

The day-to-day job of managing community, day and facility-based services has become more complex in recent years as providers are encouraged, incentivized or mandated to transition to community-based services.

Learn about technology other agencies have used successfully to tackle issues in community and facility-based programs.

Register Here

 

Scheduling Webinar Presented By MITC For Texas (HCS/TxHmL/ICF/ISS Providers)

Hosted by Twogether Consulting

June 26, 2023 @ 12:00 pm – 1:00 pm CT

Twogether Consulting is happy to have Jonathan Morris with, MITC (Staff & Client Solutions), to discuss some of the management solutions they offer providers concerning scheduling and staffing. This session may be of particular interest to those of you who are newly licensed ISS (Individualized skills and socialization) providers in the state of Texas and many of you who may be HCS (Home & Community Based Services) & ICF/IID (Intermediate Care Facilities For Individual With Intellectual Disabilities) providers with group homes. MITC’s staff and client solutions are designed for providers working with the IDD population and behavioral health communities. In this presentation, we will also touch on some other services such as EVV (Electronic Visit Verification) solutions from MITC concerning Texas providers.  This is a wonderful resource for IDD service providers and waiver programs. Jonathon is part of our free webinar series for the month of July 2023.

Register Here

 

 

Webinar: New Ways to Ensure Documentation Gets Captured

Jun 29 @ 2:00 pm – 3:00 pm ET

Capturing documentation in a timely manner is a task many providers struggle with. Luckily, there are plenty of ways to improve documentation capture, so providers can use one that works best for them.

Learn about the different ways your agency can ensure documentation is captured.

Register Here

Managing Group Homes? Calculate Your Payroll Savings Opportunities

With payroll costs rising, agencies need better control over time and attendance. These seven features all help to minimize unauthorized attendance. The latest time and attendance software provides agencies methods to not only collect payroll but also control payroll.

Use this spreadsheet to estimate your potential savings.

Not all these new features will work for every agency, but customers using some of these features are telling us it is saving them thousands of dollars a year. Don’t miss out!

  1. Stop employees clocking-in early using schedules
  2. Stop employees clocking-in early using job restrictions
  3. Stop employees clocking-in on block-out dates
  4. Stop employees clocking-in in overtime without permission
  5. Stop employees clocking-in if client is over authorization
  6. Worried about buddy punching and fake employees? Use two-factor authentication
  7. Track whether managers and employees are colluding to inflate payroll

Email agencysuccessteam@mitcsoftware.com to discuss your potential ROI.

“MITC’s Staff and Client Solutions are designed specifically for providers serving the I/DD and behavioral health communities.
MITC’s solutions are perfect for agencies that manage group homes, HCBS, or day, vocational, and supported employment programs!  Because we’ve worked with thousands of agencies like yours, MITC delivers the most cost-effective solutions that lead to lower payroll costs, higher performance, and compliance with state and DOL regulations.”

 

Reminder: Implementation Plan Form 2125 (HCS/TxHmL)

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June 5th, 2023

Form 2125 from HHSC used int the HCS and TxHmL programs as the Implementation Plan form, was updated in Oct. 2022.  The form currently has a box to check this document if consent was obtained from the individual or LAR concerning receiving services via Synchronous Audio Visual Technology .

Per standards of care, any professional therapy service or nursing service delivered using synchronous audio-visual technology must be clinically appropriate, safe, and agreed to by the individual receiving services or by the LAR. Synchronous audio-visual technology requires consent from the individual or LAR. Verbal consent is permissible and should be documented in the individual’s record. Providers must ensure that the appropriate consent box on the IP is checked.

Important Reminder: Consent For Synchronous Audio-Visual Technology

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June 5th, 2023

Just A Reminder About Consent For Synchronous Audio-Visual Technology

Revision 22-3; Effective Oct. 19, 2022

As appropriate for the individual and as permitted by service-specific requirements, the modalities for delivering services to an individual includes:

  • In-person
  • Synchronous audio-visual
  • Audio only

In addition to meeting service requirements, providers must defer to the needs of the individual receiving services, ensuring the mode of service delivery is accessible, person-centered, and not driven by provider convenience.

Per standards of care, any professional therapy service or nursing service delivered using synchronous audio-visual technology must be clinically appropriate, safe, and agreed to by the individual receiving services or by the LAR. Synchronous audio-visual technology requires consent from the individual or LAR. Verbal consent is permissible and should be documented in the individual’s record.

****In addition:  The Providers must ensure that the appropriate consent box on the IP is checked.  (if you don’t use the IP form and you have another version, this information will have to be included as part of your IP.)

IDD Ombudsman “Client’s Rights & Complaints”

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May 28th, 2023

When to Call the IDD Ombudsman

The IDD Ombudsman receives complaints from individuals, family members, and the general public about the care, treatment, or services provided to an individual. Individuals receiving services or family members of the individual may prefer to call the IDD Ombudsman to assist in resolving an issue rather than speaking with their LIDDA service coordinator (SC) or HCS provider.

(In addition, if you are not sure where to make a complaint or who to make a complaint to, as it may not apply specifically to a specific individual in your program, the IDD Ombudsman will generally help you find out who you need to talk to.)

A complaint may be reported to the IDD Ombudsman by anyone by calling 1-800-252-8154 between 8 a.m. and 5 p.m. Monday through Friday.

                                                                                                                  OR

Email: OmbudsmanIDD@hhsc.state.tx.us.

Online: Submit your question or complaint online

Mail: Texas Health and Human Services Commission
IDD Ombudsman
P.O. Box 13247
Austin, TX 78711-3247

Fax: 888-780-8099

 

.

For Your Information:  Rights Booklet and Handbook For Individuals In The HCS Program

The rights booklet, described in 40 Texas Administrative Code (TAC) §9.190(e)(2) and the rights handbook, described in 40 TAC §4.117(c) may be found on the HHSC website at https://hhs.texas.gov/about-hhs/your-rights/office-ombudsman/hhs-ombudsman-publications.

The booklet and handbook may also be obtained from HHSC by sending an email to OmbudsmanIDD@hhsc.state.tx.us.

Or click on the links below to download a copy

Resources for people with intellectual or developmental disabilities:

Resources for anyone looking for help resolving a problem concerning HHSC services:

 

Reminder: Complete Attestation & Reporting For HCBS Provider Retention Payments To Prevent Recoupment

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May 27th, 2023

 Attestation and Initial & Final Reports

 HHSC’s Home and Community-Based Services (HCBS) Provider Retention Payments are part of the HHSC ARPA (American Rescue Plan Act) Spending Plan. These “Retention Payments” were meant to be a temporary rate add-on on eligible service claims with dates of service from March 1, 2022 to August 31, 2022, to agency providers and consumer-directed services (CDS) employers.

HHSC adopted 1 Texas Administrative Code Section 355.207 governing the ARPA HCBS Provider Retention Payments, including the attestation and reporting requirements. Eligible providers who receive the add-ons but fail to complete the required attestation and reporting will be subject to recoupment of the associated payment add-ons.

HHSC has updated the ARPA HCBS Provider Retention Payments Compliance List on the Provider Finance Department (PFD) website. The list of providers who have submitted an attestation and reporting requirements will be updated every 14 calendar days until the attestation is closed.

 Failure to comply will result in recoupment.  Please check HHSC’s most current HCBS Provider Retention Payment compliance list to be sure it accurately reflects your submissions. The list is available at:  https://pfd.hhs.texas.gov/sites/rad/files/documents/long-term-svcs/arpa-hcbs-list.pdf

If you are an eligible provider who is not yet in compliance, please visit the PFD website to access and complete the attestation and reports. The deadline for the attestation and reports is 90 calendar days after the federally-declared COVID-19 PHE expired.  The federally-declared PHE expired on May 11, 2023.  The deadline for the ARPA HCBS Provider Retention Payments attestation and reporting has been extended to August 9, 2023.

For more information regarding ARPA HCBS provider recruitment and retention payments, please visit the PFD website.

Webinar From ANCOR: What You Need to Know to Comply with Wage and Hour Laws Now that the Public Health Emergency Has Ended

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May 10th, 2023

The PHE is Over, Now What?  What You Need to Know to Comply with Wage and Hour Laws Now that the Public Health Emergency Has Ended

 

Check out this webinar from ANCOR. This webinar does have a registration fee.  It is open to members and non-members of ANCOR!

Wednesday, May 24, 1-2 pm EDT

“The Impact of the PHE Unwinding On Wage and Hour Compliance”

A clock and a calendar.
Now that the public health emergency (PHE) has ended, providers are navigating how to unwind from emergency flexibilities and funding—both of which may have implications regarding compliance with wage and hour laws.
For example, many states included reimbursement rate increases or hazard bonuses for direct support professionals through time-limited Appendix Ks or American Rescue Plan Act funding, and the rules governing these pay increases may be viewed differently now compared to during the PHE.
Through the unwinding, it is critical that providers have a clear understanding of when to exclude and include increases from overtime pay calculations and remain in compliance when discontinuing the use of premiums.
To help you make sense of it all, this webinar will provide participants with a better understanding of the Fair Labor Standards Act, with emphasis on emerging topics from the unwinding of the PHE.

Presenters

  • Lydia Dawson, J.D., Director of Policy, Regulatory and Legal Analysis, ANCOR
  • Eileen Maguire, J.D., Attorney & Legal Advisor, Gilliland, Maguire & Harper, P.C.

Direct Care Careers Connect Coming Soon!

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May 15th, 2023

New Tool To Help Providers & Direct Support Staff/Community Attendants With Employment!

HHSC is launching Direct Care Careers Connect to help community attendants and employers connect beginning June 1, 2023.

The online platform will allow community attendants to list work history, skills, certifications, trainings, and other job qualifications. Employers will be able to post job descriptions, job specifications, and other information to help find quality candidates. Employers can also contact job candidates about posted positions.

HHSC does not play a role in the hiring process.

HHSC invites community attendants and employers to use this new online platform at no cost. Alternative terms for community attendants can include: attendant; care attendant; caregiver; direct care staff; direct service worker; direct support; home care attendant; home health aide; patient care assistant; personal care assistant; personal care attendant; special caregiver; care assistant; direct support professional; or direct care staff.

(Host Home/Companion Care Providers would seem to fall under this, but I am unclear at this time. I would contact the email below to ask.)

Email any questions to HHSCOfficeofDisabilityServicesCoordination@hhs.texas.gov.