0
California Contact Information
California MAA Helpline
Phone: 888.523.6110
Email: [email protected]
CA – AcceliSURVEY User Guide 1
Code 1 = Direct Educational Services: Teaching, routine parts of job that are specific to schools and students only!
Code 12 = Coordinating Translation Services and Actual Translating: Must have 3 entities present (either people or written form)
Code 2 = Direct Health Services: Therapy, assessments, routine parts of job specific to schools
Code 14 =
Non‐student specific/Interagency and Intra‐agency Coordination/School or District Wide Activities:
Adding Medi‐Cal covered health services that can benefit anyone not just one person
Code 4 = New or First Time:Referring someone to a Medi‐Cal covered service they don’t already have
Code 15 = To be used for MAA Coordination Only:Filling out MAA form/Getting Assistance with MAA process/Reviewing MAA materials
Code 6 = Medi‐Cal Application process only: Completing the application – Medi‐Cal/Healthy Families only!
Code 16 = Paid Time off/Time Survey Completion: Must be paid time off (jury duty, sick leave, personal necessity) Filling out MAA form, getting assistance, reviewing materials
Code 8 = Student Specific/On‐going or Known Activities: Making sure a specific student’s known Medi‐Cal covered health needs are being met
Code 16 =
Administrative Time:
Activities that are not specific to schools – exist in every job market (evaluating staff, facilities, non‐educational meetings, non‐instructional policies & procedures, board meetings, personal expense claims, negotiations)
Code 10 =
Scheduling or Arranging Only:
Transporting is a direct service – this is arranging transportation to a Medi‐Cal covered service only!
Code 12 = Coordinating Translation Services and Actual Translating: Must have 3 entities present (either people or written form)
Time Survey Periods 2012 ‐ 2013 2012 Through 2012 Through 2013 Through 2013 Through 2013 2013 2012 2012 Samples are crucial to your time survey and justify what you are doing that is Med‐Cal covered HEALTH related. They show that the activities being performed are due to the health needs or services for students (social, emotional, behavioral, mental, and physical). Wording is essential and must make sense to everyone – even those who do not work in schools. Since the activities are Medi‐Cal covered health related they must contain health wording
not the educational wording and acronyms we are used to. Whowho did the activity pertain to? did you perform the activity with and
What activity was being performed?
Why was the activity being performed?
Where did the activity occur?
Sample:
“I discussed the ongoing mental health service plan for a student with the parents, mental health
counselor and school psychologist to maintain consistency of the mental health services being delivered at school during an IEP meeting”.
CA – AcceliSURVEY User Guide 2
INTRODUCTION
The purpose of the time survey is to allow your school district to participate in the California Medi‐Cal Administrative Activities (MAA) Program.
Many of the activities performed by school district staff meet the claimable criteria for MAA. The primary purpose of administrative claiming is to reimburse school districts for these activities, where allowed.
Time reporting is required in order to accurately assess what percentage of time staff spend on claimable administrative activities. The time survey is a time reporting tool that produces statistically valid results that identify the percentage of staff time spent on these administrative activities.
Your participation in the MAA program will help provide significant Medi‐Cal reimbursements to your school. These funds go directly back into your school's operating budget to help fund salaries, new equipment, smaller class sizes, and other important programs that will impact the quality of education that your students receive.
This manual is your reference guide for AcceliSURVEY, Accelify’s proprietary Time Survey system. AcceliSURVEY provides an automated, user‐friendly interface that allows you to quickly and easily document the activities of the time survey week.
Thank you for your participation.
Accelify
www.accelify.com
CA – AcceliSURVEY User Guide 3
TABLE OF CONTENTS
How to Log In Page 4
AcceliSURVEY Page 5
The MAA Time Survey Page 6
How to Start My MAA Time Survey Page 7
How to Finish My MAA Time Survey Page 8
Reports: Monthly, Yearly Service Page 9
CA – AcceliSURVEY User Guide 4
HOW TO LOGIN
To access AcceliSURVEY, go to: http://ca.accelisurvey.com
• Enter your user name: [full first name + full last name] no spaces, no periods For example “John Smith” will have the username “johnsmith”
• Enter your password: the default is “password”
First Time Use: Once logged in, a pop‐up will prompt you to change your password
CA – AcceliSURVEY User Guide 5
AcceliSURVEY Homepage
1
2
3
4
AcceliSURVEY Homepage Legend
1.
Active Surveys lists current surveys by quarter. Choose a survey by clicking the
link. This will automatically redirect you to the Survey section.
2.
Training Materials provides access to relevant uploaded documents, including
a digital copy of this guide, a MAA codes refresher document, “Examples of
Good Samples”, and training videos on the AcceliSURVEY software.
3.
Special Announcements displays quarterly promotions and prizes.
4.
Inbox displays recent system notifications, including scheduled dates for
on‐site training sessions and comments during the review process.
1
2
3
4
CA – AcceliSURVEY User Guide 6
The MAA Time Survey
How To Start My MAA Time Survey
How to Start My MAA Time Survey
4
John Smith
1
Quick Reference
1. Choose Survey allows you to select the active quarter.
2. Icons for Samples helps you determine if your code is billable, and changes to green when the sample requirement is met.
3. Paid Hours per Week standardizes your form by determining how many hours you are accountable for in a week. Please ensure this is complete! To input paid hours per week, click on the 0.00 link on the top right, and update total hours. For our example, we used 33.75 weekly hours, or 6.75 hours per day. To complete your form, this must be complete.
4. MAA Codes are listed vertically. Click on the icon for a description of each code.
5. Time is listed horizontally. The yellow vertical bars refer to time to be filled out.
4
2
3
5
4
1
2
3
4
5
General Administration/Completing TS Forms/Paid Time Off
4
Quarter 4 (2012) ‐
May 4, 2012 May 5, 2012 May 6, 2012 May 7, 2012 May 10, 2012
Ongoing Referral, Coordination, & Monitoring of non‐Medi‐Cal Services
CA – AcceliSURVEY User Guide 7
Simple as 1‐2‐3
1. Click on any box on the interactive form. A pop‐up will appear where you can choose the amount of time spent on the code during the corresponding hour by choosing "None", “15", "30", "45", or "60". Unpaid time off, e.g., non‐contracted hours, are accounted for by clicking on the icon, located under each hour of each day on the MAA Form.
2. Samples: If you have recorded any claimable time in activity codes 4, 6, 8, 10, 12, 14, 15 or 16, you must enter two or three samples for each code by clicking the yellow icon next to each activity code. A pop‐up will appear where you can record sample activities. Samples need to be specific. Include – who was involved, what activity, why, with Medi‐Cal in the middle.For help, please reference “Examples of Good Samples” for samples relevant to your provider type.
Click the Update Form button. Once the minimum sample requirement is met, the yellow icon will become a green icon. If the minimum sample requirement is not met, the yellow icon will become a red icon. The form cannot be complete until all red icons disappear.
3. Click the button located above or below the form periodically to save your changes. Please note that the timeout limit for inactivity is 10 minutes.
1
3
1
2
3
2
General Administration/Completing TS Forms/Paid Time Off Ongoing Referral, Coordination, & Monitoring of non‐Medi‐Cal Services
CA – AcceliSURVEY User Guide 8
How To Finish My MAA Time Survey
System Safeguards
1. Red Bar: If you fill out more than 60 minutes in one vertical column, a vertical red line will appear, prompting you to reduce the time to one hour. The form shown above cannot be completed until the 75 minutes of hour 7 of Day 4 (May 7th) is reduced.
2. Samples: The form cannot be completed until all red icons become green icons. This is accomplished by ensuring that all samples are complete. One billable event per code
requires one sample; two events, two samples; and five events or more, three samples.
3. Added Hours per Week: Once the hours are accurately completed, the box in the bottom right will equal the Paid Hours per Week filled out on Page 3 of this manual. For quick visual reference, look at the top right. This form should equal 33.75 hours, not 30.00.
4. For the example above, when we complete the missing hours for Day 5 (May 10th), the Total Hours Box, located bottom right, will equal the original Paid Hours per Week.
Once they are equal, the Complete button will appear below.
3
4
4
4
4
John Smith
1
2
3
4
2
1
May 4, 2012 May 5, 2012 May 6, 2012 May 7, 2012 May 10, 2012
General Administration/Completing TS Forms/Paid Time Off
Ongoing Referral, Coordination, & Monitoring of non‐Medi‐Cal Services
CA – AcceliSURVEY User Guide 9
Review Process and Settings
2
1. Once a form is completed, it is reviewed to ensure that samples and codes fit the criteria to meet audit requirements. Notes from the reviewer on how to fix the form are found here.
An example of a review: Hi John, Thanks for filling out your time survey. Your code 8 samples require some additional information to be acceptable to audit standards. The most important thing is that you identify the “who, what and why” in the sentence. Some examples of better written samples include: "I attended a parent conference where we discussed the mental health Medi‐Cal services being delivered through the IEP and monitored the effectiveness of the treatment plan" or "I attended a parent conference where we discussed the mental health service plan of a student in coordination with the school psychologist". The areas I have underlined are the type of information you need in your sample. Once you have added that type of information your samples will be acceptable. Please let me know if you have any questions.
1
2
2. Settings allows you to change your password, and update your communication settings for system notifications.
Dear John,
This message is to notify you that… Dear John,
This message is to notify you that…
1
CA – AcceliSURVEY User Guide 10
CA – AcceliSURVEY User Guide 11
