FEDERAL FINANCIAL PARTICIPATION (FFP)
Comprehensive Perinatal Services Program (CPSP)Annual Meeting
November 7, 2012
Jonathan Alspektor, BSBAState of California
Contract Manager
Objectives for this Presentation
FFP Definition and Objectives
FFP RequirementsFFP ReimbursementFFP Decision TreeFFP Secondary Documentation
Federal Financial Participation (FFP) is a Title XIX (Medicaid) program that allows states to receive partial reimbursement for activities that meet FFP objectives.
WHAT IS FFP?
FFP has two programs:1.) Targeted Case Management – TCM2.) Medi-Cal Administrative Activities – MAA
MAA FFP reimburses for activities that primarily involve linking clients to Medi-Cal services and/or coverage.
MCAH FFP is a MAA program.
WHAT IS FFP?
Qualified Perinatal Services Coordinator (PSC) must:
Be a Skilled Professional Medical Personnel (SPMP) and must meet Federal SPMP requirements not State or County.
Complete SPMP Questionnaire
Complete activities that meet at least one of the two FFP Objectives .
FFP REQUIREMENTS
Qualified Perinatal Services Coordinator (PSC) must:
Time Study
Adhere to current MCAH Policy & Procedure position requirements
FFP REQUIREMENTS
There are two FFP personnel classifications:
1.) Skilled Professional Medical Personnel (SPMP)
Education and training at the professional level
Nurses, physicians, Registered Dieticians, etc.
2.) Non-Skilled Professional Medical Personnel (Non-SPMP)
All other personnel
FFP PERSONNEL
Double-click on image to show full screen example
All SPMPs must complete the SPMP Questionnaire
Determines SPMP or Non-SPMP
Complete once and keep on file for audit purposes.
SPMP REQUIREMENTS
1.) To assist individuals eligible for Medi-Cal to enroll in the Medi-Cal program
and/or
2.) To assist individuals on Medi-Cal to access Medi-Cal providers, care and services.
FFP OBJECTIVES
Staff claiming FFP reimbursement must keep record of 100% of their time and activities for all programs (including non-MCAH programs) for a minimum of one month each quarter.
The “start and stop” time of all activities are required on each time study at a maximum of 30 minute increments. Double-click
image to show full screen example
FFP TIME STUDY
50/50 Non-Enhanced Matching (Non-SPMP)
$1 spent = .50 cents reimbursed
75/25 Enhanced Matching (SPMP)
$1 spent = .75 cents reimbursed
FFP REIMBURSEMENT
Medi-Cal Factor (MCF%)- Medi-Cal paid births as a percentage of live births in each county.
Comprehensive Perinatal Services Program (CPSP) is a Medi-Cal program serving only Medi-Cal providers and clients.
PSCs can claim up to 95% of their matchable activities.
FFP REIMBURSEMENT
Determines if an activity can be matched
Determines the codes than can be claimed for an activity
FFP DECISION TREE
Double-click image to show full screen example
SPMP FFP CODES
Enhanced (75/25 Matching)
2: Administrative Medical Case Management
(Short Term Only)
3: SPMP Intra/Interagency Coordination, Collaboration and Administration
6: SPMP Training
8: Program Planning and Policy Development
9: Quality Management
NON-SPMP FFP CODES
Non-Enhanced (50/50 Matching)
1: Outreach
4: Intra/Interagency Collaboration and Coordination
5: Program Specific Administration
7: Non-SPMP Training
OTHER FFP CODES
10: Non-Program Specific General Administration
11: Other MCAH Scope of Work Activities that are not matched
12: Paid Time Off
FUNCTION CODE 1 Outreach
Examples:
Informing potential client about the services offered by a CPSP provider
Describing range of services, how to access them, and the benefits of preventative health care.
FUNCTION CODE EXAMPLES
FUNCTION CODE 2 (SPMP)SPMP Administration Medical Case Management
Examples:
Consulting with a Medi-Cal provider in regards to the client’s or the infant’s health needs.
Assisting Medi-Cal client in contacting their physician for clarification on a specific medical condition such as gestational diabetes and its effect on her pregnancy.
FUNCTION CODE EXAMPLES
FUNCTION CODE 3 (SPMP)SPMP Intra/Interagency Coordination,
Collaboration, & Administration
Examples:
Meeting with Dental providers to develop strategies to increase access to dental services for pregnant women.
Community Action and Planning strategy meetings
FUNCTION CODE EXAMPLES
FUNCTION CODE 4Non-SPMP Intra/Interagency
Collaborationand Coordination
Examples:
PSC provides assistance to a CPSP Provider with a technical question related to the program i.e. Billing for services to Medi-Cal.
FUNCTION CODE EXAMPLES
FUNCTION CODE 5Program Specific Administration
Examples:
Reviewing reports, documents, and/or legislation for potential impacts to the CPSP programs.
Coordinate logistics for outreach services from various programs to prevent duplication of services and encourage optimal use of resources for Medi-Cal clients.
FUNCTION CODE EXAMPLES
FUNCTION CODE 6 (SPMP)SPMP Training
Examples:
Develop, conduct, or participate in training for CPSP physicians, nurse practitioners, and offi ce nurses to increase access to Medi-Cal services.
Using skilled medical expertise to deliver professional training to health care providers that will improve quality of care.
FUNCTION CODE EXAMPLES
FUNCTION CODE 7NON-SPMP Training
Examples:
Participate in training on data sources, data management and preparation for analysis to improve access to care for Medi-Cal clients.
Attending an FFP training
FUNCTION CODE EXAMPLES
FUNCTION CODE 8 (SPMP)SPMP Program Planning and Policy
Development
Examples:
Identify, recruit, and provide program support for new providers to expand access for CPSP clients.
Assisting providers with CPSP clinical requirements and implementation.
FUNCTION CODE EXAMPLES
FUNCTION CODE 9 (SPMP)Quality Management by
Skilled Professional Medical Personnel
Examples:
Developing training materials for CPSP providers for quality assurance monitoring.
Reviewing CPSP provider arrangements to assure continuous provision of required consultant services.
FUNCTION CODE EXAMPLES
FUNCTION CODE 10Non-Program Specific General
Administration
Examples:
Agency related activities, such as, fire drills.
Staff attend agency meetings and non-program related trainings such as HIPAA, Safety Training, Sexual Harassment.
FUNCTION CODE EXAMPLES
FUNCTION CODE 11 Other Activities (Included in MCAH SOW)
Examples:
Attending Child Abuse Prevention Council meetings.
Smoking cessation training.
FUNCTION CODE EXAMPLES
FUNCTION CODE 12 Paid Time Off
Examples:
Paid time off for a Holiday, sick leave, vacation, or jury duty
FUNCTION CODE EXAMPLES
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
Purpose: The information and data that
substantiates and supports reimbursable activities claimed on the Time Study.
Ensures Program Integrity Informs Auditor
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
Documentation Requirements: Requirement of All FFP Staff Evidence of FFP Activities Performed Provides Audit Trail Accessible and Available Records Must Be Retained
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
Example – SPMP Program Planning And Policy Development – Function Code 8Good
5/21/09 from 12:00-2:00 (when) – Attended the South Bay Prenatal Access Task Group meeting (where). The membership, doctors and nurses (who), discussed and made plans (what) to increase access to prenatal care clinics (why).
Other relevant details might include the meeting agenda and participant list
PoorMet with the South Bay Prenatal Access Task Group about access to prenatal care clinics
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
Supporting Documents: Job specifications Duty statements Organizational chart Scope of Work
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
Guidelines and Suggestions: No standardized form but must
provide evidence Notes should be detailed and specific Attach other types of documentation,
such as, agendas, day planner, flyers, client notes, etc.
Secondary Documentation can be anything an agency chooses, but it should include the following elements:
Date
Time Spent
Activity
Program
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
Secondary Documentation can be anything an agency chooses, but it should include the following elements:
Identify the client/Program/Event for which the activity was performed
Function Code
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
FEDERAL FINANCIAL PARTICIPATION (FFP)
SECONDARY DOCUMENTATION
REMEMBER
Secondary documentation must support time study
If not supported, FFP activities cannot be reimbursed
MCAH Business Partnershttp://www.cdph.ca.gov/services/funding/mcah/Pages/default.aspx
RESOURCES
QUESTIONS?
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