Random Moment Time Study Training(RMTS)

School Year 2012-2013Presented By: Sheena JoslynSHARS/Medicaid Specialist

Assistant to the Associate Superintendent for Finance

What is RMTS?• A federally accepted statistically valid

random sampling technique that measures the participant’s time performing work activities.– RMTS results allow Health and Human Services

(HHSC) to determine what portion of the selected group of participant’s workload is spent performing Medicaid reimbursable activities.

• Significantly reduces staff time needed to record participant activities.

Source: Texas Health and Human Services 2013 RMTS

Training

SHARS/MAC Programs?• SHARS (School Health and Related

Services)– SHARS allows local school districts to obtain

Medicaid reimbursement for certain health-related services provided to students in special education.

• MAC (Medicaid Administrative Claiming)– Texas School Districts [have the] opportunity

to submit reimbursement claims for administrative activity that support[s] the Medicaid program.

Source: Texas Health and Human Services 2013 RMTS Training

Purpose of the Time Study• RMTS:–Measures the amount of time spent by

the eligible staff on SHARS activities.– The same data is used to measure the

amount of time spent on MAC activities.–Determine the percentage of time the

Independent School Districts incur assisting individuals to access medically necessary Medicaid funded services.

Source: Texas Health and Human Services 2013 RMTS Training

Source: Texas Health and Human Services 2013 RMTS Training

What areMedically Necessary Medicaid Funded

Services?• Direct Medical – Providing care, treatment and/or counseling • Outreach – Informing students, families and groups about

available services• Eligibility – Assisting students or families with the Medicaid

eligibility process • Referral, Coordination, and Monitoring – Making referrals,

coordinating and/or monitoring activities on a student’s IEP• Staff Training – Coordinating, conducting or participating in

training pertaining to medical or Medicaid services• Translation – Arranging or providing translation to a student or

family to access medical or Medicaid services • Program Planning, Development & Interagency Coordination –

Developing strategies to improve the coordination and delivery of medical or Medicaid services

• Provider Relations – Activities to secure and maintain Medicaid providers

What’s Being Asked of Me?• A “moment” is a specific

minute in a day– Randomly selected throughout

each of the 3 quarters. • Not necessary to know if

Medicaid eligible• Important to know if the student

has an ARD/IEP• Answer 3 questions (Never

use names):• Question 1. Who was with you?• Question 2. What were you

doing?• Question 3. Why were you

performing this activity?

• Follow-up questions from Fairbanks within 3 calendar days from email receipt

• If you are not at work on selected moment, choose paid or unpaid leave

• You must respond to your sampled moment within 7 days

Source: Texas Health and Human Services 2013 RMTS Training

Source: Texas Health and Human Services 2013 RMTS Training

Time Study QuartersWhat timeframe can I be selected?

1st Quarter TS10/01/2012-12/07/2012

2nd Quarter TS01/07/2013-03/29/2013

3rd Quarter TS04/01/2013-05/31/2013

Time Study ProcessDo Not Delete Emails

Source: Texas Health and Human Services 2013 RMTS Training

Source: Texas Health and Human Services 2013 RMTS Training

Fairbanks Website

Source: Texas Health and Human Services 2013 RMTS Training

Moment Login

Source: Texas Health and Human Services 2013 RMTS Training

Beginning the Moment

Source: Texas Health and Human Services 2013 RMTS Training

RMTS Instruction Screen

Source: Texas Health and Human Services 2013 RMTS Training

Time Study ExampleFairbanks Website

1.Who was with you? Never use specific names

• Student, Special Ed– (Age 0-2)– (Age 3-20)– (Age >21)

• Student, Special Ed, Lifeskills– (Age 0-2)– (Age 3-20)– (Age >21)

• Student, Not Special Ed• Student (Multiple)• No one alone• District staff

– Administrator– Teacher– School nurse– SHARS Service Provider– Non SHARS Service

Provider

Source: Texas Health and Human Services 2013 RMTS Training

• On the phone with parent• Community Contact• Staff meeting • Staffing

– No student/family present– Student and/or family

present• Student's family

– Non special Ed students– Special Ed student

• Student AND Family– Non special Ed students– Special Ed student

• Not Working– Paid time off– Non Paid time off

• Other – please specify below

2.What Were You Doing? Never use specific names

• Typically a 3-4 sentence description that provides sufficient information.

• The activity should be a detailed response as to what the participant was doing– Keep in mind that the person

coding the moment has no idea of the participant’s job description, tasks performed or why they are performed.

• If you were not working moment should indicate whether the participant was on paid/unpaid time off.

• Refrain from using acronyms– If necessary, define your

usage

• ALWAYS note whether your provided service was in IEP– If you do not know,

contact your diagnostician

Source: Texas Health and Human Services 2013 RMTS Training

PCS, OTS, HHSC, SPMP, NPI, TPI…

3.Why were you performing this activity? Never use specific names

•To provide a direct medical service as defined on a student’s IEP•To provide a direct medical service not defined on a student’s IEP•To provide a educational service as defined on a student’s IEP•To provide a educational service not defined on a student’s IEP•To determine a student’s eligibility:

– For SHARS– For All Other Services

•To improve health services for the district’s students•To provide or obtain information to or from a student’s family:

– Regarding SHARS (School Health and Related Service)– Regarding all other service– Regarding an evaluation/assessment for SHARS– Regarding an evaluation/assessment for all other services

•To assist student/family in applying for health benefits

Source: Texas Health and Human Services 2013 RMTS Training

Source: Texas Health and Human Services 2013 RMTS Training

3.Why were you performing this activity? Never use specific names

• To assist student/family in applying for other services• To upgrade professional skills through training

– Through medical/health related training– Through educational training

• To improve social/vocational/educational services for the district’s students• To coordinate transportation

– To a SHARS (School Health and Related Service)– To all other services

• To coordinate translation– For a SHARS (School Health and Related Service)– For all other services

• To provide translation– For a SHARS service – For all other services

• To provide guidance counseling

Direct Medical Educational• Activities that do

require human intervention to accomplish the tasks the student would normally do for themselves if they did not have a disability or chronic medical condition, such as:– Hands on assistance– Supervision – Cueing

• Activities that do not require human intervention to accomplish the tasks the student would normally do for themselves if they did not have a disability or chronic medical condition, such as:– Reading/English/Language Arts – Writing– Mathematics

Direct Medical or Educational?

Source: Texas Health and Human Services 2013 RMTS Training

What If I Was Monitoring a Student(s)?

• Monitoring is a Direct Medical Service when:

a) The student just received medication as indicated on his/her IEP. The participant is monitoring the student for a reaction.

b) Student’s IEP requires that he/she receive continuous monitoring due to a behavior problem (PCS)

c) The teacher’s aide is monitoring a student in a wheelchair to ensure they do not slide down in their wheelchair. (PCS)

• Monitoring is an Educational Service when:General monitoring of students in a cafeteria to ensure all students’ behaviors are in accordance with school policy.

Source: Texas Health and Human Services 2013 RMTS Training

Source: Texas Health and Human Services 2013 RMTS Training

Time Study Example-PCSFairbanks Website

Insufficient Answer Examples• Examples of responses where the “What you

are doing” does not clearly indicate what type of service is being provided.

Source: Texas Health and Human Services 2013 RMTS Training

Insufficient Answer Examples• If insufficient information is provided, the participant

will receive a follow up email or phone call from Fairbanks requesting additional information. If the participant does not respond within 3 days Fairbanks will send a follow up email to Sheena Joslyn.

Source: Texas Health and Human Services 2013 RMTS Training

Not Working/Absent Response Examples

• No need to provide details on a moment other than the sampled moment. When absent, it is important to indicate whether it was paid or un-paid time off.

Source: Texas Health and Human Services 2013 RMTS Training

Personal Care Service (PCS) Examples

• I was going over an ABC letter chart with my students:

• I was co-teaching (two certified teachers) Social Studies to a group of students whom are a variety of learners. My students with disabilities were participating in classroom discussions with their non disabled peers. Today's lesson was an introduction of the Constitution.

Source: Texas Health and Human Services 2013 RMTS Training

Completion

Source: Texas Health and Human Services 2013 RMTS Training

Source: Texas Health and Human Services 2013 RMTS Training

REMINDERS• Name Change

– Email Sheena Joslyn• May be selected multiple times during 3 quarters• Training is an annual requirement• Failure to enter information

– Disqualifies the moment• 7 calendar days to answer RMTS questions• 3 calendar days to reply to follow-up emails• If you are not/were not at work

– Paid/Unpaid Leave (option to email Sheena)

Contact Information• Sheena Joslyn– (817) 547-5735– Sheena.joslyn@birdvilleschools.net

• To learn more about RMTS:– BISD MAC/SHARS Website– FAQ's

Source: Texas Health and Human Services 2013 RMTS Training