MAA Time Survey
Annual Training
School Year 2013-14
Presented by: Susan Ellyson
Madera County Office of Education
Local Education Consortium
Medi-Cal Administrative Activities
Central Valley Services Region VII
Why train again?
Q: I participated last year and know what I’m doing already. Why must
I train again this year?
• Answer: All employees who participated last year must train AGAIN this year. Training EVERY YEAR
is mandatory. Your Region 7 LEC receives their annual training from DHCS each July and are
provided with updates which are then conveyed to you in your annual training. Your deadline to
receive your training is “prior to the 3rd MAA quarter.”
Q: If I know the MAA Program well and have participated many times,
can I train people?
• Answer: You are not eligible to be a trainer this year until you have received your training this year
from the Region 7 LEC.
Q: What if this is my first time participating in MAA? What is my
training deadline, and who must train me?
• Answer: If this if your first time participating , you must be trained BEFORE you begin your first
time survey. Your trainer must have received their annual training THIS YEAR by the Region 7 LEC.
They are not eligible to train you this year until this happens (even if they have been participating
for many years. EACH YEAR starts everyone’s training requirements all over again.
What is MAA & how do I participated?
•
MAA stands for “Medi-Cal Administrative Activities.”
•
Schools promote access to health care for students, preventing costly or long-term health care
problems for at-risk students, and coordinating students’ health care needs with other providers.
•
The program allows school claiming units to be reimbursed for some of their administrative costs
associated with school-based health and outreach activities that are not claimable under the LEA
Medi-Cal Billing Option or under other Medi-Cal.
•
In general, the cost of school-based health and outreach activities reimbursed under MAA consists
of: referring students/families for Medi-Cal eligibility determinations, providing health care
information and referral, coordinating and monitoring health services, and coordinating services
between agencies.
•
How to participate? It is necessary to determine the amount of time school staff spend performing
MAA. Time spent by school staff on MAA is identified using a time survey. The results of the time
survey is then used in a series of calculations to determine the percentage of school costs that can
be claimed under MAA. MAA reimbursement to school claiming units is made from federal
Medicaid funds.
How to… Log on to MAA
•
•
Log on to webpage: www.maderacoe.k12.ca.us
On left hand bar, click: Medi-Cal Administrative Activities (MAA)
How to… Navigate the MAA Website
•
Click on “My MAA” Time Survey for your quarterly time survey grid and reference card.
How to… Navigate the MAA website
•
Click on “Contact Us” for your Region 7 LEC
How to… Navigate the MAA website
• Clicking on “MAA Background and “Statewide LEC Committee” tabs will
provide you with historical information on the MAA Program and the
Regional participation information.
How to… Access my time survey grid
•
•
In the “My MAA” Time survey tab, click on the link “Click to download the 2013-14
Time Survey Grid.”
When prompted to Open or Save, choose Save.
Time Saving Tip: You
will use this page
frequently so you may
want to add this page
as a “favorite.”
How to… Access my time survey grid
IMPORTANT:
Follow the instructions on the
website to download the Time
Survey Grid.
Problems with viewing
Time Survey Grid
If you can’t view
the bottom tabs of
the time survey
grid, you need to
go to the View tab
and click 100%
What are MAA Codes?
• Billable codes are: 4, 6, 8, 10, 12, 14, 15 and
16.
• Non-Billable codes (Parallel Codes) are: 1, 2, 3,
5, 7, 9, 11 and 13.
What are some examples of
billable activities?
CODE 4: INITIAL OUTREACH (PARALLEL CODE 3) ALERT…SEE CHANGES TO CODE 4!
•
I referred a family to the Medi-Cal eligibility office to get information on how to apply for Medi-Cal.
•
Informed parents about Medi-Cal and the health services it covers.
CODE 6: MEDI-CAL APPLICATION (PARALLEL CODE 5)
•
Reviewed a family’s Medi-Cal/Healthy Families application to assure them it was correctly completed.
•
Helped family gather documents for Medi-Cal/Healthy Families application.
CODE 8: ON-GOING REFERRAL, COORDINATION, MONITORING (PARALLEL CODE 7)
•
Attended an IEP; a Medi-Cal eligible student’s speech therapy was reviewed for next year.
•
The principal, school psychologist, school nurse and I were discussing the mental health issues of a student during a meeting.
CODE 10: TRANSPORTATION (PARALLEL CODE 9)
•
Arranged transportation for a student to receive Medi-Cal covered Speech Services.
•
Arranging a ride for a family so student can receive Medi-Cal covered mental health services as part of an IEP referral.
CODE 12: TRANSLATION (PARALLEL CODE 11)
•
Translated for the school nurse to the parents on where and how to obtain Medi-Cal services for their child.
•
Arranged for a translator to assist between a Medi-Cal covered speech therapist and parent during an IEP meeting.
CODE 14: PROGRAM PLANNING, POLICY DEVELOPMENT, INTER-AGENCY COORDINATION (PARALLEL CODE 13)
•
Attended a Principals Meeting to explain the new site-based system of Medi-Cal covered dental services we’re able to offer this year.
•
Worked with County Health Dept. discussing available Medi-Cal programs offered to students and families that may not have medical insurance.
CODE 15: MEDI-CAL CLAIMS ADMINISTRATION, COORDINATION, TRAINING (NO PARALLEL CODE)
•
Only for MAA Coordinators.
CODE 16: GENERAL ADMINISTRATION/PAID TIME OFF (NO PARALLEL CODE)
•
Approved paid time off.
•
Filled out time survey. (Now claimable under code 16.)
•
For administrators
–
Providing general supervision of staff/student teachers/volunteers
–
Evaluation of employee performance
How to… Complete my time survey (Page 1)
6
7
8
1
2
3
4
5
9
10
1.
2.
3.
4.
5.
Your full name.
Your job title.
Last four digits of your work phone number.
Your district.
Your school site(s). (State all if more than one.
6.
7.
8.
9.
10.
Your contracted hours for one week.
Fiscal year and quarter (example: 13/14-2)
Your recent training date.
All five survey dates.
Your day broken into increments of quarter hours.
How to… Complete my time survey (Page 1)
Billable codes
(4, 6, 8, 10, 12, 14, 15, 16):
require a written sample of
your activity.
IMPORTANT:
No more than three
samples are required for
each code you claim.
How to… Complete my time survey (Page 1)
IMPORTANT:
Use BLUE ink!
How to… Complete my time survey
(Samples Page)
Your written samples here
Remember:
Samples need to be provided for
ONLY billable codes you are
claiming on your grid.
Only for the MAA Coordinator
Paid time off; paid breaks; paid lunches; filling out time survey.
How to… Complete my time survey
If you work less
than 40 hours,
change the value
at the bottom of
each day
Ensure Accuracy
Before turning in
your time survey,
please double
check all areas for
completion!
Questions?
Call us at: (559) 662-6224
Certificate of Completion
I,
, hereby certify, that I have successfully completed the online
MAA training, as presented by Susan Ellyson.
Completed on: 4/13/2015 3:40 AM
Signature:
Madera County Office of Education
Local Education Consortium
Medi-Cal Administrative Activities
Central Valley Services Region VII
*This original certificate must be submitted with your time survey.