ODM Care Management Excel File and Submission Specifications
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1 ODM Care Management Excel File and Submission Specifications Issued: September
2 Table of Contents 1. Introduction HIPAA Security Measures Care Management Certification Form File Name...4 Appendix A...5 Appendix B...8 Appendix C...11 Appendix D...12 Appendix E
3 1. Introduction This document describes the file layout and submission procedures to be used for the reporting of managed care plans (MCPs ) care management data. Care management files must be submitted to the Ohio Department of Medicaid (ODM) by the 10 th calendar of the month. On a monthly basis, the MCPs must submit a complete file of members in care management for all members with care management spans as of January 1, 2012 or later which include all levels of care management per the specified excel file format. MCPs must adhere to the reporting requirements in the MCP Provider Agreement, Appendix K and use the condition codes listed in Appendices A and B of this document. The first file is due on July 26, 2013 and the full replacement files will be due monthly per the same schedule specified in the file specifications. MCPs may submit care management data for members assigned to a complex care management level in addition to those who are assigned to a low, medium or high risk stratification level. Condition codes 97 (CFC) and 197 (ABD) indicate a complex care management level. MCPs may also submit care management data for an infant with a Neonatal Intensive Care Unit stay and is assigned to a high risk stratification level by using condition codes 96 (CFC) and 196 (ABD). Simultaneous records for the low/medium, complex, and high risk stratification levels may not be overlapping. If a member is assigned to a high risk stratification level of care management, the member must be submitted to ODM as being care managed for a specific condition. 2. HIPAA Security Measures In accordance with federal privacy and security requirements per the Health Insurance Portability and Accountability Act (HIPAA), certain data transfers, including the care management file submitted to the (ODM) via file secure transfer protocol (SFTP) and the subsequent activity files generated by ODM must be protected through a secure, encrypted transmission system. As aforementioned, SFTP client software capable of 128 bit encryption will be required to connect to ODM server. 3. Care Management System (CAMS) Certification Form Pursuant to 42 CFR and , managed care plans (MCPs) are required to certify the accuracy, completeness, and truthfulness of data and documents submitted to the (OMA) that may affect MCP payment. MCPs are required to provide a data certification form for each care management file submission. A copy of the data certification form is found in Appendix E of this document. Only care management files submitted with a data certification form will beaccepted by ODM and used in performance measure calculations. OMD staff will only follow up with the MCP if a form has not been submitted with the initial file due on the 10 th calendar day of the month. 3
4 4. File Name The name for the care management files contains a unique character identifying the file type, the submitter s ID, month and year of submission. 4.1 Care management File The care management file name has the following format: cxxxmmyy.t99 Position Symbol Description 1 C c=care management 2-4 Xxx Submitter ID 5-8 Mmyy mm=month of submission yy=year of submission 9-11.t99 Extension: t=represents a text file 99=Number of monthly file submission. Increment by 1 with each new file submission. First file submission of month is 00. Example: File name for the first care management file submission for July 2013: ODMODMODMODMODMODMODM cxxx0713.t00 4
5 Appendix A: CFC Condition Codes CFC CONDITION CODE LIST WITH ICD-9 RANGES ODM Condition Code ICD-9 Range DESCRIPTION xx- 139.xx Infectious and Parasitic Diseases HIV/AIDS xx- Neoplasms xx Leukemia xx- Endocrine, Nutritional and Metabolic Diseases, Immunity 279.xx Disorders 06 Cystic Fibrosis 07 Diabetes xx- Diseases of the Blood and Blood-Forming Organs 289.xx 09 Hemophilia 10 Sickle Cell xx- Mental, Behavioral and Neurodevelopmental Disorders 319.xx 12 (ADD/ADHD) Attention Deficit Disorder/Attention Deficit Hyperactive Disorder 13 Alcohol and other Drug Abuse 14 Post Traumatic Brain Injury xx- 389.xx Diseases of the Nervous System and Sense Organs 16 Cerebral Palsy 17 Chronic Otitis Media 18 Epilepsy 19 Muscular Dystrophy xx- 459.xx Diseases of the Circulatory System Heart Disease xx- Diseases of the Respiratory System 519.xx Exceptions HIV/AIDS Leukemia Cystic Fibrosis Hemophilia Sickle Cell ADD/ADHD Alcohol and other Drug Abuse Post Traumatic Brain Injury Cerebral Palsy Chronic Otitis Media Epilepsy Muscular Dystrophy Heart Disease Allergies, Asthma 5
6 Appendix A: CFC Condition Codes CFC CONDITION CODE LIST WITH ICD-9 RANGES ODM Condition Code ICD-9 Range DESCRIPTION 23 Allergies 24 Asthma 1 25 Asthma Option 2 2 (discontinued as of July, 2003) xx- Diseases of the Digestive System 579.xx xx- 629.xx Diseases of the Genitourinary System 28 Chronic Renal Failure xx- Complications of Pregnancy, Childbirth and the 677.xx Puerperium 30 Teen/Adult Pregnancy xx Diseases of the Skin and Subcutaneous Tissue 709.xx xx- Diseases of the Musculoskeletal System 739.xx And Connective Tissue 33 Arthritis xx- Congenital Anomalies 759.xx 35 Cleft Palate 36 Hydrocephalus 37 Spina Bifida xx- 779.xx Certain Conditions Originating in the Perinatal Period Exceptions Chronic Renal Failure Teen/Adult Pregnancy Arthritis Cleft Palate Hydrocephalus Spina Bifida 1 MCPs should code any person screened or assessed positive for asthma, or care managed for asthma with condition code Condition code 24 was used when there were 2 options for case managing children with asthma. As of July 1, 2003, MCPs should not use condition code 25. 6
7 Appendix A: CFC Condition Codes CFC CONDITION CODE LIST WITH ICD-9 RANGES ODM Condition Code ICD-9 Range xx- 799.xx xx- 999.xx DESCRIPTION Symptoms, Signs and Ill-Defined Conditions Injury and Poisoning 41 Burns 42 Lead Poisoning 43 Trauma 44 Coordinated Services Program 96 Neonatal Intensive Care Unit Infant 97 Complex Level Care Management Services 98 Low or Medium Level Care Management Services 99 Other Exceptions Burns Lead Poisoning Trauma Other 7
8 Appendix B: ABD Condition Codes ABD CONDITION CODE LIST WITH ICD-9 RANGES ODM Condition Code ICD-9 Range DESCRIPTION xx- 139.xx Infectious and Parasitic Diseases HIV/AIDS xx- Neoplasms xx Leukemia xx- Endocrine, Nutritional and Metabolic Diseases, 279.xx Immunity Disorders 105 Cystic Fibrosis 106 Diabetes xx- Diseases of Blood and Blood-Forming Organs 289.xx 108 Hemophilia 109 Sickle Cell xx- Mental, Behavioral, and Neurodevelopmental 319.xx Disorders 111 Anxiety Disorders 112 (ADD/ADHD) Attention Deficit Disorder/Attention Deficit Hyperactive Disorder 113 Alcohol and other Drug Abuse 114 Depression 115 Dementia 116 Mental Retardation 117 Schizophrenia 118 Post Traumatic Brain Injury Exceptions HIV/AIDS Leukemia Cystic Fibrosis Diabetes Hemophilia Sickle Cell Anxiety Disorders ADD/ADHD Alcohol and other Drug Abuse Depression Dementia Mental Retardation Schizophrenia Post Traumatic Brain Injury 8
9 Appendix B: ABD Condition Codes ABD CONDITION CODE LIST WITH ICD-9 RANGES xx- 389.xx Diseases of the Nervous System and Sense Organs 120 Cerebral Palsy 121 Chronic Otitis Media 122 Eye Disorders 123 Epilepsy 124 Muscular Dystrophy xx- 459.xx Diseases of the Circulatory System 126 Cardiovascular Disease 127 Congestive Heart Failure 128 Coronary Artery Disease 129 Hypertension 130 Stroke xx- 519.xx Diseases of the Respiratory System 132 Allergies 133 Asthma 134 Chronic Obstructive Pulmonary Disease xx- Diseases of the Digestive System 579.xx xx- 629.xx Diseases of the Genitourinary System 137 Chronic Renal Failure xx- Complications of Pregnancy, Childbirth and the 677.xx Puerperium 139 Pregnancy Cerebral Palsy Chronic Otitis Media Eye Disorders Epilepsy Muscular Dystrophy Cardiovascular Disease Congestive Heart Failure Coronary Artery Disease Hypertension Allergies Asthma Chronic Obstructive Pulmonary Disorder Chronic Renal Failure Pregnancy 9
10 Appendix B: ABD Condition Codes ABD CONDITION CODE LIST WITH ICD-9 RANGES\ xx Diseases of the Skin and Subcutaneous Tissue 709.xx xx- 739.xx Diseases of the Musculoskeletal System and Connective Tissue 142 Arthritis xx- Congenital Anomalies 759.xx 144 Cleft Palate 145 Hydrocephalus 146 Spina Bifida xx- 779.xx Certain Conditions Originating in the Perinatal Period xx- Symptoms, Signs and Ill-Defined Conditions 799.xx xx- 999.xx Injury and Poisoning 150 Burns 151 Lead Poisoning 152 Trauma to Spine and Spinal Cord 153 Other 154 Coordinated Services Program 196 Neonatal Intensive Care Unit Infant 197 Complex Level Care Management Services 198 Low or Medium Level Care Management Services Arthritis Cleft Palate Hydrocephalus Spina Bifida Burns Lead Poisoning Trauma to Spine and Spinal Cord Other 10
11 Appendix C: MCP Submitter IDs MCP Submitter ID MCP 420 Buckeye Community Health Plan 315 CareSource 731 Molina 325 Paramount 761 United 11
12 Appendix D: Care Management Data Letter of Certification Care Management Data Letter of Certification I, the undersigned, do hereby attest, based on my knowledge, information, and belief, that the data contained in the file submission is accurate, truthful, and complete. Furthermore, I attest that the records contained within the data file comply with the requirements specified in the ODM Provider Agreement, Appendix K, for care management submissions. Signature of CEO, CFO, or delegated authority Print Name Care Management FileName: Indicate if this file is a: First-time submission Resubmission/Replacement Name of MCP Submitted for: Electronic Media Submitter Name MCP Submitter ID (3-digit) Street Address Telephone Number (include area code) ( ) City and State Zip Code 12
13 Appendix E: Care Management Excel Reporting File Format Template Medicaid Recipient ID CM Begin Date CM End Date CAMS Condition Code text numeric date numeric date (blank if open ended) text /1/ /31/
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