AZ RMTS Participant s Guide

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1 AZ RMTS Participant s Guide Revised 07/2013 Page 1

2 TABLE OF CONTENTS Introduction.. Page 3 Participant Screens A. Notifications..... Page 4 B. Accessing Your On-Line RMTS Form..... Page 5 C. Program Overview and On-Line Training Material.... Page 6 D. Instructions Page 12 E. Moment List Page 13 Completing the RMTS Form..... Page 14 A. Moment During Non-Working Day Page 14 B. Moment During Working Day..... Page 17 C. Request for Follow-Up.. Page 21 Examples for Completing Questions on the RMTS Form.... Page 22 Revised 07/2013 Page 2

3 Introduction You have been selected to complete a Random Moment Time Study (RMTS) form as part of your district s participation in the Medicaid School-Based Claiming Program. Your participation in the program requires that you: Complete the on-line training prior to completing your RMTS form. Accurately and completely answer all of the questions on the RMTS form. Submit the on-line RMTS form timely to PCG. The AZ RMTS Participant Guide was developed to provide you with a walk-through of the on-line RMTS system, how to access your on-line RMTS form, and how to complete your on-line RMTS form at your sampled moment in time. To access your on-line RMTS form, you will need a User Name and Password. PCG assigns all participants with a user name and password to access the system and provides them to the participant via . If you do not have your user name and password, please use the Forgot your password feature in the RMTS system on the login screen or contact the PCG RMTS helpline at to obtain user name and password information. Your on-line RMTS form can be accessed after your moment in time has passed with the link provided in your notifications or directly by using the following website address: For all program related questions please contact your district s RMTS Coordinator. Revised 07/2013 Page 3

4 Notifications Arizona Medicaid School-Based Claiming Program Dear RMTS Participant, RMTS coordinator. You will receive the following notifications regarding his/her RMTS form: AZ Random Moment Time Study Notification Pre-Participation Notice AZ Random Moment Time Study Notification Moment in Time is in 1 Hour AZ Random Moment Time Study Notification 24 Hour Late Notice AZ Random Moment Time Study Notification 3 Day Late Notice The s will come from You will receive the first notification four (4) days prior to your selected moment in time. PCG will provide you with your User Name and Password to access the on-line RMTS form. Your User Name and Password will be included in the first two (2) notifications. If the RMTS form is not completed on the day of the sampled moment, you will receive two follow-up e- mails. Your district s RMTS Coordinator will be copied on the follow-up notifications. However, your User Name and Password will not be included in the late notification s. If you delete or lose your User Name and Password, please use the Forgot your password feature in the RMTS system on the login screen or contact the PCG RMTS helpline at to obtain user name and password information. Please keep in mind, that you have five (5) days from the selected moment to complete your on-line RMTS form. Revised 07/2013 Page 4

5 Accessing Your On-Line RMTS Form Your User Name and Password are assigned by PCG and are provided in the Pre-Participation and Moment in Time is in 1 Hour notifications. To log in, you will need to enter your User Name and Password. Your User Name and Password were included in the Pre-Participation Notice and in the Moment in Time is in 1 Hour notifications. The participant s user name will remain the same each quarter. The participant will receive a new password from PCG each quarter. If you do not have you User Name and Password, please use the Forgot your password feature in the RMTS system on the login screen or contact the PCG RMTS helpline at to obtain user name and password information. Revised 07/2013 Page 5

6 Program Overview The following screens provide an overview of the Medicaid School-Based Claiming Program and the Random Moment Time Study (RMTS) as well as training material on how you will complete your RMTS form. The first 13 screens are the on-line training that must be read prior to completing your RMTS form. Data cannot be entered on these screens. After reading the on-line training material, you will click Next to advance through the screens. What is Medicaid? Revised 07/2013 Page 6

7 What is MSBC? Why were you chosen to participate? Revised 07/2013 Page 7

8 What is RMTS? Why is RMTS Important? Revised 07/2013 Page 8

9 Completing the Electronic RMTS Form Completing the Electronic RMTS Form (cont) Revised 07/2013 Page 9

10 Answering the Questions Revised 07/2013 Page 10

11 Answering the Questions (cont) Revised 07/2013 Page 11

12 Instructions After you have completed the Program Overview and Training Material, click Next to access your RMTS form. Revised 07/2013 Page 12

13 Moment List The Moment List will display your selected moment (s). Moments will be displayed when they are within 5 days of the sampled moment. You will not be able to view moments that are more than 5 days from the sampled moment. After your sampled moment in time has occurred, click Respond. You will not be able to complete your RMTS form prior to the sampled moment in time. Revised 07/2013 Page 13

14 Moment List (cont) Click Respond to access the RMTS form for completion. Completing your RMTS form when you are not working during your sampled moment If you select that you were not working, the RMTS form will automatically populate. Click Next to view the completed form. Revised 07/2013 Page 14

15 Moment List (cont) Completing your RMTS form when you are not working during your sampled moment To complete the form you must click the check box. This will serve as your electronic signature. You must click Submit to submit your form to PCG for coding. When you select that you were not working at your sampled moment in time, the form will automatically populate with the reason you were not working. If you want to change the reason you were not working, click Edit and you will return to the previous screen. To complete your RMTS form you must complete the check box at the bottom of the form. By checking this box you are stating that you have read the materials on the site, you understand the purpose of the Medicaid School-Based Claiming Program, your role in the program, and how to complete the RMTS form. Once you have clicked on the check box, the Submit button will appear. You can now click the Submit button to submit the form to PCG for coding. Revised 07/2013 Page 15

16 Moment List (cont) Completing your RMTS form when you are not working during your sampled moment You will receive a confirmation that your form has been submitted successfully. After you have successfully submitted your form, you can print a copy of your completed form by clicking on the Print button. To exit the form click on the Return to Moment List button to return to the Moment List which will display any remaining sampled moments within 5 days of the sampled moment. To exit the RMTS system click Logout. Revised 07/2013 Page 16

17 Moment List (cont) Completing your RMTS form when you are working during your sampled moment If you are working during your sampled moment select Yes, I was working and click the Next button. Please answer the questions documenting the activity that you are performing at your sampled moment. Revised 07/2013 Page 17

18 Moment List (cont) Completing your RMTS form when you are working during your sampled moment ALL four (4) questions must be answered to complete the form. After completing the form click the Next button to view your completed RMTS form. Revised 07/2013 Page 18

19 Moment List (cont) Completing your RMTS form when you are working during your sampled moment Please review your completed form to ensure that you have accurately documented the activity you were performing during your sampled moment in time. If you need to make a change, please click the Edit button to return to the questions. To complete the form you must click the check box. This will serve as your electronic signature. You must click Submit to submit your form to PCG for coding. To complete your RMTS form you must complete the check box at the bottom of the form. By checking this box you are stating that you have read the materials on the site, you understand the purpose of the Medicaid School-Based Claiming program, your role in the program, and how to complete the RMTS form. Once you have clicked on the check box, the Submit button will appear. You can now click the Submit button to submit the form to PCG for coding. Revised 07/2013 Page 19

20 Moment List (cont) Completing your RMTS form when you are working during your sampled moment You will receive a confirmation that your form has been submitted successfully. After you have successfully submitted your form, you can print a copy of your completed form by clicking on the Print button. To exit the form click on the Return to Moment List button to return to the Moment List which will display any remaining sampled moments within 5 days of the sampled moment. To exit the RMTS system click Logout. Revised 07/2013 Page 20

21 Request for Follow-Up PCG will notify the participant via if additional information is needed to accurately code the completed sample moment. When the participant s response does not provide enough information to accurately code the moment, PCG will send the participant a request for follow-up via . The follow-up will come from The participant can receive up to three (3) e- mail requests for follow-up. The participant is provided 3 days between notifications to log into the RMTS system and provide the additional information that is being requested. If the participant fails to provide the additional information after two requests, the district s RMTS Coordinator is copied on the third and final request. PCG will provide the participant with his/her user name and password to access the on-line RMTS form to provide the additional information. However, the participant s user name and password will not be provided in the third request that includes the RMTS Coordinator. If the participant has deleted or lost his/her User Name and Password, please use the Forgot your password feature in the RMTS system on the login screen or contact the PCG RMTS helpline at to obtain user name and password information. To access the RMTS form to provide additional information, the participant will log into the RMTS using his/her assigned user name and password. The participant must complete the on-line training screens, clicking Next to progress through the screens. Then click Respond to access the moment to provide the additional information. The RMTS system does not allow the original response to be altered. The participant will provide the information requested by PCG and then click Save to complete the form. Revised 07/2013 Page 21

22 Examples for Completing the Questions on the RMTS Form: Arizona Medicaid School-Based Claiming Who were you with? (Give the position of the person(s) with whom you were interacting) With a student / class / children With a parent(s) / guardian With a Speech Language Pathologist / Occupational Therapist / Physical Therapist / Nurse / Principal / Special Education Teacher Alone / by myself What were you doing? (Be brief) Teaching class Providing direct therapy Talking with a student / family about healthcare options Filling out forms (be specific as to type of forms) Scheduling screenings Writing a referral for a child Lesson plans / grading papers In a meeting with staff Reviewing goals (be specific as to the type of goals) Describe why you were doing this activity. (Be as specific as possible) To review / monitor therapy goals outlined in the IEP (be specific as to the type of goals) To complete a mental health referral Planning out my schedule for next week To perform yearly vision screenings for all students Planning out my therapy caseload schedule for next year To discuss the need for an updated nursing handbook Speaking with a parent in getting a medical card for their child To assist the parent in applying for AHCCCS for their child To arrange transportation to the student s dental appointment Is the service you provided listed on the child s IEP? Yes, the service is listed on the child s IEP No, the service is not listed on the child s IEP No, the student does not have an IEP N/A Revised 07/2013 Page 22

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