We have written a lot on this blog about the change to the Financial Management Services (FMS) change in Home and Community Based Services and the implementation of Kansas AuthentiCare. This change resulted in a massive overhaul of our Payroll Department and the staff members that work in Payroll have been inundated with new duties.

One of our Payroll staff members, Lisa Cantrell, offers us a glimpse into a day in payroll. I promise that by the time you read it, you will be ready for a nap.

What does Payroll do?

Payroll makes sure the workers are not going over the plan of care, that their hand written in/out times total correctly daily, weekly, and semi-monthly and that the consumer and worker has signed the time sheet daily. We also check to make sure they are performing the duties that were assigned by the targeted case manager.

After getting the time sheets approved, we have to cross reference the numbers of hours being paid to the number of hours being billed. We then have to bill Medicaid, go back and make adjustments for old time sheets turned in, and send out the checks (again double checked for accuracy).

We also have to send out client obligation invoices to those people that are to pay a portion of their care. Once that is all complete, we have other programs that need to be hand billed directly, workers packets to check over before the worker can be hired, and time sheets to send out.

We take calls from SRS, the Housing Authority, and workers needing their weekly and semi-weekly gross incomes. We send out periodic statements to apartment complexes needing to know what people have paid in on their client obligations after getting a release of information statement from the consumer.

Payroll is also responsible for third-party billing for those consumers who have Medicaid in conjunction with another insurance provider. We have to bill them, wait for a denial and then submit the denial before we can be reimbursed. This process required four steps during the month before KS Authenticare. It now requires up to 62 processing steps to achieve the same results.

All of this is accomplished while there are literally hundreds of phone calls coming into Payroll from consumers and Direct Support Workers who have had trouble with the KS AuthentiCare/EVV system, who have forgotten to clock in our out, or who need some other assistance.

Thank you

We want to extend a huge “Thank You” to our Payroll staff for their tireless work to keep things running smoothly, Direct Support Workers paid on time, and acting as the first line in detecting any billing issues. They are truly the backbone of our Home and Community Based Services provision and we are lucky to have the best team out there.

From now through March 6th, we need the disability community to contact each member of the House Appropriations Committee. A complete list of names and contact information is available here.

They will begin debating the budget on March 6th. As they are working on budget issues we need to make sure they know the importance of funding the Home and Community Based services Physically Disabled waiting list and to restore the Financial Management Services(FMS) rate back to $140.

Shannon Jones assembled the following handouts to use in making your contacts with the Legislators.

Some of the talking points for funding the waiting list are:

  • As of February 1, 2012 there are 3,433 persons waiting for HCBS/PD services.
  • 30 persons died while waiting during the month of Jan. 2012
  • 10 persons entered a nursing facility during the month of Jan. 2012.
  • The last person offered PD Services had been waiting for 3 years!
  • Since 2010, 1,200 persons have come off of the PD Waiver, yet no one is coming off the waiting list.
  • Approximately $33 million (State funds) would fund HCBS waiver services for those waiting.

Some of the talking points for increasing the FMS rate are:

  • Last fall, Providers were notified of the $115 reduced rate with no justification and no opportunity for discussion.
  • Providers are asking for a fair rate for services delivered.
  • CILs anticipate additional layoffs associated with the FMS, which will amount to roughly a 25% reduction in agency staffing, the majority of which are people with disabilities.

Once you have made contact with each Legislator on the House Social Services Budget Committee, please email me any responses that you receive so we can track and amend our message as needed.

Kansas AuthentiCare/Electronic Visit Verification(EVV) will begin for all waiver services including Personal Services and Sleep Cycle Support for the Physically Disabled(PD) and Traumatic Brain Injury(TBI) waivers effective Sunday, March 4, 2012.

Please make certain that RCIL (or your FMS provider) has your correct telephone and/or cell phone numbers. Please report any updates to an RCIL EVV Specialist at 1-877-929-7655. See the instructions below to utilize the EVV system and check out our KS AuthentiCare/EVV FAQ page.

EVV Instructions

For your DSW to check in and out there are important things for you to remember:

  1. When your DSW arrives at your home they need to check-in each day by calling 1-800-903-4676 from YOUR home telephone or cell phone. NOTE: The sleep cycle support option will have changed from #1 to #2. The DSW will need to select from the list of services available.
  2. Before your DSWs leave your home they need to check-out each day by calling 1-800-903-4676. The DSW will need to enter the activity code of the services performed.
  3. While it is a good idea for you and your DSWs to keep your own written record of the hours worked, your DSWs will not turn in a paper timesheet to RCIL for time worked starting on Sunday, March 4, 2012 and thereafter.
  4. By State policy you MUST allow your DSWs to use your home phone or cell phone for the EVV process. If, for whatever reason, this does not occur, corrective action may be taken including the termination of your right to self-direct your care or closure of services.
  5. If you do not have a phone in your home or a cell phone, you may be eligible for reduced monthly phone service through the Kansas Lifeline/Link Up Telephone Service. To find out if you are eligible, you may contact your local telephone company or call 1-888-641-8722 for more information. If you receive a phone through Kansas Lifeline/Link UP, please contact RCIL at 1-877-929-7655 to report your new phone number and it will be entered into the EVV system.

RCIL has a longstanding history of providing superior customer service and superb payroll services. Thank you for the opportunity to work with you and support you in self-directing your services. If you have any questions or concerns, please call the payroll help desk between 8:00 am – 4:00 pm Monday–Friday at 1-877-929-7655 to speak with an EVV Specialist.

From now through Thursday February 16th, we need the disability community to contact each member of the House Social Services Budget Committee. A complete list of names and contact information is available here.

As they are working on budget issues we need to make sure they know the importance of funding the Home and Community Based services Physically Disabled waiting list and to restore the Financial Management Services(FMS) rate back to $140.

For a great write up on these issues please check out KHI’s story about the hardships facing Centers for Independent Living and the disability community in Kansas.

Shannon Jones assembled the following handouts to use in making your contacts with the Legislators.

Some of the talking points for funding the waiting list are:

  • As of February 1, 2012 there are 3,433 persons waiting for HCBS/PD services.
  • 30 persons died while waiting during the month of Jan. 2012
  • 10 persons entered a nursing facility during the month of Jan. 2012.
  • The last person offered PD Services had been waiting for 3 years!
  • Since 2010, 1,200 persons have come off of the PD Waiver, yet no one is coming off the waiting list.
  • Approximately $33 million (State funds) would fund HCBS waiver services for those waiting.

Some of the talking points for increasing the FMS rate are:

  • Last fall, Providers were notified of the $115 reduced rate with no justification and no opportunity for discussion.
  • Providers are asking for a fair rate for services delivered.
  • CILs anticipate additional layoffs associated with the FMS, which will amount to roughly a 25% reduction in agency staffing, the majority of which are people with disabilities.

Once you have made contact with each Legislator on the House Social Services Budget Committee, please email me any responses that you receive so we can track and amend our message as needed.

KS AuthentiCare/EVV Implementation Update

Categorized: Programs and Services, RCIL Updates

In a reversal of the previous decision to delay Kansas AuthentiCare/EVV implementation, the latest word from KDOA/SRS is that EVV will be implemented as originally planned on 1/9/2012. We will strive to keep you updated if there are further changes. Please check our website to stay informed.

 

THIS INFORMATION HAS CHANGED PLEASE CHECK OUT THIS LINK FOR ACCURATE INFORMATION!

It was just announced (the evening of 12/29) that KDOA and SRS have decided to delay the implementation of Kansas AuthentiCare/EVV until 6:00am January 16th, 2012. This change is to allow more time for providers, consumers, and Direct Support Workers to prepare for the transition. Please check out our EVV page for more information regarding Kansas AuthentiCare/EVV.

 

KDOA and SRS announced on the evening of  Dec. 29th they have decided to change the launch date for Kansas AuthentiCare/EVV to January 16, 2012 at 6:00am


The new year is bringing with it new procedures for our consumers who are on Home and Community-Based Services. The state is replacing the current paper time and attendant worksheet (timesheets) with an electronic verification and monitoring system known as Kansas AuthentiCare (also known as EVV).

KS AuthentiCare is a requirement for all Home and Community-Based Service (HCBS) consumers and Direct Support Workers (DSWs). On January 9th, 2012 your DSW will be required to start using the new telephone system. Please make certain that RCIL, or your FMS provider, has your correct telephone and/or cellphone number.

On January 9th, 2012 (or the first visit after January 9th) there are important things for you to remember:

  1. When your DSW arrives at your home they need to check in each day by calling 1-800-903-4676 from your home telephone or cellphone (See enclosed check -in/check -out instructions). The DSW will need to select from the list of services available (Service Codes included with this letter).
  2. Before your DSWs leave your home they need to check out each day by calling 1-800-903-4676. They will need to enter the activity code of the services performed (Activity codes included with this letter).
  3. Your DSWs need to complete paper timesheets for January 1, 2012 to January 8, 2012 and send to the Osage City office. This will be their last paper timesheet.

To help you prepare for this transition, the Resource Center for Independent Living will have training calls from 1:00pm to 2:00pm on January 3rd, 4th, and 5th. You are welcome to call in and listen to the trainings by conference call. Please pick a day that works best for you.

  • Conference dial-in number: (712) 432-0900
  • Participant access code: 324384

As part of this change we will be moving from semi-monthly to weekly payroll. RCIL has a longstanding history of providing superior customer service and superb payroll services. Thank you for the opportunity to work with you and support you in self-directing your services. If you have any questions or concerns, please call the payroll help desk at 1-785-528-5045 and ask to speak to an EVV Specialist.

The Resource Center for Independent Living, Inc. (RCIL) is proud to announce that it was recently added to the state-approved list of Financial Management Services (FMS) providers. FMS is a restructured service developed by the Kansas Department on Aging (KDOA) and the Kansas Department of Social and Rehabilitation Services (SRS) to change the way payroll services for Home and Community-Based Service (HCBS) Medicaid waivers are operated.

In the past payroll providers, such as RCIL, received one amount for providing administrative services and wages for personal care attendants (PCAs), now known as direct support workers (DSWs), and this new service, which started November 1, 2011 separates the administrative fee paid to payroll providers, and the wages DSWs receive.

What does this mean for individuals who receive payroll services? Nothing has changed for consumers at this point. All consumers are offered the choice of which of the approved FMS providers they want to provide their payroll services. Targeted Case Managers from RCIL and other providers have been busy visiting consumers to explain FMS and complete the necessary paperwork including a new FMS provider choice form and plan of care.

Questions? Please call one of our FMS Specialists at 800-580-7245 or the RCIL staff person you are already work with.

As we edge closer to winter, the leaves are changing and falling, the air is cooler, and the days are shorter. These are expected changes we prepare for each year. This year, Kansans with disabilities are experiencing many other changes.

There is a new administration in Kansas state government and in SRS, over the last several months words like “reform” and “managed care” have been making frequent appearances. There are also the not unexpected Home and Community Based Services (HCBS) waiver changes that began yesterday after a somewhat confusing implementation process.

What does this all mean for you? In all honesty, we aren’t sure yet. There are certainly parts of the equation that we understand, such as Financial Management Services (FMS) implementation, but there are many more parts that have yet to be fully revealed.

The Resource Center for Independent Living has been a part of the dialogue from the beginning, offering our ideas, concerns, and opinions at every opportunity to do so. We have worked closely with other Centers for Independent Living and agencies for the disability community to form a strong, cohesive voice seeking to protect and ensure the rights of people with disabilities do not get overlooked in the demand to save costs and trim budgets.

Kansas has a long history of progressiveness in the disability arena, ensuring personal choice and the Independent Living Philosophy have been a part of our Medicaid programs and that Centers for Independent Living have a seat at the table when it comes to making decisions regarding the lives of people in the disability community.

We will keep working to ensure that Kansas remains a national leader in disability rights and we ask that Kansans with disabilities join with us. This blog has information within it of various advocacy efforts you can be involved in, such as writing letters to the editor, contacting Legislators, and others. If you are interested in receiving advocacy updates and calls to action from us please email me and I will add you to our contact list.

Changes are coming and it’s up to the disability community to ensure that our rights and our best interests are protected. For our part, RCIL will work to keep you updated on changes as we receive information, answer any questions that you may have, and continue to be a voice for Kansans with disabilities.

Doing More: RCIL and FMS

Categorized: RCIL Updates


There are lots of changes taking place within our state and Home and Community Based Services are not immune. One of the major areas of change is Payroll Services. RCIL is a current Payroll provider for HCBS Waivers; on November 1st, those Payroll services will become Financial Management Services (FMS) and RCIL is ready to hit the ground running as an FMS provider.

We have been preparing for this implementation throughout the last year and are ready to take on the new challenges it brings. RCIL is dedicated to providing the highest quality customer service. Within FMS, payroll agencies will be required to provide Information and Assistance to self directing individuals. This is something that RCIL has been providing all along and we will continue to provide training and resources to assist you in living independently, including the personal care attendant hiring process, and more.

For more information about Self Directing your Home and Community Based Services and FMS Implementation please visit the Kansas Self Direction site. If you’d like to learn more about the Payroll services RCIL offers, including FMS information, please contact Susan Warner, Director of Payroll Services at 1-800-580-7245 or by email at info@rcilinc.org.