Chapter FOUR
Pg. 15
Re: Documentation- I assume that w/ EVV all timesheet documentation is kept by the Fiscal Agent, and is the CellTrak Ap and CDCN Web Portal sufficient enough for this documentation responsibility. IF this is the case, this needs to be updated as the EOR more than likely does not have anything on paper such as timesheets.
DMAS Reviews- It would be beneficial for DMAS to put in the manual exactly what “documentation” they would be requesting for audit purposes. I try to keep organized, but a checklist of what they would be looking for would be most beneficial.
RE: Enrollment Packets- this has taken a painfully long and inexplicably amount of time with CDCN. I submitted via scanned and uploaded, the employee Packet on October …. minus the Child Services Form as that needed to be mailed via USPS.
On October 7, 2019, I received a “Good to Pay” notice for this attendant. (Even though I had yet to mail the Child Protective Services Central Registry Authorization). On October 14th I mailed the Child Services Background Check form as CDCN requires the original signed form. Today is November 20th and today I received an email from CDCN requesting the original DSS form. They also stated that this Attendant’s account is now on hold until this can be resolved. So I have thought for the past 5 weeks that all was good, come to find out, apparently CDCN never received it. For this particular attendant, she now has to fill out the form AGAIN, take it to be NOTARIZED AGAIN, and use good ole USPS to snail mail it to CDCN who then sends it to DSS.
RE: Criminal Background Checks/Child Protective Services Central Registry
CDCN permits the Criminal Background check to be scanned/emailed/faxed. CDCN requests the ORIGINAL signature for the CPS Central Registry. This has caused much frustration with the new attendants I have hired within the past year. I scan and upload the entire employee packet and I USPS snail mail the CPS Central Registry notarized form to CDCN in Richmond. They do not notify me when they receive it, nor when they have completed the check.
Early on in January 2019, I hired 2 employees at the same time. I USPS Certified Mailed BOTH of the Child Protective Services notarized forms, to this day, CDCN nor the USPS has confirmed that they were ever received. According to my tracking receipt, they are in a sorting facility in Richmond. Due to this mishap, and CPS requiring that original form, this creates a lengthy delay in an employee’s ability to work as they need that “good to pay” status. Is there a way to expedite that CPS background check, perhaps eliminating the need for CDCN to need to ORIGINAL form? Is there a reason why the Criminal Background can be scanned/faxed/emailed and the CPS needs to be mailed?
Of the 6 employees that I have hired in the past 12 months, we have had to RE-NOTARIZE and USPS snail mail 50%- 3 of those CPS forms. One of those employees said, “Forget it. I need to get paid now, I can’t sit around waiting.” And I lost that employee. In fact, she was on “good to pay” status and even submitted 2 timesheets…that is one month without pay, with working! However, because CDCN did not communicate that they were still lacking the Central Registry for this Attendant, they have placed this Attendant’s account on hold. I doubt she will ever see her paycheck.
Due to this consistent mishap, and CPS requiring that original form, this creates a lengthy delay in an employee’s ability to work as they need that “good to pay” status. Finding an attendant who will put up with the wait is next to impossible. Having hired six employees in the past 12 months is evidence that the Attendants are not putting up with the frustration and red tape that CDCN creates. They are gaining work elsewhere, and they are GOOD people! It takes a Lot for me, the EOR to find someone who will perform their job tasks with integrity. So when I find one, I really would like to keep them. However, when they don’t get a paycheck for 5, 6, 8 weeks, I really don’t blame them!
Is there a way that that DSS Central Registry Form can be expedited via scanned copy?
Pg. 16
Re: Scheduling- I would like to suggest the two words “within reason” to the 2nd sentence. Service Plan needs to be more considerate of the timeframes when care is required/needed. It is unrealistic to put specific hours on the service plan and not to deviate from those hours. With all of the various factors that affect the schedule of a special needs family (doctor’s appointments, illnesses, therapies, summer schedules, Spring Break Schedules, family appointments, school, community activities, etc…) it is difficult to pin point specific times that the Attendant is needed in the Plan of Care. For our family, we have a rough idea listed in the Service Plan however, this can change week by week and sometimes day by day, depending on what is going on. I would like for the Recipient and EOR to be able to have flexibility with the Plan of Care hours and altering them as their schedule needs. I don’t like that I’m told that I can only have my attendant clock in and out during the hours designated on my Plan of Care. If my POC states 12-5 but I need to take my daughter to a DR appointment at 1pm, and could benefit from the Attendant working 3-8, I want to have that flexibility. I’d like to be able to schedule based on the current need vs what the POC dictated 6 months ago when it was written.
RE: Timesheets-
This section needs to be updated to reflect the current EVV mandate.
The process of how the SF, DMAS, Fiscal Agent, and in some cases, the MCO all remain on the same page as far as number of approved hours and the hours for Attendant Care in the Plan of Care needs to be published in the Manual. If a recipient is approved for 30 hours per week from DMAS but the fiscal agent is saying that they only see 25, what is the proper chain to follow in order for that situation to be rectified?
Pg.17
RE: Medicaid Payment in Full- “The pay rate is determined by the VA General Assembly and is not negotiable. Attendants may not be paid any extra above this rate.”
How is this enforced?
Pg.18
Re: Important Information
Please reconsider some of those circumstances when the recipient is a minor. When the minor is in the hospital, and if the parent must be at work or attending to other children, it would benefit the recipient to have someone with them of whom they know and trust.