Frequently Asked Questions (FAQs) from the Voluntary Foster Care Agency

Managed Care Readiness Funds Webinar on 1/20/16

February 18, 2016

  • FAQs also available in Portable Document Format format (PDF, 1698KB)

1. The base care days period is 11/1/13 through 3/31/14. What happens if our current care days are vastly different than the base period?

All payments will be reconciled to actual care days for all agencies.

2. Is the contract period still thru March 31?

The period from 11/15/15 through 3/31/16 now only aligns with the period that the rate add on will be in effect.

3. Are you still planning on seeking an extension of the expenditure period beyond 3/31/16?

The timeframe for spending the Managed Care Readiness funds has been extended to Wednesday, June 15, 2016.

4. If we are submitting a revised work plan and budget, should we await approval or can we assume that our changes will be accepted?

Should your agency choose to revise their work plan and expenditure budget, you will need to submit these revisions by COB February 15, 2016 to the Department of Health VFCA email (VFCAManagedCareTrans@health.ny.gov). DOH will review your revisions and inform your agency of approval in a timely manner. We do understand the necessity to give approval quickly.

5. We have to encumber funds through 3/31/16, however actual expenditures were allowed to be paid through 6/30/16. How does this effect the per diem payments for those costs paid between 4/1/16 and 6/30/16? Has there now been a change in the original rules where we were told to "encumber" expenses by 3/31/16, but we had until 6/30/16 to actually cut checks? So you are confirming that we no longer have until 6/30/16 to pay contractors that we are signing longer term agreements for services that will be provided beyond 3/31/16.

The timeframe for spending the Managed Care Readiness funds has been extended to Wednesday, June 15, 2016.The timeframe referenced in your question was relevant when the vouchering was going through the contracting process and there was a 90 day window for expenditures to be paid. Now that reimbursement will go through your Foster Care Per Diem, this no longer applies. Your invoices, contracts, etc. must be dated between 11/15/15 to 6/15/16. The Foster Care rate add on to reimburse your Managed Care allocation will be in effect from 11/1/15 to 3/31/16.

6. Which foster care rate will the Per Diem be applied to if an agency has multiple rates?

The rate add on will be applied over all Foster Care rates for which your agency currently submits claims.

7. What type of documentation (contracts, invoices, etc.) should we be collecting that will need to be sent in with our final report?

Further guidance will be sent to all agencies about what documentation will be required to be submitted with your final report. DOH will also provide a template for the final report.

8. Can we change the vendors originally submitted in MWBE Utilization plan?

Now that the reimbursement of funds will not be through the contract, your agency will no longer be required to meet the MWBE regulations.

9. Does Per Diem refer to the Medicaid Per Diem, or Per Diem for days of care of foster care youth? We do not currently bill Medicaid, but get reimbursed by each county for the days of care. Will reimbursement flow through the LDSS or will he come through NYS? We currently receive per diem funding through LDSS

Your allocation will be paid through the Medicaid Per Diem. If your agency does not currently claim through the eMedNY system, you will need to enroll in the NYS Medicaid Program as soon as possible in order to obtain a MMIS number. If your agency does not already have one, you may also need to obtain a NPI number. DOH has reached out to agencies who do not have current MMIS numbers to provide guidance on how to obtain one. We suggest that agencies in this situation go to link below to review the information on how to enroll in the NYS Medicaid Program and start the process. https://www.emedny.org/info/ProviderEnrollment/child_foster_care/index.aspx

10. Will the revised rate include other adjustments that are normal to the rate setting process?

Yes. The rate for 2015-16 will reflect calculations and adjustments based on your agency's 2013-14 Cost Report. For the period 11/1/15-3/31/16, the rate that will be paid will be the calculated 2015-16 rate plus the rate add-on amount of the original contracted allocation amount.

11. Can you pre-pay training expenses? Part of our readiness plan was for training for managed care, but since health homes/managed care have been delayed, we have not yet hired staff that would partake in these specific trainings.

All managed care readiness funds must be spent by June 15, 2016

12. When will details of how to bill using the per diem rate be released?

The NYS DOH will conduct a webinar for the 19 agencies that do not currently bill the Medicaid per diem. The webinar will provide additional information on how to enroll in the NYS Medicaid Program and on how to submit claims through eMedNY.

13. What documentation do you need to submit to get an amendment?

Now that the payment of the managed care readiness funds will be paid through the Medicaid per diem and not through the contracting process, you will no longer be required to make amendments through the Grants Gateway system. All requests for amendments to your agency's workplan or expenditure budget must be submitted by COB February 15, 2016 to VFCAManagedCareTrans@health.ny.gov for DOH approval.

14. When should providers expect to see the rate add on added to their Per Diem claims submissions particularly as it is retro-active to 11/1/15?

The rates and the rate add on will be posted to eMedNY as soon as the Division of Budget approves the rate and the rate add on.

15. If you've allocated money in your budget to purchase an EHR can the EHR be use in an article 31 clinic that serves both foster care and community kids?

Funding can only be used to support activities directly related to the Medicaid eligible foster care population. In the event your agency chooses to use the funds to support activities that will impact non-Foster Care clients also served by the agency, your agency must delineate the percentage of these funds consistent with the agency's percentage of Medicaid eligible foster care population.

16. When will the 15-16 rates be finalized?

The 2015-16 rates are currently being reviewed prior to their submission to the Division of Budget.

17. In the slide, you said "incur expenses" but we can also encumber them before the 3-31-16 date, that is, we can sign contracts for future services and still seek reimbursement?

Your expenditures MUST be made by 6/15/16, the services can be provided longer term. Please see updated slides posted to the DOH webpage as well as the Voluntary Foster Care Agency Technical Assistance page. http://www.ctacny.com/ocfs-technical-assistance.html

18. What if care days are lower than projected?

The rate add on will be reconciled to the contracted amounts.

19. How will the expenses for MC readiness be recorded and audited?

Agencies will provide the Department of Health a final report with required documentation. DOH will review to ensure all expenditures match what was submitted within your agency work plan and expenditure budget.

20. When will the rate sheets be issued? We need to add this to our billing system, correct?

The rate sheets will be issued as soon as approval is received from the Division of Budget. For your internal purposes, agencies should consider adding the rate to your billing system. eMedNY will only pay the rate that is posted for your agency, regardless of what you bill.

21. Will the additional rate be paid per care day paid? Will it be listed as a pay adj on the remittances?

The funds paid through the add-on will be paid per care day and will not be listed separately.

22. We can expect this before the end of the fiscal year? Does this mean we are talking about six months out?

The payments should be made within the normal emedNY payment cycles and are dependent on the date of approval by the Division of the Budget.

23. How long does that allocation apply for? By which I mean, for example, if we use money to purchase an EHR, can we ever use that EHR for non- foster care children?

Funding can only be used to support activities directly related to the Medicaid eligible foster care population. In the event your agency chooses to use the funds to support activities that will impact non-Foster Care clients also served by the agency, your agency must delineate the percentage of these funds consistent with the agency´s percentage of Medicaid eligible foster care population.

24. Will these funds be exempted from recoupment by the state?

These funds will not be exempted from recoupment.

25. Will we receive reimbursement only for the expenses submitted? At the designated rate?

Yes, at the designated rate with the add on for the time period of 11/1/15 to 3/31/16

Each agency will be reimbursed for the original contract amount subject to reconciliation.

26. When you say per diem rate, do you mean daily foster care boarding rate?

The per diem rate refers to the Medicaid per diem rate that covers all Foster Care programs an agency offers.

27. How do you actually claim?

The NYS DOH will conduct a webinar for the 19 agencies that do not currently bill the Medicaid per diem. The webinar will provide additional information on how to enroll in the NYS Medicaid Program and on how to submit claims through eMedNY.

28. Will the Grants Gateway continue to be utilized for activities related to the Managed Care Readiness Funds?

No, the Grants Gateway will no longer be used to process the contracts now that the managed care readiness funds will be paid through the rate add on. However, please be sure to save a copy of your complete contract (executed or not) as well as any other documents submitted through the Grants Gateway for your records. The contracts in the Grants Gateway will be canceled in the near future and your agency will receive notice prior to the cancelation.