aaicama 700 formaaicama.org/cms/2016nationalmeeting/icama700_workflow... · 2016-04-14 · company...

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AAICAMA National Meeting 2016

AAICAMA 700 FormAAICAMA National Meeting 2016

Association of Administrators of the Interstate Compact in Adoption and Medical AssistanceAAICAMA

Basics of the ICAMA 700 Form:::

NO, not again!

AAICAMA | https://aaicama.blueironnetwork.net/workflow

Basics of the ICAMA 700 Form:::The form itselfThe form itself

*Add box for number of children on original 'Request to Open Medicaid'

*Need 'Date of Medicaid closure in current residence state'?

*Need zip code lookup for parent address?

*Need other telephone numbers?p

*Need additional emails?

*Require county identification?

*Need extract for Medicaid extension document?*Save information in the system only after the final submit button is selected. Allow users to edit the form or delete before final submissionthe form or delete before final submission.


Basics of the ICAMA 700 Form:::The form itselfThe form itself

*Create an ‘adoptive name’ box next to the ‘adoption finalized’ radio button to allow users to update the name when enteringbutton to allow users to update the name when entering a change in case status.

When Adoption Finalized button is clicked f fa new field will open asking if the child's

name was changed at the finalization.

Child’s name Changed at Finalization?Child s name Changed at Finalization?YesNo

If YES then:Child’s Adoptive NameChild s Adoptive Name


Basics of the ICAMA 700 Form:::NotificationsNotifications

* Create an automatic email notification that will alert the other state whenever a change has been made to a case That email to includewhenever a change has been made to a case. That email to include a link that takes the user directly to that change.

Until that can be accomplished, Secretariat should send an emailUntil that can be accomplished, Secretariat should send an email notification to all states directing them to complete all changes in the web-server AND via paper 7.5. ?

* Stop automatic emails to the person that just input a change merely confirming what they just did. This is unnecessary and can be confusing if you don’t realize it’s just confirming what you just didit s just confirming what you just did.


Basics of the ICAMA 700 Form:::NotificationsNotifications

* Create an automatic notification that goes to the receiving state when 30 days has past and the receiving state hasn’t indicated that30 days has past and the receiving state hasn t indicated that Medicaid is in place.

Reasoning: The web-server is set up so that the receiving state canReasoning: The web server is set up so that the receiving state can indicate that they have completed a request to open Medicaid .

This ‘closing of the loop’ is very important information but it’s often not g p y poccurring. As a result, the sending state has no way to know if the request has been processed or not. An automatic alert telling the receiving state that they still have an outstanding request after 30 days may help shoreoutstanding request after 30 days may help shore up lingering requests and result in more cases where the ‘loop in closed’.


Basics of the ICAMA 700 Form:::Case ListsCase Lists

On state lists (as Agreement State and Residence State) * Need count of cases?* Need count of cases?* Need page break?* Need printout?* Add a sorting function to all lists create a search function* Add a sorting function to all lists, create a search function.* CTRL f


Basics of the ICAMA 700 Form:::Case ListsCase Lists

* Add submit date column.This will allow all new requests to rise to the top of the list regardlessThis will allow all new requests to rise to the top of the list regardless of their effective date. Currently, requests can be found anywhere on the list depending on the date Medicaid is slated to begin. These backdated requests can be easily missed as the list of cases grows bac da ed eques s ca be eas y ssed as e s o cases g o slonger and longer.

* Add a “submit” button to the top of all lists ORAdd a different sort of ‘submit’ button that can be accessed throughout the list without need to scroll to the top or the bottom of the list. After just one year of data, the lists are already becoming somewhat unwieldy. An alternative would be helpful to avoid excessive scrolling up and down.


Basics of the ICAMA 700 Form:::AdministrationAdministration

* All states use a generic ‘ICAMA’ email Reasoning: When the named person leaves or retires updatedReasoning: When the named person leaves or retires, updated information is not getting to the states in a timely manner. We had 5 children who did not have medical for 6 months. We sent the info to the ICAMA contact twice and attempted contact several times with pno response. Finally ‘googled’ to find a supervisor to contact and was told she retired.


Basics of the ICAMA 700 Form:::LinksLinks

―2 links for using the worksite/databaseWorksite/databasehttps://aaicama.blueironnetwork.net/workflow

Password Maintenance:http://aaicama.blueironnetwork.net:8080/pwm

See the User Guide:• Passwords• Passwords Forgotteng• User Profile

http://icama700form.aaicama.org.instapage.com/


Basics of the ICAMA 700 Form:::User Information Does Not Auto LoadUser Information Does Not Auto-LoadThe User Profile (at the Password Maintenance site) must be

completed for the user information to auto loadcompleted for the user information to auto load (And the Forgot Password will not work if the User Profile does not contain a valid e-mail address)

Password Maintenance:https://aaicama.blueironnetwork.net:8080/pwm

See the User Guide:• User Profile

http://icama700form aaicama org instapage com/http://icama700form.aaicama.org.instapage.com/


Basics of the ICAMA 700 Form:::AnswersAnswers⁞ Who do you contact if you forgot your password?Use the Forgot Password feature at:Use the Forgot Password feature at:https://aaicama.blueironnetwork.net:8080/pwm

⁞ Who do you contact if you get an error message?⁞ Who do you contact if you get an error [email protected] ICAMA 700 Form Administrator

⁞ Who can you contact if you have a [email protected] ICAMA 700 Form AdministratorAAICAMA Executive Committee membersAAICAMA Executive Committee members


Basics of the ICAMA 700 Form:::Multiple Children Original FormMultiple Children- Original FormA form created with more than one child can be saved as a

e file and/or hard copy when it is initially created ande-file and/or hard copy when it is initially created and approved.

This is the only time a copy of the initial form will be presented to the userpresented to the user.

All subsequent child look-ups will be by SSN and so the form di l d ill b f th t hild ldisplayed will be for that child only.


Basics of the ICAMA 700 Form:::Adding DOB/SSNs of Parent(s)Adding DOB/SSNs of Parent(s)― Can AAICAMA add the Date of Birth (DOB) for the

parent(s)?parent(s)?― Can AAICAMA add the SSNs for the parent(s)?NO.Under the ICAMA (state law in all signatory states) the only personal information that can be required is that of the child(ren) protected by the ICAMA.AAICAMA has considered adding this data many times since

1986, but have been told each state would have to amend it’s legislation enabling the ICAMA f AAICAMA t i lfor AAICAMA to require personal information on the parent(s).


Basics of the ICAMA 700 Form:::Guardianship AgreementsGuardianship Agreements

If the guardianship is not Federal, should we initiate through the AAICAMA worksite/database?the AAICAMA worksite/database?

NO.ICAMA forms are designed to provide a new Residence State

ith th i f ti th d t M di id fwith the information they need to open a Medicaid case for categorically eligible children.

In the case of a state-funded guardianship agreement the hild i NOT t i ll li ibl f M di idchild is NOT categorically (automatically) eligible for Medicaid

in the new Residence State. To receive Medicaid services in the new Residence State an application must be made by the family in that statemust be made by the family in that state. The child may or may not be determined eligible under that state’s programs.



If the guardianship is Federal, should we initiate through the AAICAMA worksite/database?AAICAMA worksite/database?

YES.The title IV-E KINGAP cases were added, with member

l t th ICAMA f ft th tapproval, to the ICAMA forms after that program was established.

Though the program was established by the federal t f idi i f tigovernment no means of providing case information

interstate was mentioned.Because the information needed to open a

M di id f KINGAP hild iMedicaid case for a KINGAP child in a new state is the same as that used in a title IV-E adoption assistance case, AAICAMA added this eligibility group to their forms


AAICAMA added this eligibility group to their forms.


Are all states using the AAICAMA worksite/database to process Federal guardianship Agreements?process Federal guardianship Agreements?

YES.Since all ICAMA states agreed to add this eligibility group to

th f t t h b i ICAMA f t idthe forms, states have been using ICAMA forms to provide eligibility information in cases of title IV-E GAP Agreements to Residence states.



Is this true even for states who have not elected to provide title IV E GAP eligibility for their own state residents?title IV-E GAP eligibility for their own state residents?

YES.Example:

State A has not elected the GAP ProgramState A has not elected the GAP ProgramState B has elected the GAP ProgramState A can not send a title IV-E GAP Agreements to other

t tstates State B can send a title IV-E GAP Agreement to

State A.State A must provide Medicaid for the child

from State B.

(See: ACYF-CB-PI-10-01, page 4, Medicaid Eligibility )


(See: ACYF CB PI 10 01, page 4, Medicaid Eligibility )

Basics of the ICAMA 700 Form:::Scanning AgreementsScanning Agreements

Should we scan the agreements?GENERALLY YESGENERALLY, YES.The agreements must have the signature of the parent(s) and

the agency representative to be valid under the ICAMA.For most states this requires that the agreement be scanned.

The AAICAMA worksite/database requires an electronic qdocument.

So any type of e-document is the system’s only requirement. States are free to use any q ytype of e-document, provided both signatures are on it.


Basics of the ICAMA 700 Form:::All Agreements in one documentAll Agreements in one document

Can all the agreements, in the case where the ‘open Medicaid’ request is being completed for more than oneMedicaid request is being completed for more than one child, be combined into one document?

NO.Th f thi i th t h hild l k i t d itThe reason for this is that when a child lookup is requested, it

is requested by SSN. If the agreements were all in one document the computer wouldn’t be able to access the specific child’s agreementspecific child s agreement.


Basics of the ICAMA 700 Form:::Signing the FormSigning the Form

Is signing the form a requirement?YESYES.The signature on the certification part of the ‘request to open

Medicaid’ makes the form a legal document and attests to th R id St t th t th A t St t hthe Residence State that the Agreement State has followed all applicable federal guidelines for the determination of eligibility.


Basics of the ICAMA 700 Form:::Signing the FormSigning the Form

What does signing the form entail?Cli k ‘Si ’ ft th tifi tiClick ‘Sign’ after the certification.Click ‘Accept’ after clicking ‘Sign’

This locks in the information on the form and provides the Residence state with a justification (in CMS audits) for opening the Medicaid case.

NB: This isn’t an electronic signature as used in other instances, it’s simply the Agreement state’s verification that the information is correctthat the information is correct.


Basics of the ICAMA 700 Form:::Editing the DatabaseEditing the Database

Can the information on the form be edited once it’s saved to the database?the database?

YES.The ICAMA 700 Form Administrator has access to the

d t b d h i f ti th t h bdatabase and can change information that has been incorrectly entered. (Misspelled name, incorrect address, phone etc.)

The ICAMA 700 Form Administrator can also change an SSNThe ICAMA 700 Form Administrator can also change an SSN if this has been entered incorrectly or if the child’s SSN is changed.

There will be an audit trail of changes madeThere will be an audit trail of changes made including who made the change and when it was made.


Basics of the ICAMA 700 Form:::Move to Second Residence StateMove to Second Residence State

Case:CT A t St tCT Agreement StateChild moves to MAChild then moves to PAHow is this managed on the worksite/database?See the attached flow chart documentBut basically, if the request to open Medicaid in MA was made with an

ICAMA 6 01 ( li f ) h h di i l hICAMA 6.01 (or earlier paper form) then the direction to close that case should also be made with a paper form (the ICAMA 7.5).

if the request to open Medicaid in MA was made with the worksite/database then use the worksite/database to direct that the case be closed in MA.

REMEMBER:Paper :: PaperEl t i El t i


Electronic :: Electronic

Basics of the ICAMA 700 Form:::Print the agreementPrint the agreement

How do I print the agreement?

When you do a child lookup, the child’s current form will appear. After each child’s information you will see: ‘Extract Agreement’

ClickThe agreement will load and you can print the

agreement as a hard copy and/or an electronic file.


Basics of the ICAMA 700 Form:::Print the formPrint the form

How do I print form?

—When you do a child lookup the child’s current form will appear. At the bottom of the form is a ‘Print’ buttonClickYou can print the form as a hard copy and/or an electronic file.

—When the ‘request to open Medicaid’ is initially completedThe ‘Print’ button appears at the bottom of the form after the certification.ClickYou can print the form as a hard copy and/or an electronic file both before


and/or an electronic file both before and after the signing

Attachment Process

.Comes after the form is signed

.Comes after the form is double checked by the user and approved

Table lists each SSN entered on the ICAMA 700Table lists each SSN entered on the ICAMA 700 Form

One agreement for each childgEach agreement must be attached separately

using the SUBMIT iconU FINISH i h llUse FINISH icon when all

agreements are attached


Residence State Date the case was opened in the your State

―Practice issue with ICAMA 600 series…Many states not advising the AS that the Medicaid case was openHas always been a requirement since first statesHas always been a requirement since first states formed the AAICAMA in 1986Using the worksite/database makes this easyg yBut it is still a requirement

―And very good practice


Residence StateIndicate the Medicaid Case is Open

Date the case was opened in the your State

Indicate the Medicaid Case is Open

If I am the Residence State, how do I indicate I h d h ?have opened the case?

Click:ICAMAResidence State (enter child’s SSN)Medicaid Case Opened

Complete:Complete:Date case openedProjected closure date (defaults to child’s 18th birthday)Medicaid case number (if known)

ReviewSubmit


Residence StateMedicaid Case Should Be Closed

Date the case was opened in the your State

Medicaid Case Should Be Closed

If I am the Assistance State how do I indicate aIf I am the Assistance State, how do I indicate a Medicaid case should be closed?

Click:ICAMAICAMAAgreement StateClose Medicaid Case (enter child’s SSN)

Complete:Date case to be closedMove to a new state?St t NState Name

ReviewSubmit


Submit


―Is the open date for a Medicaid case always the fi f h h?first of the month?NO.Some states do open (and close) on a specificSome states do open (and close) on a specific date of the month, but using a specific date is not a requirement of the ICAMA and therefore not of the database.

(See AAICAMA’s May 2015 Practice Bulletin for a(See AAICAMA s May 2015 Practice Bulletin for a discussion of this issue.)



―What if I don’t know when the Medicaid case is d?opened?

Good question!Good question!

Use the date you sent the request to yourUse the date you sent the request to your Medicaid agency/office


Landing Page/User Guide

―http://icama700form.aaicama.org.instapage.com/

All the news on the ICAMA 700 Form

Something missing?Something incorrect?Something confusing?Something confusing?

Let me know:b k @ [email protected]

(I love hearing from the states)


Landing Page/User Guide :::Is Puerto Rico an ICAMA member?Is Puerto Rico an ICAMA member?NO

Traditionally states have used ICAMA forms to work with ICAMA cases coming from and going to Puerto Rico.

The AAICAMA Executive Committee felt that maintaining a paper form to use with Puerto Rico was an efficient and effective way to convey information to them.

NB: None of the U.S. territories are signatories to the ICAMAsignatories to the ICAMA


Security :::PasswordsPasswordsDo we need to change our Password periodically?

NOT YET.AAICAMA is in the process of developing protocols for regular change of passwords.Recommendations form the states as well as current security protocols will be used to determine the policy.The policy will be sent to all ICAMA 700 Form Administrators for review prior to finalization.


Security :::PasswordsPasswordsIs security robust?

YES.Security is HIPAA compliant.For a comprehensive statement of security levels please email Robyn Bockweg ([email protected])


aaicama 700 formaaicama.org/cms/2016nationalmeeting/icama700_workflow... · 2016-04-14 · company...

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