Subject MMA Transmittal Time Sheets for MMA Actitivies

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					                                                            Action Request
  Seniors and People with Disabilities                       Transmittal

Cathy Cooper                                               Number: SPD-AR-06-019
Authorized Signature                                    Issue Date: 04/14/2006

Topic:    Other                                           Due Date: 05/19/2006

Subject: MMA Transmittal: Time Sheets for MMA Actitivies

Applies to (check all that apply):
    All DHS employees                          County Mental Health Directors
    Area Agencies on Aging                     Health Services
    Children, Adults and Families              Seniors and People with Disabilities
    County DD Program Managers                 Other (please specify):

Action Required: Local staff should complete the attached time sheets for the hours
they have spent assisting clients with the Medicare Prescription Drug program
including performing enrollment or choice counseling activities, attending training,
outreach, assisting with problem resolution. The time recorded should be from
January 1, 2006 through May 5, 2006. All staff who worked on MMA related
activities, including those that worked part time on MMA, should complete the form,
reconstructing actual time to the best of their ability. Do not complete time sheets
for Older American Act funded or SHIBA funded staff.

Time Sheets must be returned to Max Brown in Central Office by May 12, 2006

Click Timesheet Link
MMAhere for the MMA time sheet

Time should be broken down by day in the following categories (as described by the
Center for Medicare and Medicaid Services. Italics are Oregon DHS notes):

• Beneficiary/Provider Calls:
   This category includes calls made by a worker to a beneficiary or provider as it
   relates to the Medicare Part D Drug Program. Calls would cover discussion,
   resolution or information gathering activities that relates to a beneficiary or any
   Prescription Drug Plan provider. An example of this activity would be calls made
   to individuals or prescription drug plan providers to coordinate activities in
   relation to Medicare Part D

     Note: Include all enrollment, problem resolution calls and related activities in this

                                                                               DHS 0078 (02/04)

• Medicare Part D Meetings/Teleconferences
   This activity refers to meetings, teleconferences etc. that staff attend, present or
   plan that refers to any activity around the Medicare Part D program.

     Note: Include CMS, AOA and other federal agency conference calls, the weekly
     DHS conference and any local MMA meetings.

• Data Files Management/Analysis
   This activity covers the actual management of data and data files and the
   analysis of those files as it relates to enrollment of beneficiaries or other
   peripheral data under Medicare part D.

     Note: This would include development of local databases, transmittal to Central
     office etc.

• Identification of Beneficiaries
    This activity revolves around the identification and processing of beneficiaries
    under Medicare Part D. Activities would include verifying an individual’s status
    under Medicare/Medicaid and dual eligibility.
     Note: This would include making referrals to Central Office, working with plans
     to correctly identify LIS codes, etc. This is different than the “Calls” category
     because it is specific to eligibility. If you are unsure of which category to put the
     time in, put it in “Calls.”

• Beneficiary Notifications/Outreach
   This activity involves the production, dissemination and presentation of outreach
   materials for Medicare Part D. Notifications and outreach informing
   beneficiaries and their families about the benefits and availability of benefits
   under the program.
     Note: Many of these activities occurred in Central Office or were completed
     locally prior to January 1, 2006. If you have created materials, sent letters,
     performed outreach activities etc since January 1, 2006 please capture that time
     in this category.

• Staff/Community Training for Medicare Part D Activities
    This category covers any activity revolving around training for staff and
    community groups related to Medicare Part D Program. Activities include the
    planning, delivering, attending or coordinating training sessions and programs.
     Note: Many of these activities were performed by Central Office or were
     completed locally prior to January 1, 2006. If you have attended or conducted
                                           2 of 4                               DHS 0078 (02/04)
      trainings for staff or community members and partners since January 1, 2006
      please capture that time in this category.

Reason for Action: The federal government (CMS) will reimburse the state for the
administrative costs associated with implementing the Medicare Prescription Drug
program since January 2006. DHS will use these federal funds to extend temporary
local office staff through August 31, 2006 and fund other Medicare related activities. It
is critical that we accurately reflect the actual time all staff spent on MMA related
activities during the time period in question.

Field/Stakeholder review:           Yes         No
      If yes, reviewed by:

If you have any questions about this action request, contact:
Contact(s): Jane-ellen Weidanz, MMA Project Manager
              Christina Jaramillo, SPD MMA Project Coordinator
     Phone: 503-945-6444 (JW)                        Fax: 503-373-7274
              503-947-5281 (CJ)

                                           2 of 4                              DHS 0078 (02/04)
                                                 Administrative Activities for Transitional Payment Service Category
Month:                                                                                            Cluster/Agency:
Name:                                                                                             Supervisor's name
Position #:                                                                                      Hours per day
  ACTIVITY                                   1     2   3   4   5   6   7   8   9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Beneficiary/Provider Calls

Medicare Part D Meetings/Teleconferences

Data Files Management/Analysis

Identification of Beneficiaries

Beneficiary Notification Outreach

Staff/Community Training for Medicare
Part D Activities

Total Hours for Day
I hereby certify to the best of my knowledge the information contained herein is accurate and complete.

Employee Signature                                                               Date              Supervisor Signature               Date

    Timesheet Acitivities                                                                                                                    DRAFT