Provider Update: Febuary 22, 2019

To: All ADvantage and State Plan Personal Care Providers

Subject:Weekly Harmony Status Updates

The Medicaid Services Unit will begin sending out weekly updates on the status of key areas of interest to providers working in the Harmony system. Our hope is that this information will:

Educate providers on the status of requests/service plans submitted to the Medicaid Services Unit (ADvantage and State Plan Personal Care programs)
Allow providers to communicate with and better serve program Members
Prevent avoidable service disruptions
Provide transparency in the assimilation of Harmony as the fully-functioning waiver management information system for both ADvantage and SPPC

Please let us know if there are areas that could be included in this report that would support you in your service to our program Members.

Thank you.

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Medicaid Services Unit - Serving 18,699 ADvantage and SPPC Members week of 2/22/2019 through the efforts of approximately 1,800 Harmony users

Priority Level	Area	Item	Current Status	Comments
High	System Clean-up	Correcting rate increase service unit adjustments (spreadsheet process)	•Two (2) temp employees began processing Unit Adjustment spreadsheets on 2/20/2019 •24 spreadsheets have been completed to date by either internal or temp staff •Six (6) spreadsheets are currently being processed •A total of 33 spreadsheets remain to be processed	Agencies are notified directly when their spreadsheets are completed
High	Develop Reporting Capabilities	My Work Report --Report to allow system users to see key information related to Member service plan and monitoring dates	•Awaiting testing and final approval•Planned production date is March 5, 2019	Testing is in progress for this report.
High	Develop Reporting Capabilities	Services Not-Authorized Report--Report to allow system users to easily identify services that have not been authorized	•Awaiting testing and final approval•Meeting scheduled with Vendor for next week for final review. •Production date has not yet been established	Testing is in progress for this report.
High	Develop Reporting Capabilities	Monitoring/Progress Notes Report --Report to allow system users to see key information from the Monitoring/Progress Notes without the need to open each document.	•Deployed	Training was completed on 2/13/2019Lunch and learn trainings can be found at here.
High	Achieve Timelines for MSU-AA Key Areas	Service Plan Authorization -- ADvantage	•Oldest working date is 1/10/2019 If awaiting authorization for services set to a Review status (SPA, Clinical, etc.) prior to the oldest working date, please check the Member's plan status and:•Ensure it was set to some type of Review - if not, set to SPA Review immediately. •If the plan is in a Review status with a date prior to our oldest working date, send a PQ to advise and include the date the plan was set at the Review status.
High	Achieve Timelines for MSU-AA Key Areas	Service Plan Authorization – State Plan Personal Care (SPPC)	·Oldest working date is 1/22/2019•SPA is receiving on average approximately 225 new ticklers per day for service authorizations	Turnaround times are currently being impacted by four (4) data conversions (closings, branch changes, etc.) that are in progress.Each of these requires a service plan amendment for every member in that agency/branch.
High	Achieve Timelines for MSU-AA Key Areas	Provider Question	State Plan Personal Care (SPPC) •121 outstanding PQs, with oldest working date 12/13/2019 ADvantage •222 PQs are assigned to MSU-AA Managers for review and completion •33 PQs are unassigned, with the oldest working date of 2/14/2019	SPPC continues to process the changeover of authorizations from calendar year 2018 to 2019.PQs related to this issue will be completed as the transitions are done.
High	Achieve Timelines for MSU-AA Key Areas	Resource Center (returning calls)	•Oldest working date is 2/5/2019 •There are 423 messages awaiting return calls •A receptionist/ switchboard position was recently filled in the ADvantage Resource Center, so calls should now be answered in real time with minimal exceptions.	Outside assistance has been obtained from other areas of the MSU to support Resource Center staff in returning client calls.Calls are now being answered in real time unless exceptional circumstances are encountered.
Moderate	Develop Remaining Program Area Capabilities	Provider Relations --Certified Agency Report (CAR) move to Harmony	•The CAR is currently available at http://advantage.ok.gov/bycnty.aspx •Interface work continues to move this functionality tothe Harmony system	The Certified Agency Report will continue to be managed on the ADvantage.ok.gov website until the transition can be made to the Harmony system.
Moderate	Provider Engagement	Initiate bi-annual Provider Meetings	•A Medicaid Services Unit (MSU) Provider Meeting is planned for April 2019 •A bulletin with the proposed date/time will be sent out a few weeks prior to the event.
Moderate	Develop Remaining Program Area Capabilities	Operationalize audit functionality in the Harmony system	•In progress	A methodology has been created by MSU Informatics for pulling a random sample from the Harmony system for each provider, as applicable by service type.
Moderate	Develop Remaining Program Area Capabilities	Initiate individual provider trainings by provider type	•Trainings began this week (2/19/2019) for individual case management providers •Training is intended to provide focused training to each provider on the issues that are important to/problematic for them	Case management providers are encouraged to have as many case managers as possible attend this training. Any agencies that have not yet signed up should do so as quickly as possible.