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Provider Update: December 6, 2019

To:                  ADvantage Case Management and Home Care Providers

Subject:ADvantage CD-PASS Service Option Updates and Conversion Dates

Please contact your active CD-PASS Member and ask that they return all necessary forms to Acumen as soon as possible, as these are now overdue.

ADvantage has begun the FMS transition with Members who choose the CD-PASS service option to Acumen Fiscal Management Service (FMS), the contracted state Vendor providing both FMS and Electronic Visit Verification (EVV). Here are some revised dates that will be of interest:

  1. Goods and Services Reimbursements/Bonus Checks (OPX): Final OPX requests received complete and correct by Friday, December 6, 2019 will be processed and paid out on Friday, December 13, 2019. Any received after that date must be resubmitted to the new vendor and will be paid out after 1/1/2020.
  2. Beginning Dec. 7th - Member plans in Harmony will see a change across all plan lines for service codes S5125, S5125TF, and T2025. Lines will end on December 15th with ACES$ and begin on December 16th with Acumen. This will allow for no interruption in service delivery. Once the conversion is complete, CMs will notbe able to add ACES$ for dates of service after 12/15/19. If a CM needs to add a CD-PASS service that overlaps 12/15/19-12/16/19, the CM must add two service lines for the services.  ACES$ will need to be used for dates through 12/15/19.  ACUMEN will need to be added beginning 12/16/19. Please see the example below.
  1. Reminders: The last pay date for ACES$ will be December 20, 2019 for the pay period of December 1 – 15, 2019.  Below are the specific deadlines for approved timesheets submitted on or after the due date for this pay period:
    • December 1-15 pay period has a pay date of 12/20/19
    • Any timesheets received by 1pm 12/17/19 will have a pay date of Friday, 12/20/19
    • Any timesheets received by 1pm 12/18/19 will have a pay date of Monday, 12/23/19
    • Any timesheets received by 1pm 12/19/19 will have a pay date of Tuesday, 12/24/19
    • Any timesheets received by 1pm 12/23/19 will be processed on 12/24/19 with a pay date of Friday 12/27/19.
    • Any timesheets received AFTER 1pm on 12/23/19 will not be processed by ACES$.
    • All timesheets for pay period 12/16/19 – 12/31/19 must be submitted to the new vendor, Acumen
  1. Customer Service: ACES$ Customer Service will end on December 31, 2019. Members will be unable to call in to ACES$ Customer Service after this date.
  2. Acumen Transition Packets Past Due: Acumen transition packets are now past due! Please contact Acumen with any questions at 918-221-7051[KSS1]  or toll free, 1-877-594-0966.        
  3. Acumen will process payroll for CD-PASS Members/Employers beginning January 1, 2020 for dates of service December 16 - December 31, 2019.  Case managers must communicate to Members that they must respond to Acumen immediately with all required paperwork to prevent any processing delays with PSA/APSA payments. 
  4. CD-PASS Forms:  Beginning December 10th, 2019 all necessary forms for CD-PASS service plan processing will be located on the DHS and Acumen website at http://www.okdhs.org/services/aging/pages/cdpass.aspx  until they can be loaded into the Harmony system.

           This will include the following forms:

    • Budget Worksheet (Updated 12/16/19)
    • Employee Pay Rate Form
    • Designation of Authorized Representative Form
  1. A Resource for Low-Cost Landlines: To help Members comply with the federal mandate to use EVV, we are proving the following information for low-cost landline telephones. Lifeline is a federal program offered by the FCC which provides discounts to low-income subscribers (Medicaid recipients will qualify). Members who already have a cell phone through this program will not be able to get a landline as well. For more information visit: https://www.fcc.gov/consumers/guides/lifeline-support-affordable-communications
  2. CD-PASS Time Entry Webinars: DHS and Acumen Fiscal Agent Oklahoma encourages CD-PASS Members to attend one of the ongoing CD-PASS Time Entry Webinars. This webinar will teach Members and their employees how to clock in and clock out.  There are two live sessions every day for the next two weeks. Please go to: www.acumenfiscalagent.com/oklahoma/  to register for a webinar. For more information call Acumen's Tulsa office 918-221-7051[KSS2]  or toll free, 1-877-594-0966.
  3. Integration of EVV:  As stated in previous bulletins and program wide communications, the integration of EVV to comply with the 21st C. Cures Act begins Jan 1st, 2020.

Please send any questions regarding the information above through the Harmony PQ chapter.

To:ADvantage Case Management and Home Care Providers

Subject:ADvantage CD-PASS Service Option Updates and Conversion Dates

Please contact your active CD-PASS Member and ask that they return all necessary forms to Acumen as soon as possible, as these are now overdue.

ADvantage has begun the FMS transition with Members who choose the CD-PASS service option to Acumen Fiscal Management Service (FMS), the contracted state Vendor providing both FMS and Electronic Visit Verification (EVV). Here are some revised dates that will be of interest:

  1. Goods and Services Reimbursements/Bonus Checks (OPX): Final OPX requests received complete and correct by Friday, December 6, 2019 will be processed and paid out on Friday, December 13, 2019. Any received after that date must be resubmitted to the new vendor and will be paid out after 1/1/2020.

  2. Beginning Dec. 7th - Member plans in Harmony will see a change across all plan lines for service codes S5125, S5125TF, and T2025. Lines will end on December 15th with ACES$ and begin on December 16th with Acumen. This will allow for no interruption in service delivery. Once the conversion is complete, CMs will not be able to add ACES$ for dates of service after 12/15/19. If a CM needs to add a CD-PASS service that overlaps 12/15/19-12/16/19, the CM must add two service lines for the services.ACES$ will need to be used for dates through 12/15/19.ACUMEN will need to be added beginning 12/16/19. Please see the example below.

  1. Reminders: The last pay date for ACES$ will be December 20, 2019 for the pay period of December 1 – 15, 2019.  Below are the specific deadlines for approved timesheets submitted on or after the due date for this pay period:

    1. December 1-15 pay period has a pay date of 12/20/19

    2. Any timesheets received by 1pm 12/17/19 will have a pay date of Friday, 12/20/19

    3. Any timesheets received by 1pm 12/18/19 will have a pay date of Monday, 12/23/19

    4. Any timesheets received by 1pm 12/19/19 will have a pay date of Tuesday, 12/24/19

    5. Any timesheets received by 1pm 12/23/19 will be processed on 12/24/19 with a pay date of Friday 12/27/19.

    6. Any timesheets received AFTER 1pm on 12/23/19 will not be processed by ACES$.

    7. All timesheets for pay period 12/16/19 – 12/31/19 must be submitted to the new vendor, Acumen.

  1. Customer Service: ACES$ Customer Service will end on December 31, 2019. Members will be unable to call in to ACES$ Customer Service after this date.

  2. Acumen Transition Packets Past Due: Acumen transition packets are now past due! Please contact Acumen with any questions at 918-221-7051[KSS1] or toll free, 1-877-594-0966.

  3. Acumen will process payroll for CD-PASS Members/Employers beginning January 1, 2020 for dates of service December 16 - December 31, 2019.  Case managers must communicate to Members that they must respond to Acumen immediately with all required paperwork to prevent any processing delays with PSA/APSA payments. 

  1. CD-PASS Forms:Beginning December 10th, 2019 all necessary forms for CD-PASS service plan processing will be located on the DHS and Acumen website at http://www.okdhs.org/services/aging/pages/cdpass.aspxuntil they can be loaded into the Harmony system.

This will include the following forms:

  1. Budget Worksheet (Updated 12/16/19)

  2. Employee Pay Rate Form

  3. Designation of Authorized Representative Form

  1. A Resource for Low-Cost Landlines: To help Members comply with the federal mandate to use EVV, we are proving the following information for low-cost landline telephones. Lifeline is a federal program offered by the FCC which provides discounts to low-income subscribers (Medicaid recipients will qualify). Members who already have a cell phone through this program will not be able to get a landline as well. For more information visit: https://www.fcc.gov/consumers/guides/lifeline-support-affordable-communications

  2. CD-PASS Time Entry Webinars: DHS and Acumen Fiscal Agent Oklahoma encourages CD-PASS Members to attend one of the ongoing CD-PASS Time Entry Webinars. This webinar will teach Members and their employees how to clock in and clock out.  There are two live sessions every day for the next two weeks. Please go to: www.acumenfiscalagent.com/oklahoma/  to register for a webinar. For more information call Acumen’s Tulsa office 918-221-7051[KSS2] or toll free, 1-877-594-0966.

  3. Integration of EVV:As stated in previous bulletins and program wide communications, the integration of EVV to comply with the 21st C. Cures Act begins Jan 1st, 2020.

Please send any questions regarding the information above through the Harmony PQ chapter.

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Oklahoma Human Services 
2400 N Lincoln Boulevard
Oklahoma City, Ok  73105
(405) 522-5050