Q: How will the agency set the level of compensation for supplemental contracts? When will they be issued?
A: Supplemental contracts will be paid on basis of per diem and will be issued with the regular contract.
Q: If I am offered a supplemental contract, do I have the option to accept or reject it?
A: Yes, any time a staff member is offered a contract, they have the ability to accept or reject it. This process is guided by continuing contract law.
Supplemental contracts are offered because the agency is trying to match predictable service needs with its resources. If a supplemental contract is declined, the agency will look to others to fulfill that service need.
Q: What if my total number of contract days for next year is reduced? Can I appeal that decision?
A: Any staff who are reduced in number of contract days will be afforded due process rights, as outlined in Iowa Code and Heartland’s master agreement.
Q: If I have a supplemental contract, how do I do my calendar? Does the process change?
A: You will consult with your supervisor to calendar both your base contract days and supplemental contract days in our online system, so the process will remain consistent.
Q: Is there a grievance procedure for contract length decisions?
A: Our master agreement defines the process for filing a grievance; there is no special procedure related to the supplemental contract.
Q: Have you done any more work on the process and timeline for decision-making about supplemental contracts?
A:
• Nov. 1 – Regional Directors begin conversations with staff.
• By November 30, Regional Directors will use agency priorities, district service agreements and staff input to make recommendations for supplemental contract and/or addendum day needs.
• Dec. 5 – The Agency Planning Council will review Regional Directors’ recommendations.
• Dec. 6-Jan. 15 – Regional Directors will have confirming conversations with staff.
Monday, October 29, 2012
Reminders From Human Resources: Agency Hours, Workdays & Scheduling
Official Agency Hours
The official agency hours are 8:00 a.m. to 4:30 p.m. Supervisors may schedule staff outside of these hours to meet the unique coverage needs of each work area.
Work Days
The regular workweek (Monday through Sunday) consists of five days of 7.5 hours each, or three days of 9.5 hours and one day of 9 hours each (for Van Drivers). Employees can set the start and end time (along with lunch) with their supervisor on a quarterly basis. Lunch should be taken near mid-work day, and can be 30 minutes to 1 hour based on supervisor approval.
For full-time and regular part-time employees who complete a timesheet (including employees who fill out a time sheet for record keeping only), if you work less than 7.5 hours in a day (with advanced supervisor approval), appropriate leave must be taken to equal a 7.5 hour work day. If you work more than 7.5 hours in a day (with advanced supervisor approval), you will receive compensation at regular rate, for hours worked between 37.5 and 40 hours in a week. If you work over 40 hours in a work-week, you have the option of receiving pay at 1.5 times the regular rate or an equivalent number of hours of comp time.
Flexible Scheduling
Employees will be allowed to request reconsideration of their scheduled work hours on the first day of March, June, September, and December. Supervisors shall be responsible to ensure that modified schedules will not result in reduction in services to clients. Alternative flexible scheduling hours should fall between 7:00 a.m. and 5:00 p.m.
In regional offices, office hours are set by the Regional Directors based on the needs of the region. The Regional Directors will schedule staff accordingly. Regional Directors will communicate their office hours to their districts, their staff, and the Agency receptionist.
When considering approval of flexible scheduling, priority will be placed on coverage of work functions over staff preference. Therefore, there may be some variation of individual schedules within or across workgroups. Staff members should discuss any questions about flexible scheduling with their supervisor.
The official agency hours are 8:00 a.m. to 4:30 p.m. Supervisors may schedule staff outside of these hours to meet the unique coverage needs of each work area.
Work Days
The regular workweek (Monday through Sunday) consists of five days of 7.5 hours each, or three days of 9.5 hours and one day of 9 hours each (for Van Drivers). Employees can set the start and end time (along with lunch) with their supervisor on a quarterly basis. Lunch should be taken near mid-work day, and can be 30 minutes to 1 hour based on supervisor approval.
For full-time and regular part-time employees who complete a timesheet (including employees who fill out a time sheet for record keeping only), if you work less than 7.5 hours in a day (with advanced supervisor approval), appropriate leave must be taken to equal a 7.5 hour work day. If you work more than 7.5 hours in a day (with advanced supervisor approval), you will receive compensation at regular rate, for hours worked between 37.5 and 40 hours in a week. If you work over 40 hours in a work-week, you have the option of receiving pay at 1.5 times the regular rate or an equivalent number of hours of comp time.
Flexible Scheduling
Employees will be allowed to request reconsideration of their scheduled work hours on the first day of March, June, September, and December. Supervisors shall be responsible to ensure that modified schedules will not result in reduction in services to clients. Alternative flexible scheduling hours should fall between 7:00 a.m. and 5:00 p.m.
In regional offices, office hours are set by the Regional Directors based on the needs of the region. The Regional Directors will schedule staff accordingly. Regional Directors will communicate their office hours to their districts, their staff, and the Agency receptionist.
When considering approval of flexible scheduling, priority will be placed on coverage of work functions over staff preference. Therefore, there may be some variation of individual schedules within or across workgroups. Staff members should discuss any questions about flexible scheduling with their supervisor.
New Online Enrollment Process for Dependent Care Flexible Spending Coming Soon
Thanks to some very hard work by Lori Thelen, Information Systems Manager, we will be rolling out a new online enrollment process for our 2013 dependent care flexible spending plan.
Enrollment will open on November 5 and will close November 30 at 4:00 p.m. More information about enrollment will be coming shortly, so please keep your eyes open next week for an email from the Communications Department that will give you the link you need to enroll in dependent care for the 2013 calendar year if you are eligible and wish to participate.
Enrollment will open on November 5 and will close November 30 at 4:00 p.m. More information about enrollment will be coming shortly, so please keep your eyes open next week for an email from the Communications Department that will give you the link you need to enroll in dependent care for the 2013 calendar year if you are eligible and wish to participate.
Universal Registration Updates
Universal Registration (the system used to register for professional development courses) will be undergoing upgrades on November 10 beginning at noon. That means no registration for classes, the instructor center will not be functioning and the mandatory trainings site will not complete.
We have also added more information to our Certificate of Completion certificates that can be self-printed off the site. Those groups (SSW) who need the location of the trainings on their CEU certificates will be happy to know that information is included. Because a large number of SSWs will be renewing their licenses this fall and winter, this will be happy news for them! Jean Boger, School Social Worker, is sharing this information with her workgroup as well.
We have also added more information to our Certificate of Completion certificates that can be self-printed off the site. Those groups (SSW) who need the location of the trainings on their CEU certificates will be happy to know that information is included. Because a large number of SSWs will be renewing their licenses this fall and winter, this will be happy news for them! Jean Boger, School Social Worker, is sharing this information with her workgroup as well.
Medicaid Billing Q & A From Oct. 17 Meeting With Timberline
Below are answers to many questions we are currently receiving about Medicaid and the new T-TRAK billing system. Highlighted items include information that we hope to have updated in the near future.
Q: How do I login to create an account in T-TRAK?
A:
1. Go to the Timberline website at http://www.timberlinebilling.com/contact.html
2. Click on T-TRAK in the upper right hand corner.
3. Select Iowa.
4. For first time users, you will need to select “Register.”
5. Add your first name and last name.
6. Select a username and password (follow the requirements listed for passwords).*
7. Choose “I accept” for the electronic signature.
8. Enter the captcha security code.
9. You will then enter the site and will need to choose the organizations you will need: Heartland AEA Part B and/or Heartland Part C.
10. Click on Profile and you will see the request pending for access to those organizations.
* T-TRAK will require you change your password every six months for security purposes.
Q: How do I create my caseload?
A:
1. Go directly to the “Case load” tab.
2. To create a caseload, start under the Student Search tab.
3. Since you have been granted access to Heartland AEA, you will see all the children within your district. While seeing all the children might make some nervous about the confidentiality of the child, the staff member is still bound by the same confidentiality agreement as before.
4. At the Student Search tab, you can either scroll through the list and click on the green checkmark beside your client’s name or type in the client’s name and click filter.
5. Click on the green checkmark. This action moves the student to the staffer’s Case Load. Once you create a Case Load, you can go directly to the Case Load tab bypassing the Student Search tab. You will then see only the children you serve.
Q: I created a caseload, but I can’t find my student list.
A: Make sure you do not still have information in your filter settings.
Q: How do I know who is on my caseload?
A: Each month your administrative assistant will send you a list of Medicaid eligible students. This list is generated monthly. Any information that has been changed recently may not be updated and in the system for at least two cycles.
Q: I requested access to the system but have not been given access yet.
A: Sue Dunsmoor is the Heartland AEA administrator giving access to Heartland staff. This is one of her many duties. If you haven’t received access in two or more days, please contact Sue at sdunsmoor@aea11.k1.ia.us or ext. 11202.
Q: I can’t remember my username or password OR I got set up in the T-TRAK system but I’m having problems logging in.
A: The system has a tab for supporting forgotten passwords on the login screen. If you have forgotten your username or feel there is a technical error, please contact Yvette Whitt toll free at (855) 222-0827 ext. 121, locally at (515) 222-0827 ext. 121 or yvette.whitt@timberlinebilling.com.
Q: I would like to watch the webinars that are on Timberline’s website but they take too long to download to my desktop.
A: Sara Mercer has downloaded the T-TRAK webinars to a flash drive. You may request that drive from her at any time.
Q: How do I know what to put in when it asks for the child’s diagnosis?
A: If the LEA also bills for this student, they will have a diagnosis on file. Please check with the school to get the diagnosis. We are waiting for an answer from Timberline on what to do if only AEA bills, as there is often no diagnosis.
Q: I am getting error code messages such as “No IEP on file.” What do I do?
A: This appears to be a problem on Medicaid’s end. They are working to update their files so this does not occur. Please be patient. We will let you know when Timberline has updated the files.
Q: Follow-up: Since I can’t enter info in until Timberline gets it right, what should I do with my October claims? Can I do them on paper and give them to my administrative assistant?
A: Please hold on to them for now. We expect this problem to be corrected in the very near future.
Q: I get the message “No Student” when applying the filter OR I can’t find students on the list.
A: If you know a child is Medicaid eligible, but they are not showing up in your list, it is most likely that the student does not have a current parental consent signed. Please obtain parent consent and return the form to your administrative assistant. If you know of a current parent consent form, please obtain a copy and provide that to the administrative assistant. Additionally, if a name is misspelled, it will also not show up in the list. Please double-check the spelling of the name.
Q: “Serving school” and “service provided” drop downs are blank on the Template Form (Creating a Template in T-TRAK).
A: We weren’t able to recreate this problem. Therefore, the following answer is how to create a template in T-TRAK:
From your Case Load Tab, you will click on the pencil icon beside the student for whom you are creating a template. Once you click on the pencil icon beside your student’s name, you will be directed to a screen entitled “Manage Case Load & Service Templates.” Beneath this heading, you should see “Service Templates for (student name) and “No Templates.” You will click on the Add Service Template button on the far right side of the page. This should bring you to another screen with the same heading “Manage Case Load & Service Templates” with your student’s name at the top left of the page. You would choose the Provider Organization where you have an affiliation. The choice of Provider Organization should then populate the Service School drop down box with those schools or place of service that would be appropriate for your chosen Provider Organization. The Provider Organization choice should also populate the dropdown box for Diagnostic code and service provided.
Q: I’m very busy. Can input be completed by administrative assistants?
A: No. Staff will have to input their own students due to the online security and password protections.
Q: What do I do with kids who show up on my list that I’m not serving?
A: Please inform the administrative assistant of any students who are on your list who you are not serving so they can make the appropriate changes in IMS. Also, please remember it takes up to two cycles for the names to be removed from the listings. If after two months, the students continue to show up on the list, inform the administrative assistant again.
Q: What do I do with students who have no billable services?
A: Students with no billable services do not have to be entered into the T-TRAK system. No further action is required.
Q: What do I do with the roster list the administrative assistant gives to me?
A: At this time, you are not required to return these forms to your administrative assistant. In the future, we may ask for forms to be returned to verify completion of billing. As a reminder, Iowa Administrative Code 256B.15 6 states: “Effective November 1, 1988, all area education agencies in the state shall participate in the program and begin billing for and collecting for the covered services and shall bill for services provided retroactive to July 1, 1988.”
Q: Currently Medicaid doesn’t pull names of students who receive Developmental Services only.
A: At this time, no further action is required. Heartland is working with Timberline to resolve this issue.
Q: A new service has been added to the student’s IEP. How do I get that to show up on T-TRAK?
A: If a service is added or deleted, this should be updated within one cycle (month) automatically. If changes that are made are not showing in T-TRAK after a full cycle, please contact Sue Dunsmoor at sdunsmoor@aea11.k1.ia.us or ext. 11202.
Q: How do I login to create an account in T-TRAK?
A:
1. Go to the Timberline website at http://www.timberlinebilling.com/contact.html
2. Click on T-TRAK in the upper right hand corner.
3. Select Iowa.
4. For first time users, you will need to select “Register.”
5. Add your first name and last name.
6. Select a username and password (follow the requirements listed for passwords).*
7. Choose “I accept” for the electronic signature.
8. Enter the captcha security code.
9. You will then enter the site and will need to choose the organizations you will need: Heartland AEA Part B and/or Heartland Part C.
10. Click on Profile and you will see the request pending for access to those organizations.
* T-TRAK will require you change your password every six months for security purposes.
Q: How do I create my caseload?
A:
1. Go directly to the “Case load” tab.
2. To create a caseload, start under the Student Search tab.
3. Since you have been granted access to Heartland AEA, you will see all the children within your district. While seeing all the children might make some nervous about the confidentiality of the child, the staff member is still bound by the same confidentiality agreement as before.
4. At the Student Search tab, you can either scroll through the list and click on the green checkmark beside your client’s name or type in the client’s name and click filter.
5. Click on the green checkmark. This action moves the student to the staffer’s Case Load. Once you create a Case Load, you can go directly to the Case Load tab bypassing the Student Search tab. You will then see only the children you serve.
Q: I created a caseload, but I can’t find my student list.
A: Make sure you do not still have information in your filter settings.
Q: How do I know who is on my caseload?
A: Each month your administrative assistant will send you a list of Medicaid eligible students. This list is generated monthly. Any information that has been changed recently may not be updated and in the system for at least two cycles.
Q: I requested access to the system but have not been given access yet.
A: Sue Dunsmoor is the Heartland AEA administrator giving access to Heartland staff. This is one of her many duties. If you haven’t received access in two or more days, please contact Sue at sdunsmoor@aea11.k1.ia.us or ext. 11202.
Q: I can’t remember my username or password OR I got set up in the T-TRAK system but I’m having problems logging in.
A: The system has a tab for supporting forgotten passwords on the login screen. If you have forgotten your username or feel there is a technical error, please contact Yvette Whitt toll free at (855) 222-0827 ext. 121, locally at (515) 222-0827 ext. 121 or yvette.whitt@timberlinebilling.com.
Q: I would like to watch the webinars that are on Timberline’s website but they take too long to download to my desktop.
A: Sara Mercer has downloaded the T-TRAK webinars to a flash drive. You may request that drive from her at any time.
Q: How do I know what to put in when it asks for the child’s diagnosis?
A: If the LEA also bills for this student, they will have a diagnosis on file. Please check with the school to get the diagnosis. We are waiting for an answer from Timberline on what to do if only AEA bills, as there is often no diagnosis.
Q: I am getting error code messages such as “No IEP on file.” What do I do?
A: This appears to be a problem on Medicaid’s end. They are working to update their files so this does not occur. Please be patient. We will let you know when Timberline has updated the files.
Q: Follow-up: Since I can’t enter info in until Timberline gets it right, what should I do with my October claims? Can I do them on paper and give them to my administrative assistant?
A: Please hold on to them for now. We expect this problem to be corrected in the very near future.
Q: I get the message “No Student” when applying the filter OR I can’t find students on the list.
A: If you know a child is Medicaid eligible, but they are not showing up in your list, it is most likely that the student does not have a current parental consent signed. Please obtain parent consent and return the form to your administrative assistant. If you know of a current parent consent form, please obtain a copy and provide that to the administrative assistant. Additionally, if a name is misspelled, it will also not show up in the list. Please double-check the spelling of the name.
Q: “Serving school” and “service provided” drop downs are blank on the Template Form (Creating a Template in T-TRAK).
A: We weren’t able to recreate this problem. Therefore, the following answer is how to create a template in T-TRAK:
From your Case Load Tab, you will click on the pencil icon beside the student for whom you are creating a template. Once you click on the pencil icon beside your student’s name, you will be directed to a screen entitled “Manage Case Load & Service Templates.” Beneath this heading, you should see “Service Templates for (student name) and “No Templates.” You will click on the Add Service Template button on the far right side of the page. This should bring you to another screen with the same heading “Manage Case Load & Service Templates” with your student’s name at the top left of the page. You would choose the Provider Organization where you have an affiliation. The choice of Provider Organization should then populate the Service School drop down box with those schools or place of service that would be appropriate for your chosen Provider Organization. The Provider Organization choice should also populate the dropdown box for Diagnostic code and service provided.
Q: I’m very busy. Can input be completed by administrative assistants?
A: No. Staff will have to input their own students due to the online security and password protections.
Q: What do I do with kids who show up on my list that I’m not serving?
A: Please inform the administrative assistant of any students who are on your list who you are not serving so they can make the appropriate changes in IMS. Also, please remember it takes up to two cycles for the names to be removed from the listings. If after two months, the students continue to show up on the list, inform the administrative assistant again.
Q: What do I do with students who have no billable services?
A: Students with no billable services do not have to be entered into the T-TRAK system. No further action is required.
Q: What do I do with the roster list the administrative assistant gives to me?
A: At this time, you are not required to return these forms to your administrative assistant. In the future, we may ask for forms to be returned to verify completion of billing. As a reminder, Iowa Administrative Code 256B.15 6 states: “Effective November 1, 1988, all area education agencies in the state shall participate in the program and begin billing for and collecting for the covered services and shall bill for services provided retroactive to July 1, 1988.”
Q: Currently Medicaid doesn’t pull names of students who receive Developmental Services only.
A: At this time, no further action is required. Heartland is working with Timberline to resolve this issue.
Q: A new service has been added to the student’s IEP. How do I get that to show up on T-TRAK?
A: If a service is added or deleted, this should be updated within one cycle (month) automatically. If changes that are made are not showing in T-TRAK after a full cycle, please contact Sue Dunsmoor at sdunsmoor@aea11.k1.ia.us or ext. 11202.
Incorrect EER Domain Document in Last Week’s Connection
The EER Report 5 Domains that was linked in last week’s Connection was linked to the incorrect document. It was correctly linked late last week. If you downloaded the documents from The Connection, go back and double check that you have documents titled EER Report 4 Domains, EER Report 5 Domains, EER Report 6 Domains and EER Report 7 Domains. We apologize for the mix-up.
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