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ILHIE Medicaid Work Group Meeting Minutes - July 11 2011 

July 11, 2011

Attendees (by phone):

  • Dave Barnes Department of Healthcare and Family Services (HFS)
  • Janet Barrett OSF Healthcare
  • Ann Bobb Children's Memorial Hospital
  • Julie Bonello Access Community Health Network
  • Pat Borrowdale Pediatric Health Associates
  • Connie Christen Department of Healthcare and Family Services
  • Patricia Cunningham Pfizer, Inc.
  • Mary Driscoll Department of Public Health
  • Patrick Gallagher Illinois State Medical Society
  • Andrew Garrett Department of Healthcare and Family Services
  • Ivan Handler Office of Health Information Technology (OHIT)
  • Roger Holloway Illinois Health Information Technology Regional Extension Center (IL-HITREC)
  • Peter Ingram Sinai Health System
  • Mike Koetting Department of Healthcare and Family Services
  • Frank Kopel Department of Healthcare and Family Services
  • John Lekich Department of Healthcare and Family Services
  • Elizabeth McKnight Chicago Health Information Technology Regional Extension Center (CHITREC)
  • Jason McNamara Centers for Medicare and Medicaid Services
  • Health and Human Services
  • Susan Melczer Metropolitan Chicago Healthcare Council
  • Renee Perry Department of Healthcare and Family Services
  • Paige Pfenninger Alexian Brothers Health System
  • Mary Ring Illinois Critical Access Hospital Network
  • Janna Stansell Health & Medicine Policy Research Group
  • Theresa Walunas Chicago Health Information Technology Regional Extension Center
  • Matt Werner Consultant
  • Lori Williams Illinois Hospital Association

Introduction of Federal CMS Health Information Technology (HIT) Coordinator

Renee Perry introduced Jason McNamara from the Centers for Medicare and Medicaid Services (CMS) who is the CMS HIT Coordinator representative working with Illinois.

Review of Minutes (5/31 & 6/13)

The minutes were approved by the group.

State Medicaid Health IT Plan (SMHP)

Renee Perry reported that the revised version of the SMHP was submitted on July 1st. The Implementation Advance Planning Document (IAPD) is being developed and HFS hopes to submit it this week. Jason McNamara commented that the approval turnaround time from CMS is typically 14 days. A conditional approval letter will be sent to the state if all concerns are addressed. If CMS asks the state more questions or needs further clarification, then the state has 30 days to respond.

HFS will launch the program on approximately September 1 which is when providers can register in the National Level Registry. Per CMS, states must be able to accept attestation within 3 months of their launch date which will be around December 1st for HFS. HFS is mandated to make payments within 5 months of launching the program and that timeframe is estimated to be February 1, 2012. In addition to registering with the National Level Registry, providers will need to register in the HFS Medical Electronic Data Interchange system (MEDI) and have their calculation worksheet completed to make the attestation process go smoothly.

Peter Ingram asked if there is a cutoff date for hospitals to qualify for payment year Federal Fiscal Year (FFY) 2011. Renee indicated that if hospitals register and attest within 60 days after the end of a FFY it will count for the previous FFY. Jason McNamara confirmed this and stated for the first payment year, Medicaid providers only have to demonstrate that they have Adopted, Implemented or Upgraded (A/I/U) their certified electronic health record technology.

Renee Perry said that when providers attest to A/I/U, HFS will not require documentation to be submitted to the portal. Providers will need to provide their ONC software certification number for the software that was adopted, implemented or upgraded. Providers will need to keep certain documentation on file. The SMHP includes examples of acceptable documentation supporting A/I/U and is shown in the table below. HFS will consider alternate documentation on a case-by-case basis. This list will be posted on the Web site.

Table 10: Attestation Documentation

Category Example Documentation
Adoption
  • Contract
  • Software license
  • Receipt or proof of acquisition
  • Purchase order
Implementation
  • Contract
  • Software license
  • Training – evidence of cost or contract
  • Hiring of staff to assist with the implementation – payroll records for the staff hired
Upgrade
  • Contract
  • Software license
  • Receipt or proof of acquisition
  • Purchase order

Providers are required to maintain evidence of their qualification to receive incentive payments and the data necessary to accurately calculate incentive payments. Documents and records must be maintained in accordance with state retention regulations from the date such payments are made with respect to a given payment year.

Medicare/Medicaid Incentive Payment Timelines

Peter Ingram asked Jason if CMS will make their Meaningful Use technology available to states so that states don't have to recreate it. Jason said that CMS has given states access to source codes for the registration and attestation systems so that the states can use them. When a hospital attests for Meaningful Use under Medicare, CMS will send a file back to the state notifying them that the provider has qualified for Meaningful Use.

Peter inquired about what happens if a hospital is only qualified for the Medicaid incentive. Jason said that the hospital would then attest for Meaningful Use at the state level.

Pat Borrowdale asked Jason if the incentive payment will be for the amount that the provider paid for their system. Jason replied that eligible providers will receive the incentive amounts posted on the CMS Web site regardless of how much a provider paid for their system.

Peter Ingram commented that an important lesson from today's discussion is that hospitals will have a tight timeline to receive the FFY2011 payment. Peter asked Lori Williams if the Illinois Hospital Association will assist in communicating this to IHA hospitals and Lori agreed to do so. Renee Perry indicated that HFS will inform hospitals via the HFS listservs and the information will also be published on the HFS Web site. HFS will also enlist OHIT, the Regional Extension Centers and this work group's assistance in relaying the message to providers. Roger Holloway requested that Renee emphasize the fact that providers need to register early in the HFS MEDI system since it takes time for the registration process to be completed.

Renee asked Jason to clarify that when dually eligible hospitals register, they need to be aware that they attest for A/I/U under Medicaid before they attest for Meaningful Use under Medicare. Jason confirmed this. Renee said that this information will be included in the educational materials that HFS is developing.

The next meeting is scheduled for July 25. Meeting adjourned.