For Contracted Providers:
May 21, 2020
Based on the attendance and engagement at the CDS Part B/619 Contracted Provider earlier this week, CDS and MDOE would like to hold weekly meetings with those providers. These meetings are scheduled for every Monday afternoon, from 2:00 to 3:00, through the end of May or further if necessary. For those who are unable to attend, the meetings will be recorded and posted on the CDS website. The Zoom log in information is below:
Virtual meeting with CDS and Part B/619 Contracted Providers:
CDS State IEU is inviting you to a scheduled Zoom meeting.
Topic: CDS 619 Contracted Provider Meeting
Time: May 28, 2020 03:00 PM
Join Zoom Meeting
Meeting ID: 946 5622 4975
By phone: 646-876-9923
Roy K. Fowler|State Director
April 8, 2020
Thank you for your patience and understanding as we’ve tried to sort things out now that the dust has settled (at least a little bit). I was speaking to one of you yesterday and expressed my admiration that, as a system, there was an unspoken agreement to get supports and services for children and families into place and then sort out the details later. We’ve reviewed the survey responses that many of you provided and also completed an analysis of the same variables at the CDS regional sites. Below is a summary of survey responses from both contracted providers and CDS staff:
- While a large number of respondents indicated that little or no additional time was required in transitioning to the remote provision of supports and services, the majority of respondents indicated that the transition required between 1 and 5 hours. Although some respondents indicated significantly more time invested, it seems that those were larger providers whose reported invested time included multiple providers.
- The majority of respondents indicated that 6 hours of training, or less, was required to access training and resources regarding the implementation of the remote provision of services. Again, a small number of respondents indicated significantly more hours dedicated to training and accessing resources, but those respondents were likely larger providers who were reporting the cumulative hours across multiple employees.
- The majority of providers indicated that 5 hours or less were required in initially contacting families to coordinate the transition to the remote provision of supports and services. As with the 2 bullets above, there were a small number of outliers, likely larger contracted providers, who indicated anywhere from 36 to 100 hours were devoted to this activity.
- Although 38 respondents indicated that they incurred no additional expenses in transitioning to the remote provision of services, many respondents reported additional expenses which included $20 to $385/month for telepractice platforms, $1746 for online courses for telepractice training, webcams, headsets, postage, and other items.
- The overwhelming majority of providers reported 15 to 30 minutes of prep time per session. For students attending preschools, this reported prep time held true when the time was distributed equally across students.
- Approximately 50% of respondents indicated that the length of sessions remained the same – this is likely primarily for Part C services and Part B related services – while 50% of respondents indicated that remote sessions were shorter in length. Those who reported shortened sessions indicated that most were ¾ or ½ the authorized time. A small number reported that sessions were approximately ¼ the authorized time.
As indicated in a previous communication, CDS is committed to providing compensation for additional work as fairly as its resources allow and in a way that is equitable across contracted providers. In reviewing the information available, obtaining a more detailed understanding of resources expended, and identifying the most straightforward way to address this issue, CDS has developed the following plan:
- To accommodate the transition to the remote provision of supports and services, CDS will provide an additional 5% in reimbursement based on services provided the week of March 16th and the week of March 23rd. This includes services provided during that period which were billed to MaineCare, private insurance, and CDS. In order for services to qualify for the additional 5%, a service log must be entered into CINC, regardless of pay source. Those service logs must be invoiced within 45 days of services delivery to be considered for additional reimbursement.
- Per survey responses, much of the additional preparation time can be included in service logs and accommodated within the authorized time. When possible, please include both the service time and prep time in the single service log. Do not use an additional service log under the same authorization or under a separate authorization (i.e. ‘consult’) to document/invoice preparation time. Preparation time must be associated with the remote provision of supports and services and cannot reflect non-billable preparation time that would not have been reimbursed prior to this transition.
- For instances in which the preparation and service time cannot be accommodated within the authorized time, providers can adjust the reimbursement rate when completing the invoicing step in CINC. The revised reimbursement rate should reflect the authorized time and any time beyond the authorized time. Within the body of the service log, please clearly define the minutes spent in providing services, the minutes spent in preparation, and detail as to what the additional preparation time/resource commitment entails. Approval of reimbursement for preparation/resource commitment beyond the authorized time will be based the survey responses above.
- Service logs that have already been entered and invoiced can be edited/revised to reflect preparation time as indicated above. Contracted providers who experience difficulty editing service logs or are unable to do so may contact Bettie Fuller, in accounts payable, at Bettie.Fuller@Maine.Gov, with documentation of service log number to be adjusted and explanation of why the adjustment is necessary.
- In order for reimbursement for preparation time to be considered for services for which MaineCare or private insurance is the payer, a service log must be entered and invoiced in CINC. When the contracted provider receives the Explanation of Benefits (EOB) from the third party, the EOB should be submitted to CDS, including the child’s CINC ID and relevant service log numbers. Once the EOB is received, CDS will provide reimbursement for appropriate preparation/resource commitment. Again, approval of reimbursement will be based on the survey responses above.
While the plan for reimbursement detailed above may not be ideal for all providers and may not fit every situation, CDS hopes that it is at least acceptable to all of you.
Thank you for your hard work and commitment,
Roy K. Fowler
State IEU Child Development Services
Guidance to CDS Contracted Providers Regarding Service Provision During the Civil State of Emergency, March 16, 2020. Click here
March 23, 2020
For Contracted Providers:
First, I wanted to thank all of you for your collective effort to sustain services to the children and families that we serve. I’m amazed that a situation that seemed overwhelming and doomed to disaster at the start has rapidly evolved into a sustainable, albeit not ideal, structure for continuing to support children and families receiving early intervention and early childhood special education services.
CDS would like to set up a way in which CDS Teams and CDS Contracted Providers can share ideas, challenges, and solutions so that, as a system, we can continue to evolve and improve our work with children and families into the near future. Once we’ve identified an appropriate format, an email will be sent to contracted providers and the CDS Teams. It will also be posted on this website.
I also encourage all of us to view this time as an opportunity to pilot and make improvements to providing services via tele-therapy/tele-education. Knowing that Maine’s birth to 5 system is perennially challenged to meet the needs of all children and families in a timely manner, tele-therapy/tele-education could provide a needed boost and a more effective and efficient way to meet the system’s needs.
I know that that the two communications that have been sent to contracted providers likely leave many of your questions and concerns unaddressed.