DHS Issues Information Regarding Host County Contracting for CCDTF Services

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1 # Bulletin October 29, 2001 Minnesota Department of Human Services 444 Lafayette Rd. St. Paul, MN OF INTEREST TO County Directors County Social Service Supervisors County CCDTF Coordinators Tribal CD Directors Tribal CCDTF Coordinators RTC CD Directors CCDTF Providers DHS Issues Information Regarding Host County Contracting for CCDTF Services TOPIC Policies, implications and timeframes applicable to host county contracting for Consolidated Chemical Dependency Treatment Fund (CCDTF) services. PURPOSE To convey policies, implications and timeframes regarding host county contracting for CCDTF services. ACTION Please read bulletin and implement. CONTACTS Diane Hulzebos 651/ CCDTF Policy Liaison, Chemical Health Division Tanya Refshauge 651/ CCDTF Policy Liaison, Chemical Health Division None. DUE DATE SIGNED MARIA GOMEZ Assistant Commissioner Continuing Care Administration

2 Page 2 BACKGROUND The Minnesota Department of Human Services (DHS) converted the functions of the Consolidated Chemical Dependency Treatment Fund (CCDTF) payment system to the existing Medicaid Management Information System (MMIS) on January 1, Converting the CCDTF functions to MMIS resulted in a more integrated, flexible and cost efficient reimbursement system. Additionally, utilization of MMIS for CCDTF payments ensures consistency among medical claims within the State of Minnesota, as well as the production of more useful reports for planning and forecasting purposes. INTRODUCTION Most host county contracts for CCDTF services follow a calendar year cycle. With 2002 only months away, it s time for counties to initiate renewal of these contracts, if they have not already done so. Unlike previous years, timeliness with host county contract renewal is more important than ever due to MMIS and workload implications. Due to rate changes which affect service agreements, notification letters, and billing, coupled with the complicated take-back procedure when rate changes are implemented after billing has occurred, any possible new rates must be established prior to the end of the existing host county contracts. HOST COUNTY CONTRACT AUTHORITY Statutory & Rule References A variety of Minnesota Statutes and Rules govern the establishment of host county contracts. The authority allowing county boards to contract for services is Minnesota Statutes, section 256E.08, subd.4 and Minnesota Rules, parts , subp. 3 and details the requirements, duties and criteria associated with host county contracts. Minnesota Statutes, sections 254B.03 and 254B.05, along with Minnesota Rules, parts and , provide further information specific to contracting for CCDTF services.

3 Page 3 Summary Counties must provide treatment services for CCDTF-eligible recipients and may establish contracts with providers (vendors) for these services. All CCDTF providers must be enrolled as Minnesota health Care Programs (MHCP) providers through DHS. Specific Requirements Primary Inpatient, Halfway House, Extended Care & Outpatient Services To be eligible, providers (vendors) must be licensed to provide chemical dependency treatment. Housing-only Services Providers of the new housing only service must hold a license to provide housing/room & board services and be enrolled in MHCP. Additionally, host county contracts for housingonly services must include the following components: Negotiated rate for the housing/room & board services only County certification that: the provider has a no-use policy the provider is not a jail or detention facility the health and safety needs of the client are met that GRH funding will not be authorized or sought for CCDTF clients who room and board is paid for by the CCDTF the client is concurrently receiving chemical dependency treatment paid for through the CCDTF ALLOWABLE RATE INCREASES The 2001 Minnesota Legislature limited host county contract rates for CCDTF services: The calendar year 2002 rate for vendors may not increase more than three percent above the rate approved in effect on January 1, The calendar year 2003 rate for vendors may not increase more than three percent above the rate in effect on January 1, The calendar years 2004 and 2005 rates may not exceed the rate in effect on January 1, [Minnesota Statutes, section 254B.03, subd.1(c)]

4 Page 4 TIMEFRAMES & IMPLICATIONS & PROCEDURES Timeframes It s more important than ever to ensure host county contracts are renewed and fully executed prior to December 31, When contracted rates change, every CCDTF service agreement affected by the rate changes must be changed as well. These changes must occur on or before December 31, Implications If affected service agreements are not changed on or before December 31, 2001, and the provider bills under the old rate, both the county/tribe and the provider will be required to participate in a complicated and time-intensive take-back procedure to ensure the provider is paid for the appropriate units at the appropriate rates. Procedures Placing Authorities (County & Tribal Agencies) Each service agreement which contains lines spanning into January 1, 2002 must be changed in the following manner on or before December 31, 2001: Shorten each line item to end on 12/31/01. Reduce the number of units appropriately. Add a new line item on the service agreement with a begin date of 01/01/02. Enter the newly contracted rate. Enter the remaining number of units. Providers It s especially important at the end of your contract to ensure that you receive accurate notification letters before billing for CCDTF services. Providers should receive notification letters which include line end dates of 12/31/01 (at the old rates), as well as appropriate lines with begin dates of 01/01/02 at the new rates. The placing authority (county or tribal agency) is responsible for making changes on the service agreement. Once made, new notification letters will be generated by MMIS the following workday. Do not bill until you receive an accurate notification letter.

5 Page 5 CONTRACT CHANGES or TERMINATION It is important to notify DHS when changes occur to host county contracts. The Provider Enrollment Unit is responsible for ensuring that the MMIS provider files are accurate and up-to-date. Maintaining accurate provider information in MMIS ensures that only active providers with existing host county contracts can be approved to provide CCDTF service. Reasons to contact DHS include: Termination of host county contract Loss of licensure Provider change of ownership Provider change of contact information (address, phone, fax, etc.) These types of changes should be forwarded to: Paul Klinge, Provider Enrollment Unit 651/ Metro 800/ Toll-Free SPECIAL NEEDS This information is available in other forms to people with disabilities by contacting us at 651/ (voice), or contact us through the Minnesota Relay Service at (TTY) or (speech-to-speech relay service).