All Medicare Advantage, Prescription Drug Plan, Cost, PACE, and Demonstration Organizations Systems Staff
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1 DEPARTMENT OF HEALTH & HUMAN SERVICES Centers for Medicare & Medicaid Services 7500 Security Boulevard Baltimore, Maryland Medicare Plan Payment Group Innovative Healthcare Delivery Systems Group DATE: May 15, 2014 TO: FROM: All Medicare Advantage, Prescription Drug Plan, Cost, PACE, and Demonstration Organizations Systems Staff Cheri Rice /s/ Director, Medicare Plan Payment Group Cathy Carter /s/ Director, Innovative Healthcare Delivery Systems Group SUBJECT: Announcement of the August 2014 Software Release The Centers for Medicare and Medicaid Services (CMS) continues to implement software improvements to the enrollment and payment systems that support Medicare Advantage and Prescription Drug (MAPD) programs. This letter provides detailed information regarding the planned release of systems changes scheduled for August This release focuses on improving the efficiency of CMS systems as well as Plan processing. The August 2014 Release changes are as follows and may require Plan action: 1. Display Full Enrollment History on the Medicare Advantage Prescription Drug System (MARx) Eligibility Screen 2. MARx User Interface (UI) Screen Enhancements 3. MARx to Receive & Process State Dual Medicaid Audit Records from the Medicare Beneficiary Database (MBD) 4. Prevention of Premium Withholding for Members of Some Plans 5. Note Regarding Limiting the Number of Multiple MARx UI Sessions 1. Display Full Enrollment History on the Medicare Advantage Prescription Drug System (MARx) Eligibility Screen The Beneficiary Eligibility (M232) screen is being enhanced for Plan users. They will see the following changes: Addition of the End date in the Enrollment Information section of the screen.
2 Addition of the Plan Benefit Package (PBP) as a column in the Enrollment Information section of the screen. Display of consecutive enrollments in two different PBPs under the same contract on separate lines. Display of all of a beneficiary s enrollments in the Enrollment Information section of the screen with the most recent enrollment as the top row. Display of the contract and PBP associated with the two most recent enrollments. No other enrollments will display the contract/pbp information. Only the start/end dates and drug flag indicator will be displayed. For enrollments in PACE contracts, there will be a special indicator to identify that the beneficiary did not have Part D entitlement for the full PACE enrollment period. The Part D Enrollment section will be removed from the M232 screen because the Drug Plan information is shown as a column in the Enrollment Information section. Please note that multiple lines do not necessarily mean there were multiple periods of enrollment. The lines denote the timeframes during which the contract provided drug coverage. An example of the updated Beneficiary Eligibility (M232) screen is attached: o Beneficiary Eligibility Screen (M232): Attachment A 2. MARx User Interface (UI) Screen Enhancements Payment/Adjustment Detail Screen: The MARx system currently captures and stores the total dollar amounts paid to a Plan on a monthly basis as well as the amount paid for payment adjustments on the Payment/Adjustment Detail Screen. In an effort to display information in an organized manner, CMS will restructure the information populated to the MARx Payment/Adjustment Detail Screen. (See Attachment B, Figure 1) Viewing Payments and Adjustments: If a beneficiary has payment/adjustment data available in MARx, the end user may click on the chevron (>>) to the left of the Payment or Adjustment line and a drop-down box displays the components that make up the payment/adjustment line. (See Attachment B, Figure 2) Adjustments will be totaled by adjustment reason code. To view all the payment adjustments associated with one of the adjustment reason codes, the user may click on the adjustment reason code and a drop-down box will display all the adjustments for that adjustment reason code. (See Attachment B, Figure 3 and 4) UI Message Displaying the Last Successful Login: To stay in compliance with the CMS Policy for Information Security and Privacy, CMS will modify the MARx application to display a message indicating the last successful login date at the time of logon. (See Attachment B, Figure 5)
3 3. MARx to Receive & Process State Dual Medicaid Audit Records from the Medicare Beneficiary Database (MBD) Status Activity Screen: CMS will introduce new MARx UI screens displaying a beneficiary s current Medicaid and Home Community Based Services (HCBS) health status information and the history of audited and valid records. (See Attachment B, Figure 6) If a beneficiary has a history of a Medicaid or HCBS special status, a View hyperlink will be displayed in the history column for that special status. When the user selects the hyperlink, the user can view the special status history on the Status Detail screen. (See Attachment B, Figure 7) Status Detail: The new Status Detail screen displays data specific to each of the special statuses (e.g., Medicaid, and HCBS) and, if applicable, the data records/periods that are valid and audited. The most common data values populated on the Status Detail screen are: Status Start and End Date Valid/Audit Record Record Add Timestamp Record Update Timestamp Record Audit Timestamp With the introduction of the Status Activity (M256) and Status Detail (M257) screens, the following screens have become redundant and will be retired with this release: Beneficiary Detail: Status (M205), Beneficiary Detail: History (M208), and Beneficiary Detail: Medicaid (M236). Valid and Audited Records: Prior to this enhancement, special status audited information was not available in the MARx UI. This enhancement will allow users to select the View Audit link to view the audited information history for most of the statuses. (See Attachment B, Figure 8) 4. Prevention of Premium Withholding for Members of Some Plans The majority of members in Medicare-Medicaid Plans (MMPs), Program for All-Inclusive Care for the Elderly (PACE) Plans, and the Limited Income Newly Eligible Transition (LINET formerly known as POS/POS10 (Point of Sale)) Plans do not have premiums. Therefore, premium withhold will not be an option for members of these Plans.
4 After the MARx August 2014 release, any Transaction Type 75 submitted by these Plan types requesting Social Security Administration (SSA) or Railroad Retirement Board (RRB) withholding will be rejected with transaction reply code (TRC) 191 No Change in Premium Withhold Option. The definition of that TRC now includes a reason stating SSA/RRB withholding was requested for a LINET, MMP, or PACE Plan. Similarly, when any Transaction Type 61 submitted by these Plan types requesting withholding by SSA/RRB is accepted, the Premium Payment Option (PPO) will change to Direct Bill. Plans will receive TRC 338 Enrollment Accepted, PPO Changed. In the Advance Announcement of the August 2014 Software Release, we stated that POS Plans would be subject to this new editing. That statement is incorrect. Members of POS Plans can continue having their premiums withheld by SSA/RRB. Prevention of withholding only applies to the PACE, MMP, and LINET Plan types. The Transaction Reply Codes (TRCs) associated with this change are attached: New TRC 338, Enrollment Accepted, PPO Changed: Attachment C, Figure 1 Updated TRC 191, No Change in Premium Withhold Option: Attachment C, Figure 2 5. Note Regarding Limiting the Number of Multiple MARx UI Sessions CMS is postponing the implementation of MAPD 2689, Limit the Number of Multiple MARx UI Sessions, due to the complexity of the proposed changes. MAPD 2689 is tentatively scheduled for the February 2015 release. Plans are encouraged to contact the MAPD Help Desk for any issues encountered during the systems update process. Please direct any questions or concerns to the MAPD Help Desk at or at mapdhelp@cms.hhs.gov.
5 Attachment A Beneficiary Eligibility (M232) Screen
6 Attachment B Figure 1: Payment/Adjustment Detail (M215) Screen Monthly Payment and Adjustment Totals Figure 2: Payment/Adjustment Detail (M215) Screen Display the Breakdown of Payment Data by Means of a Clickable Drop Down Function
7 Attachment B Figure 3: Payment/Adjustment Detail (M215) Screen Display the Breakdown of Adjustment Data (Sorted by Adjustment Reason Code) by Means of Clickable Drop Down Function Figure 4: Payment/Adjustment Detail (M215) Screen Display the Breakdown of Adjustment Data by Means of Clickable Drop Down Function from the Adjustment Reason Code Detail Line
8 Attachment B Figure 5: User Security Role Selection (M002) Screen with Last Logged In Date and Time Displayed at Top of Screen Figure 6: Status Activity (M256) Screen
9 Attachment B Figure 7: Status Detail (M257) Screen Valid Records Figure 8: Status Detail (M257) Screen Audited Records
10 Attachment C Figure 1: New TRC 338 Enrollment Accepted, PPO Changed Code Type Title Short Definition Definition 338 I Enrollment Accepted, PPO Changed PPO CHG CMS has changed the Premium Payment Option specified on the enrollment transaction because the beneficiary is enrolled in a LINET, MMP, or PACE plan. If the beneficiary premiums are zero, the PPO is changed to N No Premium. If the beneficiary premiums are greater than zero, the PPO is changed to D direct bill. This TRC may be generated in response to an accepted Enrollment or PBP change (Transaction Type 61). Plan Action: Update the Plan s beneficiary records to reflect the updated premium payment method. Figure 2: Updated TRC 191 No Change in Premium Withhold Option Code Type Title Short Definition Definition 191 R No Change in Premium Withhold Option DUP PRM WH OPTN A Premium Payment Option Change transaction (Transaction Type 75) was submitted, however, no data change was made to the beneficiary s record for one of the following reasons: 1. The submitted transaction contained a Premium Payment Option value that matched the Premium Payment Option already on record with CMS. 2. Beneficiary has a premium. Setting the Premium Payment Option to no premium, N, is not acceptable. Beneficiary premium may be due wholly or in part to a late enrollment penalty. 3. Beneficiary premiums are zero. Withholding cannot be established. 4. A Premium Payment Option request of Deduct from SSA (S) or Deduct from RRB (R) was submitted on a Premium Payment Option Change transaction (Transaction Type 75) when the beneficiary has No Premiums. The Premium Payment Option was set to N, which matches the Premium Payment Option already on record with CMS. 5. SSA or RRB Withholding was requested for a LINET, MMP or PACE Plan. This transaction had no effect on the beneficiary s records. Plan Action: None required.
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