ARMAC Training Presentation

Summary

This training session covers the Arkansas Medicaid Administrative Claiming (ARMAC) program, which provides approximately $30 million annually to schools for supporting Medicaid-related services. Schools assist students and families with Medicaid applications and services, and the program reimburses them based on a random moment time study system. The video explains the roles of ARMAC coordinators, participants, and the importance of timely responses to random moments for maximizing reimbursement claims. It also outlines compliance requirements, participant selection, and the responsibilities of school districts in maintaining proper documentation for audits.

Takeaways

• 💰 The ARMAC program brings approximately $30 million annually to Arkansas schools through Medicaid administrative claiming.
• 🏫 Schools assist students and families with Medicaid-related activities like applying for services and providing program information.
• 🕰️ Arkansas uses a Random Moment Time Study (RMTS) system to capture the time school personnel spend on Medicaid-related activities for reimbursement purposes.
• 📅 Both ARMAC coordinators and participants must complete an annual training within five days after the start of each quarter to remain eligible.
• 📊 Schools must comply with guidelines such as signing a 5-year agreement and designating district-level coordinators to participate in the ARMAC program.
• 📋 Coordinators are responsible for maintaining participant rosters, monitoring random moment responses, and ensuring compliance with quarterly claims.
• 📝 Participants receive random moments via email and must respond within five days; failure to respond can negatively impact the district's claim.
• 🗂️ Coordinators must retain specific records for at least seven years to comply with federal requirements and prepare for potential audits.
• 🖥️ The coordinator’s online dashboard allows monitoring of participant activity and access to reports like district rosters and active random moments.
• 📧 Notifications for random moments and the importance of complete and timely responses are emphasized to maximize reimbursement for the district.

Q & A

What is the purpose of the Arkansas Medicaid Administrative Claiming (ARMAC) program?

The ARMAC program allows school districts to receive reimbursement for time spent providing administrative support for the State Medicaid agency, assisting students and their families with Medicaid services and applications. It generates approximately $30 million annually for Arkansas schools.

How does the Random Moment Time Study (RMTS) system function in the ARMAC program?

The RMTS system randomly selects moments in time for school personnel participating in the ARMAC program. Participants receive an email asking them to report what they were doing at that specific moment, which is then categorized for Medicaid reimbursement.

What happens if a participant fails to complete the ARMAC training within the required time frame?

If a participant does not complete the ARMAC training within five days of the start of each quarter, they will have an inactive status for the remainder of that quarter and will not be eligible to receive random moments, resulting in a reduced claim for the district.

What are some examples of how ARMAC funds are used in school districts?

ARMAC funds are used for various purposes, such as registering school nurses for medical conferences, covering copays for students with high medical needs, and supporting health outreach programs like providing a salad bar in the school cafeteria.

What are the responsibilities of an ARMAC coordinator?

An ARMAC coordinator is responsible for designating the district's participant pool, ensuring participants complete training, monitoring the random moment system, and certifying quarterly claims for reimbursement.

What are the three categories used to classify responses to random moments?

Responses to random moments are classified into three categories: non-discounted (Medicaid-related activities eligible for full reimbursement), discounted (health-related but not Medicaid-specific), and non-payable (unrelated to Medicaid or student health).

How long must records related to the ARMAC program be kept?

Records such as proof of training, signed quarterly certification forms, and participant adjustment forms must be kept for at least seven years in case of an audit, as the ARMAC program is federally funded.

What should participants do if they receive a random moment notification?

Participants should promptly respond to the random moment email by answering the three key questions: 'Who were you with?', 'What were you doing?', and 'Why were you performing this activity?' This ensures their response can be accurately coded for reimbursement.

What happens if a participant's response to a random moment is too vague?

If a response is too vague and does not adequately answer the three key questions, the moment may be rejected, and the participant will receive an email requesting a more detailed response.

What is the significance of designating ARMAC staff in the eFinance system?

The correct designation of ARMAC coordinators and participants in the eFinance system is crucial for ensuring they are eligible to receive random moments and participate in the program. Designations must be completed before each quarter.