Thursday, 24 October 2002 Oahu Outstationed Eligibility Workers Present: Hiro Hara, Cassandra Stewart, Regina Quimpo, Ronnie Taamu, Alan Takahashi, Teri Roe, Barbara Luksch, Gus Marafita, Brian Higgins, David Cartier, Tiffany Gomes, Rita Albina, and Michelle Malufau. Next meeting: April 2003 1. Updates a. New Med-QUEST Application The new 1100 is printed and in use. It is longer but easier to complete and the outstationed eligibility workers find it not only simpler, but also appreciate only one signature and elimination of forms 1247 and 1247A. There is a shortage of buff colored paper due to the West Coast dockworker's situation, however Alan stated a photocopied application on white paper with an original signature is legal and acceptable. The Application Simplification Workgroup will meet in January to tweak the current form. Suggestions were made to improve it. Hiro will research information on verification of bank accounts. Other comments and suggestions should be emailed to Barbara at coverkids@aol.com. b. Library of Forms on Web Site Many forms are available at http://www.coveringkids.com/library/ in PDF format. Where appropriate, the fields are "typable" before printing. Suggestions on additional forms for the web site can be sent to Barbara. c. Renewal Workgroup The goal is to retain eligible customers in Med-QUEST's programs. Alan explained that 20% of the renewal forms sent to customers are not returned to Med-QUEST and 8-12% of them reapply within one month. The ideal renewal process designed by the workgroup is a one-page printout of current information that is on file, the customer updates and signs it, and mails it back. However, Med-QUEST's current HAWI computer system cannot print out this data, therefore the first step is a reapplication form. d. Electronic Application (E-App) Eventually, the e-app will be accessed via the internet. Money for programming has recently been donated by Hawaii Community Foundation, Samuel N. and Mary Castle Foundation, and Verizon Foundation. The Hawaii Covering Kids outreach workers and Med-QUEST staff on Kaua'i will be trained in December and continue field testing. e. New Video The Training and Public Education Task Force is writing a video script for the new application. When production is completed, a copy will be automatically mailed free to those who previously purchased one and others will be charged $6.00 for taping and mailing costs. 2. Form 1123 Alan and Cassandra reviewed the new form and instruction sheet. Due to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), all medical records must be confidential. Concerns that were mentioned include: * Does medical record = eligibility information? Requiring this form to access case information could be an incorrect interpretation of HIPAA. * If the person listed on the application (1100) in #10 requests eligibility information, there isn't a problem; otherwise form 1123 is required. * Can the organizations be designated rather than an individual? If an advocate of outstationed eligibility worker is sick or leaves the organization's employment, another employee should be able to request eligibility information about the customer from Med-QUEST. One idea is to attach a list of all employees and have the customer sign it. 3. OEW Guidebook Angie Tam Sing sends updates to each organization with an outstationed eligibility worker. If the agency is not receiving them, they will contact her at atamsing@dhs.state.hi.us. 4. New Medicaid Cards * Cards are being sent to all current customers to use with health care providers. * It is a one-time lifetime card. A new card will only be issued if there is a name change, incorrect date of birth listed, or the case is closed for at least one year. * If the card is returned to Med-QUEST because of an incorrect address, the customer's case will be closed. 5. Other Information * Medifax Electronic Data Interchange developed a machine to swipe the cards. * Affiliated Computer Services, Inc. has a system for internet patient eligibility verification. * If a customer reapplies to Med-QUEST within sixty days, she/he is automatically reassigned to her/his previous health plan. Tuesday, 29 October 2002 Renewal Simplification Workgroup Present: Sharon Yoshiura, Maile Aquino, Florence Ashihara, Barbara Luksch, Pearl Tsuji, and Angie Tam Sing Next meeting: May 2003 Goal: To retain all eligible customers in Med-QUEST's programs. 1. Members The QUEST health plans asked to participate because closed cases affect their businesses. Also, Beth Giesting is no longer a workgroup member due to other job responsibilities. 2. Review of "Ideal Version" of the Renewal Form Our workgroup originally designed a form that would be preprinted by Med-QUEST's HAWI computer system. However, HAWI cannot print this form and it is not currently a priority, therefore we will implement the first step, which is a reapplication. 3. Data Our workgroup will track the following data to determine our success with the new reapplication: * Med-QUEST: number of cases closed due to failure to provide information. We currently have that data from May 2001 through February 2002. * Med-QUEST: how many of the cases closed per month reapply within one month. Currently this number is approximately 10%. * Health Plans: data on cases closed and reopened within one month, two months, and three months and the number of customers involved. 4. Review of Reapplication Form (Form 1100B) We discussed changes to the wording for each section to help achieve our goal. The Rights and Responsibilities page will be the same wording and font as the new application (Form 1100). Pearl will email a revised version to the workgroup members in November for final comments. The form's color will be light green to distinguish it from the application. 5. Other Information Time is required for printing, therefore the new reapplication form should be implemented in January or February 2003. The Process Simplification Task Force will address implementing self-declaration of income and assets for the application and renewal processes at its next meeting.