MEDICAID COMPLIANCE FOR ELECTRONIC DOCUMENTATION
GUIDELINES FOR AGENCIES
FROM A LEADER IN AGENCY WORKFORCE MANAGEMENT SOLUTIONS www.mitcsoftware.com
MEDICAID COMPLIANCE FOR ELECTRONIC DOCUMENTATION
INTRODUCTION MITC has been used for many years by hundreds of different agencies in almost every state in the USA. Many agencies have reported that audits go more smoothly. However as more agencies use MITC to capture billing as well as payroll, following best practices is more important than ever. Follow these guidelines to ensure your agency is “audit-ready�:
MEDICAID REGULATION
AGENCY COMPLIANCE
Paper reproduction (reports) must be an exact copy of the electronic record
Use reports with MITC identification generated from within MITC for audits. Retain history for 7 years. If hosting MITC in-house, take special backups of the complete MITC system on a monthly basis, not overwritten, and retain as separate backups.
Appropriate security procedures for changing records
All MITC and MyMITC users must have unique passwords and unique user identifications. Ensure all demonstration, training and testing passwords are removed before going live. Agencies policies should explicitly forbid sharing of passwords. Access to edit procedures must be restricted to authorized users. Edit procedures available in MITC for non Medicaid regulated entities should be disabled once the agency goes live.
Electronic record is the original record and has not been altered
MITC tracks any change to any record, date and time and user identification.
If the electronic record is altered, the original is retained and the altered version has additional information such as date of change, identity of person making the change
MITC tracks any change to any record, date and time, and user identification.
Client Identification
Records need to be kept of client attendance.
Changed records can be reported separately from originals.
Changed records can be reported separately from originals.
Each client must have a unique identification in MITC. For example, in an Independent Living program with 50 clients, each client must have a unique identification. Do not use program codes. Where telephone timekeeping is used, Caller-ID can be used to automatically identify the client from the incoming phone number.
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MEDICAID COMPLIANCE FOR ELECTRONIC DOCUMENTATION Confirmation that the record was electronically signed by the person authorized
Each employee must have a unique Employee PIN.
Telephone Timekeeping Caller-ID should be used to verify the Employee was onsite, where possible, by requiring the use of a landline phone or a cell phone “locked” in place. Caller-ID verification procedures should be in place and enforced. Regular checks of unrecognized phone numbers should take place and be documented. If calls from unrecognized phones are allowed, these should be identified and verified (call the phone number listed). Voice Identification sampling procedures should be implemented.
Smartphones If a smartphone is used, GPS should be enabled. The agency will usually have to provide the smart phone to enforce usage and GPS monitoring.
Biometric Fingerprint Readers Recommended but not required for agency owned facilities, such as group homes and day programs.
Web Clock Use fixed IP addresses where possible to ensure the employee was at an authorized location.
Document changes
MITC provides a lot of places to attach notes or comments to Attendance, Schedule, and Timecard records for Billing and Payroll. Encourage staff to use these to document why a record was changed. Codes that use customer-defined tables are also available on Timecards for Payroll and Billing to help with reporting.
ABOUT MITC MITC provides modular workforce management solutions and services to support all the needs of agencies — time and attendance, advanced employee scheduling, service documentation, payroll rules and reporting engine, workforce analytics, payroll and billing integration, and more. For 25 years, MITC has grown to serve over 1,500 organizations (with anywhere form 5 to 10,000 employees) in the USA, the UK , Africa, Australia, Canada, Ireland and New Zealand. They have selected MITC to help control costs, save time, improve productivity and ensure compliance.
Visit www.mitcsoftware.com to learn more.
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