HomeMy WebLinkAbout20180682.tiffRESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR MEDICAL ASSISTANCE
SITE AND AUTHORIZE CHAIR TO SIGN - ACCESS MANAGEMENT SERVICES, LLC
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Memorandum of Understanding for
Medical Assistance Site between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Department of Human Services,
and Access Management Services, LLC, commencing January 1, 2018, and ending
December 31, 2018, with further terms and conditions being as stated in said memorandum of
understanding, and
WHEREAS, after review, the Board deems it advisable to approve said memorandum of
understanding, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Memorandum of Understanding for Medical Assistance Site between
the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Department of Human Services, and Access Management
Services, LLC, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said memorandum of understanding.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 5th day of March, A.D., 2018, nunc pro tunc January 1, 2018.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ditA441 .-Cifo; ci
Weld County Clerk to the Board
BY:
Deputy Clerk to the
APPD ASS
torney
Mike Freeman
Date of signature: 03-.19-63
Steve Moreno, Chair
EXCUSED
Barbara Kirkmeyer, Pro-Tem
EXCUSED
Sean P. Conway
Cozad
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2018-0682
HR0089
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PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: January 18, 2018
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Memorandum of Understanding (MOU) with Access
Management Services, LLC
Please review and indicate if you would like a work session prior to placing this item on the Board's agenda.
Request Board Approval of the Departments' Memorandum of Understanding (MOU) with Access
Management Services, LLC. Access, hereinafter referred to as Medical Assistance Site (MA Site), is a
designated eligibility site certified by the Colorado Department of Health Care Policy and Finance to accept and
process the Colorado Medical Assistance Application and Colorado Application for Public Assistance. The
Department desires to coordinate with the MA Site of Application for Health First Colorado. This MOU is non-
financial; however, we do pay for costs associated with the Work Number. The term of this MOU is January 1,
2018 through December 31, 2018.
I do not recommend a Work Session. I recommend approval of this MOU.
Sean P. Conway
Julie A. Cozad
Mike Freeman
rt►(
Barbara Kirkmeyer, Pro-Tem
Steve Moreno, Chair
Approve
Schedule
Recommendation Work Session
Pass -Around Memorandum; January 18, 2018 — CMS 1610
Other/Comments:
2018-0682
odd Q
3-5-11
MEMORANDUM OF UNDERSTANDING BETWEEN ACCESS MANAGEMENT SERVICES LLC
AND WELD COUNTY DEPARTMENT OF HUMAN SERVICES
This Agreement is made and entered into between Access Management Services, LLC,
hereinafter referred to as "Medical Assistance Site" or "MA Site" and Weld County Department of
Human Services, hereinafter referred to as "WCDHS" effective January 1, 2018.
Whereas, MA Site is a designated eligibility site certified by the Colorado Department of Health
Care Policy and Finance, hereinafter referred to as CDHCPF, to accept and process the Colorado Medical
Assistance Application and the Colorado Application for Public Assistance, hereinafter both are referred
to as "Applications", for programs administered by CDHCPF; and
Whereas, WCHDS desires to coordinate the MA Site for the processing of Application for the
Child Health Plan Plus and Health First Colorado, hereinafter both are referred to as "Medical Assistance
Programs" or "MA Programs".
Now Therefore in consideration for the mutual promises set forth herein, the parties agree as
follows:
Agreement Terms and Conditions
1. MA Site Responsibilities. MA Site agrees to:
a. Process Applications using the Colorado Benefit Management System, hereinafter
referred to as "CBMS", to make the final determination of eligibility and enrollment for
the MA Programs.
b. Comply with all federal and state status, rules, procedures, regulations, manuals, agency
letters, supplemental directives and/or trainings from CDHCPF or WCDHS.
c. Ensure all staff members assisting clients are adequately trained and educated to make
eligibility determinations.
d. Stay informed of program updates and changes through resources including training
materials, monthly bulletins published on CDHCPF website, and in -person program
training.
e. Process Applications and determine eligibility utilizing CBMS within ten (10) business
days of receipt of a complete Application and within forty-five (45) calendar days of
receipt of an incomplete Application.
f. Works all applicable interfaces when processing Applications.
g. Utilize the Work Number when determining eligibility.
h. Send suspected Medical Assistance Program fraud referrals to WCDHS within forty-five
(45) calendar days of suspicion, using WCDHS approved form, via a secured e-mail.
i. Send all communications directly to a program applicant, unless such applicant
authorizes WCDHS or another representative to receive communication.
j. Provide customer service assistance via telephone for applications sent by WCDHS,
Monday — Friday, 8:00am to 4:00pm, Mountain Standard Time (excluding official State
of Colorado holidays) at 720-744-5335 / 1-844-626-6708.
k. Provide scheduled appointments on Tuesday and Thursday between the hours of 9:00am
— 2:00pm to assist clients in applying for MA programs.
1. Resolve applicant disputes over eligibility determinations through CDHCPF approved
dispute resolution and hearing procedures.
MOU 2018-2018 CAN/CONS
1
020/ - 4•gd,2--
m. All applications, in which clients are requesting other non -MA Program assistance, must
be sent to WCDHS within two (2) business days of receipt, along with all supporting
documentation provided by the clients, using the approved secured MA Site website.
n. Participate in quarterly or ad hoc meetings, at the request of WCDHS, to discuss
workflow management, eligibility and customer service related topics.
2. WCDHS Responsibilities. WCDHS agrees to:
a. Send complete or incomplete Applications and supporting document(s) to MA Site
within five (5) business days from the date of Application. [Applications sent later than
five (5) days from that date of Application will not be accepted and will be returned to
WCDHS for processing.] MA Site and WCDHS will agree upon the quantity sent, prior
to WCDHS sending any Applications and supporting documents.
b. Provide Applications to MA Site by
i. Encrypted email or scan to: medapp@nedassistsolutions.org
ii. Fax to: 303-649-2980
iii. Using MA Site's secured website
c. Ensure all Applications are date stamped upon date of receipt.
d. Photocopy original or certified copy document(s) and date stamp each supporting
document with the following:
i. Name of document
ii. Name and signature of staff who viewed documents
iii. Agency address
iv. Agency phone number
v. Date certified
e. Participate in quarterly or ad hoc meetings, at the request of MA Site, to discuss
workflow management, eligibility and customer service related topics.
3. Term and Termination. This agreement shall commence on January 1, 2018 through December
31, 2018. Either party may terminate this Agreement by providing thirty (30) calendar days
written notice to the other party. Termination shall not relieve the other party of obligations
arising under this Agreement in connection to actions performed under the Agreement prior to
termination.
4. HIPAA and HITECH Compliance. The Parties agree to appropriately safeguard protected
health information to the extent required by the provisions of the Health Insurance Portability
and Accountability Act of 1996 ("HIPPA"), the Health Information Technology for Economic
and Clinical Health Act, (Division A, Title XIII and Division B, Title IV, of the American
Recovery and Reinvestment Act of 2009, Pub. L. 111-115) ("HITECH") and the regulations
promulgated thereunder, as have been amended from time to time.
5. Amendment. This Agreement may be amended, modified, renewed, or supplemented only by a
written instrument signed by both Parties, and any amendment may pertain to one or more of the
provisions of this Agreement without affecting the other provisions of the Agreement.
MOU 2018-2018 CA/WCDHS
2
6. Confidentiality. Both parties shall comply with all federal, state and county laws and
regulations governing confidentially, subject to statutory exceptions applicable to criminal
investigations and proceedings.
7. Immunity. Nothing in the Agreement shall be construed as a waiver by either party of immunity
provided by common law or by statute, specifically including the Colorado Governmental
Immunity Act, Section 24-10-101. et.seq. C.R.S., as it may be amended from time to time.
8. Third Party Beneficiaries. It is expressly understood and agreed that the enforcement of the
terms and conditions of this agreement, and all rights of action relating to such enforcement,
shall be strictly reserved to the undersigned parties and nothing in this agreement shall give or
allow any claim or right of action whatsoever by any other person not included in this agreement.
It is the express intention of the undersigned parties that any entity other than the undersigned
parties receiving services or benefits under this agreement shall be an incidental beneficiary only.
9. Entire Agreement. This Agreement represents the entire understanding between Parties with
respect to the subject matter, and supersedes all prior negotiations, representations, and/or
contracts, whether oral or written
IN WTNESS HEREOF, the Parties hereto have executed this Agreement indicating their
voluntary and full agreement, on the dates set forth below:
Medical Assistance Site
gaz!iG y rntad,
(Signatur
Bethany Nimes
(Print Name)
Vice President MAS
(Title)
12-6-17
(Date)
Weld County
(Signature)
Steve Moreno
(Print Name)
Chair, Board of Weld
County Commissioners
(Title)
MAR 0 5 2018
(Date)
M0U 2018-2018 CA/WCDHS
3
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