District Office of Transition Services

Medi-Cal Administrative Activities (MAA)
Program 2004-2005

BACKGROUND

The federal Medicaid program is authorized through the nation's Social Security Act. Medicaid or Medi-Cal as we know it in California, is a health insurance program that pays for a variety of health-related services provided to enrolled individuals and families. Federally approved reimbursable activities include providing information, assisting with access and planning for health programs.

SITE SURVEY

For LAUSD to receive reimbursement, the State currently requires one week (5 day) surveys during the three quarters of each fiscal year, to document time spent on both MAA-eligible and non-eligible activities. MAA time survey periods are as follows:

MAA #1: 9/24/2004 - 9/30/2004
MAA #2: 11/2/2004 - 11/8/2004
MAA #3: 2/7/2005 - 2/11/2005

These time surveys are used to develop each quarter's claim, based on actual costs for each fiscal quarter. Accurate and complete time surveys are required in order to bill appropriately and to withstand federal audit.

in order to account for your entire day, you will account for time spent on Medi-Cal reimbursable activities, as well as time spent on activities, and each one is assigned a code number. The activity codes are identified below are either Medi-Cal related (reimbursable) or non-Medi-Cal (not reimbursable).

non-Medi-Cal versions (not reimbursable)		Medi-Cal versions (reimbursable)
Code 3: Nom-Medical Outreach		Code 4: Medical Outreach
Code 5: Facilitating Application for Non-Medi-Cal Programs		Code 6: Facilitating Medi-Cal Application
Code 7: Referral, Coordination & Monitoring of Non-Medi-Cal Services		Code 8: Referral, Coordination and Monitoring of Medi-Cal Covered Services
Code 9: Transportation for Non-Medi-Cal Services		Code 10: Transportation-Related Activities in Support of Medi-Cal Covered Services
Code 11: Translation for Non-Medi-Cal Services		Code 12: Translation Related to Medi-Cal Covered Services
Code 3: Program Planning, Policy Development and Interagency Coordination Related to Non-Medi-Cal Services		Code 14: Program Planning, Policy Development and Interagency Coordination Related to Medi-Cal Covered Services

Use the Medi-Cal versions when the programs in question are funded by Medi-Cal, or the services are covered by Medi-Cal insurance, including physical health, mental health, and substance abuse prevention/treatment services. Examples include: physician visits, speech therapy, psychological/mental health services, ophthalmologist/optometrist visits, physical or occupational therapy, clinic services, dentist visits, California Children Services (CSS), County nursing services, substance abuse prevention/treatment services, Child Health & Disability Prevention services, County mental health services, etc.

Use the non-Medi-Cal versions when you are working with services that are not related to Medi-Cal. Examples may include: tutoring, food bank services/food stamps, vocational or job counseling, housing assistance/shelter services, legal assistance, social services, etc.

The MAA Time Survey is a "snapshot" of an employee's paid workday, which determines the percentage of time spent on activities eligible for reimbursement. The state requires a week long time survey during each of the first three fiscal quarters. Participating employees submit a log for one week in September, one week in November, and one week in February,for a total of three weeks for the year.

GUIDELINES FOR COMPLETING MAA TIME SURVEY

Fill out time survey as you go through the day.
Use pencil or pen to record your time. Pencil is recommended for calculations.
All signatures must be in blue ink.
Use quarter-hour (15 minute) increments, in decimal form, rounding as appropriate: 15 minutes=. 25, 30 minutes=. 50,45 minutes=. 75, 1hr=1.0
White out is never to be used on the time survey.
All of hours should add up correctly, both horizontally and vertically.
Write training date and normal working hours in upper right hand corner on time survey.
Cross out and initial all corrections.
Time spent on Codes 4, 6, 8, 10, 12 or 15 must include a sample of activity on the back page.