Proposed OHCA changes for Case Management

Milan Medical Users,

On June 26th, 2017: The Oklahoma Health Care Authority has announced a proposed rule change to case management services. This proposal will change the limit of provided service from 25 units per month per member to just 16 units per *YEAR* per member. If this passes at the board meeting on August 10th, the effective reduction to the allowed services is nearly 95%. The comment period is open until July 28th and you can let OHCA know what you think or how you feel about this change.

You can do that, and read the full document here:

Keeping You Informed,

The Milan Medical Team
**Critical Milan Update** - Goals/Objectives Date Handling Update

On Wednesday, July 5th, at 9:30 PM, we will be rolling out an updated version of Milan Medical. The change is significant, and involves the most crucial parts of Milan – treatment plans and progress notes. Currently, Milan allows providers to use all treatment plan Objectives on the applicable TxPlan on progress notes even if the Target date of those Objectives has passed or the Initiated date is in the future. This rollout will be changing that, so that those Objectives with expired Target dates cannot be accessed on the Main tab of the note. This is a purely proactive measure to protect you in the case of an audit or site visit by those with a strictly literal interpretation of the state rules.

An example would be if your patient, Johnny, got his new Extension done a couple of weeks ago, for an Effective Date of June 5th. It's in Final, the DMH accepted the CDC, there was no LOC/LOT required, so everything appears fine with the TxPlan. However, when your therapist goes to write a note for a Psychotherapy MH – Individual service they performed yesterday, the Objectives and/or Goals do not have any options in the dropdown menu to select, and when they click OK at the bottom Milan won't let them save the note.

To prevent this, for two weeks before the rollout, we recommend that you have your providers/staff go through the most recent treatment plan on each chart to verify that all of the Objectives currently on the Goals tab have a Target date in the future if it is to be used in treatment. If you find Target dates that have passed, a Modification will need to be done to put that date in the future. The Modification will need to be Completed by the provider, and then taken through the Submitted, Preapproved, and Final statuses manually by an Admin.

This should affect a small percentage of you, where the dates were accidentally overlooked during the update of the treatment plans. For those of you that need to make changes, if you should have any questions, please contact our Support staff.

Best Wishes,
The Milan Medical Team
Milan will be down for maintenance: Wednesday, June 7th, 2017 @9:30PM

Milan will be down for maintenance on Wednesday, June 7th, 2017 @9:30PM for approximately 15 minutes.

Keeping you informed,
The Milan Medical Team
CDC submission outages (25 and 30 May)

OKDMH just released this message. Milan has no control over this downtime. OMES is the Internet provider for OKDMH, so you may see messages like "Connection Failed" in the CDCUWs for anything submitted during the downtime. Also, there may be overnight delays in when a PA becomes live for billing at OHCA even if DMH has approved the CDC, since they usually do a 1/day data transfer to coordinate those.

=== Message from OKDMH ===
I have just been informed that OMES is going to be doing a large maintenance job in two phases. During both of these phases, we are expected to lose all network connectivity, which will mean that all web service and online transmissions for PICIS will be unavailable. I am very sorry for the last minute notice.

First outage: starts tonight at 7pm and could until 6 am tomorrow morning

Second outage: Tuesday May 30th at 7 pm and could go until 6 am the following morning

File transfers between ODMHSAS and OHCA might also be affected which would cause a delay between our data getting to them, and their data getting to us. If so, the data will be transferred the following day.
=== Message Ends===

Keeping you informed,

Milan Medical Team
Memorial Day Observance: Monday, May 29th, 2017

Please be advised that the core staff of Milan Medical will be unavailable on Monday, May 29th, 2017 in observance of Memorial Day. This will not affect our billing system. Approved notes will automatically be posted on Monday night. As usual, any notes approved after Monday will need to be manually posted by an Admin.

Thank you,
Milan Medical Management
Milan down for maintenance: Thursday, May 25th, 2017 @9:30PM

Milan will be down for maintenance on Thursday, May 25th, 2017 @9:30PM for approximately 15 minutes.

Keeping you informed,
The Milan Medical Team
Maintenance Window: Tuesday, April 25th, 2017 from 9:30pm-10pm

The system will be down for server updates and maintenance on Tuesday, April 25th, 2017 from 9:30pm - 10pm.

Keeping you informed,
Milan Medical Team
Milan update on Thursday, April 20th, 2017 @9:30PM

Milan will be down for this update on Thursday, April 20th, 2017 @9:30PM for approximately 15 minutes.

Bug fix:
Group notes issue resolved

We also made some minor adjustments with the CDC button reorganization to help prevent accidental finalization when you meant to submit.

Keeping you informed,
The Milan Medical Team
Milan Update on Wednesday, April 12th, 2017 @9:30PM

Milan will be down for this update on Wednesday, April 12th, 2017 @9:30PM for approximately 30 minutes.

Please read the list of important changes below:

Currently, the automatic diagnosis selection for Notes defaults to the most recent diagnosis code from any TxPlan, including draft ones.

By making the automatic selection more date aware(tied to the date selected for the note), we prevent it from selecting a diagnosis that is not yet active for that patient. However, you can still manually select a diagnosis at any time from any diagnosis that has been given to the patient. If you manually select diagnosis or the automatic selection has occurred, Milan will not override this selection, even if the date is changed again.

Diagnosis code when creating Preauth notes

The diagnosis code will no longer populate on a preauth note. This will require manual selection which is simple. Here are the steps to select the diagnosis code.
• Under the Main tab of note
• Next to diagnosis, Click Search (this will display the patient's diagnosis code)
• Double-click the appropriate diagnosis code

These steps will be required since Milan will not allow you to save a note without a diagnosis code.

Keeping You Informed,

The Milan Medical Support Team

Effective April 1, 2017, Red Rock Behavioral Health, North Care, and Grand Lake Mental Health Center will be designated as a CCBHC (Certified Community Health Clinic).

If your clients are also receiving services from these agencies, you will no longer be able to bill Medicaid directly for your services. You also cannot share consumers through use of an Letter of Collaboration (LOC).

To determine if a client is linked to a CCBHC, the eligibility screen on the OHCA Provider Portal will have a CCBHC or BHC section identifying the CCBHC name and address as it does with health homes.

This program affects clients in the following counties: Adair, Beckham, Caddo, Canadian, Cherokee, Craig, Delaware, Grady, Greer, Kingfisher, Kiowa, Lincoln, Mayes, Nowata, Oklahoma, Ottawa, Pottawatomie, Rogers, and Washington.

For specific details regarding the CCBHC program, please refer to the
3/17/17 ODMHSAS email titled “PICIS Update: CCBHCs are going live 4/1/17”.

Should you have any questions, please contact the ODMHSAS PICIS Department at (405) 248-9326.

Keeping you informed,
Milan Medical Team