Washington State Courts Juvenile Service Divisions

The Health Care Authority (HCA) participates in a federal reimbursement program that allows HCA to contract with juvenile courts to reimburse a portion of their expenses for performing administrative activities that support the goals of the Medicaid State Plan.

Juvenile court staff participate in a Random Moment Time Study (RMTS) to determine what percentage of their time is spent performing reimbursable activities such as outreach, application assistance, and referring youth and families to health care services.

View the info sheet for Juvenile Services Division (JSD) Medicaid Administrative Claiming (MAC).

Examples of activities include:

• A juvenile court staff explains to a youth or parent how Apple Health (Medicaid) could help their child get better access to a specialty doctor.
• A juvenile probation counselor attends a meeting to discuss mental health services for youth in the local area.
• A juvenile probation counselor coordinates youth behavioral health activities.

Random Moment Time Study (RMTS)

The RMTS is a statistically valid way to measure the amount of time spent performing administrative activities eligible for reimbursement. Juvenile court staff participating in the RMTS are assigned "moments" throughout the quarter that they must answer. A moment is a four-question survey followed by a brief narrative description summarizing the activity performed on a given day at a specific one-minute interval of time.

The time study follows the State Fiscal Year (FSY). The periods are:

• Q1: July 1 – September 30
• Q2: October 1 – December 31
• Q3: January 1 – March 31
• Q4: April 1 – June 30

ForHealth Consulting at UMass Chan Medical School (UMass) operates the web-based time study. UMass is available to provide system-related technical assistance and training as needed. View the RMTS technical notes and system requirements.

MAC activities

Outreach

Activities that inform eligible or potentially eligible individuals about Medicaid and how to access the program. Such activities include bringing potential eligible individuals into the Medicaid System for the purpose of the eligibility process.

Application assistance

Assisting individuals and families with the Medicaid eligibility process.

Arranging for transportation to Medicaid services

Assisting individuals and families in obtaining transportation to services covered by Medicaid. This does not include providing the actual transportation service or the direct costs of the transportation such as bus fare, taxi fare, etc., but rather the administrative activities involved in arranging transportation.

Arranging or coordinating translation or interpretation related to Medicaid services

Arranging or coordinating translation or interpretation for Medicaid-related activities if it is not included and paid for as part of a medical assistance service.

Program planning, policy development, interagency coordination related to Medicaid services

Activities in direct support of the Medicaid agency and the Medicaid state plan associated with the development of strategies to improve the coordination and delivery of:

• Medical
• Dental
• Mental health
• Substance abuse treatment
• Family planning services to individuals and families
• Collaborative activities with other agencies and/or providers

This refers to activities such as planning and developing procedures to track requests for services.

Medicaid-related training

Coordinating, conducting, or participating in training events regarding Medicaid related services. How to assist individuals and families in accessing Medicaid services and how to effectively refer them for services.

Referral, coordination, and monitoring of Medicaid services

Referring, coordinating, and monitoring the delivery of Medicaid covered services such as:

• Medical
• Dental
• Mental health
• Substance abuse treatment
• Family planning services

View the JSD MAC activity codes.

Eligible job descriptions

Only staff who are reasonably expected to perform Medicaid activities should be added into the RMTS. The following are currently approved job descriptions.

Administrative services

• Office/clerical
• Juvenile services associates
• Juvenile Court administrator
• At-Risk Youth case manager
• Juvenile Court specialist
• Juvenile services secretary
• MAC coordinator, or back-up coordinator

Social and health-related services

• Juvenile probation counselor/lead
• Assistant probation counselors
• Juvenile probation supervisors
• Juvenile probation officers
• Assistant probation officers
• Nurse practitioners or licensed practical nurse (LPN) - probation services only such as urine testing etc.
• Treatment counselors or chemical dependency professionals
• Social worker

Educational / training

• Education and employment specialist
• Aggression Replacement Training (ART) trainer
• Regional Core Training (RCT) trainer
• Diversion training
• Health and education advocate

What is a moment?

Participants will receive their moment notification email at the exact time the moment occurs. It takes approximately 1-2 minutes to complete the survey. Participants should click the link provided in the notification email that will take them to the RMTS system. They select from a list of predefined answers to the four questions below:

• What type of activity were you doing?
• What specifically were you doing?
• Why were you performing this activity?
• Who were you primarily working or interacting with?

A brief narrative will follow the last question.

View the RMTS participant quick reference guide.

Claiming process

• When the fiscal quarter ends, the time study determines the percentage of staff time statewide spent performing reimbursable activities.
• Each juvenile court loads their quarterly eligible MAC expenses (participant salary and benefits) in the RMTS system.
• The time study results reduce expenses to only reimbursable activity expenses.
• The system reduces reimbursable activity expenses to account for only a juvenile courts Medicaid enrolled population (MER)
• To account for quarterly indirect costs, the system adds the juvenile court’s indirect cost rate into the claim.

The Federal Financial Participation (FFP) for the MAC program is 50 percent.

Example of claim calculation

Quarterly expenses	$1,000,000 = $1,000,000
Medicaid related staff time	10% x $1,000,000 = $100,000
MER	30% x $100,000 = $30,000
Indirect cost rate	10% x $30,000 = $3,000
Total computable	$30,000 + $3,000 = $33,000
FFP	50% x $33,000 = $16,500
Quarterly claim	$16,500
Potential annual reimbursement	4 x $16,500 = $66,000

Coordinator resources

Resources to help MAC coordinators manage the program, RMTS participants navigate the system, and interested juvenile courts answer questions about the program.

Resources

• JSD MAC coordinator manual
• JSD MAC coordinator calendar
• Coordinator designee form
• Quarter readiness checklist

Getting started

If you are interested in participating in MAC:

1. Review a sample of the JSD MAC contract.
2. Fill out the JSD MAC Contractor Intake form.
3. Email the completed form to: MAC at HCA.