Medical Assistance Site Training Process

Version: 2.0 Release Date: October 26, 2015

Medical

Assistance

Site

Training

Process

2015-2016

7800 E Orchard Road, Suite 280

Greenwood Village, CO 80111

MA Site Training Process 2015-2016 Version: 2.0

Release Date: October 26, 2015 Page 1 of 25

Contents

Organizational Overview .................................................................................. 2

General Training Approach ................................................................................ 2

Accessing Training .......................................................................................... 3

Training Center ........................................................................................ 3

Learning Management System (LMS) ............................................................... 4

Email Inbox ............................................................................................ 4

Training Plan Creation ............................................................................... 4

Training Requirements ..................................................................................... 5

CBMS Users .................................................................................................. 6

Training Courses ............................................................................................ 7

Training Course Availability .............................................................................. 13

MA Site Trainer Certification ............................................................................ 14

New Trainer Certification ............................................................................. 14

Existing Trainer Certification ......................................................................... 15

Trainer Re-Certification ............................................................................... 16

Travel Reimbursement .................................................................................... 18

Ongoing Support ........................................................................................... 19

CBMS Access ................................................................................................ 19

Required Certificates ..................................................................................... 20



Organizational Overview

The Health Care and Economic Security – Staff Development Center (SDC) was established as a

result of House Bill 12-1339 and exists to provide a complete training array to staff working

with families accessing medical and other types of public assistance, such as the

Supplemental Nutrition Assistance (SNAP), Medicaid, CHP+, Aging services, and Temporary

Assistance for Needy Families (TANF) programs.

The SDC is the training connection between the Colorado Department of Human Services

(CDHS), the Colorado Department of Health Care Policy and Financing (HCPF), and the

Governor’s Office of Information Technology (OIT) to the 64 county Departments of

Social/Human Services and Medical Assistance (MA) sites throughout Colorado. The SDC works

to identify essential training needs and to establish, facilitate, and maintain competency-

based training curricula, while continually evaluating results.

General Training Approach

The SDC will generally provide a blended and modularized approach to training. This

approach allows for immersion in various levels of learning tracks, with the initial level being

standardized and compulsory. Blended learning is also most efficient where pre-requisite

work can be completed prior to coming to any in-person training, and time spent out of the

office is minimized to the extent possible. Blended learning also allows for web-based and

virtual in-person training to occur without the cost of travel for Eligibility Sites in rural areas

of the state.

This particular approach was chosen based on our knowledge of the varying ways that medical

and other public assistance programs operate under a state-supervised, county-administered

system in Colorado. More specifically, it is based on differences in talent-acquisition, rural

and urban staffing challenges, Eligibility Site specific training models, resources and business

processes, and supervisor/lead worker support to learning transfer. Where appropriate,

curricula will include both state policy and how that policy is applied within and outside of

the Colorado Benefits Management System (CBMS).



Accessing Training

Training registration and information can be accessed on TrainColorado.com

Training Center

About the SDC = Mission and Vision, Locations, For Persons with Disabilities

Courses = What Courses Do I Need to Take (build a training plan), Review available

course listing

Documents and Resources = Document Library (includes course materials and guides),

Q & A’s

Trainers Territory = Link to report issues with the CBMS Training Environment, Link to

request access to materials (individuals who have completed the Certified Trainer

Process), Links to materials accessible by Certified Trainers only

http://www.traincolorado.com/



Contact Us = Project Requests, Travel Reimbursement Requests, Locations and Facility

Information, Email and Phone Number to contact the SDC

Learning Management System (LMS)

CO.Train.org is the LMS used by the SDC

CO.Train.org is the registration location for all courses (in person or web based

training)

Under Courses on the SDC website TrainColorado.com, there is a Register Now link to

the course in CO.Train.org (LMS)

Email Inbox

The SDC can be contacted via [email protected]

Users may contact the SDC for questions regarding training material

Training Plan Creation

Each new user must create a Training Plan to identify the training courses that must be

complete in order to gain CBMS access.


mailto:[email protected]



Training Requirements

The SDC will develop and deliver training on an ongoing basis. The SDC will notify Eligibility

Sites and the MA Site Contract Manager when a new course is released. The notification will

include course information, such as the location and modality, estimated length of the course

and time frame for completion of the course. If the course is required for new users, the

course will be added to Training Plans for users who have not completed all training

requirements.

If the user is an existing CBMS user, the MA Site Contract Manager will determine if the course

is required and will work with the site to verify completion. In order to verify compliance

with this requirement, the MA Site Contract Manager will provide a list to the SDC that

includes existing MA Site CBMS user information. The SDC will then provide the MA Site

Contract Manager a report which includes details regarding training completion. The MA Site

Contract Manager will work with the Eligibility Site to ensure each user completes required

training. Training must be completed in order to remain eligible for CBMS access.

CBMS implements new builds on a regular basis. MA Sites are required to complete training to

keep up-to-date on changes to CBMS. The training is delivered in various modalities. For

example, training may be delivered during a live webinar, such as a Knowledge Transfer Call

or CBMS Build Training delivered by the SDC. Documentation for each build is available on the

CBMS Portal and TrainColorado.com and must be reviewed by Eligibility Sites. The Eligibility

Site is required to keep documentation of the type of training (where applicable) completed

for each build and provide the information to the MA Site Contract Manager upon request. For

example, if a webinar is attended, the Eligibility Site should have a sign in sheet with

attendee’s names and signatures.




CBMS Users

CBMS users are categorized as: New – Existing – Returning

New CBMS Users are:

o Individuals who have never used CBMS

o Employees who have not had access to CBMS within 180 days of submitting a

request for access

Existing CBMS Users are:

o Individuals who currently have access to CBMS

o Employees who have had access to the portal and CBMS within 180 days and

access is active

Returning CBMS Users are:

o Individuals who previously had CBMS and are returning or changing positions

within a Medical Assistance (MA), County, or a HCPF approved Third Party

Agency

o If a CBMS user moves to a new position and has not been out of CBMS for more

than 180 days, such as MA Site to MA Site, County to State or Medical

Assistance Site, the user must meet all training requirements, unless the CBMS

Training Request Waiver Form is submitted through ticket submission or the

Online Request (OLR) process. Go to TrainColorado.com under Documents and

Resources>Document Library>Training Processes to access the form. The waiver

will only exempt the user from attending training courses. The user must

complete the Assessment for the course. Even if the user has previously

completed the Assessment, a new Assessment must be passed in order to

receive CBMS access. If the MA Site has a certified trainer on board, the

individual may complete the Assessment at the MA Site. If no certified trainer

is on board, the user must complete the Assessment at the SDC. If the user

must travel more than 60 miles to complete the Assessment, contact the SDC

for options.

o




o The user must create a Training Plan in order to identify the type of user and

type of CBMS access that will be needed.

o

Once a Training Plan is completed, the user should contact the SDC at

[email protected] to inform the SDC that the user is a returning CBMS user

that would like to take the Assessment. The SDC will complete steps necessary within three

working days to allow the user to take the Assessment.

Training Courses

mailto:[email protected]



The following course is required to be trained by the Eligibility Site.

Course Name

Course – High Level

Description

Training

Delivery Verification of Completion

HIPAA (Health

Insurance

Portability and

Accountability

Act)

The primary goal of the

law is to make it easier for

people to keep health

insurance, protect the

confidentiality and

security of healthcare

information and help the

healthcare industry

control administrative

costs.

The Eligibility

Site is

required to

provide this

training prior

to any other

training the

new hire

receives.

The Eligibility Site must

maintain and provide

verification of training

completion.

CMAP Training provided for the following:

- CHP+ fee administration

- Medicaid Buy-In fee administration and case management (until this has been updated by the SDC)

- Manual Enrollments for MCO’s

Training is

provided by

the Medical

Assistance Site

or HCPF

Subject Matter

Expert.

The course is includes in the

Training Plan for Inquiry Plus

users.

Trainers must verify student

completion in CO.Train in

order to have a certificate

available for the student.

Certified

Application

Assistance Site

(CAAS)

Required for Certified

Application Assistance Site

(CAAS) staff who are

authorized by the

Department of Health

Care Policy and Financing

to verify the authenticity

of citizenship and identity

documents required of

Colorado Citizens applying

for medical benefits (if

verification cannot be

obtained electronically),

and/or in need of

assistance completing an

Application for Health

Coverage & Help Paying

Training is

provided by

HCPF Subject

Matter

Experts.

The course is posted for

registration in CO.Train.

Trainers must verify student

completion in CO.Train in

order to have a certificate

available for the student.



Costs or an Application for

Public Assistance.

Inquiry Hands

On Training

Required for users who are

considered Inquiry Only

users but will complete

some data entry tasks in

CBMS.

Training is

provided by

the Medical

Assistance Site

Certificate of completion is

completed by the MA Site.

The certificate is not

generated from the SDC

Learning Management

System. Contact the Contract

Manager for more

information regarding the

certificate of completion.

The following courses are trained by the SDC (web based or instructor led) or a Certified MA

Site Trainer. The courses listed below will appear in the Training Plan created by the new

hire.

USER TYPE - I

Inquiry Only – All MA Sites

Inquiry Plus (ES)

CMAP PE Medical Only Eligibility

Enrollment Specialist

(EES)

Medical and Long Term

Care Eligibility

Enrollment Specialist

COURSE NAME

CBMS Access WBT

X X X X X X

Building Foundations for MA Sites

X X X X

CMAP X X

Client ID State ID Research WBT

X X X X X X

Expanding Foundations Medical Assistance

X X X X

Expanding Foundations Long Term Care

X

Presumptive Eligibility

* X * *

*If applicable



Course Name

Course – High Level

Description

Training

Delivery Verification of Completion

CBMS Access Web Based Training

courses required to

complete prior to

registering for interactive

training courses.

Examples:

Colorado Address

Confidentiality

Program

CBMS Home Page

Tour

Note: The required

courses may change as

new courses are

developed

Web Based

Training – At

your desk

The student must pass the

Assessment upon completion

of the required WBTs.

The student will have access

to print or save a Certificate

of Completion once this

requirement is met.

Building

Foundations

Information on the

programs and

benefits available

to clients

Review of the

application for

assistance

Purpose and

Introduction to

Application

Initiation in CBMS

Enter an AI into

CBMS as part of the

web based training

Web Based

Training – At

your desk

The student will complete

the assessment after

completing all modules.

The student must pass the

Assessment with at least 85%

in order to attend the

Expanding Foundations for

Medical Assistance course.

Once the student completes

this requirement, the

student will have access to

print or save a Certificate of

Completion.

Client ID State

ID Research

WBT

Explains the Client ID and

State ID assignment

process. Provides the user

knowledge and skills

needed to successfully

search for existing IDs in

Web Based

Training – At

your desk

The student must complete

this course prior to taking

the Assessment.



order to eliminate the

creation of duplicate IDs.

Expanding

Foundations

Medical

Assistance

Three-day course

provides:

General eligibility

and rules

Modified Adjusted

Gross Income

(MAGI)

methodology

Retro Medical

Assistance

Data entry practice

in CBMS Interactive

Interview

Complete Eligibility

Determinations and

Authorizations

SDC or

Certified

Trainer

The student will be required

to attend one additional day

of training for hands on

practice and to complete the

Assessment.

If the MA Site has a Certified

Trainer on board, the

Assessment can be

completed at the MA Site.

The additional day of hands

on practice should occur to

provide users the data entry

practice.

Presumptive

Eligibility

Training

PE Policy Training

CBMS Hands On

Training

Colorado Address

Confidentiality

Program Webinar

Client Id and State

ID Research

Webinar

Presumptive Eligibility

(200)

HCPF/PE

Administrator

HCPF/PE

Administrator

Web Based

Training – At

your desk

Web Based

Training – At

your desk

Web Based

Assessment

Attended Policy Training

Attended Hands On Training




requirement is met.




requirement is met.

Student will receive a

Certificate of Completion if

passing score is 80% or

better.



Certified

Application

Assistance Site

This course is required for

Certified Application

Assistance Site (CAAS)

staff who are authorized

by the Department of

Health Care Policy and

Financing to verify the

authenticity of citizenship

and identity documents

required of Colorado

Citizens applying for

medical benefits (if

verification cannot be

obtained electronically),

and/or in need of

assistance completing an

Application for Health

Coverage & Help Paying

Costs or an Application for

Public Assistance.

Web Based The student will have access


of completion once this

requirement has been met.

Expanding

Foundations

Long Term

Care (LTC)

Two-day course provides:

General eligibility

and rules for LTC

Administration of

the LTC program

Data entry practice

in CBMS Interactive

Interview

Complete Eligibility

Determinations and

Authorizations

SDC or

Certified

Trainer

The student will be required

to attend one additional day

of training for hands on

practice and to complete the

Assessment.

If the MA Site has a Certified

Trainer on board, the

Assessment can be

completed at the MA Site.

The additional day of hands

on practice should occur to

provide users the data entry

practice.

MA Site

Practice/

Assessment

This course is to allow

students an opportunity to

practice entering cases

into CBMS.

An SDC Trainer will be

available to provide over

SDC The Assessment consists of

entering a case into CBMS.

The case data entry and end

result will be graded by a

trainer within three working

days of completing the

Assessment.



the shoulder support and

answer any questions.

The student will use this

time to complete the

Assessment.

The student must receive at

least 85% in order to pass. If

the user does not pass, the

user must submit the request

for the Assessment again. If

the user does not pass on the

second attempt, the SDC

HCPF Training Manager will

work with MA Site Contract

Manager to determine next

steps.

Once the student completes

this requirement, the

student will have access to

print or save a Certificate of

Completion.

Training Course Availability

The SDC will ensure courses are available each month for MA Site new hires to receive

training in order to gain access to CBMS. For example, the target training dates may be:

Building Foundations 2nd Monday and Tuesday of each month

Expanding Foundations Medical Assistance 2nd Wednesday, Thursday and Friday of each

month

Expanding Foundations Long Term Care 3rd Monday and Tuesday of each month

Practice/Assessment 3rd Wednesday of each month

**Dates subject to change due to holidays

***Check the available registration dates on TrainColorado.com. Courses will be posted four

months in advance for planning and hiring purposes



MA Site Trainer Certification

The SDC offers the opportunity for Eligibility Sites to have a Certified Trainer or Trainers to

facilitate training using course material developed by the SDC. A Certified Trainer on staff

provides the Eligibility Site the opportunity to train staff immediately upon hire.

Certified Trainers are expected to deliver the training materials consistently and accurately.

This is accomplished through completion of certification requirements, participation in

workgroups to provide feedback, attendance during regular training opportunities and

delivering the training as it was developed by the SDC. The Certified Trainer is requested to

notify the SDC using the Report Course Changes link if there are ideas for improvement of

materials or concerns regarding existing materials. The link is also available on

TrainColorado.com under the Trainer’s Territory.

If the MA Site does not have a Certified Trainer, new hires must register for training offered

through the SDC, or may also attend the course through another MA Site or County facilitated

course if scheduled trainings are open.

MA Site Certified Trainers are requested to make training available to other MA Site new hires

if space is available in the course.

New Trainer Certification

In order to ensure MA Site new users receive training from an experienced CBMS user, the

following requirements are in place for individuals interested in becoming certified to train

SDC courses:

Trainer must have been a current CBMS Update User for at least six months

Trainer must attend all courses in the series as a student

o The trainer must complete a Training Plan on TrainColorado.com

Trainer must complete all courses required to become a Certified Trainer

o Instructions for this process are located on TrainColorado.com

Trainer must pass the Assessment for the course with at least 85%

https://docs.google.com/forms/d/1Fx656oesXSJj-WrExXi2ouaSC1eBeJtJZx2Oz7bs-RE/viewform





o Access to the Assessment is available once all courses in the Training Plan are

completed

Trainer must facilitate one full day of the course with an SDC Trainer observing.

o The SDC Trainer will provide the Observation Form to the MA Site Trainer prior

to the observation. The Observation Form contains expectations that must be

met in order to be considered certified.

o The observation can occur at the SDC or the MA Site location depending on the

SDC Trainer availability or the need for other MA Site trainers to be observed

during the same month

For example: If more than one MA Site needs to have an observation

completed for certification, the SDC may request the MA Site Trainers

to facilitate the one full day at the SDC to allow other MA Site Trainers

to become certified or recertified during the same course.

o If the MA Site has multiple trainers, the observation can be completed

throughout the entire course if trainers rotate delivering topics.

Existing Trainer Certification

The SDC is responsible to ensure existing Certified MA Site Trainers have met all requirements

and are training materials consistently statewide. An existing Certified MA Site Trainer is

defined as an individual who has received the course materials prior to July 1, 2015 to

facilitate a SDC course.

By November 1, 2015, the SDC will verify that existing MA Site Certified trainers have met all

requirements to be considered certified. The SDC will provide a report to the MA Site

Contract Manager.

If there are requirements that must be met, the Certified MA Site Trainer will be notified by

the SDC. The SDC will provide a timeline for completion of the training in order to remain

certified.



Trainer Re-Certification

The SDC is responsible to ensure existing Certified MA Site Trainers have met all requirements

and are training materials consistently statewide. An existing Certified MA Site Trainer is

defined as a Trainer who has access to the current training materials.

The SDC is responsible to ensure MA Site Certified Trainers are continuing to provide training

using the approved materials and that the information provided is accurate. The information

below describes the process and due dates for the re-certification process.

Existing Certified Trainers:

o By November 30, 2015, the MA Site Certified Trainer must contact the SDC to

schedule a date to facilitate one day of the course in which the certification exists.

The recertification timeframe will be based on the month that the first observation

was completed.

o The MA Site Certified Trainer must contact the SDC to set up a date for the

observation.

This may be an existing course already set up or another course can be

added.

The SDC Trainer will provide the Observation Form to the MA Site

Trainer prior to the observation. The Observation Form contains

expectations that must be met in order to be considered certified.

The observation can occur at the SDC or the MA Site location depending

on the SDC Trainer availability or the need for other MA Site trainers to

be observed during the same month

For example: If more than one MA Site needs to have an

observation completed for certification, the SDC may request

the MA Site Trainers to facilitate the one full day at the SDC to

allow other MA Site Trainers to become certified or recertified

during the same course.

If the MA Site has multiple trainers, the observation can be

completed throughout the entire course if trainers rotate

delivering topics.



o If the MA Site Certified Trainer does not meet this requirement, the individual

will no longer be certified. This means the individual will lose access to the

Learning Management System to post courses and will no longer have access to

course materials/updated materials. In addition, new hires must attend

training at the SDC or another Eligibility Site offering the course since the

trainer will no longer be certified.

In order to become certified again, the individual must follow all

requirements in the New Trainer Certification section of this document.

o By November 30, 2015, the MA Site Certified Trainer must complete the Assessment

for the course in which the certification exists.

o The Assessment will be graded by an SDC trainer

o A score of at least 85% is required

The Certified Trainer will have two attempts to pass the Assessment.

If the Certified Trainer does not pass the Assessment, the results will be

provided to the MA Site Contract Manager to determine next steps.

Continued Re-Certification:

o MA Site Certified Trainers must be observed by an SDC Trainer every six months or

meet conditions in the Re-Certification Waiver in order to remain certified.

o If an MA Site has more than one trainer, it is recommended to stagger the

recertification so that all trainers at the site do not need to get re-certified

during the same month.

o The MA Site Certified trainer must contact the SDC during the 5th month to

schedule this observation to occur during the sixth month of certification. SDC

will respond within 5 working days to coordinate the training dates.

o The Trainer Re-Certification Waiver may be submitted to the SDC during the 5th month

of the certification. If all requirements are met, the SDC will notify the trainer if the

Waiver is accepted, therefore an in person observation would not be required.

o Waiver Conditions:

Trainer must have facilitated at least three sessions of the course within

the 6-month period



Trainer must have posted all sessions in the SDC LMS in order to receive

credit for facilitating the course

Trainer must have had students complete the SDC evaluation at the end

of the session. The SDC evaluation process is covered in the SDC Tools

web based training. The SDC will use the student evaluations to

determine the success of the training and identify if there are areas the

SDC should discuss with the Certified Trainer.

Trainer must attend the SDC Session to review updates to course

material for each CBMS Build.

o The SDC will keep track of the Certification and Re-Certification months. If the MA Site

Certified Trainer does not meet the Re-Certification requirement, the individual will

no longer be certified. This means the individual will lose access to the Learning

Management System to post courses and will no longer have access to course

materials/updated materials. In addition, new hires must attend training at the SDC or

another Eligibility Site offering the course since the trainer will no longer be certified.

o In order to become certified again, the individual must follow all requirements

in the New Trainer Certification section of this document.

Travel Reimbursement

Reimbursements will be made to an organization (County or MA site), not an individual. The

organization may seek reimbursement for sending staff members to training who will travel

more than 60 miles from their point of origin to the Staff Development Center or more than

60 miles to the location of the event:

Mileage

Lodging

Per diem

The MA Site requesting reimbursement must submit a Pre-Travel reimbursement request using

the form located on TrainColorado.com. If approved, the MA Site will be notified along with

instructions on next steps.




Ongoing Support

The Eligibility Site is responsible to provide continued support for CBMS users. With all new

hires, it is highly recommended that users are placed under Certified Trainers/Quality

Assurance/CBMS Supervisors review until a determination is made that the individual has the

knowledge to process cases accurately.

o Use reference materials provided during training

o Use On Line Help (Shift F1) in CBMS

o Contact the SDC if there are data entry questions or training questions

o Submit a Service Desk ticket if an issue is being experienced on a case

If there is not a MA Site Certified Trainer on site, the site should contact the MA Site Contract

Manager if assistance or additional training is needed.

CBMS Access

MA Site users will submit Third Party Access User Request forms, CBMS Access forms, Training

Certificates and any additional required forms (waivers, conflict of interest, or override

capability) to the designated HCPF Contract Manager for approval. Approved forms and

required certificates will be submitted to HCPF Information Security via Service Desk. All

access will be sent to the requesting user’s designated MA Site Security point of contact or

Security Administrator.



CBMS Access Forms

o Third Party User Access Request

o CBMS Override Function Waiver Agreement (where applicable-specified personnel)

o CBMS Training Waiver (where applicable)

o CBMS Access Forms

o CBMS Conflict of Interest (where applicable)

Required Certificates

Certificate for Inquiry Only Users



Certificate for Inquiry Users who receive Hands On Inquiry Training



Certificate for Inquiry Plus (ES) Users



Certificate for Eligibility Enrollment Specialists (EES) – Medicaid Only

and Medicaid and Long Term Care

Note: This is the same certificate that County Users receive upon completion of training

requirements. The language in the certificate it to cover both user types (MA Site and

County).



Certificate for Presumptive Eligibility



Certificate for Certified Application Assistance Sites