Case Study: Indiana Family and Social Services Administration Division of Aging

Indiana Family and Social Services Administration Division of Aging

Fiscal Intermediary services for individuals receiving self-directed attendant care on the Aged and Disabled Medicaid Waiver.

Indiana needed a fiscal intermediary who could work with a separate firm that was already contracted to provide the software that creates authorization for consumers to pay their providers within the self-directed attendant care program.

The Upper Potomac Area Agency on Aging contracted with PPL to provide fiscal intermediary services based on PPL’s national reputation and successful provision of providing financial management services and supports brokerage for West Virginia Personal Options (the self-directed option in the Aged and Disabled Waiver program). PPL will:

• Developed contacts within the contracted firm that provides the case management authorization
  software (Roeing, Inc.);
• Confirmed with Division of Aging contacts how a submitted authorization gets approved;
  • With Roeing, developed a means by which every approved authorization for PPL services is
  emailed to PPL;
• Worked with Roeing to identify the fields captured in their authorization system that could be
  electronically transmitted to PPL, uploaded to our payroll system and populated in the authorization
  area; and
• Developed a policy and procedure for obtaining and interpreting authorizations.

• PPL first received paper authorizations via email from Roeing identifying the authorized consumers.
  These were manually entered into PPL’s payroll system;
  
• PPL and Roeing developed an electronic system for transferring authorization data. Roeing
  now sends us a daily file with new authorizations. These can be uploaded into our payroll system,
  eliminating the step of manual entry;
  
• We identified questions case managers had about the authorization process and brought
  these to the attention of Division of Aging staff. PPL now has a standard procedure we use to
  answer questions about authorizations; and
  
• We are now working with Roeing to deliver data to them. Case managers asked to have
  information about billed services transferred to them and we are tapping our contacts within
  Roeing to get that to happen.