Health Home Enrollment System Web Portal

Health Home Enrollment System

User Guide for Community Care Teams Web Portal

Prepared for the Office of MaineCare Services Maine Department of Health and Human Services

Prepared by the Muskie School of Public Service, USM

Nicante, Inc.

Version 1.0; January 22, 2013

Health Home Enrollment System – Web Portal -- User Guide for Community Care Teams Version 1.0

Note: All member Information in user guide is fabricated. Page 1

Health Home Enrollment System Web Portal -- User’s Guide for Health Home Providers

MaineCare, in partnership with Medicare, Anthem BCBS, Aetna, and Harvard Pilgrim Health Care, has participated in the multi-payer patient centered medical home (PCMH) demonstration project. The multi-payer pilot will expand from its initial 26 practices to include 50 new practices in January 2013. MaineCare has worked closely with the multi-payer pilot to align with Maine’s Health Homes Initiative. Upon approval of Maine’s Health Homes State Plan Amendment (SPA), anticipated for January 2013, MaineCare’s participation in the multi-payer pilot will be through its Health Homes Initiative. In addition to the 76 practices participating in the multi-payer pilot, MaineCare has qualified over 90 practices as eligible to participate in Health Homes outside of the multi-payer pilot. In all, over 150 practices (over one-third of MaineCare primary care providers) will begin participation in the Health Homes Initiative in January 2013. Under Maine’s Health Homes Initiative, a Health Home practice partners with a Community Care Teams (CCT) to form the Health Home team. CCTs throughout the state partner with Health Home practices to better coordinate and connect the highest need patients to additional healthcare and community resources. Section 2703 of the Affordable Care Act establishes the “State Option to Provide Health Homes for [Medicaid] Enrollees with Chronic Conditions.” This option encourages states to develop a Health Homes program, under which the State may receive a 90% federal match for two years, to provide Medicaid beneficiaries that have two or more chronic conditions, one chronic condition and are at risk for a second, or a serious and persistent mental health condition, the following services:

• Comprehensive care management • Care coordination and health promotion • Comprehensive transitional care from inpatient to other settings • Individual and family support • Referral to community and social support services • Health promotion • Use of health information technology

Health Homes will be implemented in two stages – Stage A and B. Stage A includes members with selected chronic conditions and will be implemented as of January 1, 2013. Stage B Health Homes will provide health home services for adult members with serious mental illness and children with serious emotional disturbances. Stage B Health Homes will be implemented later in 2013. A complete list of qualifying conditions for Stage A and B can be found in the HHES Reference Guide (available on the Help menu in the HHES portal or by contacting Catherine Gunn at 207-780-5576). The Health Home Enrollment System (HHES) web portal is to be used by Health Home Providers to manage members’ acceptance for Health Home Services. The HHES system allows the provider to review their health home panel, add and delete members in the panel and monthly attest to the provision of health home services.

Web Portal: The web portal for HHES can be found: https://hhes.muskie.usm.maine.edu

https://hhes.muskie.usm.maine.edu/



Figure 1: Health Home Enrollment Portal Entrance

Accessing HHES: You must register with the Muskie School of Public Service in order to gain access to the Health Home Portal. Click on the “here” link on the Login page to enter your provider information (Figure 1). This includes name, phone, e-mail, pay to provider tax ID, and provider site (Figure 2). A Username will automatically be assigned to you or you can change it to the username of your choice. Click the “Request Access” button (Figure 2). When your information has been processed, you will be contacted by the Muskie School of Public Service with a password (Figure 3). For security reasons, you should operate this web portal with the most up-to-date browser available. Internet Explorer 9 or above, Google Chrome or Mozilla FireFox are recommended. Please contact Catherine Gunn at the Muskie School of Public Service for any questions on registration for the site: [email protected]; phone: (207)780-5576; fax: (207-228-8083).

mailto:[email protected]



Figure 2: HHES User Registration Page

Figure 3: User Registration Confirmation



Passwords: Passwords must be at least 8 characters long and contain at least one number and one special character (special character example: @$&*). Passwords are case sensitive. Passwords will expire every 60 days. There will be a warning message on the website dashboard letting you know how many days are left before the password must be changed. The menu on the left hand side of the screen has an option to change the password. If the password has already expired, you will be prompted to change it at that moment. You will be asked to enter your current password (the one that is expiring) and then enter your new password. If you forget your password or get locked out of the site, please contact Catherine Gunn (207-780-5576) to reset it. If the site has not been used for more than 15 minutes, you will be returned to the Log In page. After your account has been activated, enter your username and password and click the log in button (Figure 4).

Figure 4: Health Home Enrollment Portal

Home Page: When you enter the portal, your Community Care Team (CCT) information will be displayed (Figure 5). You will see the number of members in your member panel, any notifications available, and the Provider Menu on the left hand side of the screen.



Figure 5: Provider Home Page

CCT Summary: The CCT Summary page will list the Health Homes the CCT is associated with, the number of members on the Health Home Panel, and the number of members from each Home that is on the CCT Member panel (Figure 6). This screen will also give the CCT their Utilization Factor percentage. The target percentage is 5%.

Figure 6: CCT Summary



Member Panel: This menu option will display all the members that are active in the Health Home program and are part of your Community Care Team (Figure 7). The Health Home practice site for each member will be shown.

Figure 7: Member Panel Page



Select a member to view their information and conditions of eligilibity (Figure 8). Under the Conditions of Eligibility, the Source will let the CCT know if the member became eligible to the Health Home program through Claims analysis or at the Provider’s request.

Figure 8: Member Detail Page



Member Additions: This web page will allow the Community Care Teams to view the Health Home enrolled members from the sites they are associated with (Figure 9). Use the drop down button for a list of the Homes (Figure 10). After choosing a site, the Health Home enrolled members will be displayed. From this list, CCT’s can choose the member they wish to provide service to (Figure 11). Members assigned to your CCT panel as of the 21st of the month are eligible for the Health Home payment for that month.

Figure 9: Member Additions

Figure 10: Choose Health Home Site



Figure 11: Select Health Home Member

In order to add a member to the panel, the CCT practice will need to indicate the reason(s) for CCT referral. Check all the boxes that describe the reasons for referral (Figure 12).

Figure 12: Referral Reasons



The new member will be added to the Community Care Team’s Member Panel (Figure 13).

Figure 13: Member Panel

Health Homes can also refer a member to a Community Care Team through their HHES provider portal. The member will automatically show up on the CCT Member Panel.



Member Attestation: The Member Attestation page will list all of your active CCT members in the Health Home program (Figure 14). This is where you will attest to the provision of Health Home services for a member at some time during the calendar month. This must be completed by midnight of the last day of each calendar month. After checking the “Attest” check box for each member, you must click the “Save Attestation” button in order for the attestation to go through. By checking the member boxes and saving the attestation, you are attesting that your practice has performed the minimum billable activity required by Section 91 of the MaineCare Benefit Manual to receive a monthly payment for these members. The enrolled Health Home members have received monitoring for treatment gaps and/or patient engagement and outreach activities. Your practice’s monthly management fee will be calculated based on the members attested to for a given month.

Figure 14: Monthly Attestation Screen



Member Termination: The Member Termination page will allow you to remove members from your panel and to view previous terminations. If you wish to remove a member from your site’s panel, choose the member by name and date of birth (Figure 15). Select the reason for termination. Click the “Terminate Member” button. The member will be placed in the Member Termination History section. No further action is required on your part (Figure 16).

Figure 15: Member Termination Screen

Figure 16: Member Termination Example



Reports: There are two different reports available for the Community Care Teams (Figure 17): 1.) Member Panel Report 2.) Member Attestation Report These reports can be opened as a PDF or through Excel. The Panel Date will automatically use today’s date, but this can be changed to any date or month desired.

Figure 17: Provider Reports

Member Panel Report – The Member Penal Report will list all the Health Home enrolled members in your panel. Choose the panel date you wish and click the View button for either PDF or Excel (Figure 18).

Figure 18: Member Panel Report



Member Attestation Report – This report will list the members on your CCT Health Home panel and their attestation status (Yes/No) in the month chosen (Figure 19). The “Attested” column will let you know which members have (yes) and have not (no) been attested to.

Figure 19: Monthly Member Attestation Report

Health Home Enrollment System Web Portal

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