New York State Education Department (NYSED)
Preschool/School Supportive Health Services Program (SSHSP)
Medicaid in Education
Issue #23-07
| To: | All SSHSP Medicaid Providers |
| From: | NYS DOH OHIP SSHSP & NYSED Medicaid in Education Unit |
| Date: | June 13, 2023 |
| Subject: | Random Moment Time Study (RMTS) Upcoming Staff Pool Lists/Calendar Certifications |
The purpose of this Alert is to inform SSHSP providers that the Random Moment Time Study (RMTS) process associated with certified public expenditures (CPEs) will be modified, according to new guidance from CMS, to include all teacher/ direct service staff work days for the school year. Under this new guidance, the first time study period will now run August 23rd – December 31st for the upcoming school year. This earlier start date is required to capture all teacher/direct service staff work days from the start of the school year through December 31 with the January through March and April through June periods remaining unchanged.
While certification of the staff pool list (SPL) and calendar is an ongoing, quarterly process we will need to accelerate the timeline for certifications needed for the upcoming school year. Districts will need to submit SPL and calendar certifications by August 17, 2023. Please note that this submission date has been updated based on district responses to the first work day survey distributed in the previous alert.
Updates to the staff pool list(s) will need to be made for the September-December 2023 period, even if there are no changes to the current staff pool list. Calendars must be updated for each district to reflect the accurate teacher work days, excluding days between August 23rd and the first teacher work day as appropriate.
Districts should log into the RMTS system and confirm the RMTS Coordinator contact information is correct or update the new coordinator’s contact information so they receive current notification from Public Consulting Group LLC (PCG) that staff pool lists and calendars can be certified. PCG will be opening the RMTS system for staff pool list and calendar updates as of June 15, 2023.
PCG will be sending the RMTS Coordinator Manual, Coordinator training, Participant training, and a link to a system demonstration (located on the PCG Claiming System Dashboard under “Resources”) to assist you in submitting your staff pool list and calendar certification.
Additionally, RMTS coordinators for districts are encouraged to join a live training about the process to update staff pool list and calendars for the September-December 2023 period. Participants may register at any time prior to the start of a session by clicking on the applicable Register Here link in the following NYSSHSP Training Schedule. An email confirming the registration was successful will be sent.Please note an additional training on 8/16/23 has been added.
| Training | Date and Time | Registration Link |
|---|---|---|
| 1 | Thursday, 6/15/2023 1-2PM | Register Here |
| 2 | Wednesday, 6/21/2023 10-11AM | Register Here |
| 3 | Tuesday, 8/1/2023 9-10AM | Register Here |
| 4 | Wednesday, 8/16/23 1-2PM | Register Here |
Staff pool lists and calendar certifications for September-December 2023 are due on August 17, 2023. If staff pool lists and calendar certifications are not submitted by August 17, 2023, PCG will use the last certified and approved staff pool list and calendar that is in the claiming system for the upcoming September-December 2023 period.
If you have any questions or comments regarding this Alert, please contact the NYS Department of Health at (518) 473-2160 or at SSHSP@health.ny.gov or the NYS Education Department, Medicaid Unit at medined@nysed.gov.