Quick recap

The ASAP billing group meeting focused on updates and discussions related to financial and billing issues, particularly around Medicaid, HHSC contracts, and end-of-year reporting. Participants shared experiences with contract managers, challenges with United Healthcare payments, and changes in Medicaid retroactive coverage. The group discussed the value of maintaining monthly meetings despite low attendance, as they provide a platform for support and resource sharing. Ivonne detailed various strategies for workforce development, including partnerships with universities for internships and leveraging external resources for staffing and services. The conversation also covered the use of the ASAP member exclusives platform for accessing meeting notes and resources. Overall, the meeting highlighted ongoing challenges and collaborative solutions in financial management and workforce sustainability within the substance use treatment sector.

Next steps

Anna

• Post the Medicaid webinar recording and slides in the Billing Networking group on the ASAP website after the meeting.

• Assist Samsung with setting up an ASAP member account by providing the email address anna@asaptexas.org.

Anunoy

• Send the control asset form to Ivonne.

• Ask HHSC about the updated Financial Status Reporting (FSR) form and confirm if there is a new version.

Carrie

• Verify if the practice of checking client census for retroactive Medicaid eligibility is still occurring and, if not, consider implementing it.

Ivonne

• Follow up with her accounting staff to determine which specific forms are needed for state fund billing.

Noelle

• Send the link to the Member Exclusives login page to the attendees.

Collaboration

• All attendees: Log into the Member Exclusives page to access meeting notes and resources.

Summary

Billing Group Meeting Updates

The billing group meeting discussed ongoing challenges and updates. Ivonne reported that her team is preparing for a single audit and working on end-of-year HGC contract submissions, while Anunoy mentioned completing financial fieldwork and drafting reports. Kathy raised concerns about United Healthcare not paying the full amount for Individual H0004 Medicaid billing since May, with the issue being escalated but still unresolved. The group decided to maintain monthly meetings despite the smaller attendance, with Quincy expressing that the meetings provide valuable support and information.

Medicaid Billing Procedure Changes

Carrie and Ivonne discussed changes to Medicaid billing procedures taking effect January 1, 2027, which will reduce the retroactive billing period from 3 months to 2 months. They reviewed current practices for checking Medicaid eligibility and billing HHSC, with kheidling noting that intake coordinators previously checked current census but uncertain if this continues. Carrie also inquired about Victor's suggestions regarding program income and closeout procedures, with Ivonne confirming that no additional concerns had been raised by HHSC about previous issues.

Service Delivery Sustainability Strategies

The group discussed strategies for maintaining service delivery and workforce sustainability in the face of funding uncertainties. Ivonne shared extensive details about her organization's approach to building partnerships with universities and other entities to secure workforce development opportunities, including intern placements, contract counseling services, and research collaborations. The discussion covered practical solutions like cross-training staff across different programs, utilizing contracted services, and leveraging various funding streams to maintain services when primary funding is reduced or lost. The conversation ended with a demonstration of how to access meeting notes through the member exclusives platform.