DMAS Technology News

VHCA (2/22/08)

How often do we get to tell you that exciting news will soon be coming your way from the Department of Medical Assistance Services (DMAS)?  Watch your mailbox – early next week DMAS will formally announce that they have contracted with Clifton Gunderson (CG) to use a new web-based document management technology solution named GoFileRoom as part of the initiative to streamline the cost reporting process.  DMAS plans to implement GoFileRoom for nursing facility providers beginning in April 2008.
 
We applaud DMAS for their decision to move forward with this exciting new resource tool.  The Department believes that GoFileRoom will save time and effort for DMAS and providers and improve the cost reporting process.  A number of VHCA members served on the Nursing Home Electronic Cost Report Work Group in 2006 and 2007 where the GoFileRoom application was initially evaluated.  Additionally, DMAS has also been working on an "electronic cost report" as the final component of this initiative.  While it is not quite ready to be deployed along with GoFileRoom, DMAS indicates that deployment should occur in the near future.
 
GoFileRoom is anticipated to bring a host of benefits to the overall cost reporting and settlement process.  Among those benefits are:

• DMAS developed provider specific information for cost reports (MR reports, facility CMI scores and other cost reporting information) and patient-specific RUGS information will be furnished through GoFileRoom and available to providers at any time.
• Providers will submit cost reports, cost reporting documentation and requested documentation for field audits and PFA audits using GoFileRoom.  
• CG will post cost report settlements, NPR letters, field audit and PFA audit reports and related workpapers on GoFileRoom and these documents will be available at any time to providers.
• Audit staff will be able to access through the web any document submitted to GoFileRoom.
• CG will begin using transmittal emails with links to cost report documentation in GoFileRoom.  We may continue letters during a transition and until we clarify the legal status of the communication.
• Access to GoFileRoom is available round the clock, 365 days a year.

GoFileRoom is secure and access will be controlled using an authorized login and password that CG will administer.  Designated facility staff will have access only to its own facility documents.  Designated home office staff will have access to documents for all of its facilities.  Designated staff working for accounting firms will have access to documents for facilities and/or home offices that has been authorized access to by the facility or home office.

DMAS is planning training in several phases for providers that will be using GoFileRoom.  Details about the training options will be provided by the Department in their communication to facilities and home offices next week.  GoFileRoom will go live April 21st for providers to submit cost reports and documentation.  New cost report settlements will be posted to GoFileRoom as they are settled after April 21st.  MR reports and facility CMI scores already mailed in 2008 will be available in GoFileRoom as of April 21st and the preliminary and final resident CMI scores usually mailed mid-May will be distributed through GoFileRoom.