DMAS GoFileRoom TRAINING REMINDER

VHCA (3/7/2008)

The Department of Medical Assistance Services (DMAS) has announced that it has contracted with Clifton Gunderson (CG) to implement a new web-based document management technology solution named GoFileRoom as part of the initiative to streamline the cost reporting and settlement process.  DMAS plans to implement GoFileRoom for nursing facility providers beginning in April 2008.  The Department believes that GoFileRoom will save time and effort for DMAS, Clifton Gunderson and providers and enhance the overall cost reporting process. 

DMAS has scheduled multiple sessions of two distinct training programs in connection with the GoFileRoom rollout. The Department recently mailed a letter to all Medicaid-participating nursing facilities with details describing the upcoming training programs.

The first program is designed for reimbursement staff at the corporate/home office, accounting firms that are involved with cost report preparation and ongoing reimbursement services, and individuals at non-chain facilities that have primary cost reporting and reimbursement responsibilities.  It is very important that these individuals attend one of four three-hour sessions offered on March 18th and March 19th in Richmond.  Due to limited space, these individuals must register for the training by contacting Clifton Gunderson by March 11th.  Either call Terrie Madison at 804.270.2200 or email to register.  Please provide the name, phone number, and email address for each person registering along with the name of the facility, home office or accounting firm with which the individual is affiliated.  The schedule of specific session times has been provided to your organization by DMAS.

The second training program is designed for facility staff that need to know how to use the system but are not designated as primarily responsible for the overall Medicaid cost reporting and settlement function within an organization.  These two-hour sessions will be offered in mid-April in Newport News, Richmond, and Roanoke.  Registration for the April sessions must be complete by April 7th.

DMAS has asked us to pass along the importance of getting individuals registered for the initial March training.  This initiative is moving forward and will require a solid working knowledge of the system (gained only through proper training) to ensure that documents related to cost reporting and settlement and associated deadlines are managed as planned.

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.

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.