Time Study ISD Training Information

Training Requirements:

To participate in Medicaid Administrative Claiming (MAC) attendance of the following training is mandatory:

MAC Financial Training; and Random Moment Time Study (RMTS) training.

Training is conducted by the Texas Health and Human Services Commission (HHSC).

Provider entities must attend required training each federal fiscal year (FFY). FFY is defined as October 1 through September 30.

Failure to meet annual training requirements will impact the provider's ability to draw federal funding for MAC eligible services.

It is the responsibility of each provider to ensure one or more of their designated Contacts attend training. HHSC strongly recommends that each provider entity require at least two Contacts attend the required training to ensure compliance should employee turnover occur.

Access to the necessary online MAC financial and RMTS systems will be limited to VIEW-ONLY until such time that mandatory training requirements are met.

Annual Training Overview:

MAC Financial Training

Beginning with FFY 2012, MAC financial training will be held separate from RMTS training. It will be mandatory for the MAC Financial Contact to attend the separate MAC financial training each FFY in order to be granted access to the online MAC financial for that FFY. MAC overviews may be presented at other related training sessions however, attendance of the mandatory MAC financial training is the only training that will grant the MAC Financial Contact full access to the online MAC financials.

Each MAC participating provider must designate a "Primary" MAC Financial Contact. HHSC strongly recommends that at least one "Secondary" MAC Financial Contact also be designated to ensure compliance should employee turnover occur.

View additional information regarding MAC Financial training

Annual training conducted by HHSC is mandatory for all Primary and Secondary MAC Financial Contacts. The annual training requirements can be completed by attending face-to-face, webinar or teleconference training.

Consolidated Trainings - In an effort to simplify qualification requirements for providers, HHSC has consolidated “Initial” and “Refresher” trainings into a single training. Training must be attended by anyone who wishes to gain Financial Contact access, regardless of prior training status.

Streamlined Training Schedule - To further simplify the training process for providers, the training calendar has undergone several changes.

  • Six trainings are scheduled prior to the 1st Quarter 2021 (OD20) due date, allowing all providers to qualify before the start of the new Federal Fiscal Year reporting period.
  • One training is scheduled later in the year to allow for new onboarding staff to receive training for the current FFY, and not have to wait until the new FFY to start filing MAC Financials. 

It is important to understand that "full" access to the MAC Financial online system is contingent upon compliance with all annual training requirements. MAC Financial Contacts who have not completed the required training will have "view-only" access that will not allow the entry, modification or submission of required information on the MAC Financial report/claim. It is the responsibility of each provider entity to ensure their designated MAC Financial Contacts attend MAC Financial Contact Training.

Random Moment Time Study (RMTS)

Participation in RMTS and compliance with all RMTS requirements is mandatory for participation in MAC and SHARS. Attendance at RMTS training each federal fiscal year is mandatory. RMTS Program Contacts must attend annual training provided by HHSC. ISD staff who are randomly selected to participate in the time study must receive annual training from a RMTS Program Contact who has completed the HHSC mandatory training.

View additional information regarding RMTS training

RMTS Program Contact Training

It is the responsibility of each ISD to ensure one or more of their designated RMTS Program Contacts attend RMTS Program Contact Training. HHSC strongly recommends that each ISD require at least two RMTS Program Contacts attend the required training to ensure compliance should employee turnover occur. It is crucial for the success of the program that RMTS Program Contacts understand their role, the purpose of the time studies, the appropriate completion of the RMTS, and the timeframes and deadlines for participation.

Failure to meet attendance requirements will result in non-compliance. For example, if an ISD's RMTS Participant List (PL) is not updated and or certified each quarter by a RMTS Program Contact that was appropriately trained by HHSC for the current FFY, the ISD is not in compliance with RMTS requirements.

ISDs not in compliance will be excluded from receiving payments for SHARS services for the entire FFY. ISDs not in compliance will be excluded from submitting a MAC claim for any quarter in which compliance is not achieved.

"Initial" training for RMTS Program Contacts will include an overview of the RMTS software system and information on how to access and input information into the online system.

"Refresher" training for RMTS Program Contacts will cover topics such as program updates, process modifications and compliance issues.

Initial training - Those who have never attended MAC Financial training must attend an initial training. Initial training must be interactive and therefore must be conducted via face-to-face, webinar or teleconference.

Refresher training - Those who have ever attended MAC Financial initial training may attend refresher or may attend initial training again. Refresher training may be conducted via face-to-face, webinar or teleconference, or also via CD's, videos, web-based and self-paced training.

Sampled Staff TrainingRMTS Program Contacts who have received RMTS Program Contact training (see above) are responsible for conducting annual training for staff from their ISD who are randomly selected by the RMTS system to participate in the time study.

The sampled staff training must be made available quarterly. ISDs must maintain documentation that all staff participating in each quarter's time study received annual training. Staff that have not received annual training cannot participate in the RMTS.

Program Contacts must ensure that sampled staff receives annual training prior to their completion of the RMTS for their sampled moment. The following items must be included in annual sampled staff training: overview of the required process to participate in RMTS; review the standards for RMTS documentation submitted by staff; and, methods for requesting additional documentation from time study participants when insufficient information is provided.

Sampled Staff training requirements can be met by using the "initial" and "refresher" training methodology.

Initial training must be interactive and therefore must be conducted via face-to-face, webinar or teleconference.

Refresher training can be held via face-to-face, webinar, teleconference, and can also be via CD's, videos, web-based and self-paced training.

ISDs are encouraged to use and distribute any materials provided by the state regarding the time study. Training materials used by ISDs not supplied by the state must be submitted for review and comment to HHSC.

SHARS Cost Report Training

Compliance with RMTS is mandatory for all ISD's that wish to participate in SHARS. SHARS Cost Report Training is also required for the ISD participating in SHARS. Access to the cost reporting system will not be available to the ISD until the required training is met. Please note that the SHARS Overview is a brief description of the SHARS program and does not meet the annual SHARS Cost Report Training requirement.

View information regarding SHARS Cost Report training

Cost:

Cost report training is sponsored by the Texas Health and Human Services Commission (HHSC) and is presented at no charge to the provider.

Training Sessions:

The training presented via Webinar does require registration. Webinar is an interactive online training. Once you have registered, you will receive a website link to access the presentation and a conference call number to call in and participate in the training session.

Training schedule

FFY 2021 (.pdf)

FFY 2020 (.pdf)
 

Register for training:

Note: Persons who have never attended "initial" training are not eligible to attend "refresher" training and must attend the "initial" training.

SHARS

MAC Financial Contact Training for ISD

FFY 2021

Training

Date: Thursday, December 10, 2020
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: https://attendee.gotowebinar.com/rt/4424161419766129680

Date: Thursday, January 14, 2021
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: https://attendee.gotowebinar.com/rt/4847860424552871184

Date: Thursday, February 4, 2021
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: https://attendee.gotowebinar.com/rt/3617343085838996496

Date: Thursday, March 4, 2021
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: https://attendee.gotowebinar.com/rt/3806946169467595024

Date: Thursday, April 8, 2021
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: https://attendee.gotowebinar.com/rt/6458441549593608464

Date: Thursday, April 22, 2021
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: https://attendee.gotowebinar.com/rt/5517217814775504912

Date: Thursday, September 9, 2021
Time: 9:00 AM - 12:00 PM CST (recommended log in time 8:45 AM)
Sign up at: Coming Soon

FFY 2020

Refresher

Date: Thursday, October 10, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/3008348876484316162

Date: Tuesday, November 26, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/9094493181915042817

Date: Thursday, January 23, 2020
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/6039646359186146561

Date: Thursday, February 27, 2020
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/2208193583038015489

Date: Wednesday, April 08, 2020
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7641083945530407937

Initial

Date: Tuesday, November 05, 2019
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/3316870739726061314

Date: Thursday, January 16, 2020
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/1503751876267669250

Date: Thursday, February 06, 2020
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/2385235845813880578

Date: Thursday, April 23, 2020
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/8201909642470061058

Date: Tuesday, June 9, 2020
Time: 1:00 PM - 4:00 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7370765720034081549

FFY 2019

Refresher

Date: Thursday, October 11, 2018
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/3993271593712245250

Date: Tuesday, November 27, 2018
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/6530943331107675650

Date: Thursday, January 24, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/4363712454272829442

Date: Thursday, February 28, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/459773274551840258

Date: Tuesday, April 09, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/1936898976747986178

Initial

Date: Tuesday, November 06, 2018
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/9201959440673280258

Date: Thursday, January 17, 2019
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/5589146750731647234

Date: Thursday, February 07, 2019
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/5007998780359098370

Date: Monday, April 25, 2019
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/10318209884687106

FFY 2018

Refresher

Date: Tuesday, October 24, 2017
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7586681192867181315

Date: Tuesday, November 28, 2017
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/2629960729062480643

Date: Thursday, January 25, 2018
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/6337203875644039427

Date: Tuesday, February 27, 2018
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/749555052519006211

Date: Tuesday, April 10, 2018
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/9160263751633423619

Initial

Date: Tuesday, November 7, 2017
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/391755277142625283

Date: Thursday, February 8, 2018
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/8559833645844154627

Date: Wednesday, March 7, 2018
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/8470476341102358018

Date: Thursday, April 26, 2018
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/4336994312626211331

RMTS Contact Training for ISD

FFY 2021

Refresher

Date: Tuesday, May 05, 2020
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/4858946798255528205

Date: Thursday, May 14, 2020
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/5307758648620768269

Date: Thursday, August 27, 2020
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7305784581547021326

Date: Tuesday, September 01, 2020
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/6974237845307509006

Date: Thursday, November 12, 2020
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/2307580643537789454

Date: Thursday, February 18, 2021
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/1091818750868673806

Initial

Date: Tuesday, May 12, 2020
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7602656019581838094

Date: Tuesday, August 25, 2020
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/7557172522076051980

Date: Thursday, September 03, 2020
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/2040341043872737036

Date: Thursday, November 05, 2020
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/1552100706535593484

Date: Tuesday, February 02, 2021
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/954422678350988556

FFY 2020

Refresher

Date: Thursday, May 02, 2019
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/5160340519299638531

Date: Thursday, May 23, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/9006911580329848835

Date: Thursday, August 22, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7787096887800754947

Date: Tuesday, August 27, 2019
Time: 8:30 AM - 11:00 AM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/3127445774123231235

Date: Thursday, November 14, 2019
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7502079284625629443

Date: Thursday, February 20, 2020
Time: 1:00 PM - 3:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/5747444544160238851

Initial

Date: Thursday, May 16, 2019
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/272992642138387459

Date: Tuesday, August 20, 2019
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/8018886033564647939

Date: Thursday, August 29, 2019
Time: 1:00 PM - 4:30 PM CST (recommended log in time 12:45 PM)
Sign up at: https://attendee.gotowebinar.com/rt/7447472039632953347

Date: Thursday, November 07, 2019
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/2303315629618103299

Date: Tuesday, February 04, 2020
Time: 8:30 AM - 12:00 PM CST (recommended log in time 8:15 AM)
Sign up at: https://attendee.gotowebinar.com/rt/4585346515509070083

Training Materials:

2021 - FFY

RMTS Training Overview (.pdf)

RMTS Training Presentation (.pdf)

RMTS Training Time Study Participants (.pdf)

2020 - FFY

MAC Training Presentation (.pdf)

RMTS Training Presentation (.pdf)