Alabama Medicaid Agency, DAB No. 880 (1987)

DEPARTMENTAL GRANT APPEALS BOARD

Department of Health and Human Services

SUBJECT:    Alabama Medicaid Agency     

Docket No. 86-161
Decision No. 880

DATE:  July 6, 1987

DECISION

The Alabama Medicaid Agency (Alabama/State) appealed two determinations
by the Health Care Financing Administration (HCFA/Agency) disallowing a
total of $213,397 in federal financial participation (FFP) claimed by
the State for the fiscal quarters ending March 31 and June 30, 1986.
The disallowance represented a reduction of enhanced funding (from 75%
to 70% FFP) provided for operational costs of Alabama's Medicaid
Management Information System (MMIS).  HCFA based the disallowance on
its disapproval of the State's MMIS.  HCFA disapproved the MMIS because
Alabama failed to meet a standard for orderly and timely claims
processing in the System Performance Review (SPR) for fiscal year (FY)
1985.  Essentially, HCFA alleged that Alabama had not paid a significant
number of Medicaid claims within the deadline established for its MMIS.

The State challenged the disallowance on the ground that it had been
denied administrative review for what it contended was a state plan
compliance issue. Additionally, Alabama alleged that HCFA acted
improperly by changing the original MMIS performance standards without
publishing those changes in the Federal Register.  Alabama also asserted
that the timeliness of claims payment was an invalid standard by which
to assess its MMIS since the MMIS was not responsible for actually
paying claims.

For the reasons set out below, we sustain this disallowance.  We find
that there is no compliance issue; that HCFA met all requirements for
publishing any changes in the performance standards; and that timeliness
of claims payment was properly considered in determining whether the
State should receive 75% FFP for operation of its MMIS system.  1/

Background

1.  Law

Prior to 1980, a state participating in the Medicaid program under Title
XIX of the Social Security Act (Act) had the option to employ an MMIS to
process Medicaid claims and to develop data and information regarding
recipients and services.  FFP was available in varying amounts for the
design, development, and operation of these systems.  See section
1903(a)(3) of the Act (1978).

In 1980, Congress amended the Act to provide that, in order to receive
75% FFP for the compensation or training of skilled professional
personnel under section 1903(a)(2) and 50% FFP for the remainder of
costs found necessary for the proper and efficient administration of the
State plan under section 1903(a)(7), participating states must provide
mechanized claims processing and information retrieval systems.  See
section 1903(r)(2)(A) of the Act.  The 1980 amendment established
guidelines for initial approval of these systems and procedures for
their annual review, or SPR.  An MMIS is subject to an SPR to ensure
compliance with systems requirements (technical specifi- cations) and
performance standards, which are the criteria a system must meet in
terms of accuracy, timeliness, and cost.  The Secretary must notify all
states of proposed procedures, standards, and other requirements at
least one quarter prior to the fiscal year in which those procedures,
standards, or other requirements will be used for conducting reviews for
systems reapproval.  Section 1903(r)(6)(E) of the Act.  States whose
systems fail their SPR are subject to reductions in FFP as set out at
section 1903(r)(4)(B) of the Act.

2.  Facts

Alabama's MMIS has been in operation since 1978.  In 1981 the Secretary
published a series of MMIS performance standards including Standard 3,
which is currently at issue and which provides --

       Claims must be processed in an orderly and timely manner from
       initial receipt through issuance of claims determinations.

46 Fed. Reg. 33654 (June 30, 1981).  .Accompanying each published
standard were (1) elements by which the Secretary would assess adherence
to the standards and (2) examples of specific measurable factors derived
from each element and designed to permit objective and equitable
application of the elements to a state's MMIS performance.  The Federal
Register notice specifically provided --

       The factors shown below are for illustrative purposes only.
       While only two examples of possible factors are given for each
       element, no limitations on the number of factors per element have
       as yet been finally established.

Id.

The factors published with Standard 3, Element F  provided --

       Claims must be processed on a timely basis. (Illustrative
       Factors:  (1) 90 percent of clean practitioner claims must be
       paid or denied as appropriate within 30 days of receipt, and (2)
       all claims must be paid or denied within 12 months of receipt).

Id. at 33655.

The disallowance is based upon Alabama's failure to satisfy Standard 3
in terms of a factor not published in the June 30, 1981 Federal
Register.  That factor (Factor 3F3) provides --

       Non-practitioner claims must be paid or denied as appropriate
       within 30 days as provided in the State Medicaid Manual.

HCFA Ex. VII (System Performance Review Fiscal Year 1982, p. 38).

3.  The Terms

Generally, a "practitioner" is a health care professional, such as a
physician, who bills on a fee-for-service basis.  The term
"practitioner" does not include providers (such as nursing homes or
hospitals), health maintenance organizations, hospital cooperative
shared services organizations, and any public entities.  42 CFR
447.45(b)(4).  2/  A "clean claim" is one that can be processed without
obtaining additional information from the provider of the service or a
third party.  42 CFR 447.45(b). Claims other than clean practitioner
claims, generally referred to by the parties as non-practitioner claims,
may include claims by non-practitioners, such as nursing homes, as well
as those from practitioners whose original claims were not clean.  See
Tr., pp. 22-23.  The type of claims at issue in this case are
non-practitioner claims which, HCFA alleged, Alabama did not pay within
30 days as required under Factor 3F3.

Issues

The State maintained that the disallowance was inappropriate at this
time because it had been denied administrative review of a compliance
issue under 45 CFR Parts 201 and 213.  Additionally, Alabama argued that
HCFA's implementation of Factor 3F3 was improper because that Factor was
not published in the Federal Register.  Alabama did not deny that it had
notice of the Factor, but insisted that the Factor so altered the
corresponding Standard as to require publication.  Alabama also asserted
that, by requiring payment of non-practitioner claims within 30 days,
the scope of the Factor exceeded the Agency's authority in that it
addressed an area of claims payment which Congress specifically chose to
ignore.  Further, Alabama indicated that its failure to pay the claims
in a timely fashion was due to a fiscal problem within the State, not a
shortcoming in its MMIS. Thus, Alabama contended, the Agency did not
have the authority .to impose a timely claims requirement through an SPR
since the MMIS was not responsible for claims payment.  3/

Analysis

1.  There is no compliance issue.

Alabama's notice of appeal stated that the disallowance notice "raises a
question of state plan compliance which should be considered under the
administrative review provisions of 45 CFR Parts 201 and 213," which
provide for prior notice and a formal hearing before federal funds can
be withheld from a state for substantial noncompliance with its own
state plan.

The notice of appeal goes on to say that Alabama "is therefore
concurrently appealing this matter under those regulatory provisions as
an issue of state plan compliance."  This ambiguous statement could mean
that at the same time the State was appealing the disallowance to this
Board it was also filing a separate appeal elsewhere requesting a formal
hearing under 45 CFR Part 213.  It appeared from the discussions at the
conference, however, that the State was definitely asserting that a
compliance issue was before this Board in this appeal.  Tr., pp.  14-15.
.The State gave as a ground for appeal that the Secretary's
determination that Alabama failed the SPR was based upon "an alleged
violation of the requirements contained in 42 U.S.C.  Section
1396(a)(37) [section 1902(a)(37) of the Act] and 42 CFR Section 447.45."
Alabama first claimed that it had not violated any of these provisions
(relating to timely payment of claims). Even if it had, the State
argued, the Secretary could not penalize the violation through reduction
of FFP under an SPR. Furthermore, claimed the State, under 42 U.S.C.
1396(c) (section 1904 of the Act), "no penalty can be imposed for an
alleged violation of a state plan requirement" without prior notice and
hearing.

This last statement is clearly overbroad.  The ordinary  variety of
disallowance before us is generally based on a violation of a discrete
provision of a state plan for a discrete period of time.  Section 1904
provides that if in the administration of the state plan "there is a
failure to comply substantially" with the plan, the Secretary may cut
off further payments to the state until he is satisfied that there will
no longer be any such failure to comply.  Only where the Secretary has
determined that there is ongoing "substantial noncompliance" with a
state plan do the prior notice and hearing requirements of section 1904
come into play.

In other cases before us involving whether a compliance hearing was
required, the question was generally whether there had been a finding by
the Secretary that a state had failed to comply "substantially" with the
state plan.  See, e.g., California Department of Health Services,
Decision No. 734, March 28, 1986, pp. 8-9.

The statute and regulation referred to by the State, namely, 42 U.S.C.
1396(a)(37) [section 1902(a)(37) of the Act] and 42 CFR 447.45, are the
provisions for timely claims payment required to be in a state plan.
Both predate the provisions in the 1980 statute.  They are the
requirements with which a state must comply to receive the normal 50%
FFP for administrative costs in the Medicaid program.

The disallowance does not mention either the timely claims statute or
regulation.  The disallowance is based on the State's failure to meet a
requirement of the 1985 .SPR.  Consequently, for two calendar quarters,
the State's request for the full 75% enhanced funding normally available
for operational costs was reduced to 70%.  The only authority cited in
the disallowance notice is section 1903(r)(4)(B) of the Act, providing
for the reduction in enhanced FFP when a state's MMIS system is
disapproved.  There is nowhere in the notice any mention of a violation
of any state plan requirement.

Since the disallowance notice here charges no violation of any state
plan requirement, we find that there is no issue of "substantial"
noncompliance with a state plan requiring notice and hearing under 45
CFR Part 213.

2.    Publication of Factor 3F3 in the Federal Register was not
      required.

The State argued that imposition of Factor 3F3 was invalid because this
"new factor was never published in the Federal Register, or otherwise
subjected to the notice requirements of 42 CFR 433.123."  Notice of
Appeal, p. 2.  The State did not contend that the standard and element
were not properly published.  The only dispute is as to Factor 3F3,
which requires that claims other than clean practitioner claims must be
paid or denied within 30 days.

      A.  Actual notice.

The State admitted that it had actual notice of the particular factor it
failed in its 1985 SPR.  Tr., pp. 21, 31.  Not only did the State have
actual notice of Factor 3F3 as an SPR requirement, it had that notice
for several years.  The Agency submitted extracts from the SPR
requirements for FY 1982 (dated June 1981), through FY 1985; the Factor
has remained substantially the same throughout this period.  HCFA Ex.
VII.

      B.  The statute.

The particular statute on which the disallowance before us is based does
not require any publication; it does require notice to the states, which
was given.

Section 1903(r)(6) of the Act pertains to the develop- ment by the
Secretary of "performance standards, system require- ments, and other
conditions" for initial approval .and reapproval of MMIS systems.  The
only notice requirement is in 1903(r)(6)(E), which provides that the
Secretary shall --

       [N]otify all States of proposed procedures, standards, and other
       requirements at least one quarter prior to the fiscal year in
       which such procedures, standards, and other requirements will be
       used for conducting reviews for reapproval.

As pointed out above, the record shows that the State admitted actual
notice of the requirement, and this actual notice was received years
before the SPR failed by the State, rather than only one quarter in
advance as required by the statute.

      C.  The regulation.

The regulation pertaining to notice of changed system require- ments in
effect for this review was 42 CFR 433.115 (1980).  This regulation
required publication in the Federal Register and a comment period only
when the requirements for original approval of an MMIS were changed.
Contrary to the State's argument, it was not until 1985 that the
regulation was amended to require publication in the Federal Register
for a change in the condi- tions for reapproval.  A comparison of the
heading and opening language of the two regulations makes this apparent.

Section 433.115 (1980) is entitled "Additional system require- ments"
and begins as follows:

       Whenever the Administrator modifies requirements for approval of
       systems . . . he will [publish a notice]. . . .  (emphasis added)

Section 433.123 (of 42 CFR) is the section relied on by the State for a
publication requirement.  It is actually section 433.115 redesignated
and amended in 1985.  It is entitled "Notification of changes in system
requirements, performance standards or other conditions for approval or
reapproval."  It begins as follows:

       (a)  Whenever HCFA modifies system requirements or other
            conditions for approval . . . , or per- formance standards
            or other conditions of reapproval . . . , HCFA will [publish
            a notice]. . . .  (emphasis added) .This regulation
providing for publication for changes in perfor- mance standards or
other conditions of reapproval was not in effect for the 1985 Alabama
SPR.  4/

      D.  The Administrative Procedure Act.

At the conference, the Board suggested that if there were in fact a
change in a performance standard, publication might be required in the
Federal Register under the Administrative Procedure Act (5 U.S.C. 551 et
seq.), whether or not a separate statute or regula- tion required it.
If this were a legislative (or substantive) rule, then notice and
comment might be required before any change.

We have concluded, however, that the factor here is not one which would
require notice and comment rule-making under 5 U.S.C.  553(b) since it
is clearly an "interpretative" rule, excluded from the publication
requirements.  The factor is an interpretative rule because it
interprets or explains the performance standard which requires orderly
and timely claims processing.  As the 1981 notice points out, the
factors listed are for illustrative purposes only.  It would be
impractical for the Agency to have notice and comment rule-making every
time it made any change in a particular factor.

Publication was certainly not required under the Freedom of Information
Act provisions of the Administrative Procedure Act in 5 U.S.C. 552.
That section provides that a person may not be adversely affected by a
matter not published in the Federal Register when required to be, but
has a specific exception for anyone "who has actual and timely notice of
the terms thereof."  There is no dispute that Alabama had actual and
timely notice of Factor 3F3.  .      E.  The 1981 Federal Register
notice.

On June 30, 1981 HCFA published a notice, with a comment period, in the
Federal Register listing performance standards for an MMIS.  46 Fed.
Reg. 33654.  Standard 3 (with Element F) was published in this notice;
Factor 3F3 was not, but two other factors under Standard 3 were.  The
State contended in substance that whether or not HCFA was otherwise
legally required to publish each factor, once it published any factors
it took upon itself the obligation to publish any other factors it
intended to use in an SPR.

An examination of the notice itself discloses the fallacy in the State's
argument.  The Agency bound itself to publish only new standards, not
new factors.  Thus, under "Performance Standards," there is the
following:

       It should be noted that the standards themselves tell only what
       we will measure in assessing systems.  After the first set of
       standards is published, we will issue detailed instructions in
       the MAM [Medical Assistance Manual] concerning the application of
       the standards in our yearly system reviews. . . .

46 Fed. Reg. 33654.

The State never disputed that Factor 3F3 was published in the MAM long
before the 1985 SPR.  5/ .In reference to not publishing each and every
factor, the notice was even more definite:

       Set forth below are our initial performance standards for
       evaluating MMIS operations and the elements by which we will
       assess adherence to the standards.  Also included are examples of
       specific measurable factors derived from each element which will
       permit the objective and equitable application of the elements to
       State MMIS performance.  The factors shown below are for
       illustrative purposes only. . . .

Id.

The notice then specifically pointed out that there could well be more
factors than those published in this notice:

       While only two examples of possible factors are given for each
       element, no limitations on the number of factors per element have
       as yet been finally established.  As indicated above, we will
       publish the actual review factors to be used in applying review
       elements in the MAM. . . .

Id.

The State was told in the clearest manner that there might be more than
the two illustrative factors.  If there were others, they would be
published in the MAM.  Factor 3F3 was so published, and was therefore a
valid factor to be used in the SPRs.

Alabama's argument ignores the fact that the published standard did not
change; that HCFA followed the criteria it had published for using
factors in addition to those published in the Federal Register; and that
the State's MMIS successfully passed several SPRs before the State
challenged the particular factor.

      F.  The comment to the 1981 notice.

On May 31, 1983 HCFA published in the Federal Register a "general
notice" to respond to the comments received on the MMIS Performance
Standards published on June 30, 1981. 48 Fed. Reg. 24204, Alabama Ex. F,
attachment 9.  The State argued that HCFA's response to a comment on
Standard 3 was inconsistent with Factor 3F3, and limited its
application.

A commenter stated that he believed that Element F of Standard 3 should
use the word "provider" rather than "practitioner." HCFA's response was
--

       We do not agree.  In this instance we have made the SPR
       consistent with the regulations at 42 CFR 447.45.  The
       regulations explain the use of the word "practitioner" and
       specifically exclude .  . . providers. . . .

48 Fed. Reg. 24205.

The State argued that the Agency was applying this factor to provider
claims (both clean and non-clean), as well as to non-clean practitioner
claims.  The State would have us interpret the Agency response to the
comment as estab- lishing a policy limiting Factor 3F3 to non-clean
practitioner claims and excluding all provider claims.  At the
conference, the Agency's answer was that the language of the Agency's
response to the comment was "perhaps unfortunate," but was very clearly
contradicted by the facts.  Tr., p. 48.

A closer examination of the comment indicates that the response to it
was reasonable and consistent.  In the first place the commenter had to
be referring to Factor 1 of Standard 3 as published, rather than Element
F, since Element F itself did not use the word "practitioner." The only
use of "practitioner" was in Illustrative Factor 1, which stated that
"90 percent of clean practitioner claims must be paid or denied" within
30 days.  This factor was copied from 447.45(d)(2). The response that
"practitioner" should not be changed to "provider," but should follow
the regulation, was responsive to the comment since it applied only to
what had been published in June 1981.  The response did not apply at all
to Factor 3F3, which did have a requirement for timely processing of
provider claims, since this factor was not published in the June 1981
notice.

3.    The Agency had authority to include payment of claims in reviews
      of the State's MMIS.

The State argued that the Secretary exceeded his authority to develop
standards for an MMIS by imposing a timely claims payment requirement
which was unrelated to and beyond the scope and capability of an MMIS.
The State .contended that the State's fiscal problems, which caused late
payment of the claims in issue, were unrelated to the MMIS performance
and beyond the SPR measurement capabilities. Alabama argued that the
"payment requirement" in the standard was odd in that Congress had
already addressed timely claims payments at 42 U.S.C. 1396(a)(37)
[1902(a)(37) of the Act] and 42 CFR 447.45.  Alabama Ex. 5, p. 5.

The State would normally receive FFP at a 75% rate for operation of its
MMIS.  Otherwise, the State routinely receives FFP at a 50% rate for the
amounts "found necessary by the Secretary for the proper and efficient
administration of the State plan."  See section 1903(a)(7) of the Act;
see also Tr., pp. 53-54.  Thus, for operation of an approved MMIS,
Alabama is entitled to an additional 50% over its normal rate of FFP.

As we noted in Part 1 of our analysis, the statute and regulation relied
on by the State for its timely claims argument refer to payment
provisions which must be in a state plan and which must be complied with
in order for a state to receive its normal 50% FFP for Medicaid
administrative costs.  Here, we are concerned with a specific statutory
provision which provides enhanced funding for an MMIS.


In considering the State's contention that timeliness of payment is
outside the scope of an MMIS, we first look at the statute. Section
1903(a)(3)(B) of the Act provides 75% FFP for the sums expended
attributable --

       to the operation of systems . . . which include provision for
       prompt written notice to each individual who is furnished
       services . . . the name of the person or person furnishing the
       services, the date or dates on which the services were furnished,
       and the amount of the payment or payments made under the plan on
       account of the services;

Prompt written notice to a person receiving medical services, with the
amount of payment made on account of the services, obviously cannot be
given unless payment for the services has been made.

The regulations clearly provide that operation of an MMIS system
includes not only claims adjudication, as the .State contended, but also
claims payment.  6/  Subpart C of 42 CFR Part 433 (1980) is titled
"Mechanized Claims Processing and Information Retrieval Systems."
Section 433.113 of Subpart C provides 75% FFP in expenditures for
"operation of a mechanized claims processing and information retrieval
system approved" by HCFA.  "Operation" is defined as follows in section
433.111:

       "Operation" means the automated processing of claims, payments,
       and reports. . . .  (emphasis added)

The definition continues:

       "Operation" includes the use of supplies, software, hardware, and
       personnel directly associated with the functioning of the
       mechanized system.  (emphasis added)

At the conference the Agency stated (and the State did not dispute) that
Alabama had a contract with Electronic Data Systems (EDS) in Dallas to
"do all the work for this MMIS," and HCFA paid 75% of the salaries of
the EDS employees in the mailroom, who sent out the payments, after the
checks were generated electronically.  Tr., p. 38; see also affidavit of
Gene Grasser, HCFA Ex. II.

Although neither the mechanized system nor these personnel actually
controlled the availability of funds to pay the checks (which apparently
caused the delays here), the State was responsible and certainly knew
that failure to make the funds available in a timely manner would
subvert the efficient functioning of the system.

Under 1903(a)(3)(A)(i) an MMIS system must be "likely to provide more
efficient, economical, and effective administration of the plan. . . ."
It is for such .systems that "enhanced" FFP is available:  90% for
design, development, and installation, and 75% for operation.  If the
State is to receive 75% FFP for operation of the MMIS, as it claimed,
its MMIS must meet standards for payment, as stated in the regulations,
as well as processing of claims.  The Secretary has the authority to
demand more than routine processing and payment of claims when the
states are paid more than the ordinary 50% FFP for administrative costs.

Alabama argued that referring to the 75% rate of FFP by the term
"enhanced funding" was a misnomer, claiming instead that the State was
receiving what it termed "directed funding."  Alabama indicated that
this funding was directed toward instituting the MMIS for a specific
purpose and that Alabama's system has satisfied that purpose.  Tr., p.
54.  However, in the preamble to the initial publication of the
performance standards the Secretary indicated that, by establishing
these standards, the Agency was looking to have states achieve more than
"technical adherence to a system design."  Rather, the program
emphasized systems performance as justification for the right to receive
enhanced funding.  See 46 Fed. Reg. 33654.

In view of the clear statutory and regulatory direction, as well as the
availability of a substantially enhanced rate of FFP, the Secretary is
well within his authority in developing performance standards which
address claims payment. Since the State failed to pay claims in a timely
manner as prescribed by the Secretary, the State has not met the
standard for enhanced funding for operational costs of its MMIS.

CONCLUSION

For the reasons set out above, we sustain the disallowance in full.

 

________________________________ Judith A. Ballard

 

________________________________ Norval D. (John) Settle

 

________________________________ Alexander G. Teitz Presiding Board
Member

 

 


1.     The record in this appeal consists of the submissions of the
parties, as well as the transcript of a conference held on May 1, 1987.
Citation to the conference transcript will be in the following manner:
Tr., p. __.

2.     The parties cited no definition of "practitioner," and we were
unable to locate any in the regulations. Section 447.45(d) refers to
claims from practitioners, "who are in individual or group practice or
who practice in shared health facilities."  There is an extensive
definition of "shared health facility" in 447.45(b) but none of
practitioner.  A "provider" is defined as an individual or entity
furnishing Medicaid services under a provider agreement with the
Medicaid agency.  42 CFR 400.203.


3.     The State originally challenged this disallowance in an action in
U.S. District Court.  This suit was dismissed without prejudice for
failure to exhaust administrative remedies.  It appears that the major
issue raised by the State in this action was whether the date a check
was drawn, or when it was actually mailed out, should be used in
determining the length of time it took the State to process a claim.
HCFA Ex. III.  The State withdrew any argument on this issue before us.
It stated at the conference that it was not pressing before this Board
"the question of the date of payment, the date on the check, the
difference between when the check is dated and mailed."  Tr., p. 21.
The record indicates that, in any event, the SPR reviewers did not use
the mailing date (since it was undocumented); instead, they used the
date on the "warrant" (i.e., the notice by the State to the fiscal agent
that funds had been deposited), which was issued before the fiscal agent
would do the monthly computer run of checks.  HCFA Ex. I, p. 2.

4.     Section 433.123 was effective on August 29, 1985. The SPR failed
by the State was for FY 1985, which ran from October 1, 1984 through
September 30, 1985.  The standards for the FY 1985 SPR were issued with
a date of June 1984.  Alabama Ex. F, Attachment 10.  No contention was
made that any changes in the SPR requirements were made during the
review period.

5.     The Agency was unable to furnish a copy of the MAM as it existed
in 1981, because of HCFA's policy of updating "by removing old pages and
inserting new ones." HCFA Brief, p. 21, n.11.  However, HCFA went on to
state that it had attached "relevant correspondence with the state
showing the use of factor 3F3 in Alabama's SPR since 1981."  This
reference is to the SPR requirements for FY 1982, dated June 1981, and
requirements for the FY 1983 SPR, dated June 1982.  HCFA Ex. VII.

6.     We have not given weight to any contrary testimony of an Agency
witness given in a deposition taken in the U.S. District Court case
challenging this disallowance. See Alabama Ex. G, and n.3 above.  We
disregarded so much of his testimony as was contrary to statutes and
regulations cited by us.  In addition, his testimony was inconsistent
throughout.  The parties themselves indicated that his testimony could
be read, in different parts, as supporting both parties.  Tr., pp.
27-28; 40-41; and 49- 52.  We find that his testimony, taken as a whole,
does not definitively support either