HPMS Memo Management Policy: Process And Procedures For VillageCare.pdf

Origin: VillageCare New York, issued on 8/10/2022.

Purpose: To provide a process overview for managing Health Plan Management System (HPMS) memos, ensuring actionable items are addressed and informational memos are appropriately classified and stored.

Scope: Applies to Regulatory Compliance and all business owners identified in HPMS memo specifications across VillageCare Corporate Services.

Procedure:

1. Memo Dissemination:
- The AVP of Medicare Regulatory Compliance disseminates a summary of each HPMS memo via email to internal departmental representatives/business owners (BO).
- Emails include: memo details, action required, urgency, affected departments, and due dates.

2. Actionable vs. Informational Memos:
- Actionable memos are assigned to relevant BO for completion within CodySoft.
- Informational memos are classified as such by the Regulatory team and stored in the plan's library without requiring action.

3. Ingestion and Task Assignment:
- The Regulatory team uploads HPMS memos, deciphers plan-specific content, and publishes them to the plan database.
- Authorized users assign tasks with due dates, track responses, and update status within CodySoft. BO can appoint departmental representatives to handle tasks.

4. Approval Signatures:
- Multiple approvals from Emma Devito (President & CEO), Dara Quinn (Chief Compliance Officer), Sabrina Wright (AVP of Medicare Regulatory Compliance), and Porsche Glover (Policy Owner) are required for final approval.

5. Weekly Monitoring:
- The Regulatory Compliance department reviews CodySoft weekly to follow up on tasks past due dates and ensure timely completion.

6. Attestation and Submission:
- Once implemented, BO submits task approvals/rejections with a completed action plan, short description, monitoring plan, quality assurance, and supporting documentation (if applicable).
- The Regulatory Compliance department provides an HPMS Memo acquisition report bi-weekly to the Regulatory Compliance Operations Committee.