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Shift Care Staffing and Reporting – Upcoming Webinars

The Pennsylvania Department of Human Services (DHS) requires HPP to provide accurate reporting of missed shifts for all authorized shift care services. To meet the DHS regulatory requirement, HPP requires all agencies authorized for shift care services to provide accurate and timely missed shift reports. Missed shift reports must be submitted weekly, documenting the staffing and missed shifts for each child the agency is providing care.

Attend a webinar to learn more

To help ensure your office understands these DHS requirements, HPP is excited to offer two informational shift care webinars in 2019. Learn about continuing shift care reporting requirements and ways we can work together to ensure approved pediatric shift care services are provided quickly and staffed with qualified and reliable caregivers.

During these webinars, HPP will also discuss how referrals are submitted to shift care agencies and expectations when agencies respond that they can provide care.

The webinars are scheduled for Tuesday, June 18, and Thursday, September 19, from 12:30 p.m. until 1:30 p.m. Webinars are free, but registration is required. To register, visit our Provider Webinars web page and click "Register".

Critical details about shift care reporting

Your weekly missed shift care services reports must consistently include the following in the OPS 8 report template (to enable HPP to follow-up with a child’s family regarding each missed shift as required by DHS):

  • Accurate reporting of each week’s missed shifts
  • The reason for the missed shift (Utilize the reason key in the DHS OPS 8 report. You can also refer to the list of reason codes on the following page)

Agencies are required to submit weekly missed shift reports by email to missedshifts@hpplans.com. In your email, please include the best contact person(s) and phone numbers at the agency so HPP can follow-up if the family’s account conflicts with the documentation provided by the shift care agency.

Timing of missed shift care reports

Missed shift reports must be submitted to HPP every Wednesday for the previous week with no exceptions.

Additionally, the missed shift report for the final partial week of month must be submitted to HPP by the first Friday of the new month with no exceptions. For example, for the missed shift care report for the partial week of Sunday, April 28, 2019, through Tuesday, April 30, 2019, you must provide the report to HPP by no later than Friday, May 3, 2019.

The accurate and timely submission of your shift care reports is a requirement of your agreement with HPP and our agreement with DHS. These reporting requirements necessitate your full cooperation with your shift care reporting obligations.

Reason Codes

Enter the number of authorized hours missed in the column for the appropriate reason code.

  • UN - Agency is unable to staff the case
  • NA -The assigned staff could not cover the shift because of illness or some other reason
  • H - Shift did not need to be covered because the member is in the hospital
  • FR/FD - The family refused the services that were offered/Family deferred the scheduled hours so they can be provided at a different time
  • FD - Family is new to shift care and in the vetting out period for selecting a provider

If you have any questions, please contact the Provider Services Helpline at 1-888-991-9023 (Monday-Friday, 9:00 a.m. to 5:30 p.m.).