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Upcoming Webinars on Shift Care Staffing and Reporting

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.

Critical details about shift care reporting
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 appropriate 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.

The accurate and timely submission of 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.

Reason Code

Reason Code Detail

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

Attend a webinar to learn more

To help ensure your office understands these DHS requirements, HPP is hosting two informational shift care webinars. 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, May 12, and Tuesday, September 14, from 12:30 p.m. to 1:30 p.m. Webinars are free, but registration is required. To register, visit HPPlans.com/provwebinars and click “Register.”

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