The VACBP is doing all we can to connect and
​support our members during this challenging time.

  • Regular email updates with timely information for members
  • Access to regulators and policymakers to ask questions, get answers, share concerns and propose solutions for providers
  • Ability to escalate and help resolve issues with the MCOs
  • Connection to other providers who are experiencing the same challenges you are
  • Resource library with a range of content to help practitioners provide services through telehealth and telephone
  • Provider-provider virtual “roundtables” to discuss important issues, share ideas, brainstorm and problem-solve
  • Business and operational support to help your agency weather the COVID-19 storm
Vertical Divider
Jump to a Section:
Latest VACBP Updates
Check out our email updates by clicking here.
Frequently Asked Questions
Click here for a list of common questions and answers.
Looking for a Provider?
Click here for a list of providers accepting patients across Virginia.
Resources and Information
Click here for links to valuable resources.

Provider Support

Dated: 4.7.2020 | What an 1135 Waiver Could Mean for Providers

When the President declares a disaster or emergency and the Health and Human Services Secretary declares a public health emergency under Section 319 of the Public Health Service Act, the Secretary is authorized to take certain actions in addition to her regular authorities. For example, under section 1135 of the Social Security Act, the Secretary may temporarily waive or modify certain Medicare, Medicaid and Children’s Health Insurance Program (CHIP) requirements to ensure that sufficient health care items and services are available to meet the needs of individuals enrolled in Social Security Act programs in the emergency area and time periods and that providers who provide such services in good faith can be reimbursed and exempted from sanctions (absent any determination of fraud or abuse). Read more...
Dated: 3.20.2020 | DBHDS Guidance on Background Checks

DBHDS continues to provide guidance related to COVID-19 through FAQs, available here.  In response to questions from our members, below are a few highlights related to background checks. Read more...
Dated: 3.16.2020 | SAMSHA Provides Disaster Planning Resources for Providers

Additionally, SAMSHA has information on disaster planning for behavioral health treatment providers, including Opioid Treatment Providers. This information is attached for ease of access and can be found on the SAMSHA website: https://store.samhsa.gov/system/files/sma13-4779.pdf. Guidance from the SAMHSA Department of Pharmacologic Therapies regarding Opioid Treatment Programs can be found on the SAMHSA website “NEW: COVID-19 Guidance for Opioid Treatment Programs” https://www.samhsa.gov/node/728046/. 

Business Support

Dated: 4.7.2020 | NFIB Small Business Optimism Index Drops, Ending 39-Month Historic Run
 
The NFIB Small Business Optimism Index fell 8.1 points in March to 96.4, the largest monthly decline in the survey’s history. Nine of the 10 Index components declined, which is evidence that economic disruptions are escalating on Main Street as small businesses struggle to keep their doors open. The small business sector is anticipating and bracing for continued economic disruptions going forward. The financial markets saw substantial change in March, with the stock market indices losing 22% of their value and jobless claims rising to a record 10 million in the last two weeks of the month. The NFIB survey collected the majority of responses in the first half of the month, so the sharp decline in employment is not reflected in the March survey data. Read more...
Dated: 4.1.2020 | COVID-19 Resources from Winters-Oliver Insurance Agency

The VACBP’s preferred insurance provider, Winters-Oliver Insurance Agency, has produced a number of resources that may be helpful as you manage the impact of COVID-19. See the attached for access to the following resources:
  • Overcoming loneliness during the coronavirus pandemic
  • Cyber criminals seeking to capitalize on coronavirus
  • Coronavirus compliance considerations for employers
  • Force majeure and coronavirus
  • Coronavirus and your workplace checklist
  • Responding to an employee’s positive coronavirus test
  • Understanding the $2 trillion stimulus package
  • An employer’s quick guide to managing remote employees during the coronavirus pandemic
  • Coronavirus bill requiring paid leave signed into law
  • DOL FAQs on coronavirus and the Fair Labor Standards Act
  • States update employee leave requirements for coronavirus

To inquire about the resources above and/or your insurance needs, we encourage you to contact Ben Winters at bwinters@woinsure.com. 
The CARES Act Includes Valuable Programs for Small Businesses

The programs and initiatives in the Coronavirus Aid, Relief, and Economic Security (CARES) Act that was just passed by Congress are intended to assist business owners with whatever needs they have right now. When implemented, there will be many new resources available for small businesses, as well as certain nonprofits and other employers. Through CARES, the following programs will be available to help small businesses manage the impact of COVID-19:
  • Payroll Protection Program (PPP) Loans – The program would provide cash-flow assistance through 100 percent federally guaranteed loans to employers who maintain their payroll during this emergency.
  • Small Business Debt Relief Program – This program will provide immediate relief to small businesses with non-disaster SBA loans, in particular 7(a), 504, and microloans.
  • Economic Injury Disaster Loans and Emergency Economic Injury Grants – These grants provide an emergency advance of up to $10,000 to small businesses and private non-profits harmed by COVID-19 within three days of applying for an SBA Economic Injury Disaster Loan (EIDL).​
  • Counseling and Training – If you need a business counselor to help guide you through this uncertain time, you can turn to your local Small Business Development Center (SBDC), Women’s Business Center (WBC), or SCORE mentorship chapter. These resource partners, and the associations that represent them, will receive additional funds to expand their reach and better support small business owners with counseling and up-to-date information regarding COVID-19.
  • Small Business Tax Provisions – These provisions include:
    • Employee Retention Credit for Employers Subject to Closure or Experiencing Economic Hardship – This provision would provide a refundable payroll tax credit for 50 percent of wages paid by eligible employers to certain employees during the COVID-19 crisis. The credit is available to employers, including non-profits, whose operations have been fully or partially suspended as a result of a government order limiting commerce, travel or group meetings. 
    • Delay of Payment of Employer Payroll Taxes – This provision would allow taxpayers to defer paying the employer portion of certain payroll taxes through the end of 2020, with all 2020 deferred amounts due in two equal installments, one at the end of 2021, the other at the end of 2022.
Click here to access information about the major programs and initiatives outlined above.
Dated: 3.22.2020 | Small Business Administration Response to COVID-19

The U.S. Small Business Administration (SBA) is offering low-interest federal disaster loans for working capital to small businesses suffering substantial economic injury as a result of the Coronavirus (COVID-19). SBA’s Economic Injury Disaster Loans offer up to $2 million in assistance per small business and can provide vital economic support to help overcome the temporary loss of revenue they are experiencing. These loans may be used to pay fixed debts, payroll, accounts payable and other bills that can’t be paid because of the disaster’s impact. Through this program, the SBA is offering  loans with long-term repayments in order to keep payments affordable, up to a maximum of 30 years. Terms are determined on a case-by-case basis, based upon each borrower’s ability to repay. The SBA’s Economic Injury Disaster Loans are just one piece of the expanded focus of the federal government’s coordinated response, and the SBA is strongly committed to providing the most effective and customer-focused response possible. 

Notice the SBA declared Virginia a disaster zone for the purpose of this program is available here.
Important points to know about this program include:
  • Loan amounts are available up to $2 million and will be provided in the form of term loans only, no lines of credit. 
  • Purpose is restricted to working capital only. 
  • Funds can be used to make existing debt payments, however, cannot be used for payments to federally insured loans (existing SBA loans). For existing federally insured loans, the borrower must request a payment different from their respective financial institution. 
  • Business expansion, equipment purchase or funding prior year losses are not eligible uses. 
  • Terms up to 30 years with NO prepayment penalties. 
  • Interest rates are 3.75% fixed for eligible for profit businesses and 2.75% for eligible nonprofit businesses.
  • Loans up to $25,000 do not require collateral.
  • For loan amounts over $25,000, the SBA will place liens on available collateral including but not limited to business assets and real estate; however, no consideration will be given to the value of the collateral nor the position (second third or fourth lien).
  • All fees for such loans are waived with the exception of pass-through expenses (lien search, recordation etc.)
  • Current estimated timeline for processing is 18 – 21 days for a decision to be made, 30 – 45 days to close and fund. 
  • Loans will not be automatically approved; basic underwriting will apply and the company must be able to show ability to repay the debt on a historic basis. ​
Application details
  • Applicants may apply online, receive additional disaster assistance information and download applications through the link provided here. 
  • Applicants may also call SBA’s Customer Service Center at (800) 659-2955 or email disastercustomerservice@sba.gov for more information on SBA disaster assistance. Individuals who are deaf or hard-of-hearing may call (800) 877-8339. 
  • Completed applications should be mailed to U.S. Small Business Administration, Processing and Disbursement Center, 14925 Kingsport Road, Fort Worth, TX 76155. 

Below is a list of items required for the application:
  • Loan application (SBA Form 5), completed and signed (this is electronic/online in the portal). To see what the form looks like, an example can be found here.
  • Tax Information Authorization (IRS Form 4506-T), completed and signed by each applicant, each principal owning 20 percent or more of the applicant business, each general partner or managing member; and, for any owner who has more than 50 percent ownership in an affiliate business. Affiliates include, but are not limited to, business parents, subsidiaries, and/or other businesses with common ownership or management. 
  • Complete copies, including all schedules, of the most recently filed Federal income tax returns for the applicant business; an explanation if not available.
  • Personal Financial Statement (SBA Form 413) completed, signed, and dated by the applicant, each principal owning 20 percent or more of the applicant business, and each general partner or managing member.
  • Schedule of Liabilities listing all fixed debts (SBA Form 2202 may be used).
Additional SBA information and resources Visit SBA.gov/disaster for more information.
Dated: 3.19.2020 | Governor Announces Changes to Tax Deadlines for Businesses

The Governor announced that businesses impacted by COVID-19 can request to defer the payment of state sales tax due March 20, 2020, for 30 days. When granted, businesses will be able to file no later than April 20, 2020, with a waiver of any penalties. While required to charge interest, the Administration committed to work with the General Assembly to provide relief for the interest. The impact of this change is expected to be approximately $145 million, $30 million of which will impact localities.
 
In addition, the Governor has requested that the Department of Taxation extend the due date of payment of Virginia individuals and corporate income taxes. While filing deadlines remain the same, the due date for individual and corporate income tax will now be June 1, 2020. Please note that interest will still accrue, so taxpayers who are able to pay by the original deadlines should do so. Again, it was noted that the Administration plans to work with the General Assembly to provide relief for the interest. The impact of this change to the state budget is estimated at approximately $100 million for this fiscal year.

Practitioner Support

Dated: 4.10.2020 | Face Covering Guidance Released
The CDC has released guidance on face covering, which recommends that face coverings:
  • Fit snugly but comfortably against the side of the face
  • Be secured with ties or ear loops
  • Include multiple layers of fabric
  • Allow for breathing without restriction
  • Be able to be laundered and machine dried without damage or change to shape

​The CDC recommends wearing cloth face coverings in public settings where other social distancing measures are difficult to maintain (e.g., grocery stores and pharmacies), especially in areas of significant community-based transmission. The CDC also advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others.  Cloth face coverings fashioned from household items or made at home from common materials at low cost can be used as an additional, voluntary public health measure. Cloth face coverings should not be placed on young children under age 2, anyone who has trouble breathing, or is unconscious, incapacitated or otherwise unable to remove the mask without assistance.

It’s important to note that the cloth face coverings recommended by the CDC are not surgical masks or N-95 respirators.  Those are critical supplies that must continue to be reserved for healthcare workers and other medical first responders, as recommended by current CDC guidance.

To learn more about how to make a case covering using supplies many people have in the home, including for those who do now sew or have access to a sewing machine, click here or see below.

Dated: 4.9.2020 | DMAS Launches Weekly Q&A Events With Substance Use Treatment Experts

​Given the unprecedented nature of the COVID-19 state of emergency and its effect on the way substance use treatment services are offered to Medicaid members, DMAS is offering weekly Q&A events with expert consultants to help providers navigate the changing policy landscape and effectively deliver tele-behavioral health and telemedicine services. These Q&A sessions are designed to address questions and concerns of a clinical nature and will be held every Friday at 11:00 a.m. This series began on Friday, April 10th. ​

DMAS’s expert consultants for these events are: 
  • Dr. Mishka Terplan. Dr. Terplan is board certified in both obstetrics and gynecology and in addiction medicine. His primary clinical, research and advocacy interests lie along the intersections of reproductive and behavioral health. He is Senior Physician Research Scientist at Friends Research Institute and adjunct faculty at the University of California, San Francisco where he is a Substance Use Warmline clinician for the Clinical Consultation Center. He is also the Addiction Medicine Consultant for Virginia Medicaid and a consultant for the National Center on Substance Abuse and Child Welfare.
     
  • Mr. Paul Brasler, LCSW. Mr. Brasler became fascinated about substances of misuse while in graduate school when he completed an internship at a residential substance use treatment center for adult women. Since then, he has worked as a Licensed Clinical Social Worker in a variety of settings, including  working as the Senior Clinician at the Chesterfield County Juvenile Drug Court, conducting psychiatric and substance use disorder assessments in area emergency departments, and working as the Head of Behavioral Health for Daily Planet Health Services, a Federally Qualified Health Center, where he developed into an Office-Based Opioid Treatment program. He served as an adjunct professor for the Virginia Commonwealth University School of Social Work where he developed a graduate course on substance use treatment. 
To encourage honest and open sharing of questions and concerns, these events will not be recorded. Please use the following link to access the events. The link will remain the same for all events, so please keep this email for future reference. Call-in details will be provided after you enter the event.
 
https://go.magellanhealth.com/e/703943/0aec6846e298682399d24402952dad/gjgrv/91066267?h=Z6iS6MPn7a870YTN5aTSab0ycSgdOZTaS6eZHeXXO-w
 
Please contact Jason Lowe at jason.lowe@dmas.virginia.gov with any questions about the upcoming webinars. 
Dated: 4.8.2020 | Daily Health Habits Remain Important
 
Humans crave routine. We function best when our lives are in a regular rhythm. Waking at the same time, driving to work, shopping at the grocery store, and enjoying hobbies are examples of things we do that are part of our normal routines. For many of us, COVID-19 has disrupted our routines in ways that were unthinkable just a few weeks ago. Being at home significantly more than we are used to is now the new norm we’re adapting to, and stay-at-home orders make it easy to think, "If I don’t need to get out of my PJs today, why should I?"

While it’s true that PJs feel comforting, control often feels better. A colleague from Inova Behavioral Health assembled a daily checklist of things we all can do to take back some control in our lives during this time by establishing consistent daily routines:  
  • Wake up around the same time every day.
  • Brush teeth in the morning and evening.
  • Wash face in the morning and evening.
  • Take medications.
  • Shower regularly.
  • Be good to loved ones and pets.
  • Move your body regularly.
  • Eat a vegetable every day.
  • Drink lots of water.
  • Talk to a friend on the phone.
  • Cross one item off your to-do list.
  • Say aloud one thing you are grateful for.
 
Inova also created a printable-version of this checklist, so you can post it in a spot where you’ll be reminded each day. As simple as these seem, it’s an excellent way to reinforce these positive behaviors to help establish or reestablish daily habits that give you back some control.
 
Thanks to Inova Health System for this helpful message.
Dated: 4.7.2020 | Virginia Launches Educational Teacher-Led Instruction

On April 7, Virginia Superintendent of Public Instruction James Lane announced that four Virginia public media stations will broadcast teacher-led classroom instruction aligned with the commonwealth’s academic standards into homes across the state beginning Monday, April 13. Blue Ridge PBS, VPM, WETA and WHRO Public Media worked closely with the Virginia Department of Education to create “VA TV Classroom” to provide instruction to students in grades K-10 who are unable to access other distance learning options due to a lack of high-speed internet.

“VA TV Classroom” will air instructional content from 1:00 p.m. – 3:00 p.m., Monday through Friday.

The “VA TV Classroom” on-air schedule is as follows:
  • K-3 instruction airs from 1:00 p.m. – 2:00 p.m. with Standards of Learning-aligned content provided by WHRO Public Media. “Learn to Grow with WHRO” segments will be 15 minutes in length and led by teachers. 
  • Grades 7-10 instruction airs from 2:00 p.m. – 3:00 p.m. with SOL-aligned content provided by WHRO Public Media focusing on Earth Science and Algebra 1.
  • During the week of April 27, “VA TV Classroom” will add a special hour from 3:00 p.m. – 4:00 p.m. called “AP Prep Week,” with content provided by Virtual Virginia — in collaboration with WHRO — focusing on a different AP subject each day. The hour will include two 30-minute segments.

​“VA TV Classroom” can be seen throughout the Commonwealth on the following channels:
  • WHRO – WHRO World: via antenna 15.2, Cox 107 and Verizon FiOS 460
  • VPM – VPM Plus
    • Richmond area: via antenna 57.1, Verizon FiOS 24 and 524 (HD), Comcast 24 & 797 (HD), DIRECTV 57, DISH 57 and 9392 (HD)
    • Charlottesville area: via antenna 41.2, Comcast 265 (HD) and 1146 (HD)
    • Shenandoah Valley: via antenna 51.2, Comcast 9, 798 (HD) and 1042 (HD)
  • WETA – WETA PBS Kids: via antenna 26.3, Comcast 266, Cox 801, Verizon FiOS 472 and RCN 38
  • Blue Ridge PBS – SWVAPTV: via antenna 15.2, streaming services Blue Ridge Streaming and Project Southwest on YouTube, Citizens Cable 82, Cox 107, Comcast/Xfinity 264 and Lumos 17 (Shentel, Bedford, Covington, Glade Hill, Radford, Rocky Mount, Rustburg and Wytheville: 157)

​For more information, click here.
Dated: 3.26.2020 | Options for Medicaid Member Phones, Minutes and Data

The VACBP is continuing our efforts to ensure your clients have access to the devices, minutes and data needed to receive behavioral health support via telehealth and/or by phone.  We have learned from DMAS that there is a program called “Lifeline Assistance,” through which free government cell phones are available in Virginia. Lifeline is a federal benefit offered by three entities that serve different geographic areas in Virginia and offer different plans with varying number of minutes and refill options. The companies offering this program include:
Those individuals who are eligible for the following programs are likely to also qualify for the Lifeline programs:
  • Supplemental Nutrition Assistance Program (Food Stamps or SNAP)
  • Medicaid
  • Supplemental Security Income (SSI)
  • Federal Public Housing Assistance (Section 8)
  • Veterans Pension and Survivor's Benefit
  • Bureau of Indian Affairs General Assistance (BIA)
  • Tribally Administered Temporary Assistance for Needy Families (Tribal TANF)
  • Tribal Head Start (only those households meeting its income qualifying standard)
  • Food Distribution Program on Indian Reservations (FDPIR)
  • Those with total household income at or under 135% of the Federal Poverty Guidelines
If individuals qualify for Lifeline Assistance but find that none of the companies above offer free government cell phones where they live, there are other companies that also offer Lifeline discounts off their regular mobile phone plans. These include: 
Dated: 3.18.2020 | COVID-19 Update from the Virginia Board of Psychology

The following updates have been provided by the Board of Psychology related to COVID-19.

With respect to telehealth, the Board has stated the following:
Any licensee can practice telehealth within Virginia. You will need to contact another state to determine their rules and whether that state would allow for you to practice into that state without a license from that state, as we cannot offer guidance on another state's laws and regulations. Please see the Guidance Document 125-7 at the link provided for more information. https://www.dhp.virginia.gov/Psychology/psychology_guidelines.htm. 

With respect to CE requirements, the Board has stated the following:
A one-year extension will be granted to all licensees. As a result, unless you are newly licensed and not required to complete continuing education requirements this year, each licensee will have until June 30, 2021 to complete the required CEs. Please note that you are still required to renew your license on June 30, 2020. Also, please note, that this extension does not apply to those individuals who must complete CEs as part of a Board order. If you have questions regarding these requirements, please contact your Compliance Manager. In addition, as the news of COVID-19 evolves, we are all seeing rapid changes in the measures being put in place to protect public safety. Pearson has made the determination to close the US and Canadian Test Centers until April 16th. This situation will be monitored and if the window for temporary closings is  extended, candidates will be notified.  Updates on the Pearson site can be found here: https://home.pearsonvue.com/coronavirus-update. To review the updates in full, visit here.
Dated: 3.18.2020 | Updates Provided from Boards of Counseling and Social Work

DHP has provided correspondence related to COVID-19 through the Board of Social Work and Board of Counseling. Details follow.

For the Board of Social Work, the following message is provided regarding telehealth:
Any licensee or Supervisee in Social Work can practice telehealth within Virginia.  You will need to contact another state to determine their rules and whether that state would allow for you to practice into that state without a license from that state, as we cannot offer guidance on another state's laws and regulations.  Virginia's laws and regulations are silent as to whether Supervisees in Social Work may provide telehealth services, but it is not prohibited at this point.  Please see the Guidance Document 140-3 at the link provided for more information  https://www.dhp.virginia.gov/social/social_guidelines.htm.

For the Board of Social Work, the following message is provided regarding CE renewal requirements:
The Board will grant a one-year extension to all licensees.  As a result, unless you are newly licensed and not required to complete continuing education requirements this year, each LCSW will have until June 30, 2021 to complete the required 30 hours of CE, and each LBSW or LMSW will have until June 30, 2021 to complete the required 15 hours of CE.  Please note that each LCSW is still required to complete the required 30 hours of CE for the June 30, 2022 renewal, and each LBSW and LMSW is still required to complete the 15 hours of CE by the June 30, 2022 renewal, as well.  Also, please note, that this extension does not apply to those individuals who must complete CEs as part of a Board order.  If you have questions regarding these requirements, please contact your Compliance Manager. 

For the Board of Counseling, the following message is provided regarding telehealth:
Any licensee, including a Licensed Resident in Counseling can practice telehealth within Virginia. If you wish to practice telehealth into another state in which you are not licensed, we advise you to contact that state to determine if their laws and regulations would allow such practice. The laws and regulations are silent as to whether Licensed Residents in Counseling can provide Technology-Assisted Counseling, but at this point, nothing prohibits it. Please see the link to the 115-1.4: Guidance on Technology-Assisted Counseling and Technology-Assisted Supervision for more information. The Board is in the process of updating this Guidance, but in the meantime, please see the Board of Psychology's Guidance Document 125-7 at the link provided because many of the same principles apply. https://www.dhp.virginia.gov/Psychology/psychology_guidelines.htm

For the Board of Counseling, the following message is provided regarding CE renewal requirements:
The Board will give a one-year extension to complete any required CEs. As a result you will have until June 30, 2021 to complete this year's requirements as well as next year's requirements. There is no need to contact the Board, as these changes will be reflected automatically. Please note this extension applies only to renewals, if you are required to take CEs as part of a Board Order, please contact your case manager for more information.

To review these updates in full, see below.
COVID-19 Information from the Board of Social Work
COVID-19 Information from the Board of Counseling

Training/First Aid
Questions have been raised about CPR/First Aid training requirements in light of COVID-19. For guidance from the Red Cross on this, click here.

Telehealth Support

Resources for Children and Families
As school divisions implement plans for providing students with equitable opportunities and instruction to cover required course content without disrupting their academic progress, online resources are being relied upon more than ever during school closures. #GoOpenVA is Virginia's home for Open Educational Resources (OERs). It's a growing community of educators and education partners working together to help teachers personalize learning and address the learning goals of the Profile of a Virginia Graduate. Refer to the Quick Guide to Open Educational Resources (OER) to learn more.

In addition, below are some resources with creative ways to “explore” with children and families while staying at home.​
DMAS Releases Memo #2 re: Telehealth for BH and SUD Treatment
On March 30, 2020, DMAS released a Medicaid Memo providing clarifications and changes re: behavioral health and ARTS provider flexibilities related to COVID-19. To see the memo, click here. Highlights are provided below.​
The memo confirms:
  • Outpatient psychiatric, CMHRS and ARTS services can be provided via telehealth/telephone 
  • All service assessments can be performed via telehealth/telephone
  • A member’s home can serve as an originating site
  • Providers may bill as they normally would at this time with documentation to indicate the “mode” of delivery
The memo provides additional detail on:
  • Verbal consent and signature requirements
  • Provider qualifications and licensure requirements
  • Delivery of specific services via telehealth (including TDT, IIH, MHSS, ABA, ICT, PSR, Day Treatment/Partial Hospitalization, Crisis Stabilization/Crisis Intervention, IACCT, Psychiatric Residential Treatment, Therapeutic Group Homes, Psychiatric inpatient, facility-based Crisis Stabilization and ARTS)
The memo encourages:
  • Providers to use interventions that are guided by trauma-informed care principles
  • Providers to prepare their systems to allow for a place of service (02) code to reflect telehealth delivery at a future date



    To review the full memo, click here.
Dated: 3.22.2020 | DMAS Releases Medicaid Memo: Provider Flexibilities Related to COVID-19

​​DMAS distributed its initial guidance document related to the delivery of services in light of COVID-19 on March 19, 2020. The memo outlines flexibility in the delivery of Medicaid services in the following ways:
  • Expanded telehealth
  • Relief from certain program requirements, including specified service authorizations and prescription drug limitations
  • Relief from certain provider requirements

The policy changes in the memo are in effect during the public crisis as set out in the Governor’s Emergency Declaration.

With respect to telehealth, the memo includes the following:
  • Telehealth is defined as: “the use of telecommunications and information technology to provide access to health assessments, diagnosis, intervention, consultation, supervision, and information across distance for both medical and behavioral health services.”
  • Telehealth services include: “the use of such technologies as interactive and secure medical tablets, remote patient monitoring, and store-and-forward technologies.” 
  • When delivering services via telehealth, providers are “required to adhere to the same standards of clinical practice and record keeping that apply to other covered services.”
  • It also states that, “during the COVID-19 national emergency and effective immediately, the Office of Civil Rights at the Department of Health and Human Services will not impose penalties for noncompliance with the regulatory requirements under the HIPAA Rules against covered health care providers in connection with the good faith provision of telehealth during the COVID-19 nationwide public health emergency.”

The memo states that it will reimburse for Medicaid-covered services delivered via telehealth with the following conditions/adaptations:
  • Providers must assure the same rights to confidentiality, security, informed consent, and privacy for the member.
  • The requirement that services delivered via telehealth (real-time, two-way communications) must utilize both audio and visual connection is waived.
  • The requirement that provider staff must be with the patient at the originating site to bill for the originating site facility fee is waived.

Other highlights of particular interest to our members follow:
  • The home is allowed to serve as the originating site; there is no originating site fee for telehealth in the home (page 3).

Services eligible to be provided via telehealth and by phone include: 
  • Care coordination, case management, and peer services
  • Service needs assessments (including the Comprehensive Needs Assessment and the IACCT assessment in mental health and the Multidimensional Assessment in ARTS) and all treatment planning activities 
  • Outpatient psychiatric services 
  • Community mental health and rehabilitation services 
  • Addiction Recovery and Treatment Services
Provider qualifications, licensure requirements, and the structure of the services shall remain intact.
The following guidance is provided related to billing for services provided via telehealth:
  • Provider Types allowed to bill for Medicaid services will remain the same regardless of the delivery method (face to face vs. telehealth).
  • Reimbursement rates are the same regardless of if a service is delivered via telehealth or face-to-face.
  • Providers that have not previously billed for telehealth delivery can bill for covered services delivered via telehealth (including audio and audiovisual) using their usual place of service code as the delivery location, but must document in the member’s record the alternative location used and that the service was delivered via telehealth.
  • Behavioral health providers delivering services via telehealth (including telephonic communications) shall simply bill and submit a claim as they normally would in their regular practice, using the appropriate CPT or HCPCS code for the professional service delivered.
  • The Place of Service (POS) that the provider usually bills should remain the same and no modifiers shall be necessary in order to minimize systems errors during this critical time. 
  • Providers shall maintain appropriate documentation to indicate the mode of delivery and to support medical necessity for the ongoing delivery of the service through that model of care. 
  • Providers using telehealth POS (02) or modifiers for telehealth services covered under the prior policy shall continue to use the modifier GT (via interactive audio and video telecommunications system) or GQ (via synchronous telecommunications system), or POS code (02) when billing for services delivered via telehealth. 
  • Providers should move to systems changes to allow Place of Service Codes (02) to reflect telehealth delivery as this will be required at a future date.

The following guidance is provided regarding face-to-face service delivery:
  • It is recommended that all providers limit the amount of face-to-face contacts with members. 
  • All face-to-face requirements including assessments, reassessments, and service delivery are waived for all members, with the exception of instances when there is concern for the member’s health safety and welfare.  
  • It states that face-to-face meetings can be replaced with phone calls with members and/or documentation from providers.   
  • Existing face-to-face requirements continue to apply in cases where there is a compelling concern for the member’s health, safety and welfare based on the professional judgement of licensed staff.

An overview of the service-specific flexibilities, requirements and restrictions outlined in the memo are attached. To view the complete memo, click here.
Dated: 3.17.2020 | Use of FaceTime and Skype for Telehealth

On March 17, 2020, the Office for Civil Rights at the U.S. Department of Health and Human Services announced that it will exercise its enforcement discretion and will waive potential penalties for HIPAA violations against health care providers that serve patients through everyday communications technologies during the COVID-19 nationwide public health emergency. This will include platforms like FaceTime and Skype. In support of this action, OCR will be providing further guidance explaining how covered health care providers can use remote video communication products and offer telehealth to patients responsibly. For more information, click here.
Dated: 3.16.2020 | Free HIPAA-COMPLIANT Telehealth Platform Available to Providers

​For access to a free telehealth, HIPAA compliant platform, please visit  https://www.bluestreamhealth.com/rapid-response/. The system is ready to use right now. This streamlined solution is intended to help healthcare providers assist with patients remotely utilizing a simple workflow with no setup or downloads for either the provider or patient. Providers will have to enter a valid email address and full name into the form and the platform would be ready for use.

Social Determinants of Health

Dated: 4.3.2020 | Governor Announces Emergency Funding to Shelter Virginia's Homeless Population

On April 3, 2020, Governor Ralph Northam announced an initial $2.5 million in emergency funding to shelter Virginia’s statewide homeless population during the COVID-19 pandemic. This emergency support will provide temporary housing for the approximately 1,500 Virginians who are currently unsheltered or rely on shelters that require them to leave every day. The funding will also provide housing for individuals in shelters that may need to be quarantined, or where social distancing is not feasible.

Funding will be used for hotel and motel vouchers, case management, food, cleaning supplies, and medical transportation. FEMA will provide partial funding to support individuals experiencing homelessness who are 65 and older, those with other pre-existing conditions, and those who have tested positive for COVID-19. People experiencing homelessness are more likely to have chronic health conditions that go untreated, and are among the populations most vulnerable to the spread of COVID-19. In recent years, Virginia has seen an increase in the number of older adults experiencing homelessness. 

Virginia’s housing support system also relies largely on the use of congregate shelters, which can lack adequate space for social distancing. The Virginia Department of Housing and Community Development (DHCD) and the Virginia Department of Health (VDH) have provided guidance to homeless shelters on best practices to safely serve the homeless population during the COVID-19 epidemic. In addition, DHCD is preparing additional housing options for an estimated 10% of the 3,890 Virginians currently in shelters to allow space for social distancing and safe quarantine practices as needed. 
 
The Commonwealth has implemented a number of state and federal protections against housing insecurity during the COVID-19 crisis. The Supreme Court of Virginia has suspended eviction proceedings in all district and circuit courts through April 26, and evictions for all Housing Choice Voucher holders are halted for 120 days. For all mortgages guaranteed by federal mortgage programs, including Virginia Housing Development Authority (VHDA) mortgages, the mortgage provider will defer mortgage payments—principal plus interest—for up to three months for those who have lost income due to COVID-19.

At the Governor’s briefing today, his Chief of Staff Clark Mercer shared that in the last 24 hours, more than 500 hotels and motels across Virginia have offered more than 37,000 rooms to support those without homes during this time.

For more information, click here.
How Families Can Locate Approved Meal Service Sites

Families and parents in Virginia can now visit the school meal finder website to find locations near them where local school divisions are offering free school meals —both breakfast and lunch, for pick-up while school buildings are closed due to COVID-19.  The meal finder website features a dynamic locator map designed to help families easily find school meals during the unprecedented closure of schools due to the national public health crisis. Once on the website, families can search by state or home address to access a map of locations.  

VDOE has been awarded a waiver from the USDA that allows school divisions to provide meals in non-congregate settings via grab-and-go kiosks at school sites or providing community delivery.  This applies to the National School Lunch Program, School Breakfast Program, Child and Adult Care Food Program, and the Summer Food Service Program. VDOE is required to approve the use of these waivers on a case-by-case basis, and must report to the USDA Regional Office when and where this waiver is in effect, how program integrity is maintained and to collect data on the impact.
  • Meal Pattern Flexibility Waiver – approval requires sponsors to document the lack of availability of food products resulting from the impacts of COVID-19.
  • Parents/Guardians Picking up Meals for Children – approval requires sponsors to detail in the waiver request how meals are distributed to parents and guardians of eligible children and that duplicate meals are not distributed to any child or parent/guardian.

These waivers remain in effect until April 30, 2020 or until the expiration of the public health emergency. Following Governor Northam’s Executive Order to close schools for the remainder of the academic year, school division employees and community partners are working diligently to ensure our students will continue to have uninterrupted access to nutritious meals during this unprecedented time.  
Dated: 4.6.2020 | ALERT: Individual Posing as OCR Investigator

​It has come to the HHS Office for Civil Rights in Action (OCR)’s attention that an individual posing as an OCR Investigator has contacted HIPAA-covered entities in an attempt to obtain protected health information (PHI).  The individual identifies themselves on the telephone as an OCR investigator, but does not provide an OCR complaint transaction number or any other verifiable information relating to an OCR investigation. 

HIPAA-covered entities and business associates should alert their workforce members, and can take action to verify that someone is an OCR investigator by asking for the investigator’s email address, which will end in @hhs.gov, and asking for a confirming email from the OCR investigator’s hhs.gov email address.  If organizations have additional questions or concerns, please send an email to: OCRMail@hhs.gov.

Suspected incidents of individuals posing as federal law enforcement should be reported to the Federal Bureau of Investigation (FBI).  The FBI issued a public service announcement about COVID-19 fraud schemes at: https://www.ic3.gov/media/2020/200320.aspx.
Watch for Price Gouging
​
The Virginia Post-Disaster Anti-Price Gouging Act is activated when the governor or the president declares a state of emergency covering parts of Virginia. The act prohibits a "supplier" from charging unconscionable prices for "necessary goods and services" within the affected area during the thirty (30) day period following the declared state of emergency. The term "necessary goods and services" includes goods or services for which demand does, or is likely to, increase as a result of the disaster. Examples include:
  • Water
  • Ice
  • Food
  • Generators
  • Batteries
  • Home repair services
  • Motor fuels

The basic test for determining if a price is unconscionable, is whether the post-disaster price charged by the "supplier" grossly exceeds the price charged for the same or similar goods or services either by the same supplier, or within the same trade area, during the ten days immediately prior to the disaster. Complaints relating to sales of "necessary goods and services" other than motor fuels should be filed with the Office of the Attorney General. For more information about price gouging protections and how to file a complaint with Virginia’s Attorney General, click here.
Dated: 3.25.2020 | Guidance for Childcare Providers Released

​The Department of Social Services (VDSS) and the Virginia Department of Education (VDOE) are working closely together in effort to support critical members of the workforce and provide safe child care alternatives for their families. This document outlines a variety of options and waivers which different public and private entities and communities should consider in order to provide safe child care alternatives for essential personnel while maintaining stringent health protocols to minimize the risk of additional COVID-19 spread.

On Monday March 23, Governor Ralph Northam extended his order that all public and private K-12 schools in Virginia close in response to the continued spread of COVID-19 for the remainder of the school year. This builds on the Governor’s previous school closure order and previously issued guidance asking child care providers to prioritize services for children of essential personnel, while asking all families keep their children home if they can. 

Recognizing the significant impact of this school closure on families around the Commonwealth, the Governor simultaneously called on communities to provide emergency child care to young and school-aged children of essential personnel during this unprecedented pandemic. Within the healthcare industry alone, this includes approximately 80,000 children under age 12 in Virginia. 

This potential child care crisis necessitates an urgent public-private response. This document outlines a variety of options and waivers which different public and private entities and communities should consider in order to provide safe child care alternatives for essential personnel while maintaining stringent health protocols to minimize the risk of additional COVID19 spread. For purposes of this document only, essential personnel are defined at the bottom of this document.

The Department of Social Services (VDSS) and the Department of Education (VDOE) are working closely together in this effort to support critical members of the workforce and provide safe child care alternatives for their families. The Commonwealth’s Chief School Readiness Officer, Jenna Conway, is coordinating state efforts on this matter. Any inquiries or questions should be directed to her at jenna.conway@governor.virginia.gov.  

As a reminder, each school, whether public or private, should consult legal counsel to ensure compliance with applicable federal or state laws and local ordinances.  In addition, public schools should consult legal counsel to ensure compliance with the requirements for (1) the operation of child care programs outside of the regular school hours and (2) the authority to charge fees. The Commonwealth may have some discretionary funding to pay for children to attend emergency child care. However, federal, state and local funds appropriated to establish, support and maintain public schools shall not be used to run emergency child care. 

This guidance is available through Virginia DOE’s COVID-19 web page.​
Dated: 3.20.2020 | Scam Alert

​The U.S. Attorney’s Office for the Eastern District of Virginia issued a statement that warned fraudsters are setting up websites, contacting people by phone and email, and posting disinformation on social media platforms in scams linked to COVID-19. The schemes include scammers:
  • Offering to sell fake cures, vaccines and advice on unproven treatments for COVID-19
  • Creating fake shops, websites, social media accounts and email addresses claiming to sell high-demand medical supplies such as surgical masks
  • Contacting people by phone and email, pretending to be doctors and hospitals that have treated a friend or relative for COVID-19, and demanding payment for that treatment
  • Soliciting donations for individuals, groups and areas affected by COVID-19
Dated: 3.20.2020 | Unemployment Compensation Instructions Updated

The Virginia Employment Commission (VEC) is seeing a marked increase in the number of claims for unemployment compensation due to COVID-19 impacts on businesses. Updated instructions for filing claims and answers to FAQs are available at www.vec.virginia.gov. 

​Quick Links and Information
  • Federal support will allow Virginia Food Banks to serve 200,000 Virginians who need help.  For more information, call 211 or visit www.vafoodbanks.org.
  • Those families struggling with the need for food can text “FOOD” or “COMIDA” to 877877 to receive information about feeding sites close to them.
  • Domestic violence services are available 24/7 at 1-800-838-8238.​
​

Not a member? 

• ADVOCATE >>

• BEHAVIORAL HEALTH REDESIGN

• WORKFORCE

• POLITICAL ACTION COMMITTEE

• INFORM >>

• CONFERENCES & EVENTS

• COLLABORATE >>

• SUPPORT >>

• PREFERRED VENDORS

• ELEVATE >>

• ETHICS INITIATIVE

​• CCDP

• MEMBERSHIP >>

• MEMBERS
CONTACT
PO Box 673 - Virginia Beach, VA 23451

​Connect on Facebook