5100, MCOHub

Revision 23-2; Effective June 30, 2023

5110 MCOHub Naming Convention and File Maintenance

Revision 23-2; Effective June 30, 2023

MCOHub is a secure Internet bulletin board that the Texas Health and Human Services Commission (HHSC) and managed care organizations (MCOs) use to share information. MCOHub uses specific naming conventions only for documents listed below. HHSC and MCO staff must follow these naming conventions any time one of the following documents is filed in MCOHub.

Form H1700-1, Individual Service Plan

The following forms may be used, if appropriate, in development of the individual service plan (ISP). Only Form H1700-1 and Form H1700-2 are uploaded to the MCO's ISP folder in MCOHub and should not be uploaded in any other folder:

Two-Digit Plan Identification (ID)Form Number (#)Member ID, Medicaid # or Social Security Number (SSN)Member Last Name (first four letters)Page Number of Form H1700Sequence Number of Form
##1700123456789ABCD12

This file would be named ##_1700_123456789_ABCD_1_2.doc.

Form H1700-1 and Form H1700-3, completed for non-members, age-outs, and nursing facility (NF) residents transitioning to the STAR+PLUS Home and Community Based Services (HCBS) program, continues to be uploaded to MCOHub.

Form H1700-1, completed for members in the community, is submitted to the Texas Medicaid & Healthcare Partnership (TMHP) Long Term Care (LTC) Online Portal.

Form H3676, Managed Care Pre-Enrollment Assessment Authorization

This form is uploaded to the SPW folder and should not be uploaded in any other folder. An "A" or "B" is added to the sequence number to indicate whether Program Support Unit (PSU) or MCO staff uploaded the form.

Two-Digit Plan IDForm #Member ID, Medicaid # or SSNMember Last Name (first four letters)Section NumberSequence Number of Form
##3676123456789ABCDA or B2

This file would be named ##_3676_123456789_ABCD_A_2.doc if uploaded by PSU staff.

This file would be named ##_3676_123456789_ABCD_B_2.doc if uploaded by the MCO.

Form H2065-D, Notification of Managed Care Program Services

Form H2065-D is uploaded to the SPW folder and should not be uploaded in any other folder.

Two-Digit Plan IDForm #Member ID, Medicaid # or SSNMember Last Name (first four letters)Section NumberSequence Number of Form
##2065123456789ABCDD2D or 2A
  • Denials will be coded with a “D” (denial) immediately following the form’s sequence number. This denial file would be named ##_2065_123456789_ABCD_D_2D.doc.
  • Approvals will be coded with an “A” immediately following the sequence number. This approval file would be named ##_2065_123456789_ABCD_D_2A.doc.

If a member has an ISP which is electronically generated, Form H2065-D is available in the "LETTERS" tab of the TMHP LTC Online Portal when the member's ISP is selected. Form H2065-D is uploaded to MCOHub only for individuals without electronic ISPs.

MCOs must check the TMHP LTC Online Portal to check for updates and notifications electronically generated by Program Support Unit (PSU) staff.

Form H2067-MC, Managed Care Programs Communication

This form is uploaded to the SPW folder and should not be uploaded in any other folder. An "M" or "S" is added to the sequence number to indicate whether the MCO or PSU staff uploaded the form.

Two-Digit Plan IDForm #Member ID, Medicaid # or SSNMember Last Name (first four letters)Section NumberSequence Number of Form
##2067123456789ABCD2M or 2S 

This file would be named ##_2067_123456789_ABCD_2M.doc if uploaded by the MCO.

This file would be named ##_2067_123456789_ABCD_2S.doc if uploaded by PSU staff.

Additional to the standardized naming convention for Form H2067-MC, a separate naming convention has been developed to address use of Form H2067-MC for NF residents who request transition to the community under the STAR+PLUS Home and Community Based Services (HCBS) program. These individuals are considered expedited cases for application to the STAR+PLUS HCBS program. Both the MCO and PSU staff must be able to readily identify communications specific to these cases.

An "M" or "S" continues to be added to the sequence number to denote, respectively, whether the MCO or PSU staff have uploaded the form. The new naming convention for uploading Form H2067-MC, on both member and non-member cases in an NF, is expanded as follows:

Two-Digit Plan IDForm #Member ID, Medicaid # or SSNMember Last Name (first four letters)Section NumberSequence Number of Form
##2067123456789ABCD1M or 1SMFP

Form H2067-MC file uploaded by the MCO would be named ##_2067_123456789_ABCD_1M_MFP.doc if uploaded by the MCO.

Form H2067-MC file uploaded by the MCO would be named ##_2067_123456789_ABCD_1S_MFP.doc if uploaded by PSU staff.

MCOHub Folders

The STAR+PLUS MCOs use the following folders for all STAR+PLUS HCBS program related uploads. Each MCO has two folders with three-letter identifiers:

  • ISP — Individual Service Plan, which contains Form H1700-1 and Form H1700-2; and
  • SPW — STAR+PLUS HCBS program, which contains:
    • Form H2065-D, Notification of Managed Care Program Services;
    • Form H3676, Managed Care Pre-Enrollment Assessment Authorization; and
    • Form H2067-MC, Managed Care Programs Communication.
MCO Three-Letter IdentifiersFolders: MCOHub Folders by Plan
AMG — Amerigroup MCOAMG/LTC/AMGISP
AMG/LTC/AMGSPW
UHC — United Healthcare - Texas UHC/LTC/UHCISP
UHC/LTC/UHCSPW
MOL — Molina MCOMOL/LTC/MOLISP 
MOL/LTC/MOLSPW 
SUP — Superior MCOSUP/LTC/SUPISP
SUP/LTC/SUPSPW

5120 Identifying Managed Care Members in the Texas Integrated Eligibility Redesign System

Revision 23-3; Effective Dec. 1, 2023

The Individual-Summary screen in the Texas Integrated Eligibility Redesign System (TIERS) contains a managed care segment for any individual who is now or has been enrolled in managed care. From the Individual-Search screen, enter the individual's information and select Search. The results of the search will appear in the Search Results field. Select the individual’s name on the hyperlink. The Individual - Summary screen will appear. Hover over the Individual # field and select Managed Care. The individual's managed care information will appear.

Specific managed care information is located under Individual Managed Care History field. The data elements across the bottom of the screen are: Provider – Plan – Program – County – Begin Date – End Date – Status – Eligibility – Candidature.

These fields contain the following information:

Provider — Contains the name of the provider contracted by the managed care organization (MCO) to deliver services to members.

Plan — Contains the name of the MCO providing Medicaid services to the member.

Program — For managed care members, "STARPLUS" will appear in this field.

County — Individual's county of residence.

Begin Date — Date enrollment began under this plan.

End Date — Date enrollment ended under this plan.

Status — Describes the type of action.

Eligibility — Choices are "candidate" (applicant), "enrolled" (active) and "suspended" (closed).

Candidature — Describes the individual's status.

STAR+PLUS Plan Codes

Service AreaPlan NamePlan CodesPlan Codes Dates
BexarAmerigroup45Sept. 1, 2011
BexarMolina46Sept. 1, 2011
BexarSuperior47Sept. 1, 2011
DallasMolina9FMarch 1, 2012
DallasSuperior9HMarch 1, 2012
El PasoAmerigroup34March 1, 2012
El PasoMolina33March 1, 2012
HarrisAmerigroup7PSept. 1, 2011
HarrisUnited Healthcare7RSept. 1, 2011
HarrisMolina7SSept. 1, 2011
HidalgoMolinaH6March 1, 2012
HidalgoSuperiorH5March 1, 2012
JeffersonAmerigroup8RSept. 1, 2011
JeffersonUnited Healthcare8SSept. 1, 2011
JeffersonMolina8TSept. 1, 2011
LubbockAmerigroup5AMarch 1, 2012
LubbockSuperior5BMarch 1, 2012
Medicaid Rural Service Area (RSA) West TexasAmerigroupW5Sept. 1, 2014
Medicaid Rural Service Area (RSA) West TexasSuperiorW6Sept. 1, 2014
Medicaid RSA Northeast TexasMolinaP2Jan. 1, 2022
Medicaid RSA Northeast TexasUnited HealthcareN4Sept. 1, 2014
Medicaid RSA Central TexasSuperiorC4Sept. 1, 2014
Medicaid RSA Central TexasUnited HealthcareC5Sept. 1, 2014
NuecesUnited Healthcare85Sept. 1, 2011
NuecesSuperior86Sept. 1, 2011
TarrantAmerigroup69Sept. 1, 2011
TarrantMolinaP1Jan. 1, 2022
TravisAmerigroup19Sept. 1, 2011
TravisUnited Healthcare18Sept. 1, 2011

5121 Medicare-Medicaid Plan (MMP) Codes

Revision 23-3; Effective Dec. 1, 2023

Service AreaPlan NamePlan CodesPlan Codes Dates
BexarAmerigroup4FSept. 1, 2015
BexarMolina4GSept. 1, 2015
BexarSuperior4HSept. 1, 2015
DallasMolina9JSept. 1, 2015
DallasSuperior9KSept. 1, 2015
El PasoAmerigroup3GSept. 1, 2015
El PasoMolina3HSept. 1, 2015
HarrisAmerigroup7ZSept. 1, 2015
HarrisUnited Healthcare7QSept. 1, 2015
HarrisMolina7VSept. 1, 2015
HidalgoMolinaH9Sept. 1, 2015
HidalgoSuperiorHASept. 1, 2015
TarrantAmerigroup6FSept. 1, 2015

5200, Service Authorization System

Revision 18-2; Effective September 3, 2018

5210 Managed Care Data in the Service Authorization System

Revision 19-1; Effective June 3, 2019

The STAR+PLUS Home and Community Based Services (HCBS) program is authorized by the managed care organization (MCO) and registered by Program Support Unit (PSU) staff in the Service Authorization System Online (SASO) with a Service Group (SG) 19 and a service code (SC). If the member's individual service plan (ISP) is electronic, the Texas Medicaid & Healthcare Partnership (TMHP) Long Term Care (LTC) Online Portal registers the appropriate SG/SC combination, which is verified by PSU staff. Service codes are based on the following:

  • Service Code 12: Use this service code when registering initial service authorizations or annual re-determination service authorizations received up to 90 days prior to the end date of the current ISP.
  • Service Code 13: Use this service code if an ISP is received after the end date of the most recent ISP. Register one service authorization using Service Code 13 effective the day after the end date of the most recent ISP and with an end date that is the end of the month in which the new ISP was received. Register a second service authorization using Service Code 12 with an effective date one day after the Service Code 13 service authorization ends and an end date of one year minus a day from the effective date of the ISP.

Example: A reassessment ISP is received on June 5, 2017, for an ISP that ended May 31, 2017. To register this reassessment, register one service authorization record using "Service Code 13 — Nursing" with a begin date of June 1, 2017, and an end date of June 30, 2017. Then, register a second service authorization record using "Service Code 12 — Case Management" with a begin date of July 1, 2017, and an end date of May 31, 2018.

Example of automatic registration: A reassessment ISP is submitted to the TMHP LTC Online Portal on June 5, 2017, for an ISP that ended May 31, 2017. One service authorization record with "Service Code 13 — Nursing" will be system generated with a begin date of June 1, 2017, and an end date of June 30, 2017. A second service authorization record with "Service Code 12 — Case Management" will be system-generated with a begin date of July 1, 2017, and an end date of May 31, 2018.

5220 Money Follows the Person Demonstration Entitlement Tracking and Service Authorization System Online Data Entry

Revision 23-2; Effective June 30, 2023

Time spent in a nursing facility (NF) does not count toward the 365-day period; therefore, tracking is required to ensure Money Follows the Person Demonstration (MFPD) individuals receive the full 365-day entitlement period. The entitlement period begins the date the individual who agrees to participate in the demonstration is enrolled in the STAR+PLUS Home and Community Based Services (HCBS) program. The managed care organization (MCO) uploads Form H2067, Managed Care Programs Communication, to MCOHub in the MCO folder, indicating the total number of days the member spent in the NF. This information is sent after the 365th day. See 3520, Money Follows the Person Demonstration.

The tables below are intended to assist Program Support Unit (PSU) staff in making accurate entries in the Service Authorization System Online (SASO).

Example 1 — No institutionalization during the 365-day period.

Begin DateEnd DateService GroupService CodeCommentsFund Code
02-13-1906-15-1911Individual is discharged from the nursing facility (NF). The NF begin and end dates are derived from forms submitted by NFs.Blank
06-01-1906-01-191912One-day registration to set the managed care organization (MCO) capitation payment. SASO record entered by PSU staff.Blank
06-15-1906-14-201912PSU staff enters SASO record and enters fund code as 19MFP for the entire period.19MFP
06-15-2006-30-201912PSU staff enters the remaining individual service plan (ISP) period without the 19MFP fund code.Blank

Example 2 — Institutionalization during the 365-day period.

Begin DateEnd DateService GroupService CodeCommentsFund Code
02-13-1906-15-2011Individual is discharged from the NF. The NF begin and end dates are derived from forms submitted by NFs.Blank
06-01-2006-01-201912One-day registration to set the MCO capitation payment. SASO record entered by PSU staff.Blank
06-15-2006-14-211912PSU staff enters SASO record and enters fund code as 19MFP for the entire period.19MFP
06-15-2106-30-211912PSU staff enters the remaining ISP period without the 19MFP fund code.Blank

The MCO has notified PSU staff this member spent a total of 15 days in the hospital during the MFPD period. PSU staff must correct SASO as follows:

Begin DateEnd DateService GroupService CodeCommentsFund Code
06-15-2106-29-211912PSU staff enters the MFPD period for the 15 days the individual was in the hospital.19MFP
06-30-2106-30-211912MFPD period reached the 365th day on 06-29-21. ISP had one day remaining.Blank

Example 3 — Institutionalization during the 365-day period.

Begin DateEnd DateService GroupService CodeCommentsFund Code
02-13-1906-15-2011Individual is discharged from the NF. The NF begin and end dates are derived from forms submitted by NFs.Blank
06-01-2006-01-201912One-day registration to set the MCO capitation payment. SASO record entered by PSU staff.Blank
06-15-2006-14-211912PSU staff enters SASO record and enters fund code as 19MFP for the entire period.19MFP
06-15-2106-30-211912PSU staff enters the remaining ISP period without the 19MFP fund code.Blank
07-01-2106-30-221912PSU staff enters reassessment ISP.Blank

The MCO has notified PSU staff this member spent a total of 25 days in the hospital during the MFPD period. PSU staff must correct SASO as follows:

Begin DateEnd DateService GroupService CodeCommentsFund Code
06-15-2106-30-211912PSU staff enters the MFPD period for the 16 of the 25 days the individual was in the hospital.19MFP
07-01-2107-09-211912PSU staff enters the MFPD period for the last nine days of the 25-day period in which the individual was in the hospital.19MFP
07-10-2106-30-221912PSU staff enters the remainder of the reassessment ISP period.Blank

Example 4 — Institutionalization in NF during MFPD period.

Note: The difference between Example 2 and Example 4 is that for NF stays, the PSU staff has to correct STAR+PLUS HCBS program or NF overlaps.

Begin DateEnd DateService GroupService CodeCommentsFund Code
02-13-1906-15-2011Individual is discharged from the NF. The NF begin and end dates are derived from forms submitted by NFs.Blank
06-01-2006-01-201912One-day registration to set the MCO capitation payment. SASO record entered by PSU staff.Blank
06-15-2006-14-211912PSU staff enters SASO record and enters fund code as 19MFP for the entire period.19MFP
06-15-2106-30-211912PSU staff enters the remaining ISP period without the 19MFP fund code.Blank
08-15-2008-29-2011The NF begin and end dates are derived from forms submitted by NFs.Blank

The PSU staff becomes aware this individual spent a total of 15 days in the NF during the MFPD period. PSU staff must correct SASO as follows:

Begin DateEnd DateService GroupService CodeCommentsFund Code
06-15-2008-14-201912PSU staff must correct STAR+PLUS HCBS program or NF overlap.19MFP
08-30-2006-29-211912PSU staff enters the MFPD period, including the 15 days the member was in the NF.19MFP
06-30-2106-30-211912MFPD period reached the 365th day on 06-29-21. ISP had one day remaining.Blank

5300, Texas Medicaid Healthcare Partnership Long Term Care Online Portal

Revision 19-1; Effective June 3, 2019

5310 Using the TMHP Long Term Care Online Portal

Revision 21-2; Effective August 1, 2021

The managed care organization (MCO) must submit the Medical Necessity and Level of Care (MN/LOC) Assessment through the Texas Medicaid & Healthcare Partnership (TMHP) Long Term Care (LTC) Online Portal to process a determination of MN and associated resource utilization group (RUG) value. MCOs submit the MN/LOC Assessment as an:

  • Initial assessment, submitted when an applicant or individual is being assessed for the STAR+PLUS Home and Community Based Services (HCBS) program or eligibility for Community First Choice (CFC) services.
  • Annual assessment.
  • Significant change in status assessment for members only receiving CFC as an upgrade for HCBS.

The MCO has the ability to correct or inactivate assessments submitted within specific time frames. Corrections are completed when certain data elements require correction (refer to the TMHP Community Waiver User Guide to determine which fields are correctable). Inactivations are completed when a correction is needed after the 14-day correction time frame allowable time to submit corrections has passed and when the field(s) requiring correction are not correctable and to remove the assessment from the TMHP LTC Online Portal.

The MCO has access to the TMHP LTC Online Portal to:

  • check and verify MN status and RUG;
  • review workflow actions that result from the submittal of the MN/LOC Assessment or the Individual Service Plan (ISP);
  • manage and take action in response to workflow messages; and
  • submit Form H1700-1, Individual Service Plan, for initial, change, and reassessment of members with the exception of age-outs and nursing facility (NF) residents transitioning to the STAR+PLUS HCBS program.

More information about submitting Form H1700-1 through the TMHP LTC Online Portal is available in Appendix XXVI, Long Term Care Online Portal User Guide for Managed Care Organizations.

Submittal of the MN/LOC Assessment through the TMHP LTC Online Portal creates MN, Level of Service (LOS) and Diagnosis (DIA) records in the Service Authorization System Online (SASO). The RUG value is located in the LOS record.

Status messages appear in the TMHP LTC Online Portal workflow folder when an MN/LOC Assessment is submitted. Additionally, error messages with status codes appear when TMHP processing cannot be completed. Status messages may be generated when:

  • assessments have missing information;
  • the system cannot match the assessment to an applicant or individual record;
  • the individual is enrolled in another 1915c Medicaid waiver program;
  • assessment forms are out of sequence;
  • corrections are made to assessments after SASO records have been generated based on the assessment;
  • changes occur in MN or LOS status that affect applicant or individual services; or
  • previous SASO records were manually changed within the current individual service plan (ISP) period.

This list is not all inclusive.

Messages will appear in the workflow folder to indicate whether or not the TMHP LTC Online Portal action was processed as complete. In some situations, MN, LOS and DIA records will not be generated to SASO; in other situations, SASO records will be generated but messages may still appear in the workflow for required action.

PSU staff:

  • may update SASO records and/or take specific case actions based on the MN and RUG information found in the TMHP LTC Online Portal;
  • must document responses in the TMHP LTC Online Portal to workflow messages appearing for an individual by clicking on applicable buttons related to the messages; and
  • must check TMHP LTC Online Portal workflow items to process case actions.

CMS coordinators need to contact PSU staff to update SASO records and/or take specific case actions based on the MN and RUG information found in the TMHP LTC Online Portal.

5400, Administrative Payment Process

Revision 23-2; Effective June 30, 2023

When an individual is aging out of the Texas Health Steps Comprehensive Care Program (THSteps-CCP), Medically Dependent Children Program (MDCP) or has been approved for a nursing facility (NF) diversion slot, the managed care organization (MCO) must authorize services to start on the day of eligibility for the STAR+PLUS Home and Community Based Services (HCBS) program, which may not be the first of the month. If the eligibility date is not the first of the month, the MCO must follow the administrative payment process for STAR+PLUS services provided between the eligibility date and the managed care enrollment date, as applicable. The administrative payment process must be used for the Texas Health and Human Services Commission (HHSC) to issue payment to the MCO and for the MCO to pay the provider.

Once the MCO authorizes services, the provider:

  • prepares Form 1500, Health Insurance Claim; and
  • submits the form to the MCO within the 95-day filing deadline.

Within five business days of receiving Form 1500, the MCO verifies the provider was authorized to deliver the services billed on Form 1500, the information on Form 1500 meets the clean claim requirements as defined in the Uniform Managed Care Manual, Chapter 2.0, and the claim met the 95-day filing deadline. Once the MCO verifies this information, the MCO:

  • sends Form 1500 by secure email to Program Support Unit (PSU) staff if the provider:
    • is authorized to deliver the service;
    • met the clean claim requirements; and
    • submitted the claim to the MCO within the 95-day filing deadline; or
  • denies payment via the MCO denial process if the provider:
    • is not authorized to deliver the services;
    • did not meet the clean claim requirements; or
    • did not meet the 95-day filing deadline.

Within two business days of receiving Form 1500, PSU staff follow the requirements in this handbook section.

If the decision is to approve the administrative payment, the following also occurs:

  • Contract Compliance and Support (CCS) sends the approved payment voucher to the State Comptroller for processing and payment to the MCO; and
  • the MCO pays the provider within one week of receipt of payment from the State Comptroller.

If the decision is to deny the administrative payment, ERS staff email the PSU staff who emailed the request that the administrative payment has been denied and the reason for the denial.

Within two business days of receipt of email from the ERS, the PSU staff who submitted the request for administrative payment notify the MCO of the approval or denial decision by uploading Form H2067-MC, Managed Care Programs Communication, to MCOHub.