My Department Needs Help with the CMS MGADCS

Author: Andrew Martinez

What Is the Medicare Ground Ambulance Data Collection Survey (GADCS)?

The Medicare GADCS is a one-time requirement established by the Centers for Medicare and Medicaid Services (CMS) that mandates all providers of ground ambulance transportation to report department statistics such as expenditures, utilization, and revenue. Roughly 10,000 agencies were selected to report to the survey over four separate selection years. Because such a wide array of providers were selected to report to the survey, almost all agencies are expected to participate in this survey. Due to the public health emergency in 2020, the program start date was delayed; however, the overall program is still on track to end with CMS announcing results and potential reformation in 2026.

Why Should My Organization Comply?

If a selected organization does not comply, then that organization will face a 10 percent reduction in Medicare Part B payments for one full calendar year. Additionally, if CMS does not receive adequate participation from organizations, then we may not expect to see any reform to current Medicare payment rates.

Roughly half of all providers selected for participation must report into the survey in 2023, with the first few submissions rounds already completed. Public Consulting Group LLC (PCG) partnered with dozens of providers to comply with this requirement by the May 31st deadline, in which we gathered insight on how serious CMS is regarding compliance with this survey.

• Notification emails were sent to organizations that missed their submission deadline and 30-day extensions were offered to increase compliance.
• CMS’ partner, the RAND Corporation, began assessing survey submissions and inquired with organizations where survey answers contained outliers.
• CMS has granted organizations the opportunity to adjust their data collection period on a case-by-case basis.

Based on these actions, we see that CMS is accurately assessing Medicare GADCS submissions and will enforce the penalty for non-compliance. We also know that CMS requires sufficient data to make an informed decision as to whether Medicare payment rates should be adjusted if annual reporting will become a requirement for agencies across the country, or if there is another measure that will be enforced in the future.

 

How Can PCG Help My Organization Comply?

Over the previous year and a half, PCG has experienced some great successes and learning opportunities while working with providers. PCG has learned how to effectively communicate what CMS requires when completing the MGADC Survey. At the beginning of 2023, PCG had the privilege to serve dozens of providers across the country and lead them through this process. Our 2022 cohort focused on agencies that were specifically chosen for a year one data collection period. This meant that an agency would collect their department’s data in 2022 based on whether they operate using a calendar or fiscal year accounting period, then either submit that data to be reviewed and organized by PCG or be guided by PCG on how to best submit this data to CMS. For information on what year your department has been selected, visit the CMS website.

PCG offers a range of services to support providers with reporting to CMS for the MGADC survey, catering to the unique needs of different organizations. The Standard package includes training and help desk support, providing access to individual training modules, data compilation guidance, and dedicated help desk assistance. The Professional package includes all of the previously mentioned items but also incorporates a detailed desk review and analysis of costs. We will make sure to also schedule a conference call to walk through the desk review results. The Premium package offers a dedicated team of experts to complete the MGADC Survey on behalf of your department, ongoing communication, detailed data analysis, CMS submission,  and full access to the materials previously mentioned. PCG ensures that organizations receive tailored support to meet their MGADC needs effectively.

Critical Compliance Tips & Tricks                          Supporting Information

Know your organization’s selection year	Each of the four selection lists can be found here; given the delay in the program, Year 1 and Year 2 providers were required to begin data collection in 2022, and Year 3 and Year 4 providers were required to begin data collection in 2023.
Respond to the CMS Notification Letter	Enter your preferred data collection period and main point(s) of contact.
Understand your timeline	Mark your calendar with important check-ins related to data collection and data reporting to stay on track.
Data collection	Review data reports periodically to ensure that systems are capturing all necessary elements.
Connect with vendors	Collaborate with your CAD system contact or your billing vendor to ensure reports pull accurate data for the correct time period.
Register for the CMS web-based portal	Be sure to not delay the registration process; here are steps for successful registration.

What Is the Timeline When Working with PCG?

PCG walks agencies through a well-defined timeline. To ensure a smooth and accurate data submission, extensive preparation takes place in the months leading up to data collection. During this period, agencies organize their systems, assign roles, and define responsibilities, setting the stage for a successful data reporting process. The data collection period itself involves the actual recording of the department’s data that will be required by CMS. This leads up to the final stage, which is data reporting. Agencies have a total of five months to report their findings, with the ultimate deadline being the last day of the fifth month. This timeline ensures that the CMS receives accurate and timely data regarding ground ambulance transportation, facilitating effective monitoring and decision-making within the healthcare system.

What Are the Next Steps I Need to Take to Partner With PCG?

 

The Medicare GADCS has proven to be an interesting challenge for many agencies across the United States, with one main challenge being supported adequately to complete the requirements. Gathering the data is only one part of the equation, with the other being analyzing the data and reporting it into the CMS web-based portal.

 

PCG has bridged this gap for dozens of ground ambulance providers across the country. We limit the administrative burden on organizations so that ambulatory staff can continue to support departmental operations and their community to the best of their abilities. Whether your organization is looking for basic training, data templates, and quick guides to get you started or the full package, PCG is here to provide support.

We understand that this process can be overwhelming and can take a lot of time away from other duties you have. PCG has had the privilege of guiding dozens of other providers to a complete and successful reporting process. Our goal is to take the knowledge that we have gained from our previous sessions and apply it to future agencies that we work with so that we can continue to provide a smooth and successful process!

If you are interested in partnering with PCG or have additional questions related to the survey, take a look at our services or connect with one of our experts.