From Registration to Accounts Receivable – The Whole Can of Worms 2007 UBO/UBU Conference 1 Briefing:Patient Trust Fund Date:22 March 2007 Time:

2007 UBO/UBU Conference From Registration to Accounts Receivable 2 Objectives To present information on how to secure, release, and account for patient valuables

2007 UBO/UBU Conference From Registration to Accounts Receivable 3 Agenda General Initial deposits Subsequent deposits Withdrawals Deposits remaining after discharge Accounting If it’s going to happen – It will happen at MAMC

2007 UBO/UBU Conference From Registration to Accounts Receivable 4 General The MTF Commander is responsible for the overall operation Designate, in writing, a PTF custodian Designate additional personnel, in writing, as PTF clerks (on- and off-duty) Determine amount of cash to be kept on hand PTF custodian is responsible for receipt, safekeeping, disbursements, and accounting

2007 UBO/UBU Conference From Registration to Accounts Receivable 5 Initial Deposits Every patient must be asked The appropriate form (Service-specific) is filled out in duplicate The PTF custodian enters a description on the funds and/or valuables without assigning value; e.g., – Ring, with one white stone – Watch – Necklace with yellow-colored cross The patient or his/her representative signs the block indicating the desire to make a deposit Original is retained by the custodian; duplicate is given to patient

2007 UBO/UBU Conference From Registration to Accounts Receivable 6 Subsequent Deposits The patient presents their copy of the deposit record The custodian itemizes and enters the amount of additional funds and/or valuables on both copies of the form If the patient’s signature cannot be obtained, the form is signed by a witness

2007 UBO/UBU Conference From Registration to Accounts Receivable 7 Withdrawals The patient presents their copy of the deposit record to the custodian who will annotate the proper entries The custodian requires patient identification The patient signs the custodian’s copy of the deposit record as indicated If the patient is unable to sign the form, a witness will be obtained

2007 UBO/UBU Conference From Registration to Accounts Receivable 8 Deposits Remaining After Discharge Forwarding address known: Send check, valuables, letter of transmittal by certified mail Forwarding address unknown: Follow directions in DoD FMR M Deposits of deceased patients: Dispose of property according to applicable Service regulations

2007 UBO/UBU Conference From Registration to Accounts Receivable 9 Accounting Prepare Patient Trust Fund Daily Summary Update the PTF journal Do a monthly trial balance by adding the deposits and withdrawals to the balance forward and correct any discrepancies (MAMC uses a locally developed form) Checkbook* – Balance each month with bank statements * A checkbook is used for any deposits over approved limit, or in case a patient was discharged and did not pick up their valuables

2007 UBO/UBU Conference From Registration to Accounts Receivable 10 Accounting Uncashed checks – If you cannot locate the patient (or the patient refuses to cash the check), it becomes stale. A check is drawn in the same amount to the Treasurer of the United States and deposited into the account “Unclaimed Monies of Individuals Whose Whereabouts are Unknown.” Annotate journal Overages are verified by audit and a check payable to the Treasurer of the United States is deposited into account “Forfeitures of Unclaimed Money and Property”

2007 UBO/UBU Conference From Registration to Accounts Receivable 11 Loss of Funds and/or Valuables Minor losses of $300 or Less (No Fraud) – The disbursing officer conducts an investigation and renders a written investigatory report. The report is signed by the investigating officer and submitted in letter or memorandum format and contains: – Name, SSN, Grade, location and capacity of the individual who incurred the loss – Name, SSN, and Grade, of the accountable individual – Amount of loss – Description of how the loss occurred – A statement whether there is evidence of fraud —Continued—

2007 UBO/UBU Conference From Registration to Accounts Receivable 12 Loss of Funds and/or Valuables – A statement whether the accountable individual was functioning in a prudent manner in accordance with applicable regulations and directives – A statement whether the loss occurred while the accountable individual was acting within the individual’s line of duty – A statement whether the presumption of negligence is refuted by the specific facts – The following investigating officer’s recommendation, as appropriate: “I do/do not recommend relief from pecuniary liability” – The signed certification of the disbursing officer (DoD FMR Vol 5, C6)

2007 UBO/UBU Conference From Registration to Accounts Receivable 13 Q&A Questions?

2007 UBO/UBU Conference From Registration to Accounts Receivable 14 Quiz What would you do if…? Discussion of death imminent case Discussion of spouse who requested valuables with no power of attorney Discussion of what can happen when PTF is not verified daily Discussion of after-hours PTF procedure