Automated Messages

Site level distribution Site level distribution −Placement Ending −Service Ending −Newly Approved CANS −Newly Approved Foster Care Rate −Foster Care Rate Ended −Foster Care Rate Ended – (Future End-Date) −Missing Foster Care Rate Enhanced distribution for batch driven messages. Enhanced distribution for batch driven messages.

Extraordinary Payments

What to Take Away From this Conversation

What to Take Away (Continued) Checks and Payments Maintenance was modified to allow one to search for Extraordinary Payments. Checks and Payments Maintenance was modified to allow one to search for Extraordinary Payments. Columns were added to several of the pages to display EPs. Columns were added to several of the pages to display EPs. Columns were added to some of the reports to display EPs. Columns were added to some of the reports to display EPs.

What is an Extraordinary Payment? A payment for “Administrative” costs that goes above and beyond those costs already factored into a providers Administrative Rate. A payment for “Administrative” costs that goes above and beyond those costs already factored into a providers Administrative Rate. − Payment for a Child Placing Agency − Payment for a Group Home or RCC

Let’s Take a Look

Documenting The Details

Tracking Documentation

Creating An Image

The 6 Month Rule

Viewing Images

Generating Payments

Edits Against Placement Dates

Edits Against Cost Item Dates

Edits Against The Monthly Budget

Fully Approved

Payment Displayed On Outliner

Payment and Check Page (Modification)

Checks & Payments Maintenance (Modifications) Search by Service Category and Service Type Search by Service Category and Service Type Search by Payment Type Search by Payment Type Search by Site/Office Search by Site/Office Export your results Export your results

Checks & Payments Maintenance

Extraordinary Payment Maintenance Select by Request or Cost Item. Select by Request or Cost Item. Search by Cost Category and Cost Item. Search by Cost Category and Cost Item. Search by Request or Item status. Search by Request or Item status. Export your results. Export your results.

Extraordinary Payment Maintenance

Locking Down One-Time Payments Guiding Principle: To get the payment right, the placement, CANS, and FCR must be correctly documented.

IV-E Audit: IV-E Audit: −Need to show a stronger tie between the payment and the supporting pieces of work. Timely Entry Mandate. Timely Entry Mandate. What is Driving This Change?

The placement specific one-time payment options will be inactivated. The placement specific one-time payment options will be inactivated. −They can be reactivated for a small fee. ;-) Episode Driven Batch will be retired. Episode Driven Batch will be retired. −Episode counties moved to “Release function” Release function is enhanced. Release function is enhanced. −Everyone will run weekly batches. What to Take Away from this Conversation

New option to create FCRs for Inactive participants. New option to create FCRs for Inactive participants. New Emergency/After Hours FCR option. New Emergency/After Hours FCR option. New Out-of-State FCR option. New Out-of-State FCR option. What to Take Away (Continued)

New Checks & Payments Maintenance functions New Checks & Payments Maintenance functions −Search by: Site Site Service Category Service Category Service Type Service Type Payment Type Payment Type −Export results. What to Take Away (Continued)

Many hybrid versions of reports are being retired: Many hybrid versions of reports are being retired: FM0201 Pending Checks Payee Listing FM0202 Monthly Pre-Audit Payee Listing FM0206W Pending Checks Payee Listing - State Foster Care FM0207W Monthly Pre-Audit Payee Listing - State Foster Care FM0208W Pending Checks Payee Listing - Adoption Assistance FM0209W Monthly Pre-Audit Payee Listing - Adoption Assistance FM0212 Pending Checks Payee Listing - Subsidized Guardianship FM0213 Monthly Pre-Audit Payee Listing - Subsidized Guardianship FM0214 Pending Checks Payee Listing – EFT FM0215 Monthly Pre-Audit Payee Listing - EFT FM0223 Pending Checks Payee Spreadsheet - State Foster Care FM0224 Monthly Pre-Audit Payee Spreadsheet - State Foster Care FM0225 Pending Checks Payee Spreadsheet - Adoption Assistance FM0226 Monthly Pre-Audit Payee Spreadsheet - Adoption Assistance FM0227 Pending Checks Payee Spreadsheet –Subsidized Guardianship FM0228 Monthly Pre-Audit Payee Spreadsheet –Subsidized Guardianship FM0229 Pending Checks Payee Spreadsheet –EFT FM0230 Monthly Pre-Audit Payee Spreadsheet –EFT FM0231 Pending Checks Payee Spreadsheet –Kinship FM0232 Monthly Pre-Audit Payee Spreadsheet –Kinship FM02x100 Pending Checks – Report

New “Unlock/Lock Payment Month” option. New “Unlock/Lock Payment Month” option. −Cancel – Do Not Reprocess −Cancel – Reprocess New Pay Gen “On Demand” option. New Pay Gen “On Demand” option. New Overpayment Adjustment option. New Overpayment Adjustment option. −Manual Adjustment – Link to Check What to Take Away (Continued)

Let’s Take a Look

Creating an FCR for Inactive Participants.

FCR on Out-of-State Placement

Emergency/Afterhours FCRs

(Re)generating Payments

Edit the text with your own short phrases. To change a sample image, select a picture and delete it. Now click the Pictures icon in each placeholder to insert your own images. The animation is already done for you; just copy and paste the slide into your existing presentation. Sample pictures courtesy of Bill Staples.

Payments Generated, No FCR

1. Only the Basic Rate is generated with payment. 2. The Pending Check is created. 3. The FCR is created after the Pending Check exists. 4. (Re)generate Payment. 5. Link the newly created payment to the Pending Check

Payment Generated For Full Month, Should Have Been Partial

1.Payment and Pending Check created. 2.The placement is ended retroactively after the pending check exists. 3.(Re)generate Payment. 4.Overpayments are generated. 5.Create an Overpayment Adjustment: Manual Adjustment – Link to Check Manual Adjustment – Link to Check 6.The Correct payment goes out the door OR, if more than one payments exist on the Pending Check GH Placement created and not ended timely.

1.Payment and Pending Check created 2.The placement is ended retroactively after the pending check exists. 3.Cancel the incorrect payment. 4.From the Options drop-down choose “Lock/Unlock Payment Month”. 5.Pop-up Page displays “Reprocess”. 6.(Re)generate Payment. 7.The correct payment is generated for the partial month 8.Link the newly created payment to the Pending Check. GH Placement created and not ended timely.

Payments Incorrect, Due to Incorrect FCR

Original FCR’s rate was short

Original FCR’s rate was to high

Kinship to FH – Level 1 After Payments Have Gone Out For Kinship

1. Placement is ended retroactively and a new FH Level 1 placement is created. 2. Weekly batch runs. 3. Overpayments are generated. 4. New Payments are generated. 5. Adjust the Overpayments: Manual Adjustment – Link to Check Manual Adjustment – Link to Check 6. Adjustments fully offset the new payments. 7. No check goes out the door!