1 Financial Services Workshop February 28, 2012

DIVISION OF HEALTH SCIENCES Division Units Brody School of Medicine School of Dental Medicine Laupus Library College of Allied Health Sciences Support Services (Vice- Chancellor; HS Administration & Finance) College of Nursing ECUP Dental Assoc. East Carolina Heart Inst. Diabetes & Obesity Inst.

DIVISION OF HEALTH SCIENCES  SYSTEMS DEVELOPMENT:  Development, implementation, and evaluation of automated accounting and financial management systems  Collaborate with diverse groups of University managers & IT experts to facilitate effective and efficient system solution decisions  Use Excel Visual Basic to automate accounting and financial reporting needs  TRAINING & TECHNICAL SUPPORT:  Training & systems support to staff members  SCT Banner chart maintenance liaison  Division Level approver for all DHS Security Requests  Division’s primary liaison between system users and information  FINANCIAL REPORTING:  BSOM’s Institutional Coordinator for a variety of AAMC and other Medical School financial surveys, and Association of Academic Health Centers surveys  Provide financial reporting for completion of Medicare/Medicaid cost reports  Design and production of adhoc &/or scheduled financial reports from Banner Systems Support Services

DIVISION OF HEALTH SCIENCES  Manage contracts that range from professional services contracts with agencies in Eastern North Carolina to research and support contracts with healthcare companies throughout the United States  Track each contract from the time it is received until it is fully executed or other action has been taken  Review each contract before forwarding to senior management for review, approval and signature  Prepare revenue or payable contracts for the Vice Chancellor, Dean, or Executive Associate Vice Chancellor’s signature  Review departmental billing information and create invoices for contracted services to external agencies  Review and approve departmental Contractual Services Payment Requests (CSPR) for contracted services  Provide support to senior management, colleges, and schools Contract Services

DIVISION OF HEALTH SCIENCES  Review of PORT requisitions, ProCard activities, Contractual Pay requests, Direct Payment forms, and any other means of purchasing for budget control and other items  Banner journal voucher review and processing for budget control and other items  Monthly ECUP Board report and ad-hoc reporting  Medicare and Medicaid cost reporting  Monthly ECUP STIF bank reconciliation, deposit clearing reconciliations, and other general ledger account reconciliations  Support for all levels of management and staff, including ad-hoc information requests and reporting Financial Accounting

DIVISION OF HEALTH SCIENCES  Enforcement of State Treasurer, campus-wide and division-specific cash management policies and assurance of strong internal controls  Processing and deposit of daily patient and contract revenue collections via clinics, lockboxes, mail, and at office site  Application of student payments and financial aid to Banner student accounts and assistance with Higher One program  Collection of departmental deposits and posting into Banner  Disbursement of cash research study participant payments  Support for all levels of management and staff, including ad-hoc information requests and reporting Depositary Services

DIVISION OF HEALTH SCIENCES  Division-level review of personnel actions including EPAFs, PCFs, and Budget Transfers  Assure the integrity of the position budgets within the Position Management System and reconcile the position data to the Banner Finance budgets and HR Payroll  Administration of State Lapsed Salary Plan  Administration of Salary Recovery Plan  Support for all levels of management and staff, including ad-hoc information requests and reporting  ECUP Budget Office oversees the annual ECU Physicians practice plan budget process for the clinical, overhead, Dean and Vice- Chancellor departments Budget

8 What We Do:Funding Source Patient CarePatient Revenues Service Contracts State Support for Indigent Care Medical Student TeachingState Funding/ECU Physicians Resident/Teaching/FellowsGraduate Medical Education (GME) Funding/ECU Physicians Research/Clinical TrialsGrants/ECU Physicians ECU Physicians Budgeting

9 ECU Physicians Clinical Services as of June 30, 2011  Number of clinic locations = 33  Number of patients seen YTD June 30, 2011 Outpatient visits = 382,916 Inpatient visits = 127,416 Emergency Medicine visits = 74,566 Med Direct visits = 34,316  Number of procedures = 476,228  Number of calls answered = 1,087,885

10 Includes 3 types of budget units: Clinical Departments Overhead Departments Dean/Vice Chancellor Departments ECU Physicians Budgeting

11 ECU Physicians Budgeting 11 Clinical Departments Internal MedicineEmergency MedicineSurgery Psychiatric MedicineFamily MedicinePathology PediatricsPhysical Medicine & RehabilitationOncology Obstetrics & GynecologyCardiovascular Sciences

12 ECU Physicians Budgeting Overhead Departments ITCSAdministration & FinanceCompliance Risk ManagementPatient Billing & ReimbursementHISS Business OperationsECUP AdministrationManaged Care Contact CenterPatient Access ServicesPharmacy (Breakeven-no expense allocation)

13 Overhead: Centralized components of Operations that need to be allocated back to the departments utilizing the services. Allocation method is based on utilization. Expenses are allocated during month end processing. ECU Physicians Budgeting

14 ECU Physicians Budgeting Fiscal Year 2011/2012 Allocation Criteria: Overhead Department Allocation Based on: Data Used Admin & Finance # of Employees 11/12 Budget Staffing Templates ITCS # of Employees 11/12 Budget Staffing Templates Compliance # of Employees 11/12 Budget Staffing Templates Group Practice Admin # of Clinical Faculty/Staff 11/12 Budget Staffing Templates Risk Management # of Clinical Faculty/Staff 11/12 Budget Staffing Templates Contact Center 86% based on # calls/ 14% based on # of Clinical Faculty/Staff 11/12 Budget Staffing Templates HISS # Distinct Service Dates HealthSpan Data Clinical Finance (Billing & Reimbursement) 50/50 on Pt. Revenues & # Distinct Service Dates HealthSpan Data Patient Services Shared Expenses Allocated Based on # Distinct Service Dates HealthSpan Data

15 Dean’s Departments: Dean’s Office GME Office Academic Affairs Clinical Skills Telemedicine ECU Physicians Budgeting

16 Vice Chancellor Departments: Vice Chancellor Office Health Sciences EPA Personnel Office Prospective Health Multimedia Technology Services ECU Physicians Budgeting

17 Dean & Vice Chancellor Departments: Provides financial support for some school-wide initiatives and expenses. Includes Dean’s Administrative Staff (Medical Director, HealthSpan Billing & Electronic Medical Record), etc. Vice Chancellors area includes VC Administration and HS EPA Personnel office. ECU Physicians Budgeting

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27 Practice Plan Budget Process  ECUP Budget office prepares templates including prior year data and current staffing.  Budget templates are completed by department representatives.  Budgets are submitted to the ECUP Budget Office.  Departments present budgets to ECUP Finance Committee.  Revisions are made and budgets resubmitted…. ECU Physicians Budgeting

28 Practice Plan Budget Process  Budgets are consolidated and presented to the ECUP Board for approval.  Historically, the budgets are not approved until further revisions are made.  Revisions are made and budgets resubmitted….  Revisions are made and budgets resubmitted. You get the picture!  The goal is to have an ECUP Board approved budget by June 30 th and input into Banner Finance by mid-July. ECU Physicians Budgeting

29 Practice Plan Budget Process  Line item budgets are entered via a GURFEED into Banner Finance.  Departmental and Consolidated budgets are reconciled to Banner Finance.  Personnel/Position budgets are reconciled by the department along with assistance from ECUP Budget Office.  Department submits necessary personnel actions required to match Position Management with the approved ECUP Budget. ECU Physicians Budgeting

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