1. ccFTE & wRVU Budget Tool
Training
January 17, 2018

2. Introduction
The ccFTE & wRVU Budget Tool is an Excel workbook developed to assist departments with the FY19 Budget process.
The tool performs the following functions:
Collects forecasted wRVUs and ccFTEs by provider, bill area, and place of service
Forecasts department / division CARE Payments
Estimates department / division CARE Payment taxes

3. New This Year
FY19 CARE Payment and wRVU Benchmarks based on the 2014, 2015 and 2016 three year average
Budgeting now takes place at the bill area and place of service level.
Location was used last year instead of place of service
Place of service better aligns to the CPO budget indexes
Committed Clinical FTE budgeting by provider, bill area, and place of service
Identification of any barriers to reaching ccFTE

4. New This Year
MGMA productivity benchmarking included in file
Displays percentile and wRVUs over / under median
Provide explanation for providers budgeted less than 50th percentile
Hire and Termination Dates
CARE Payment Supplement Calculations
Budget Summary Report by Bill Area / Place of Service and Provider
TBN / new providers must use a SalPro generated Employee ID

5. File Overview
The file will come preloaded with provider and productivity information for each department / division based on calendar year 2017 data.
The file may look slightly different depending on the active department. For example, Anesthesiology has ASA related fields and Dermatology has cash collection related fields.
This presentation focuses on common fields that apply to all departments.

6. Worksheet Tabs The file is made up of five user tabs: Tab Name
Description
Provider
Budget wRVUs by provider and calculates the estimated Gross CARE Payment
Summarizes the ccFTEs budgeted on the BA / POS Tab
Displays provider level MGMA benchmarking
BA / POS
Assign wRVUs budgeted on the Provider tab to specific bill areas and places of service.
Budget ccFTEs by provider, bill area, and place of service
Summary Report
An editable Excel Pivot Table that displays a summary of the budgeted CARE Payment, ccFTE and wRVUs by Bill Area and Place of Service
Landing Page
Displays budgeted and historical wRVUs, CARE Payment, ccFTE, and CARE Payment Supplement by division
Estimates department and division CARE Payment taxes
CARE Payment Supplement
Estimates CARE Payment Supplement by Index

7. File Overview File Conventions
Colors are used to indicate properties of a cell:
Color
Field Type
Description
White or
Locked Field / Calculated Field
A field that is locked and cannot be changed. The value is either prepopulated or calculated.
Light Blue
Green
Data Entry
Indicates a field that can be edited by the user
Red
Error
Identifies a field or row that is either missing data or has an error.
Refer to the Error Checking column on the Provider tab for details on the error.
Yellow
Default Value Changed
Indicates a prepopulated value that has been changed
Orange
Caution
May or may not be an error. Suggest double checking orange highlighted data to verify it is correct. 60

8. wRVU Budget Tool Workflow
Provider Tab:
Prepopulated providers
Verify prepopulated provider types and specialties
Identify Startup providers
Enter Start and Term Dates for partial year providers
Add new providers,
Add Employee IDs and Names
Enter provider types, specialties, and identify startup providers
Enter Budgeted wRVUs by provider
Review and resolve errors
“Explain Less Than 50th %ile” providers. Must be done after ccFTEs are budgeted on the BA / POS Tab.

9. wRVU Budget Tool Workflow
BA / POS Tab:
Prepopulated provider activities
Allocate wRVUs by bill area / place of service for each provider
Add additional bill areas / places of service rows as necessary
Budget ccFTEs for each bill area / place of service as necessary
Identify any barriers to reaching the ccFTE
New provider activities
Add rows for each bill area / place of service worked
Review and resolve errors

10. wRVU Budget Tool Workflow
Summary Report Tab:
Review to make sure that the budgeted totals for each bill area / place of service are reasonable
Landing Page Tab:
Enter Department / Division CARE Payment Tax Rates
Use to populate your Budget Landing Page
CARE Payment Supplement Tab:
Review CARE Payment Supplement by Index

11. Provider Tab
Budget wRVUs by provider and calculates the estimated Gross CARE Payment
Summarizes the ccFTEs budgeted on the BA / POS Tab
Displays provider level MGMA benchmarking

12. Provider Tab : Prepopulated Provider Activities
Verify prepopulated provider types and specialties
Verify each provider’s provider Type and MGMA specialty, updating as necessary
The specialty list will only allow you to select specialties related to the selected Provider Type
Identify Startup Providers
Identify providers receiving Start Up funding by selecting “Yes” from the drop down in the Startup Provider column
Startup providers are not included in the estimated department / division tax on the Summary tab
Enter Start and Term Dates for partial year providers
If the provider is starting after 07/01/2018, input their expected Start Date
If the provider is terminating employment before 06/30/2019, input their expected Term Date

13. Provider Tab : Prepopulated Provider Activities
Enter Budgeted wRVUs
If desired, start by using the wRVU Inflator box to increase all department / division wRVUs by a set percentage. If used, you may still enter a custom wRVU value in the Budgeted wRVUs column for any provider.
As necessary, type the budgeted wRVUs for each provider in the Budgeted wRVUs column.
If you manually enter wRVUs you will overwrite the existing formula and the inflator will no longer work for that cell

14. Provider Tab : Special Situations
If a provider is no longer active, simply budget “0” wRVUs. You cannot delete pre-populated providers.
Some providers may have negative historical wRVUs due to charge corrections. If this is the case their Budgeted wRVUs will display as “0”. These records were included to accurately account for all department / division historical wRVUs.
You may have a “Null” provider show up on your Provider tab. These occur when wRVUs are assigned to a department / division without a provider. These are retained in the wRVU Budget Tool to keep accurate wRVU counts. Budget “Null” providers will “0” wRVUs.

15. Provider Tab: Invalid Employee IDs
Some existing providers may have an incorrect Employee IDs in EPIC. If this occurs:
You are not able to change the prepopulated provider’s Employee ID
Enter “Invalid ID” into the Notes section for the record with the invalid employee ID
Add a new provider with the correct ID following the directions in the Adding New Providers section

16. Provider Tab : Adding New Providers
You can add new providers on the Provider tab in the blank rows located underneath the prepopulated providers
Seven Steps to Add a New Provider:
UCSD Employee ID: Enter the provider’s UCSD Employee ID. For new providers that do not yet have a UCSD Employee ID, you must use the placeholder employee ID generated from SalPro. This will allow us to tie productivity data to the new employee’s salary data.
Provider Name: Enter the provider’s name. Provider names must be unique. If the record is a placeholder for a “To Be Named” or “New Provider” differentiate these providers with a number (e.g. TBN 1, TBN 2, etc.) or other identifying text to make them unique (e.g. New Prenatal Care Specialist)
Provider Type: Select either Physician or NPP

17. Provider Tab : Adding New Providers
MGMA Specialty: Select the appropriate MGMA Specialty for the provider. The selected Provider Type will determine which specialties are displayed. Only MGMA Specialties in use at UCSD are displayed.
Startup Provider: If the provider receives Start Up funding, select “Yes” from the drop down. This column allows for a more accurate estimation of department / division taxes since Start Up physicians are exempted from CARE Payment taxes.
Budgeted wRVUs: Enter the provider’s anticipated FY2019 wRVUs. Important: Only enter wRVUs that will be generated within the active department / division. If a provider performs work in another department / division, they will be responsible for budgeting that portion of their wRVUs.
Start / Term Dates: Enter Start and Term Dates for partial year providers

18. Provider Tab : wRVU Stretch Budget
Providers should always be budgeted at the levels of productivity that they are expected to achieve
If you need to budget wRVUs for your “wRVU Stretch Budget”, please budget these wRVUs by creating a “Stretch Budget” provider on the provider tab.
Select “Stretch Budget” from the drop down in the Provider Name field
Enter a the unique UCSD Employee ID generated from SalPro
Select a Provider Type and Specialty
Budget wRVUs
On the BA / POS Tab, you will need to budget Stretch Budget Provider wRVUs by Bill Area and Place of Service
Budget ccFTEs for the Stretch Budget Provider. It is okay for the ccFTE to exceed 1.0 for Stretch Budget Providers

19. Provider Tab : Review and Resolve Errors
Errors are indicated by red highlighting in a cell or row.
The error could refer to a problem on either the Provider tab or the BA / POS Tab.
Refer to the Error Checking column for details on what is causing the error.
A list of errors can be found in the Error Description section of this document.
For now, just resolve Provider tab related errors. Every provider on the Provider tab must have:
A unique Provider ID
A unique Provider Name
A Provider Type
An MGMA Specialty

20. BA / POS Tab
The BA / POS Tab is used to assign provider wRVUs and ccFTEs by bill area and place of service. This ensures that the wRVUs and CARE Payment are associated with the correct index and cost center.

21. BA / POS Tab
Providers who generated wRVUs during CY2017 will be prepopulated on the BA / POS Tab with their historical wRVUs associated with the bill area and place of service where they were generated
wRVUs are assigned to each bill area / place of service combination by entering the percentage of total provider wRVUs expected to be generated into the Budged wRVU Allocation % field

22. BA / POS Tab : New Providers
Providers must be entered on the Provider tab before they can appear on the BA / POS Tab.
When a provider is added to the Provider tab, a record is automatically created on the BA / POS Tab for that provider. No bill area or place of service is assigned to the newly created record.
New providers are usually found at the bottom of the list.
If you cannot find the provider you are looking for, make sure they have a complete record on the Provider tab, including a Provider ID, Provider Name, Provider Type, and assigned wRVUs.
If you still cannot locate the new provider, try selecting their name from the Provider Name drop down list

23. BA / POS Tab: Budget wRVUs
There are four common scenarios when budgeting wRVUs:
The provider is expected to work in the same bill areas and places of service, in the same proportions as in CY2017:
No additional action is needed for that provider.
If the Budgeted wRVUs entered on the provider tab changed from CY2017, the new wRVU estimate will automatically be allocated in the same proportions as in CY2017.
The provider is working in the same bill areas and places of service, but with a different percent effort in some bill areas / places of service:
Use the Budgeted wRVU Allocation % to assign wRVUs in the proper proportion for each bill area / place of service combination.
The Budgeted wRVU Allocation % must add up to 100% for each provider. Refer to the % of wRVUs to Allocate to determine the % of wRVUs needing to be assigned.

24. BA / POS Tab: Budget wRVUs
The provider is no long working in a bill area / place of service:
Set the Budgeted wRVU Allocation % to “0”.
Prepopulated providers cannot be deleted. This allows the historical productivity information to be retained.
The provider is working in a new bill area / place of service not previously worked by that provider:
Click on the provider that needs a new bill area / place of service combination (you can click anywhere in the row)
Click the Copy Selected Provider to a New Row button. A new row, prepopulated with the Provider ID, Provider Name, and Provider Type will be inserted below the selected row.
Select a bill area from the Bill Area Name drop down. Only bill areas associated with the active department / division will be displayed. Tip: It may be faster to copy and paste the bill area from another provider than to find the bill area in the drop down list. (Continued on next slide)

25. BA / POS Tab: Budget wRVUs
The provider is working in a new bill area / place of service not previously worked by that provider (continued from previous slide):
Select a place of service from the Place of Service Name drop down. Tip: It may be faster to copy and paste the place of service from another provider than to find it in the drop down list.
If the place of service you want is not in the drop down list, select New Place of Service, located at the top of the list. In the Notes column for that record, indicate the name of the place of service that the wRVUs / CARE Payment should be associated with.
Assign wRVUs to the new bill area / place of service combination in the Budgeted wRVU Allocation % column.
You may have to decrease the Budgeted wRVU Allocation % from another bill area / place of service to have an amount available to allocate in the new bill area / place of service.
The Budgeted wRVU Allocation % must add up to 100% for each provider.
Refer to the % of wRVUs to Allocate to determine the % of wRVUs needing to be assigned.

26. BA / POS Tab: Adding Bill Areas / Places of Service
The tool will only let you choose Bill Areas that are assigned to your dept / division
The tool will let you choose any Places of Service
If you select a Bill Area / Place of Service combination that has never been used together, the Index field will highlight in orange and display “New/Missing”. If this happens:
Double check that you have selected the intended Place of Service
Since the index is used to determine the division, and there is no index for this record, verify that the record’s “default” division is correct. Update if necessary.
Since the index is used to determine whether a CARE Payment is paid, the record will default to whatever is typical for that department. Very few departments have both CARE and non-CARE Payment indexes.
The record will be flagged for review and the creation of a new index
Refer to the Error Checking column on the Provider Tab for details on what is causing the error. A list of errors can be found in the Error Description section of the documentation.
On the wRVU tab look for the following common causes of errors:
Missing Bill Area Names
Missing Place of Service Names
Budgeted wRVU Allocation %s that don’t add up to 100% for a provider. This can be easily determined by looking at the % of wRVUs to Allocate fields that don’t equal “0%”.

27. BA / POS Tab: Review and Resolve Errors
Errors are indicated by red highlighting in a cell or by red text.
The error could refer to a problem on either the Provider tab or the BA / POS Tab.
Refer to the Error Checking column on the Provider Tab for details on what is causing the error. A list of errors can be found in the Error Description section of the documentation.
On the wRVU tab look for the following common causes of errors:
Missing Bill Area Names
Missing Place of Service Names
Budgeted wRVU Allocation %s that don’t add up to 100% for a provider. This can be easily determined by looking at the % of wRVUs to Allocate fields that don’t equal “0%”.

28. Error Descriptions
The following lists the various errors identified in the Error Checking column.
Error
Tab
Error Description
Enter Provider Name
Provider
The provider is missing the Provider Name
Enter Provider ID
The provider is missing the Provider ID
Provider ID Must Be Unique
Two or more providers on the provider tab have the same Provider ID. Assign each provider a unique ID.
Provider Name Must Be Unique
Two or more providers on the provider tab have the same Provider Name. Assign each provider a unique name.
Select Provider Type
The provider is missing a Provider Type. Choose a Provider Type from the drop down list.
Select MGMA Specialty
The provider is missing an MGMA Specialty. Choose the appropriate MGMA Specialty from the drop down list.
Explain Less Than 50th %ile
The provider’s MGMA wRVU percentile is less than the 50th percentile with no explanation listed. Please provide an explanation.

29. Error Descriptions (Continued)
The following lists the various errors identified in the Error Checking column.
Error
Tab
Error Description
Provider Has wRVUs With No ccFTE
Provider or BA/POS
The provider has budgeted wRVUs with no ccFTE. Budget ccFTE on the BA / POS Tab.
Provider Has ASAs With No ccFTE
The provider has budgeted ASAs with no ccFTE. Budget ccFTE on the BA / POS Tab.
Add to BA/POS Tab
BA/POS
The Provider has wRVUs, but doesn’t have any associated rows on the BA / POS Tab. Add the provider to the BA / POS Tab and assign at least one location / bill area combination.
Missing BA/POS
At least one record on the BA / POS Tab is missing a bill area and / or place of service.
Check wRVU Distribution %
The Budgeted wRVU Allocation % for that provider does not add up to 100%.
Check ASA Distribution %
The Budgeted ASA Allocation % for that provider does not add up to 100%
ccFTE Greater Than 1.0
The Provider Total Budgeted ccFTE is greater than 1.0. Change the provider’s Budgeted ccFTE to make the total ccFTE less than 1.0.

30. Summary Report
An editable Excel Pivot Table that displays a summary of the budgeted CARE Payment, ccFTE and wRVUs by Bill Area and Place of Service

31. Landing Page Tab
The Landing Page tab summarizes the wRVUs, ccFTEs, and CARE Payment from the Provider and BA / POS Tabs. It is also used to estimate the department / division CARE Payment taxes.
Items to be entered into the Budget Landing Page are indicated by purple shaded column headers.
Important: Ensure the Provider and BA / POS Tabs are complete and error free before entering data into the Landing Page.

32. Summary – Landing Page cont.
Estimated CARE Payment Tax Summary
Displays the estimated department and division CARE Payment tax
revenue
Departments and divisions must enter their “effective CARE Payment tax rate” to estimate CARE Payment tax revenue
Tax rates are entered into the green shaded boxes

33. Summary Report
Estimates CARE Payment Supplement by Index

34. Next Steps
Jeff Whitfill will ing Budget Tools over the next two days.
Special situations
Outside Biller Departments
Radiology / Anesthesiology
Departments should review ccFTE/wRVU Budget Tool.
Does it look like you expect?
Are providers missing or wRVUs over/understated?
Contact Jeff Whitfill directly with questions regarding the tool
Completed ccFTE/wRVU Budget Tools should be returned to Jeff Whitfill by March 2nd