1. February 27, 2015 Electronic Tracking Tool Presented to: National Association of State Veterans Home Administrators Presenter: Colette Alvarez

2. VETERANS HEALTH ADMINISTRATION Electronic Tracking Tool (ETT) 2 The electronic tracking tool is an excel program that has been designed to incorporate the many business rules associated with the Per DIEM Program. Specifically, the tool automatically performs the following functions: Counts the days of care for each level of care Track of the 12 annual therapeutic leave days by maintaining a running balance from month to month and prevents the grating of a leave day if the occupancy rate is below 90% or if the Veteran has already used their 12 days for the calendar year. Prevents the grating of VA paid bed holds when the occupancy rate is below 90% Completes the line items on the 10-5588 for ease of reconciliation with the VA at the end of the month while improving accuracy Calculates the daily cost of care for the month and calculates the payments for each level of care

3. VETERANS HEALTH ADMINISTRATION Electronic Tracking Tool (ETT) 3 Calculates the number of days between the admission date and the date the VA receives the admission application and identifies when the payment of per diem begins Tracks the daily movements of each resident to ensure proper billable days of care. Establishes and determines starting and ending balances of Veterans within the SVH to ensure accuracy on the 10-5588. Incorporates internal controls to disallow the recording of improper movements from day-to-day. Deletes discharged residents from previous month when creating new month to prevent the accidental inclusion of the residents in the following month. Provides system for reconciling differences in days of care between the SVH and the VA.

4. VETERANS HEALTH ADMINISTRATION Electronic Tracking Tool (ETT) 4 Incorporates a one click feature for entering movements of residents from previous day to the next day. Determines the number of female Veterans and higher per diem Veterans present and remaining in the SVH at the end of the month.

5. VETERANS HEALTH ADMINISTRATION Electronic Tracking Tool (ETT) Benefits 5 From a quality improvement stand point the use of a standard tracking tool across VISN’s and the VA as a whole has created an environment for common understanding of terms and interpretation of program rules, improved communication between the VA and the SVH, and reduce errors overall. Creates a standardized langue where the terms used to identify movements within the homes mean the same thing between the VA and the homes Improves the 10-5588 reconciliation process at the end of the month

6. VETERANS HEALTH ADMINISTRATION QUESTIONS 6 If your home is interested in the adoption of the tracking tool or would like additional information contact Stephen Pellicer at 386-623-5534.

7. VETERANS HEALTH ADMINISTRATION State Home Per Diem Program Contacts Colette Alvarez State Home Per Diem Program Manager Colette.Alvarez@va.gov (775) 842-2529 or (775) 326-5721 Colette Alvarez State Home Per Diem Program Manager Colette.Alvarez@va.gov (775) 842-2529 or (775) 326-5721 Brenda Wiggins Program Analyst Brenda.Wiggins3@va.gov (202) 382-2529 Brenda Wiggins Program Analyst Brenda.Wiggins3@va.gov (202) 382-2529 Jeanne Crook Program Specialist Jeanne.Crook@va.gov (303) 398-5224 Jeanne Crook Program Specialist Jeanne.Crook@va.gov (303) 398-5224 Andre’ Bynum Program Analyst/COR Andre.Bynum@va.gov (303) 372-4659 Andre’ Bynum Program Analyst/COR Andre.Bynum@va.gov (303) 372-4659 Stephanie Haddock Program Specialist Stephanie.Haddock@va.gov (303) 331-7504 Stephanie Haddock Program Specialist Stephanie.Haddock@va.gov (303) 331-7504 Gloria J. Sanford Deputy Program Manager Gloria.Sanford@va.gov (303) 331-7856 Gloria J. Sanford Deputy Program Manager Gloria.Sanford@va.gov (303) 331-7856 7 Euradell McRae Contact Representative Euradell.McRae@va.gov (303) 780-4727 Euradell McRae Contact Representative Euradell.McRae@va.gov (303) 780-4727 Isabel Saunders Program Specialist Isabel.Saunders@va.gov (303) 372-6209 Isabel Saunders Program Specialist Isabel.Saunders@va.gov (303) 372-6209 Stephen Pellicer Program Specialist Stephen.Pellicer@va.gov (386) 623-5534 Stephen Pellicer Program Specialist Stephen.Pellicer@va.gov (386) 623-5534 Monica Scott-Carter Administrative Specialist Monica Scott-Carter2@va.gov (303) 780-4733 Monica Scott-Carter Administrative Specialist Monica Scott-Carter2@va.gov (303) 780-4733 Christina Goebel Budget Analyst Gloria.Testa@va.gov (303) 370-1602 Christina Goebel Budget Analyst Gloria.Testa@va.gov (303) 370-1602 Carol Peterson Contact Representative Carol.Peterson2@va.gov (303) 331-7662 Carol Peterson Contact Representative Carol.Peterson2@va.gov (303) 331-7662 Vacant/New Hire Contact Representative (Projected March 2015) Vacant/New Hire Contact Representative (Projected March 2015)