1. 2010 UBO/UBU Conference Health Budgets & Financial Policy 1 Briefing: MSA Reports #1 Date: 23 March 2010 Time: 1010 – 1100

2. 2010 UBO/UBU Conference Turning Knowledge Into Action Objectives Identify reports that are generated from the CHCS MSA that should be reviewed to oversee/manage the operation of the MSA Office List and explain all reports that generate from the nightly processing menu (daily, monthly, yearly) – Discuss the purpose and use of each Explain what these reports mean and how they can be used Discuss the purpose and use of each Discuss the use of ad hoc reports and provide samples 2

3. 2010 UBO/UBU Conference Turning Knowledge Into Action 3 CHCS MSA Reports CFM Cashier Functions Menu OFM Office Functions Menu MSR Cashier/MSA Reports Menu C7A USCG DD7A Billing Menu MRM Monthly Reports Menu NPM Nightly Processing Menu RSM Reprint Reports Menu IFM Insurance Processing Menu OIB Outpatient Itemized Billing Menu Select MSA System Menu Option: OFM Office Functions Menu

4. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports AAS Schedule of Accounts by Age TRP TPC Reimbursement Percentages BCP Balance Check DAR Detail Schedule of Accounts by Age ERS Rate Schedule Enter/Edit FDF Fund Description Edit EXC Outpatient Charge Exclusion Enter/Edit MPF MSA Parameters Definition NMR Notify Messages Review/Clear RDS Rate Detail Summary RSS Rate Schedule Summary SRC Statement of Receivables and Collections VRS View Rate Schedule Detail 4

5. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports 5 AAS – Schedule of Accounts by Age Age of Receivables Number Amount =============== ======= ============ Not Discharged 58 7,920.05 0 – 30 DAYS 408 36,738.90 31 – 90 DAYS 336 182,338.90 91 – 180 DAYS 285 75,539.51 181 – 360 DAYS 392 178,295.60 OVER 360 DAYS 436 174,857.26 _____________________ ________ ______________ TOTAL Receivables 1,915 655,690.22

6. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports Select Detail Aging Report Segment(s) for printing: Current status 1 to 30 days 31 to 60 days 61 to 90 days 91 to 120 days 121 days or greater ALL segments Select by placing an asterisk (*) next to segment to be selected (* generated by Delete key) 6

7. 2010 UBO/UBU Conference Turning Knowledge Into Action 7 CHCS MSA Reports Detail Schedule of Accounts by Age Reflects ALL outstanding MSA accounts. It is important to ensure that this report is “worked” by the Billers At the end of each month, the Biller(s) should be required to research accounts over 120 days and provide an explanation – EX: Patient is making monthly payments on multiple accounts, OHI provided by pay patient now awaiting payment from insurance company, awaiting payment from foreign military patient/embassy. The totals on this report must balance with the AAS report

8. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports MSR – Cashier/MSA Reports Menu 139 Produce DD139 AAR Active Accounts Receivable Report CCR Cash Collection Detail Report CRA Clinical Records Pending DRG Billing Report FCV Final Cash Collection Voucher IRR Invoice and Receipt NRR Notify Roster PCT Patient Category Billing Table RCC Copying Charges Roster REC DRG Billing Report of Current/Recalculated Charges SDS DRG-Eligible Indicated Same Day Surgery Report STM Consent Statement TWO Accts Subject to Transfer/Write-off VCL Voucher Control Listing WRT Accounts Written-Off 8

9. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports TWO – Accts Subject to Transfer/Write-off – Identifies accounts that have met the time parameters/requirements set by the MTF WRT – Accounts Written-Off – Accounts written off by the billers. MSA Officer should review this report to ensure that only authorized write- offs are being performed 9

10. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports CCR – Cash Collection Detail Report – Identifies all collections made in the MSA Office by cashier. The MSA Officer uses this report to balance the collections received by each cashier NRR – Notify Roster – Identifies changes made by the Patient Admin Dept that may potentially affect the billing of the patient. Also identifies potential refunds created by overpayments posted that day. Billers should be required to work this report at least weekly, depending on the size of the MTF 10

11. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports 11 VCL – Voucher Control Listing Control Number Log Select desired control number series Series: --------- I INVOICE AND RECEIPT V DD1131 D DD139 T TRANSFERRED TO FINANCE C SF1080 S DD7 A DD7A N SF1049 E TRANSFER SUMMARY REPORT Select by placing an asterisk (*) next to series to be selected. ( * generated by Delete key)

12. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports VCL – Voucher Control Listing Each report provides a detailed listing of all transactions processed, and all vouchers/documents generated during the month Each of these reports should be generated the first working day of the following month and retained for audit purposes 12

13. 2010 UBO/UBU Conference Turning Knowledge Into Action 13 MMD – Monthly Medical Services Activity Detail Report MMR – Monthly Medical Services Activity Report MMD – Monthly Medical Services Activity Detail Report – A detailed report of all transactions Monthly Medical Services Activity Report (MMSAR) – Reflects the monthly billing and collections activities for each Fiscal Year. identifying the beginning A/R balance, amount of sales, amount written-off or transferred, amount of collections posted, the ending A/R balance, amount deposited to the DOs account, and any amount that has been collected but not deposited – This is the accountability report for the Collection Agent/Treasurer. The amounts reflected on this report for the accounts written- off/transferred, collected, and ending A/R must balance with the individual accounts also generated in MSA CHCS MSA Reports

14. 2010 UBO/UBU Conference Turning Knowledge Into Action CHCS MSA Reports 14 MSA Medical Services Accounts Report MONTHLY MEDICAL SERVICES ACTIVITY FISCAL YEAR 2005 01 Jul 2005 - 31 Jul 2005 BALANCE ACCOUNTS OUTSTANDING FUNDS TOTAL FUNDS SALES ACCT REC CURRENT TRANS/OUT TOT FUNDS BALANCE COLL BUT DEPOSITED CODE PRIOR MONTH MONTH SALES WRT OFF COLLECTED ACCT REC UNDEPOSITED W/DO OPERATIONS & MAINTENANCE, NAVY (9750130) CC 0.00 558.90 0.00 558.90 0.00 0.00 0.00 FMR 75,018.92 31,233.30 19,553.50 11,871.10 74,827.62 0.00 0.00 FOR -3,975.19 -23,482.28 -39.00 969.74 -28,388.21 0.00 0.00 FRR 139,928.42 14,456.76 985.19 49,457.24 103,942.75 0.00 0.00 MS 0.00 42,563.15 0.00 42,563.15 0.00 0.00 0.00 TPC 0.00 178,540.77 0.00 178,540.77 0.00 0.00 0.00 V1 0.00 10,450.97 0.00 10,450.97 0.00 0.00 0.00 V11 0.00 165,429.69 0.00 165,429.69 0.00 0.00 0.00 V2 0.00 78.27 0.00 78.27 0.00 0.00 0.00 V24 63,531.29 77,958.24 0.00 51,765.80 89,723.73 0.00 0.00 MISCELLANEOUS RECEIPTS (17R3210 INT 160.35 -15.00 0.00 25.00 120.35 0.00 0.00 GRAND TOTAL 274,663.79 497,772.77 20,499.69 511,710.63 240,226.24 0.00 0.00

15. 2010 UBO/UBU Conference Turning Knowledge Into Action MSA Ad Hoc Report 1. Cash Collection Voucher Spreadsheet Spreadsheet identifying each Fiscal Year, and Charge Category by CCV #/Date(s). Each FY spreadsheet must balance with the Monthly Medical Services Accounts Report generated by CHCS MSA 2. Deposit Spreadsheet Spreadsheet identifying CCVs generated for each FY and the amount of the SF215(s) Deposit Tickets. Total of CCVs for the date of deposit must balance with the SF215s deposited 3. Monthly Accounting Report Identifies all of the Earnings/Collections that must be entered into the MTFs Accounting. As each DD 1131 is processed, that information is identified as a “collection” in the accounting system the month following the collection. It is important to identify the Earnings/Collections into the Accounting System before the collection “hits” or it will reflect in the Accounting System as an Unmatched Collection 4. Overage/Shortage Report Spreadsheet identifying each Cashier and any overage/shortage by Date 15

16. 2010 UBO/UBU Conference Turning Knowledge Into Action MSA Ad Hoc Report 16 FACILITY NAME: REDACTED FY COLLECTED: 2008 DATE CCV # CSM FMR I/P TPC O/P TPC IAR FRR FOR CC TOTAL __________________________________________________________________________________________________ CASH/CHECK COLLECTIONS (DD1131) 08 FEB V08-23 3,629.85 14.35 0.00 3,453.92 0.00 88.46 0.00 40.00 7,236.58 15 FEB V08-24 4,609.75 43.05 0.00 13,175.84 0.00 313.24 0.00 0.00 18,031.88 22 FEB V08-25 2,380.90 14.35 0.00 27,048.48 0.00 318.54 0.00 0.00 29,762.27 29 FEB V08-27 3,050.34 0.00 0.00 11,948.04 0.00 15.00 0.00 20.00 15,033.38 TOTALS 13.670.84 71.75 0.00 55,426.28 0.00 735.24 0.00 60.00 70,064.11 CREDIT CARD COLLECTIONS (DD1131) 22FEB V08-26 0.00 0.00 0.00 0.00 0.00 50.00 0.00 0.00 50.00 TOTALS 0.00 0.00 0.00 0.00 0.00 50.00 0.00 0.00 50.00 REFUNDS (SF1049) 12 FEB 08-0001 0.00 14.35 0.00 0.00 0.00 0.00 0.00 0.00 14.35 19 FEB 08-0002 0.00 0.00 0.00 100.00 0.00 0.00 0.00 0.00 100.00 TOTALS 0.00 14.35 0.00 100.00 0.00 0.00 0.00 0.00 114.35 GRAND TOTALS 13,670.84 57.40 0.00 55,326.28 0.00 785.24 0.00 60.00 69,999.76

17. 2010 UBO/UBU Conference Turning Knowledge Into Action MSA Ad Hoc Report 17 FACILITY NAME: Redacted FY COLLECTED: 2008 DD1131s SF215 DATE FY08 FY07 FY06 FY05 FY04 FY03 FY02 TOTAL TOTAL DIFF _______________________________________________________________________________________________ ___ 08 FEB 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15 FEB 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 22 FEB 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 29 FEB 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

18. 2010 UBO/UBU Conference Turning Knowledge Into Action MSA Ad Hoc Report 18 Monthly Accounting Report MONTH / YEAR BEING REPORTED: __________________________ CHG AMOUNT DESCRIPTION OF COLLECTION CAT JON COLLECTED _____________________________ _______ _________ _____________ FAMILY MBR HOSP FMR XXXXXX 0.00 SUBSISTENCE SR XXXXXX 0.00 CASH SALE OF MEALS CSM XXXXXX 0.00 INPATIENT TPC TPC XXXXXX 0.00 OUTPATIENT TPC V## XXXXXX 0.00 COPYING CHARGES CC XXXXXX 0.00 CIV EMER – INPT FRR XXXXXX 0.00 CIV EMER – OUTPT FOR XXXXXX 0.00 ____________ TOTAL 0.00

19. 2010 UBO/UBU Conference Turning Knowledge Into Action MSA Ad Hoc Report 19 OVERAGE / SHORTAGE REPORT FOR PERIOD COVERING : 01-31 JANUARY 2008 DATE(S)JOHNSONSMITHJONESTHOMASWHITETOTAL 1 2 3 4 5 6 7 8 9 10 30 31 TOTALS

20. 2010 UBO/UBU Conference Turning Knowledge Into Action 20 Questions?