Infant Toddler Financial Management OFFICE OF CHILD DEVELOPMENT AND EARLY LEARNING APRIL 2010

Transcription

1 Infant Toddler Financial Management OFFICE OF CHILD DEVELOPMENT AND EARLY LEARNING APRIL

2 Contents Financial Management (FM) Overview Roles Impacted County Financial Manager Tasks County Contract Administrator Tasks Service Coordinator Tasks Additional Resources 2

3 Financial Management (FM) Overview OCDEL will begin using PELICAN EI to support the financial administration of the Commonwealth s Early Intervention Infant Toddler program, including managing funding structure, analyzing financial information, encumbering funds, tracking service utilization and verifying provider claims for all funding sources supported by PELICAN EI Financial Management will also provide the necessary accounting mechanisms to support fiscal year planning for service financial data, provider rate management, and reporting of expenditures Key system functionality includes: Plan Service Authorization Overbooking Mass Rate Change Tool Enterprise Rate Service Utilization displayed on Plans Service Note Enhancements 3

4 Roles The table below describes the new or enhanced functionality and indicates which roles have access to the functionality. Role Name County Financial Manager County Contract Administrator Service Coordinator Description Authorize all Plan Services for a Child at the Plan level Update Overbooking information for each Funding Source, if necessary Perform a Mass Rate Change on existing Service Contracts View the New Columns Added to the Service Authorization Notices Perform a Mass Rate Change on Service Contracts Add Services To a Contract Manage Services In a Contract View the New Columns Added to the Service Authorization Notices Add Evaluation Services to a Child s record Add Service Notes 4

5 Authorize Services on a Child s IFSP Navigate to the Authorize Services screen by following the menu path: Financial > Individuals > Authorize Service New functionality allows users to authorize services at the IFSP level instead of individually authorizing each service This screen displays a queue of children s records that have finalized IFSPs (Approved status) and services that are in Pending status Click a child s name to navigate to the child s Early Intervention Services screen Authorizes the services on the IFSP for the children selected; refreshes this screen to authorize more services 5

6 Set County Overbooking Navigate to the Funding Levels screen by following the menu path: Financial > County/Program Office > Funding Level Displays the local program s funding level details for a selected fiscal year, including the dollar amount for a particular funding stream that is available to fund services. Overbooking has been moved to this screen Clicking [Update] will refresh the screen, making the County Overbooking amounts editable (see below screenshot) 6

7 Mass Rate Change Tool Navigate to the Mass Rate Change screen by following the menu path: Financial > Mass Rate Change > Initiate Mass Rate Change The Mass Rate Change tool allows users to perform service contract rate modifications to existing service contracts without having to remove services from plans Enter the rate change details. Choose from an Adjustment Type of: Percent Increase, Percent Decrease, or Set Exact Rate Select the provider(s) on the left, then click [Request Impact]. A system process will run overnight to determine the IFSPs affected by the rate change 7

8 Mass Rate Change View Impacts Navigate to the View Modifications screen by following the menu path: Financial > Mass Rate Change > View Modifications The View Modifications screen allows users to see the potential impacts of the mass rate change before it is processed within the PELICAN EI system (pop-up screen loads when you click on the View Exception Report hyperlink) 8

9 View Service Authorization Notices Navigate to the Service Authorization Notice screen by following the menu path: Tools > Notices > Service Authorization Notice An on-screen report shows users the services that have been authorized, the date authorized and current utilization Click [Download] to view the notices in an Excel spreadsheet (shown on the next slide) Click the Individual Name link to view service authorization summary details for the child in a pop-up window Download the service authorization notices to Excel 9

10 Service Authorization Notices Excel Report Click [Download] on the Service Authorization Notice screen to open the service authorization notices in Excel The Excel report contains the following additional fields: BSU Procedure Code Total Authorized Total Utilized Amount Funding Source Provider Name MPI # Check the Units Authorized column to confirm the correct number of units have been authorized 10

11 Add Services To a Contract Navigate to the Add Services to Contract screen by following the menu path: Financial > Providers > Contract Management. Choose Create New Contract from the Contract Main Menu Add a service contract to a provider by completing the Service Contract Start Date, Service Contract End Date and Service Contract Rate fields The Service Contract Rate cannot be greater than the Fee Schedule Rate After the service contract is created, the service rate cannot be changed through this screen - a Mass Rate Change must be performed to update the service rate Once saved, the service contract rate becomes read-only. Use the Mass Rate Change tool to update the rate 11

12 Manage Services In a Contract Navigate to the Add Services to Contract screen by following the menu path: Financial > Providers > Contract Management. Choose Modify Contract from the Contract Main Menu. This screen displays all provider service contracts. An alert will be generated to a state user when a service contract is modified. Service contract types are Real, Provisional, and Provisional On-hold Users must specify the reason for end-dating a service: County Initiated or Provider Initiated 12

13 Manage Evaluation Services The Authorization Status column has been removed from this screen and evaluation services will be authorized automatically upon adding the services to the child s record Evaluation services are now able to span fiscal years Service Authorization Notices will be generated for providers each time an evaluation service is saved Reminder: This screen is now accessible via the Plan Main Menu (Plan > Manage Plan) or the Evaluation Planning Menu (Individual > Evaluation > Manage Evaluation > Evaluation Planning) 13

14 Service Notes The Service Notes screen captures the tasks and activities an SC performs on behalf of a child Several changes have been applied to this screen: The Location of Service field and the Billable? checkbox have been removed from this screen. Based on the combination of Service Type and Category selected, PELICAN EI will determine if an activity is billable Time will be captured in Hour and Minute increments instead of Units The Service Note Search screen allows SCs to select Billable Activity from the View drop-down list to see all billable service notes entered in the selected timeframe SCs should capture their time in hours and minutes, not units 14

15 Additional Resources HCSIS Help Desk Call: Hours: Monday Friday: 8:00 5:00 Online Help Remember that HCSIS Online Help is updated with each release and is a valuable HCSIS tool. The help link is located in the upper, right corner of each screen. 15

16 Additional Resources (cont) Learning Management System Training resources that provide additional detail about these system enhancements are located on the HCSIS Learning Management System (LMS) and can be accessed by clicking the LMS link on the HCSIS Homepage. Course Name PELICAN EI: I/T Tip Sheets and Checklists PELICAN EI: I/T County Contract Materials PELICAN EI: I/T County Financial Management Materials PELICAN EI: I/T System Training PELICAN EI: I/T Billable Claims Materials (Name change from Targeted Case Management Claim Materials) PELICAN EI: I/T Provider and Evaluator Materials PELICAN EI: I/T FM Pilot Materials PELICAN EI: I/T FM Statewide Materials Courseware Alerts Matrix Tip Sheet Contract Management Job Aid Contract Management Captivate Mass Rate Change Tip Sheet (New) County FM Captivate County FM PPT County FM Reference Guide R2E Exception Report Guide Mass Rate Change Tip Sheet (New) Evaluation Captivate Service Notes PPT PELICAN EI Reports Guide PELICAN EI Workarounds Billable Claims Captivate Billable Claims PPT Billable Claims Reference Guide Evaluation for Providers/Evaluators Captivate Evaluation Reference Guide Provider Access to Service Authorization Quick Reference Guide Please review all materials. Please review all materials. 16