The PPL WEB PORTAL Instruction Manual. for. Consumer/Attendant. Including e-timesheet

Transcription

1 The PPL WEB PORTAL Instruction Manual for Consumer/Attendant Including e-timesheet January 2012 Virginia DMAS Program PPL Customer Service Phone: PPL Fax: PPL vaetimesheet@pcgus.com

2 Virginia DMAS Consumer Directed Program Customer Service Information Who will be responding to your calls and e mails? PPL s Customer Service Line is staffed between the hours of 8:00AM and 5:00PM (except Federal holidays). E mails sent to vaetimesheet@pcgus.com go to assigned staff of the VA DMAS program. Revision Date: 1/21/2012 Page 2

3 Table of Contents Web Portal Login...4 Creating Timesheets Viewing Timesheets..15 Timesheet Approval..19 Budget Summary Submit Feedback. 26 Frequently Asked Questions 33 Revision Date: 1/21/2012 Page 3

4 Welcome to the PPL Web Portal system! 1. The first thing you should do is type in the web address provided below into your browser: (we recommend saving this as a favorite, so that you don t have to keep typing it in) The login screen below will appear: 3. Select Online User Registration to get set up with E-Timesheet. Revision Date: 1/21/2012 Page 4

5 New User Registration You will be asked to select a State- VIRGINIA Program VA DMAS FI Program Role-Provider or Consumer Revision Date: 1/21/2012 Page 5

6 Once you select VIRGINIA as STATE, Program and Role will appear from the drop-down list. Revision Date: 1/21/2012 Page 6

7 As Consumer you will approve and reject timesheets. As Provider you will submit online timesheets for approval or rejection. Only one role can be selected. Once you have selected a role Consumer or Provider click Revision Date: 1/21/2012 Page 7

8 or C As the consumer you will be asked for: Medicaid ID- if you were enrolled in the Consumer Directed before July 18, 2011, use the12 digit number provided by DMAS (Medicaid ID#). If you were enrolled after July 18, 2011, use the Consumer ID# beginning with the letter C that PPL sent to you. Mailing zip code- the zip code where your mail from PPL will be sent. Last Name- the last name of the consumer. Revision Date: 1/21/2012 Page 8

9 PPLE001 or E As the provider you will be asked your: Provider ID#- if you were enrolled in the Consumer Directed Services Program before July 18, 2011, your Provider ID# should be the first four (4) letters of the last name followed by three (3) numbers provided by PPL. If you were enrolled after July 18, 2011 use the Provider ID# beginning with the letter E that PPL sent to you. Mailing zip code- the zip code where your mail from PPL will be sent. SSN- the social security number of the provider/attendant. Last Name- the last name of the provider/attendant. Revision Date: 1/21/2012 Page 9

10 Peter Quinn On this page you will be asked to create a username and password. We require that your password contain at least one alpha character (letter), one numeric character (number) and at least 6 characters long. You will be asked to select 3 security questions and answers to them. These will be used if you forget your password and have to reset in the future. Once you complete the questions, select Submit to complete registration. Revision Date: 1/21/2012 Page 10

11 Congratulations you are now a registered PPL web portal user! Revision Date: 1/21/2012 Page 11

12 Creating a Timesheet Provider/Attendant Select Timesheet from Timesheets on the green header bar. Select Create Timesheet to submit a timesheet online. Peter James Peter James Once this has been chosen, you will see a list of consumers you are working for. The service authorization information for the consumer/s will appear. Choose the consumer that you will create the timesheet for now. Revision Date: 1/21/2012 Page 12

13 Peter James (# ) Peter James This screen allows the user to select a service referral period and service type (attendant, respite and/or companion) to submit a timesheet. In the example provided, the provider/attendant would select a service referral period with a start and end date that has not expired ex: (1/1/2012-1/1/2013). The EoR and/or consumer can help you identify the correct one. The provider/attendant will choose under the column Create Timesheet, Submit Timesheet. Melissa Davis DAVI999 PETER JAMES Revision Date: 1/21/2012 Page 13

14 If you are the consumer trying to submit a timesheet with a provider/attendant, the below screen is what will appear. A list of all providers/attendants that are currently associated to you will appear. From the list, you will have the option to select a provider/attendant to create a timesheet. Peter James (# ) DAVI999 Melissa Davis Revision Date: 1/21/2012 Page 14

15 You are now ready to create your timesheet. Click on the calendar icon and choose one of the dates that you have worked to start your timesheet. Do not worry about selecting a correct payroll start or end date, e-timesheet will identify the correct payroll dates for you. Revision Date: 1/21/2012 Page 15

16 Melissa Davis DAVI999 PETER JAMES Using the dates and times from the timesheet submitted, the following fields would be completed by the provider/attendant. For the provider, the timesheet is processed using the Time In field to mark the beginning of their shift and the Time Out field for the end of shift. If the provider has worked and had a break during the day, the provider would select There are more hours and a new line would be created. You can use the <tab> button or your mouse to move between the fields. Please make sure that the hours you submit will not overlap with another provider/attendant. If this happens, your timesheet will need to be corrected before your consumer can approve and submit to payroll for processing. Revision Date: 1/21/2012 Page 16

17 If the provider will work the same hours each day during the pay period, the COPY and PASTE function can be used. Select Copy for the Time In and Time Out line that will be used. Select PASTE and apply to each date on the timesheet where the hours are the same. Hours can also be edited using the Remove Time button beside the listed Time In and Time Out hours. Once completed, the below screen will appear, leaving the provider the option to Save My Work, Edit or Submit and Approve. If you save your work, you can come back and finish your timesheet at a later date, e-timesheet will save your unfinished timesheet. If you need to make any corrections to your timesheet select the Edit button and make the necessary changes. Revision Date: 1/21/2012 Page 17

18 If you save your timesheet, this image of your timesheet will appear. Melissa Davis You will be able to search for the timesheet using the status SAVED. Revision Date: 1/21/2012 Page 18

19 You will be able to view, edit or delete your saved timesheet. You can submit your timesheet if there are no corrections to make to your consumer for approval. Melissa Davis Revision Date: 1/21/2012 Page 19

20 Melissa Davis Your consumer will now have the option of approving or rejecting your timesheet once it has been submitted. Revision Date: 1/21/2012 Page 20

21 Search Timesheets Select Search Timesheet to view all timesheets submitted under your consumer. There are several options on this screen to search for timesheets. Timesheet Status is the first step in refining this search. Revision Date: 1/21/2012 Page 21

22 What do different status messages on the Timesheet List page mean? Submitted The provider has submitted the timesheet. It has passed program rules, and is awaiting consumer approval. Good To Pay The timesheet has been approved and is ready to pay. Approved timesheet has been approved by the consumer. Rejected The timesheet has been rejected by the consumer. In Progress PPL is processing the timesheet for payment. Status should change to Paid on the next payroll date. Denied timesheet (in case of faxed timesheet) has not passed program rules and is pending. Customer service will be in touch with consumer or provider if necessary. Paid timesheet has been paid. Please expect EFT or check payment within regular waiting time from date of payment. You have the option of viewing your paystub using this status. Pending timesheet is currently unable to be paid due to a pending issue. Once a status has been selected to refine your search for timesheets, the following screen will appear. Here, you have the option of viewing any timesheet submitted by the provider using the status and date range you have selected. Revision Date: 1/21/2012 Page 22

23 Select the View button located under the Action Column to see the printable version of the timesheet. The providers dates and hours worked for that pay period are displayed. Melissa Davis Peter James Revision Date: 1/21/2012 Page 23

24 Melissa Davis Peter James To view a printable version of the timesheet, select the Show printable version (PDF) tab below Peter James Melissa Davis Revision Date: 1/21/2012 Page 24

25 You can also view your paystub if you change the status on timesheets to PAID. Revision Date: 1/21/2012 Page 25

26 Timesheet Approval Consumers Once the provider has submitted a timesheet via e-timesheet, you will be able to view timesheets using the Timesheet List option on the green header bar. Select Timesheet List to view all timesheets submitted by your providers/attendants. There are several ways on to search for timesheets on this screen. Timesheet Status is the first step you can use to search for different timesheets. Revision Date: 1/21/2012 Page 26

27 What do different status messages on the Timesheet List page mean? Submitted The provider has submitted the timesheet. It has passed program rules, and is awaiting consumer approval. Good To Pay The timesheet has been approved and is ready to pay. Approved timesheet has been approved by the consumer. Rejected The timesheet has been rejected by the consumer. In Progress PPL is processing the timesheet for payment. Status should change to Paid on the next payroll date. Denied timesheet (in case of faxed timesheet) has not passed program rules and is pending. Customer service will be in touch with consumer or provider if necessary. Paid timesheet has been paid. Please expect EFT or check payment within regular waiting time from date of payment. Pending timesheet is currently unable to be paid due to a pending issue. Revision Date: 1/21/2012 Page 27

28 To approve or reject your provider/attendants timesheet you will need to select Submitted status from the drop down key. All timesheets that are currently awaiting approval will appear. Select View to open the provider/attendants timesheet to either approve or reject the hours submitted. Revision Date: 1/21/2012 Page 28

29 Melissa Davis Peter James Once you have viewed the timesheet and checked the hours submitted by the attendant/provider, you can now approve or reject. Melissa Davis Peter James Revision Date: 1/21/2012 Page 29

30 Scroll to the bottom of the screen and select from two sections-approve or Reject. Once you select I hereby certify and Approve, the timesheet will be forwarded to PPL payroll for processing and payment based on the Payroll Schedule A or B. You will know that the timesheet has been submitted to payroll, by viewing the status. The timesheet will now have an In Process status to let you know that it has been submitted to payroll for processing. Revision Date: 1/21/2012 Page 30

31 Melissa Davis Once you select I hereby certify and Reject, the timesheet will not be forwarded to PPL payroll for processing and payment. Select one of the reasons above for your rejection. The provider/attendant will have to login to e-timesheet and make the necessary corrections to the timesheet using either the edit or delete function. If the attendant deletes the timesheet, a new timesheet will need to be created. The consumer will have the option to View/ Approve/Reject the new/edited timesheet and submit to payroll for processing. Revision Date: 1/21/2012 Page 31

32 Melissa Davis Revision Date: 1/21/2012 Page 32

33 Budget Summary PETER JAMES (ID# ) On the Budget Summary page, you can view your existing authorizations, what timesheets have been paid against them, and the current balance for each service care type (Attendant, Respite and Companion). What does each column on the Budget Summary page mean? Service The service level of care the consumer has been authorized to pay attendant timesheets (attendant, respite and companion). Start Date This is the date that the consumer can begin to receive services. Revision Date: 1/21/2012 Page 33

34 End Date This is the last date the consumer can receive services. Hours- This is the number of hours the consumer has been authorized to pay attendant timesheets. Paid Hours- This is the number of hours that have been paid against the number of hours authorized to the consumer. Remaining Hours- This is the number of hours that are remaining on the service authorization. Paid Dollars column shows the funds paid out for that service authorization. To view your budget detail, under the column Service select the eye glass icon (when highlighted quick detail), information regarding your DMAS approved authorized service care hours will appear. There are three columns to view information from: Authorization Details, Authorization Line Entries and Revision History. PETER JAMES (ID# ) Revision Date: 1/21/2012 Page 34

35 Authorization Detail section allows you to view the amount paid against your budget from submitted PAID timesheets. Authorization Line Entries provides information regarding number of hours the attendant used against the budget/authorized hours for each bi-weekly pay period (A orb). Start and End Dates are the beginning and end dates for a specific pay period. Quantity is the number of hours the consumer has been authorized to pay attendant timesheets on a bi-weekly basis. Paid Units is the number of hours that were paid against the number of hours authorized for that pay period. Paid Dollar is the dollar amount of the paid units. Ex: 23 Paid Units (based on pay rate $8.77 )= $ Paid Dollars Revision Date: 1/21/2012 Page 35

36 You can also view if there have been any changes made to your budget/authorization by looking at the Revision History. If your service facilitator made any updates to your budget, the date would be updated in this field. PPL does not have any knowledge on the reasons why your budget/authorization would change; this information is provided to us via computer downloads. Revision Date: 1/21/2012 Page 36

37 Selecting the book icon under the column Action the below screen will appear with information regarding the consumer s authorization. PETER JAMES (ID# ) Once the book icon has been selected the below screen will appear. The information will appear the same as it did when you selected the hour glass for quick detail. The only difference will be two additional fields for researching your provider/attendants submitted and paid timesheets. You will be able to view Total Invoiced and Total Paid timesheets. Revision Date: 1/21/2012 Page 37

38 The highlighted Show Detail for Total Invoiced field will display information regarding the number of hours used by attendants during each pay period. Information for timesheet, check number and date will also be displayed in this field. Revision Date: 1/21/2012 Page 38

39 Melissa Davis Revision Date: 1/21/2012 Page 39

40 Total Paid is a running total amount of funds paid from the consumer s authorization thus far. You can refine your search for timesheets paid against the authorization, by using the Service Date and list of attendants/providers. Melissa Davis Paul Quinn Chante Lewis You can also print this information, by selecting Render PDF. A downloadable copy of the timesheet information will appear. Revision Date: 1/21/2012 Page 40

41 To view all the changes made to the authorization, for example, if hours were increased, decreased, and when, click Show Revision under the Revision History. Revision Date: 1/21/2012 Page 41

42 If you are done reviewing your budget detail you can select the Back button on the budget detail screen. This will bring you back to the general Consumer Search screen. If you have any questions or concerns for PPL while accessing the portal, you can select Submit Feedback. Your question or concern will be sent via to a representative from PPL staff and will be answered within 2 business days. Revision Date: 1/21/2012 Page 42

43 Frequently Asked Questions I forgot my username or password now what? If you forgot your username, click on the link and re-register. You will have to follow registration steps and will not be able to use your old username. To change your password, click on the Forgot Username or Password link on the home page. Enter your username and Click Next. Enter your new password and Click Next. You will be able to login using your newly created password. I get an error message saying my information cannot be found, what do I do? The most likely reason is that we have your zipcode or name on file differently than the way you may have entered it. Because of the way we receive the initial information about you, sometimes we will have a 9 digit zip code in the system and sometimes only 5 digits. If you have experienced a recent name change and did not make PPL aware, the same problem can occur. The fastest way to figure out why you can t register is to call Customer Service and press option 3 in the queue. Alternatively, you can vaetimesheet@pcgus.com Why do we ask for your address? We use your address to communicate with you regarding updates to the status of your timesheets. We will never give away your address to any third parties. Revision Date: 1/21/2012 Page 43

44 What happens once I am registered? Once your user account has been created you will receive a confirmation message on this screen. You will also receive an confirming your account has been created, if you provided your address. You may now log into the website and use e-timesheet. Approval Options Consumer Your attendant/provider will bring you a paper copy of his/her submitted e- timesheet. You can review, sign, date and fax this form to the fax number listed on the timesheet. As the consumer, you can create your own user account for e-timesheet, log in and approve your timesheets online. Provider/Attendant You can submit your timesheet online and print a copy of the submitted timesheet for your consumer/eor to review, sign, date and fax to the fax number listed on the timesheet. Your consumer/eor can approve your timesheet online using their e- timesheet user account. Revision Date: 1/21/2012 Page 44