Briefing:MSA Accounting Date:19 March 2007 Time:1300 - 1450

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From Registration to Accounts Receivable – The Whole Can of Worms

2007 UBO/UBUConference2007 UBO/UBUConference

Briefing: MSA Accounting

Date: 19 March 2007

Time: 1300 - 1450

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Objectives

Discuss and demonstrate processing payments, refunds, and returned checks

Discuss dining hall collections. How to reconcile collections? What to do with overages and shortages?

Discuss how to prepare a manual deposit: When are manual deposits necessary?

Miscellaneous receivables (e.g., copying charges, unofficial telephone calls)

Discuss the difference between excluding charges and write-offs

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Processing Payments

Payments must be posted immediately upon receipt when made in person, with a receipt provided to the payer. Payments received through the mail must be posted within 2 workings days of receipt

Menu path for posting payments:– CFM Cashier Functions Menu– CLK Cashier Action Screen– Patient: Account #, Register #, or SSN– P Post Payment– T Today’s Date– Type of Payment: Cash, Check, or Credit Card– Amount of Payment to be posted

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Processing Refunds

Refunds are automatically identified by CHCS MSA when a payment is posted that is more that the amount outstanding

A refund document (SF1049) is generated when the message on the MSA Notify Roster is acknowledged by the billing clerk

Menu path for generating a refund document (SF1049) is Service-specific

The SF1049 is sent to the appropriate processing center for a check to be created and sent to the patient

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable

Processing Returned Checks

Returned checks/bad checks must be backed out using the same process for posting payments

Menu path for un-posting payments:– CFM Cashier Functions Menu– CLK Cashier Action Screen– Patient: Account #, Register #, or SSN– P Post Payment– T Today’s Date– Type of Payment: Check – Amount of Payment to be reversed using a ( - ) before

the amount is entered A new Invoice and Receipt (I&R) must be generated and

sent to the patient. A note should be included requesting a money order or cashier’s check in lieu of another personal check. Administrative charges can be applied as a one- time charge in accordance with Service guidance

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Dining Hall Collections

Dining Hall Collections / Cash Sale of Meals Collections must be turned into the MSA Officer at the end

of the meal being collected. Evening meals may be turned in the following morning. Weekend meals must be turned in Monday morning (or Tuesday morning following a Monday holiday)

Menu path for posting Dining Hall collections:– CFM Cashier Functions Menu– DHE Dining Hall Collections Entry

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Reconciling Dining Hall Collections

Various methods/systems are used throughout DoD MTFs for collecting Dining Hall collections. Two of the most common are:– Tickets sold to customers – All tickets should be turned

into the MSA Office to be totaled and compared to the amount collected and turned in by each cashier

– Cash Registers – All cash registers must have an “audit” tape that contains the total of sales. “Audit” tapes should be turned into the MSA office and compared to the amount collected and turned in by each cashier

—Continued—

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Reconciling Dining Hall Collections

When the cashiers bring their collections to the MSA office, they should hand in the cash box, including the initial change

The MSA office should count the money in the cash box in front of each cashier, taking out the amount of the change fund first, the remaining amount should equal the amount collected for the meal

Each cashier must be provided a receipt for the amount collected for the meal. If the cashiers are required to turn in their change fund, they should be provided a separate receipt.

All monies collected, including overages, must be posted in CHCS to Dining Hall collections

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Overages and Shortages

Once meal tickets or audit tapes are received and compared with what was actually collected, any overages or shortages should be recorded

A spreadsheet should be maintained to capture any overages or shortages for each meal, by day and cashier

Excessive overages or shortages can be reason for disciplinary action, and possibly removal from cashier duties

Overage/shortage reports should be maintained with the monthly MSA reports

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CFM Cashier Functions MenuOFM Office Functions MenuMSR Cashier/MSA Reports MenuC7A USCG DD7A Billing MenuMRM Monthly Reports MenuNPM Nightly Processing MenuRSM Reprint Reports MenuIFM Insurance Processing MenuOIB Outpatient Itemized Billing MenuSelect MSA System Menu option: CFM Cashier Functions Menu

DHE Dining Hall Collections EntryPCR Post/Review Cash Receipts OTP One Time Charges PostECC Copying Charges EntryRIC Recalculate Inpatient ChargesIPE Inpatient Accounts EditOPE Outpatient Accounts Edit CLK Cashier Action Screen

Select Cashier Functions Menu option: DHE Dining Hall Collections Entry

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Select DINING HALL COLLECTIONS DATE COLLECTED: t 25 Feb 2007

Are you adding '25 Feb 2007' as a new DINING HALL COLLECTIONS?

DINING HALL COLLECTIONS: 25 Feb 2007

DINING HALL COLLECTIONS COLLECTION DATE: 25 Feb 2007

TYPE PAY:SUBSISTENCE AMOUNT:SURCHARGE AMOUNT: ____________ TOTAL 0.00FORMS RECEIVED AF FORM 1087: TO: AF FORM 1339: TO:

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable

Miscellaneous Receivables

Miscellaneous Receivables (e.g., copying charges, unofficial telephone calls)

DHE Dining Hall Collections Entry

PCR Post/Review Cash Receipts

OTP One Time Charges Post

ECC Copying Charges Entry

RIC Recalculate Inpatient Charges

IPE Inpatient Accounts Edit

OPE Outpatient Accounts Edit

CLK Cashier Action Screen

Select Cashier Functions Menu option: ECC Copying Charges Entry

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Miscellaneous Receivables

Select COPY CHARGES DATE: t 25 Feb 2007 Are you adding '25 Feb 2007' as a new INSUR CO COPY CHARGES (the

4805th)?

COPYING CHARGES: 25 Feb 2007 COPYING CHARGES SCREEN

LAWYER/LAW FIRM: INSURANCE COMPANY: ADDRESS: CITY: STATE/COUNTY: ZIP CODE:

PATIENT NAME: DATE: 25 Feb 2007 TYPE PAY: CHECK NUMBER: AMOUNT:

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Unofficial Telephone Calls

DHE Dining Hall Collections EntryPCR Post/Review Cash Receipts OTP One Time Charges PostECC Copying Charges EntryRIC Recalculate Inpatient ChargesIPE Inpatient Accounts EditOPE Outpatient Accounts Edit CLK Cashier Action Screen

Select Cashier Functions Menu option: OPE OutpatientAccounts Edit

Select PATIENT or ACCOUNT: 123456789 ??

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Select PATIENT or ACCOUNT: 123456789 20 MARSHALL,PATRICIA M 30/222-33-4444 01 Jan 1953 F 20/123-45-6789 OK? YES//

CASHIER ACCOUNT: A3909 OUTPATIENT ACCOUNT EDITPATIENT NAME: MARSHALL,PATRICIA M FMP/SSN: 30/222-33-4444 SPONSOR NAME: MARSHALL,THOMAS R JR SPONSOR GRADE/RANK: NW4PATIENT CATEGORY: USN FAM MBR RETTREATING DMIS: 0124 NMC PORTSMOUTH SERVICE CATEGORY: VISIT DATE/TIME: 12 Nov 1999@1402 PATIENT PAY MODE: DD139 SALES CODE: NCCOUNTRY OF ORIGIN: UNITED STATES

REMARKS: CHARGES FOR COST OF UNOFFICIAL TELEPHONE CALLS

STATUS: O STATUS DATE: 02 Dec 1999

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Unofficial Telephone Calls

DHE Dining Hall Collections Entry

PCR Post/Review Cash Receipts

OTP One Time Charges Post

ECC Copying Charges Entry

RIC Recalculate Inpatient Charges

IPE Inpatient Accounts Edit

OPE Outpatient Accounts Edit

CLK Cashier Action Screen

Select Cashier Functions Menu option: OTP One TimeCharges Post

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Dt/Time: 25 Feb 2007@1309 REVIEW-POST ONE TIME CHARGESPatient: JONES,MARY FMP/SSN: 30/222-33-4444 Act No.: A43094 DMIS: 0124 Status: ZPat Cat: USN FAM MBR RET Status Dt: 08 Jan 2007 Sales Cd: NC

Ins: No valid policy exists Pay Mode: DD139

Remarks: CHARGES FOR COST OF UNOFFICIAL TELEPHONE CALLS Total Charges to Date: 0.00 Current Balance: 74.23 --------------------------------------------------------------------------------------------------------------EFFECTIVE CHARGE DATE CATEGORY DESCRIPTION QUANTITY AMOUNT:

31 Jan 1994 V02 CHG FOR UNOFFICIAL CALL 12.03/06 1 74.23

Ask for Help = HELP Screen Exit = F10 File/Exit = DO

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2007 UBO/UBU ConferenceFrom Registration to Accounts Receivable Excluding Charges vs. Write-Offs

What is the difference between excluding charges and write-offs?

Excluding Charges– Under Outpatient Itemized Billing individual charges for

non-billable procedures/services can be deleted prior to the bill being released (e.g., Telephone Consults, Completion of Forms/Reports)

Write-offs– EOB identifying payment or denial is received, entire

account or balance of account is written off

Briefing:MSA Accounting Date:19 March 2007 Time:1300 - 1450

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Transcript of Briefing:MSA Accounting Date:19 March 2007 Time:1300 - 1450