New Voucher and Time Entry Training

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Why are we here?

Department of Labor Changes and Provider Time Capture Project

Changes to voucher creation process New information on 546N

New Service Delivery Payment Voucher New form number SDS 598T Provider copy

New screens to be used with new voucher Time entry (STIM) Voucher Queue (STIQ)

Practice verifying new vouchers and entering time Provide input & feedback on what went well & what can be

improved

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Things we aren’t training today

The following changes will also be implemented January 2016:

Automated ongoing voucher creation

Twice monthly payments (APD-IM-15-087)

Live-in voucher and time entry changes

Travel time (APD-PT-15-042)

Due to ongoing Collective Bargaining we are unable to discuss any specifics related to Overtime

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New Service Delivery Payment Voucher

Additional updates to HCW procedure manual:

APD-PT-15-041

Designed to meet new record keeping requirements from US DOL FLSA.

Will be distributed to providers on 11” X 17” sheet.

Ongoing Authorization of voucher.

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Required fields include date, time in and time out. Mileage provided is required when applicable.

The third page is a continuation of hourly shifts, if HCW/PSWs run out of space they should contact the local office and track their shifts on notebook paper or on their time tracking sheet.

New Service Delivery Payment Voucher (cont.)

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Extra space to accommodate providers who work multiple shifts for a single consumer.

Additional detail and clarity added to Provider Statement of Understanding and signature language.

Notes to the Case Worker field allows providers to communicate with case managers.

Reviewing this can be used as an indirect contact.

New Service Delivery Payment Voucher (cont.)

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New Provider Time Tracking Sheet

Will allow providers to keep a record of their time.

Will not be mailed out with voucher. Will be made available in the office or via the internet.

Will not be accepted as a correctly completed voucher for payment.

PTC CM Tools Page

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End of New Voucher Training

We can take a quick 15 break here

Next up we will be discussing the mainframe screen changes.

This portion of the training is not required for case managers but may provide some additional insight on how to assist HCW/PSWs with filling in the voucher

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New screens in existing process

Vouchers will continue to be created through the *ATH screen. (prior to ONGO)

New data collected from vouchers will be entered into the STIM screen.

Records that are populated and saved in STIM, but not updated for payment can be accessed from STIQ.

Vouchers will continue to be paid from *PAY screens. Services hours may not be updated from *PAY screens.

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ONGOHATH/OATH

STIM

STIQ

HPAY/OPAY

HINQ

SVCH

Accessing the STIM ScreenBegin by tabbing to the mileage driven or day field

Processing a new voucher with STIM10

Note:If the voucher has already been processed and saved the shift information should still be on the screen.If the voucher has already been paid you will need to enter the ICN number to see shift information.

Type STIM,Voucher# into a blank mainframe screen and press enter. - This will bring you to the STIM time entry screen.- You will only be able to use this screen for 598T’s

New time entry screen (STIM)

Designed for 10-Key entry rather than alpha/numeric keys to ease data entry.

Guided entry to increase data entry efficiency.

Will calculate work hours per shift and per pay period so no math is required.

Allows user to save data entered without paying and come back to it later.

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Note:The ‘Work Hrs’ column will show time in an hour minute format. Ex, 1.50 means 1 hour and 50 minutes.The bottom of the screen will show the total hours entered as ADL hours. It will also should two numbers. The first is in an HH.MM format like the ‘Work Hrs’ column. The second is fractions of an hour. Ex, 1.50 here means 1.5 hours or 1 hour and 30 minutes.

When entering data on the STIM screen once the field is completed the cursor will

automatically move to the next field when the previous field is completed (2 digits

for Day, 4 digits for time in / out and 1 digit for AM/PM).

- This means the user does not have to tab once they have begun entering shifts.

All data entry can be done with the 10-key pad on the users keyboard. This includes

the AM and PM fields.

- The system is coded to translate 1,4 or 7 to AM and 2, 3, 5, 6, 8, or 9 to PM.

If a data entry error occurs while entering shift information the cursor will highlight

the error after the user presses ‘Enter’. The system will not allow user to save errors.

Once mileage has been entered and you are ready to begin entering shifts make sure your cursor is on the first day field.

1.1. Enter Day - DD (e.g., 02)2.2. Enter start time - HHMM (e.g., 0900)3.3. Select AM or PM - AM = A, 1, 4 or 7- PM = P, 2, 3, 5, 6, 8, or 9

1.4. Enter start time - HHMM (e.g., 1200)2.5. Select AM or PM - AM = A, 1, 4 or 7- PM = P, 2, 3, 5, 6, 8, or 9

1.6. Repeat steps for each shift reported on the voucher2.7. Press ‘Enter’ to calculate the hours per shift and / or the total hours entered

NOTE: Hours will not be totaled until ‘Enter’ is pressed.

Entering time on STIM12

When time entry is complete press ‘F9’ to save

Press ‘F10’ to move completed record to pay screen

Time entry complete, process for payment

The service hours fields are locked on HPAY. To adjust the time you must press F10 to return to STIM for additional adjustments.

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Confirm payment information is correct

Update voucher record status to ‘Ready to Pay’

Completing payment and issuing next voucher

If information on the HPAY screen is correct the user will press ‘Enter’ to proceed

The user may type a ‘Y’ over the first ‘N’ to change the voucher status to ‘Ready to Pay’.To create a voucher for the next pay period the user may type a ‘Y’ over the second ‘N’.

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STIQ

Displays vouchers by branch code that have been saved but the status has not been changed to ‘35’ (ready to pay).

Allows user to open a voucher record that was not completed without having to re-enter shifts.

Workers will be able to check STIQ daily to confirm all vouchers worked were updated.

Developed to help users when they are interrupted or were unable to complete a voucher for payment.

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Type STIQ, press ‘Enter’ then fill in your branch ID

Select your voucher from list displayed

Using STIQ to complete a voucher record

Marking the voucher record that needs to be edited with ‘T’ will take you to the STIM screen and allow you to make adjustments to the voucher recordMarking the voucher record that needs to be edited with ‘S’ will take you to the pay screen (HPAY, OPAY, MPAY, etc.).

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No Mileage Only Vouchers17

Users will no longer be able to create mileage only vouchers.

A HCW must be authorized services in order to be eligible to received mileage

Per CMS rules the service related mileage must tied to a service

If mileage needs to be added to a previously issued voucher: Void the previously issued voucher

record.

Create a new voucher record for the same time period including the mileage.

The user may reprint the new voucher or update the voucher number on the previously issued voucher Business process for may vary

between offices.

The STIM screen for the new voucher should now include the authorized mileage

Access the HINQ screen by typing HINQ,P,Provider #. Mark the record

that needs adjustment with a ‘T’

Tab to ‘ADJ Time’ field and type a ‘Y’ and press ‘Enter’

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Adjusting paid claims using STIM

You may also access a paid claim by typing STIM and the voucher #. When accessing a claim this way you may receive

an error message that includes an ICN #. Copy that number and paste it to the field on top

of the screen.

When you have accessed a paid claim and the ICN field is populated at the top of the screen you will need to tab to the ‘N’ on the ADJ Time field. Changing the ‘N’ to a ‘Y’ and pressing enter will

unlock the data fields for adjustment

Adjusting Claims

At this time you may adjust a claim by:1. Editing a shift up or down2. Adding a shift3. Editing Miles Driven 4. Deleting a shift

Notice:

The ICN is now all zeroes

The editable fields are unlocked

Changes color depending on mainframe settings

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Move your cursor to the field that needs to be changed. As many fields can be edited as is needed

When finished adjusting shift information press Enter Notice ‘Work Hrs’ & ADL’s changed

Editing a Shift on Paid Claims20

Using STIM to process an adjustment to a shift up or down (underpayment or overpayment)

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The process to update a shift is the same for overpayments and underpayments.

Adjustments may be made when a day, time in, or time out has been reported or recorded incorrectly

Locate voucher record on the HINQ screen and mark it with a ‘T’ The HINQ screen can be accessed by using

the voucher number, provider number, or prime number

Once the field to the right of the voucher has been marked with a ‘T’ press ‘Enter’ This will bring you to the STIM

screen

On the STIM screen, change the ‘ADJ Time’ field to a ‘Y’

Tab to the shift that needs to be adjusted and make the necessary changes This may include changing the

day, the start time or end time, or changing an AM or PM that was incorrect

When complete press ‘F9’ to save Field Staff will need to continue

filling out the appropriate 287 form and submitting to PRU.

After saving the updated record it is automatically loaded into a queue that is worked by Provider Relations Unit.

Adjusting Miles Driven Post Implementation22

The process to update a Miles Driven is the same for overpayments and underpayments.

Adjustments may be made when a mileage has been reported or recorded incorrectly

Locate voucher record on the HINQ screen and mark it with a ‘T’ The HINQ screen can be accessed by using

the voucher number, provider number, or prime number

Once the field to the right of the voucher has been marked with a ‘T’ press ‘Enter’ This will bring you to the STIM

screen

On the STIM screen, change the ‘ADJ Time’ field to a ‘Y’

Tab to the ‘Miles Driven’ field and make the necessary changes

When complete press ‘F9’ to save Field Staff will need to continue

filling out the appropriate 287 form and submitting to PRU.

After saving the updated record it is automatically loaded into a queue that is worked by Provider Relations Unit.

NOTE:Any pending adjustment record that is to be processed by central office can be viewed by entering branch number ‘9999’ on the STIQ screen.

Using STIM to process an underpayment – Adding a line

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The process to add a line is very similar to the process for deleting a line

Locate voucher record on the HINQ screen and mark it with a ‘T’ The HINQ screen can be accessed by

using the voucher number, provider number, or prime number

Once the field to the right of the voucher has been marked with a ‘T’ press ‘Enter’

This will bring you to the STIM screen

On the STIM screen, change the ‘ADJ Time’ field to a ‘Y’

Tab to a blank ‘Day’ field and enter the new shift information

When complete press ‘F9’ to save Field Staff will need to continue

filling out the appropriate 287 form and submitting to PRU.

After saving the updated record it is automatically loaded into a queue that is worked by Provider Relations Unit.

Deleting a Shift

Tab to the shift that needs to be removed and mark the first digit in the ‘Day’ field with a ‘X’

When all shifts that need to be deleted have been marked press ‘Enter’

The shift has been deleted when ‘DELT’ is displayed in the ‘Work Hrs’ column.

When complete press ‘F9’to save.

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THIS IS A PLACEHOLDER TO INCLUDE A SLIDE DEDICATED TO ERROR MESSAGES.

WILL INCLUDE A LIST OF ERROR CODES AND MESSAGE.

- ALSO INCLUDE A DEFINITION FOR THE ERROR MESSAGE

- ALSO INCLUDE A COUPLE POTENTIAL SOLUTIONS TO THE DESIGNATED ERROR.

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Error Slide

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Msg # Common Messages Solution

P175 Date and Time segment overlap w/ another entry Time-in or time out for a specific day was entered that overlaps with another time entered on the same day.

P21 Invalid Vocuher number The voucher number entered is invalid. Double check the voucher number and retype the correct one.

P281 Invalid Time-In The time-in is invalid. Check for entry errors and make corrections.

P282 Invalid Time-Out The time-out is invalid. Check for entry errors and make corrections.

P285 ADL Time entered is more than Auth The total time reported exceeds what is authorized. Check with case manger to resolve any discrepancies.

P288 Miles entered is more than Auth The miles enter is more than what is authorized. Check with case manger to resolve any discrepancies.

P289 No unprocessed STIM record

There has been no time entered and saved. This dispalays when time has not been entered and saved on a

STIM voucher.

P290 Time for the Voucher already exists

This ocurrs when set the adjust time flag to Y pressing enter and leave the screen. If the ICN field is populated,

you will need to change the ICN to zeros to get the the record that you can update.

P292 Invalid character in Miles An invalid character or decimal was entered into the miles driven field.

P293 Invalid AM/PM indicator for Time-In An invalid character was entered in AM/PM field for time-in. You may use A, P or 1,4,7 (A) or 2,3,5,6,8,9(P).

P294 Time-out must be greater than Time-In

This ocurrs when the time-out entered occurs in the day before the time-in. Make corrections where appropriate

could be a incorrect indicator.

P295 Invalid character in Time-In An invalid character or decimal was entered for time-in.

P296 Invalid character in Time-Out An invalid character or decimal was entered for time-out.

P298 Mileage only is not allowed

This ocurrs when there is miles entered in miles driven and no entries made in the day, time-in and time-out.

Cannot pay miles only.

P300 Day entered is invalid This occurs when a day is entered that is not a calendar day. Check for data entry error.

P304 Time entry is not required for this voucher This message displays when all time enter has been processed or paid.

P305 Must Erase payment before updating time

This appears when you process the payment on HPAY to ready to pay and then go back to add more time onto

STIM. You must go to HPAY and erase before it will allow you to enter more time on STIM.

P307 Enter 24 hours for releif hours 0000AM to 1200AM

The time for a 24 hour releif provider must be entered in 24 hour blocks by entering in a begin time of 0000AM

to 1200AM.

P60 Date entered invalid An invalid date has been entered

Msg # Uncommon Messages Solution

P175 Date and Time segment overlap w/ another entry ######## (voucher #)

The provider in question has billed the same time of day for another service or has billed for same time of day

under a different program. Ask for case worker to help you resolve. Contact information for who authorized the

service can be found by pulling up the voucher # listed (HINQ,V,Vchr #) and selecting the voucher number

entered to navigate to HINV where contact information can be found.

P284 Cannot delete all records

It will not allow X(marked for delete) to be entered on all rows. If corrections are needed you may use X for

delete on some rows or overtype the incorrect information on day, time-in, time-out or A/P indicator.

P301 Day entered invalid - before Serv Beg

Day entered is prior to the service that is authorzed. Check you voucher number and information on it to ensure

you are on the correct voucher for the billing period.

P302 Day entered invalid - after Serv End

Day entered is after the service that is authorzed. Check you voucher number and information on it to ensure you

are on the correct voucher for the billing period.

P303 Day entered Invalid- in the future The day entered is in the furutre, check for a data enter error on day entered.

F O R A D D I T I O N A L I N F O R M A T I O N

P T C C M T O O L S P A G E

Thanks for coming27