SSIS Fiscal and SSIS Worker Terminology disclaimer The terminology used to describe people with...

SSIS Fiscal and SSIS Worker

Terminology disclaimerThe terminology used to describe people with disabilities has changed over time. The Minnesota Department of Human Services ("Department") supports the use of "People First" language. Although outmoded and offensive terms might be found within documents on the Department's website, the Department does not endorse these terms.

Mentor Meeting, 5/25/05 2

Why SSIS Fiscal?

SACWIS Requirement to include fiscal data and transactions Payments Service Arrangements IV-E Claiming & Reporting

CSIS replacement Reports MA Claiming

Integration of case management and fiscal functions


Things we have done so far Payments workgroup Claiming workgroup Reporting workgroup Custom county meetings Regional county meetings Working with staff at Computer Systems Support Begun the clean up of vendor information Begun the COA Initial Load SSIS Fiscal Flyer newsletter

distribute current happenings post surveys or questions for which we need

additional input


How Will SSIS Fiscal Affect County Operations?

More critical need for data accuracy Work flow may change Support needs may change


Information Integrity More Important Now

All billing, claiming and reporting done in SSIS Fiscal so accurate information is needed to: Make payments to vendors Create and submit accurate claims based on time

reporting and purchased services for reimbursement Send reports to DHS for their use and reimbursement

to counties Cash Flow

Accurate information = County revenue


SSIS Fiscal Schedule

SSIS Version 4.0 (pilot August 2005/statewide January 2006) Set-up maximums for service arrangements,

service arrangement groups, Chart of Account, or a group of Chart of Accounts

Create service arrangementsCreate Vouchers & Service agreements

Process payments to IFS or other County Accounting System

Generate and transmit state reports Submit claims to MMIS II


Chart of Accounts The Chart of Account information

identifies which account in the General Ledger will be used to pay for the services.


Vendor Import

Vendor records import from county accounting system. Changes are made in the county accounting system.

Import will overwrite Bus Org Name, payment address, phone, fax, e-mail, etc. in SSIS. Need to train SSIS Worker users to search by license type or IV-

E eligible indicator. Smith, John Foster Care Home will be overwritten by your county accounting system to John Smith and you may have another John Smith that provides Chore Services.


Vendor ImportFields Imported

• Vendor number • Fax number

• Vendor name • E-mail address

• Address line 1 • Status

• Address line 2 • Payee Vendor number

• Address line 3 • MMIS MA Provider ID

• City • 1099 Vendor

• State • Phone number

• Zip code • County code

• National Provider Identifier (future use)

• Associated processing information fields

• Phone number


County Preferences Setting


Budgeting Choices

Maximums on Chart of Accounts Choice to Enforce Choice to Require

Maximums on Chart of Accounts Groups Service Arrangements

Set Tolerances Approval Levels

Encumbering


COA Group Maximum


Service Arrangement


Service Arrangement

There are two levels of approval for Service Arrangements. Service Approval is to approve the services to be

provided. Accounting Approval is to approve the Chart of

Accounts, HCPC and other accounting codes


Pre-Printed Vouchers Vouchers can be printed from General Reports in a batch or

from Service Agreement or Service Arrangement lookup for individual Service Arrangements.


Payment details


Chart of accounts updated If the county uses Maximums on the Chart of Accounts

(COA) codes or groups, then the account is updated in the COA so that the dollar amount is listed as expended instead of encumbered.


Payment made/Balance remaining

The County Accounting System (IFS for most counties) send a payment confirmation back to SSIS. The payment confirmation includes warrant number, warrant date and amount of payment. The payment confirmation information displays in the payment record.

The payment information is available in SSIS Worker and SSIS Fiscal.


Claiming

Seven different claiming categories will be in FISCAL CW-TCM – Child Welfare – Targeted Case

Management MH-TCM – Mental Health – Targeted Case

Management VA/DD-TCM – Vulnerable Adult/Developmentally

Disabled – Targeted Case Management LTCC – Long Term Care Consultation RSC – Relocation Services Coordination


Claiming

Waivered Services which includes the following: EW – Elderly Waiver MR/RC – Mental Retardation/Related Conditions CAC – Community Alternative Care CADI – Community Alternative Care for Disabled

Individuals TBI – Traumatic Brain Injury AC – Alternative Care

Rule 5 – Child residential treatment center for children with severe emotional disturbances


Claiming

Eligibility information is received through a nightly interface with MMIS

Worker completes additional eligibility information. For example, for CW-TCM: Indicating if the child is being maltreated, at risk of maltreatment or in placement.

Claiming worker runs proofing and edit reports.

Appropriate changes are made to fix errors.


Accurate Information = County Revenue


State Reporting

IV-E Abstract CMHRS SEAGR TCM/FP


IV-E Abstract Report

The IV-E Abstract report is submitted quarterly to DHS Financial Management.

The IV-E Abstract report is the method for getting reimbursement for the cost of care for a IV-E eligible child’s placement and for reporting IV-E statistics to the federal government.

The IV-E Abstract report looks at payment information, placement information, licensing information for the provider and IV-E eligibility and reimbursability information for the child.


CMHRS Report

CMHRS - Community Mental Health Reporting System.

Semi-annual state report that satisfy federal mental health reporting requirements

Includes clients who received Mental Health services provided by county staff


SEAGR Report

SEAGR - Social Services Expenditure and Grant Reconciliation Report

Quarterly report on all county social services expenditures and revenues

Failure to submit complete, accurate, and timely SEAGR reports can result in a delay of funding.

The SEAGR report collects information about purchased services and staff provided services based on BRASS (Budgeting, Reporting, and Accounting for Social Services) codes.


TCM/FP CSR Report (or 3150.2)

TCM/FP – Targeted Case Management/Family Preservation Client Statistical Report. This report provides an unduplicated count of

clients based on DHS policy. The information from this report is used to

calculate the MA reimbursement rates for Targeted Case Management rate setting.


State Reporting A process of using proofing and error reports will be used for the

state reports. The staff responsible will run proofing and edit reports to identify

problems. The reports are then distributed to staff responsible for fixing the

errors. The proofing and error reports are rerun. The steps above are repeated until the errors are fixed. Any required Adjustment entry is completed by the reporting

staff. Verify data included in reports. Final report is run and submitted. SSIS will save a copy of what was submitted.


Accurate

Information

=

County

Revenue


County Internal Reports

Enhanced grids provide extensive ad hoc report capability.

Will the county have all staff do this or will you designate experts?

Will the county want some canned reports for which they save parameters so they can be run again?

Who will determine what the county wants on these reports?


Enhanced Grid from Chart of Accounts Search


Accomplishments When Finished

At the client level, see all services provided or attempted to provide.

See the total dollars expended. Where appropriate, the purchased services will be included

in the state reporting, i.e. SEAGR. Monitor expenditures for individual Chart of Accounts or

groups of Chart of Accounts. Where appropriate, claims will be generated and submitted

to MMIS II for reimbursement. Track trends over time for comparative data. Set limits (monitor) on spending from line item detail up to

Chart of Account detail. Optionally set maximums and enforce with error messages or

warning messages at the individual county level.


Accurate Information =

County Revenue

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