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

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

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

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

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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—

  8. 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

  9. 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

  10. Dining Hall Collections CFM Cashier Functions Menu OFM Office Functions Menu MSR Cashier/MSA Reports Menu C7A USCG DD7A Billing Menu MRM Monthly Reports Menu NPM Nightly Processing Menu RSM Reprint Reports Menu IFM Insurance Processing Menu OIB Outpatient Itemized Billing Menu Select MSA System Menu option: CFM Cashier Functions Menu 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: DHE Dining Hall Collections Entry

  11. Dining Hall Collections 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 0.00 FORMS RECEIVED AF FORM 1087: TO: AF FORM 1339: TO:

  12. 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

  13. 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:

  14. Miscellaneous Receivables 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: OPE Outpatient Accounts Edit Select PATIENT or ACCOUNT: 123456789 ??

  15. Miscellaneous Receivables 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 EDIT PATIENT NAME: MARSHALL,PATRICIA M FMP/SSN: 30/222-33-4444 SPONSOR NAME: MARSHALL,THOMAS R JR SPONSOR GRADE/RANK: NW4 PATIENT CATEGORY: USN FAM MBR RET TREATING DMIS: 0124 NMC PORTSMOUTH SERVICE CATEGORY: VISIT DATE/TIME: 12 Nov 1999@1402 PATIENT PAY MODE: DD139 SALES CODE: NC COUNTRY OF ORIGIN: UNITED STATES REMARKS: CHARGES FOR COST OF UNOFFICIAL TELEPHONE CALLS STATUS: O STATUS DATE: 02 Dec 1999

  16. Miscellaneous Receivables 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 Time Charges Post

  17. Miscellaneous Receivables Dt/Time: 25 Feb 2007@1309 REVIEW-POST ONE TIME CHARGES Patient: JONES,MARY FMP/SSN: 30/222-33-4444 Act No.: A43094 DMIS: 0124 Status: Z Pat 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

  18. 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

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