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Accounting for aged care facilities using QuickBooks

Accounting for aged care facilities using QuickBooks. Presented by Sue Spindler, Eicor Resources Ltd, Christchurch. Requirements unique to aged care facilities.

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Accounting for aged care facilities using QuickBooks

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  1. Accounting for aged care facilities using QuickBooks Presented by Sue Spindler, Eicor Resources Ltd, Christchurch

  2. Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  3. Requirements unique to aged care facilities • Fees are funded from up to 3 different sources - WINZ, MOH and resident – and invoices may need to be sent to the resident for just a portion of the fees • Specific data collection is required for Ministry of Health reporting purposes, e.g. NHI numbers, date of birth, care level, whether private or subsidised • Data collection also required for administration and management reporting purposes, e.g. bednight occupancy, whether private or subsidised, next of kin details, care level, community services card details for pharmacy charges checking • Different GST rates for Rest Home fees (10.25%) and for Hospital fees (10.5%) • Many facilities also have villas which are either rented or ‘sold’ via Licences to Occupy, and this activity is exempt GST Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  4. Useful QuickBooks features: • Memorised transactions • User-defined fields in customer records • User-defined GST codes & rates • Customised & memorised reports • Exporting reports to Excel • Customer notes • Ability to edit transactions, especially customer invoices (in current month only!) • Classes (especially if there are villas – they are best in a separate class) Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  5. How do the fees get invoiced? • Each person is invoiced for the number of days each month that they are resident, at the daily fee charge applicable for their care level • Their daily subsidy amount (if any) is deducted from their invoice, and re-invoiced to the Ministry of Health on a bulk monthly or fortnightly invoice • If the balance is paid partially by WINZ and partially by the resident, a further deduction is made for the personal contribution, which is then re-invoiced on a separate invoice Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  6. Sample of fully subsidised invoice: Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  7. Sample of partially subsidised invoice: Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  8. Sample of personal contrib. invoice Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  9. Sample of private payer invoice: Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  10. Sample of MOH invoice: Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  11. Subsidy reconciliation report Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  12. Data in customer record Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  13. Report of data for MOH return: Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  14. Resident’s transaction report: For a subsidised resident, the balance outstanding at the end of each month represents the NZ Super portion which will be included in the next NZ Super fortnightly payment. In this case, the balance also includes the unpaid personal contribution. Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  15. Data for fees/bednight reconciliation: Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

  16. QuickBooks is great!! • Thank you for your time. I hope you have found this interesting and helpful. Please don’t hesitate to contact me if you have any questions. • Sue Spindler • sue@eicor.co.nz • Phone 03 366-6347 • Cellphone 027 210-4330 Eicor Resources Ltd, P O Box 4533, Christchurch - www.eicor.co.nz

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