Briefing: Patient Trust Fund Date: 22 March 2007 Time: 0900 - 0950

1. Briefing: Patient Trust Fund Date: 22 March 2007 Time: 0900 - 0950

2. Objectives To present information on how to secure, release, and account for patient valuables

3. Agenda • General • Initial deposits • Subsequent deposits • Withdrawals • Deposits remaining after discharge • Accounting • If it’s going to happen – It will happen at MAMC

4. General • The MTF Commander is responsible for the overall operation • Designate, in writing, a PTF custodian • Designate additional personnel, in writing, as PTF clerks (on- and off-duty) • Determine amount of cash to be kept on hand • PTF custodian is responsible for receipt, safekeeping, disbursements, and accounting

5. Initial Deposits • Every patient must be asked • The appropriate form (Service-specific) is filled out in duplicate • The PTF custodian enters a description on the funds and/or valuables without assigning value; e.g., • Ring, with one white stone • Watch • Necklace with yellow-colored cross • The patient or his/her representative signs the block indicating the desire to make a deposit • Original is retained by the custodian; duplicate is given to patient

6. Subsequent Deposits • The patient presents their copy of the deposit record • The custodian itemizes and enters the amount of additional funds and/or valuables on both copies of the form • If the patient’s signature cannot be obtained, the form is signed by a witness

7. Withdrawals • The patient presents their copy of the deposit record to the custodian who will annotate the proper entries • The custodian requires patient identification • The patient signs the custodian’s copy of the deposit record as indicated • If the patient is unable to sign the form, a witness will be obtained

8. Deposits Remaining After Discharge • Forwarding address known: Send check, valuables, letter of transmittal by certified mail • Forwarding address unknown: Follow directions in DoD FMR 4160.21-M • Deposits of deceased patients: Dispose of property according to applicable Service regulations

9. Accounting • Prepare Patient Trust Fund Daily Summary • Update the PTF journal • Do a monthly trial balance by adding the deposits and withdrawals to the balance forward and correct any discrepancies (MAMC uses a locally developed form) • Checkbook* – Balance each month with bank statements * A checkbook is used for any deposits over approved limit, or in case a patient was discharged and did not pick up their valuables

10. Accounting • Uncashed checks – If you cannot locate the patient (or the patient refuses to cash the check), it becomes stale. A check is drawn in the same amount to the Treasurer of the United States and deposited into the account “Unclaimed Monies of Individuals Whose Whereabouts are Unknown.” Annotate journal • Overages are verified by audit and a check payable to the Treasurer of the United States is deposited into account “Forfeitures of Unclaimed Money and Property”

11. Loss of Funds and/or Valuables • Minor losses of $300 or Less (No Fraud) – The disbursing officer conducts an investigation and renders a written investigatory report. The report is signed by the investigating officer and submitted in letter or memorandum format and contains: • Name, SSN, Grade, location and capacity of the individual who incurred the loss • Name, SSN, and Grade, of the accountable individual • Amount of loss • Description of how the loss occurred • A statement whether there is evidence of fraud —Continued—

12. Loss of Funds and/or Valuables • A statement whether the accountable individual was functioning in a prudent manner in accordance with applicable regulations and directives • A statement whether the loss occurred while the accountable individual was acting within the individual’s line of duty • A statement whether the presumption of negligence is refuted by the specific facts • The following investigating officer’s recommendation, as appropriate: “I do/do not recommend relief from pecuniary liability” • The signed certification of the disbursing officer (DoD FMR Vol 5, C6)

13. Q&A Questions?

14. Quiz What would you do if…? • Discussion of death imminent case • Discussion of spouse who requested valuables with no power of attorney • Discussion of what can happen when PTF is not verified daily • Discussion of after-hours PTF procedure