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GT Financial

GT Financial. Overview of Fiscal Intermediary Services Tim Carmichael, CPA, CFO. tcarmichael@gtindependence.com 877-659-4500 cell:269-716-0207. Some Things You Should Know About GT. We’ve been providing fiscal intermediary services in Michigan since 2005

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GT Financial

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  1. GT Financial Overview of Fiscal Intermediary Services Tim Carmichael, CPA, CFO tcarmichael@gtindependence.com 877-659-4500 cell:269-716-0207

  2. Some Things You Should Know About GT • We’ve been providing fiscal intermediary services in Michigan since 2005 • Our mission is to facilitate Self-Determined lives for everyone, especially people who need mental health and long term care services. • We believe in personalized service, rapid response, accountability, collaboration, professionalism, and application of technology. • We provide services in Michigan and Wisconsin and we are the largest FI in Michigan. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  3. Tim and Dave… GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  4. Areas of Service • Field Services • Customer Service • Payroll/Disbursement • Claims/Reimbursement • Reporting • Eligibility Monitoring GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  5. Field Services • Field Service Representative • Works with agency clinical staff to coordinate enrollments. • Conducts face-to-face kickoff meetings • Helps calculate budgets • Heads off potential problems and works to solve problems. • Liaison between agency clinical staff and GT administration. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  6. Field Services Cont’d • The Kickoff Process • Requires an employer – Participant Info Sheet • Requires an employee – Job Application and Background Check Authorization • Requires an authorization/budget • Field Service Representative creates budget and enrollment documents • Field Service Representative conducts face to face meeting with family to explain documents, agreements and requirements for the program. • Field Service Representative enrolls employees and explains payroll process. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  7. Field Services Cont’d • Other Services: • Work through special situations (special disbursements, family dynamics, etc.) • Provide knowledge on self-direction issues • Provide information at case management meetings GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  8. Customer Service • Customer Service Associates • Available by toll free phone M-F 8-5 • Help employers/employees understand documentation requirements. • Assist employers with hiring/firing of employees. • Answer questions related to individual reports • Maintain up to date authorization information in GT’s system. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  9. Payroll/Disbursement • Ensure that timesheets/invoices comply with agency standards for documentation. • Verify that services are authorized before issuing payment • Verify that employers have not exceeded their budget before disbursing payment. • Issue Paychecks according to a pre-defined payroll schedule that is published and distributed to employees. • Conduct withholding, payroll tax filing and other tax compliance activities. • Direct deposit, garnishments, employment verifications GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  10. Claims/Reimbursement • Process request for Advance for new enrollees. (1/12th or 2/12th depending on the billing cycle) • Issue claims for services in your specified format. • HCFA-1500 • 837 • Web based claims system • Paper Invoices/statements • Perform reconciliations for worker’s compensation and other ancillary items. • Work with your agency to maximize efficiency and accuracy in cash cycle. • Refund advances for employers who leave the system. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  11. Reporting • Issue monthly individual reports to employers. • Reports sent to case manager,agency administrative staff, and Community Resource Consultant as well. • Customer service helps people understand reports. • Reports designed to provide different levels of feedback. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  12. Eligibility Monitoring • Training • Help agency establish training policy • Provide monthly training report to agency staff • Provide information to employers/employees about where to access training. • Enforce agency policy as directed. • Background Checks • Help establish policy • Guide employers on rules around BG checks. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  13. Nuts And Bolts • Referrals • Authorizations • Pre-enrollment • Enrollment • Training • Employee payroll • Budget reports GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  14. Referrals • Local Management Entities begin the process by explaining the Self Direction option. • During the Person Centered Planning process, the Participant will identify the resources they need to achieve their goals. • The Case Manager will share the summarized resources identified with the Fiscal Intermediary who will develop a budget. • The Participant and Community Resource Consultant will also participate in this process. • When the budget is completed, it will be returned to the Case Manger and the Community Resource Consultant, for review/approval. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  15. Authorizations • The Case Manager will forward the request for services to Utilization Review. • Initially utilization review will be completed by Value Options • Utilization review process will be transitioned over to the Local Management Entities. • After completion of the review process and authorization will be posted for GT Financial Services. • It would be helpful for the Case Manager to send us an email (HIPAA compliant) letting us know that an authorization was pending. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  16. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  17. Pre-enrollment • Upon notification by the Case Manager, GT Financial will retrieve the authorization, and communicate with the Community Resource Consultant and the Participant to identify who the employee is and what the rate of pay is. • The employee will complete a job application and consent for background check. Blank forms and an electronic version of the application will be made available to the Community Resource Consultant. • Background checks are typically done within 48 hours after receipt of the consent. • The enrollment documents are prepared, within a week after receipt of the authorization, usually sooner. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  18. Enrollment • The Field Service Representative will coordinate a meeting with the Participant, Case Manager, and Community Resource Consultant and prospective employee at the Participant’s home or preferred meeting place. • The purpose of the enrollment is to complete the required agreements and tax forms. • In addition, the enrollment is an opportunity to coach participants and employees about being the employer/employee relationship and Medicaid requirements. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  19. Training • DMHDDSAS will identify required training. • Typically, employees are given 30 days after hire to complete training. Failure to complete training within the required time frame disqualifies them from being an employee. • Some training elements have to be completed prior to starting work. • Employees are required to submit documentation to GT Financial Services demonstrating that they have completed the required training. • GT Financial Services tracks when trainings are completed and when they are due, based upon the requirements of DMHDDSAS. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  20. Employee Payroll • Employees are paid twice a month. • Payment is made by: • Paper check • Direct deposit • Debit Card • Time reports can be mailed, scanned and emailed, or faxed via toll free number • When time reports are received they are examined for conflicting or incomplete data. Participants/employees are contacted when data is conflicting or incomplete. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  21. Payroll Schedule GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  22. Employee Payroll GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  23. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  24. Budget Reports • Budget reports are issued monthly, usually mid month of the following month. • Reports will be distributed to the Participant, the Community Resource Consultant, and the Local Management Entity/Case Manager. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  25. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  26. GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

  27. THANK YOU GT Financial 113 N. Monroe St Sturgis, MI 49091 (877) 659-4500

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