1 financial services workshop february 28, 2012. division of health sciences division units brody...
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DIVISION OF HEALTH SCIENCES
Division Units
BrodySchool ofMedicine School of
Dental Medicine
Laupus Library
College ofAllied Health
Sciences
Support Services
(Vice-Chancellor; HS Administration
& Finance)
College of
Nursing
ECUPDental Assoc.
East Carolina
Heart Inst.
Diabetes &
Obesity Inst.
DIVISION OF HEALTH SCIENCES
SYSTEMS DEVELOPMENT: Development, implementation, and evaluation of automated accounting
and financial management systems Collaborate with diverse groups of University managers & IT experts to
facilitate effective and efficient system solution decisions Use Excel Visual Basic to automate accounting and financial reporting
needs
TRAINING & TECHNICAL SUPPORT: Training & systems support to staff members SCT Banner chart maintenance liaison Division Level approver for all DHS Security Requests Division’s primary liaison between system users and information
FINANCIAL REPORTING: BSOM’s Institutional Coordinator for a variety of AAMC and other Medical
School financial surveys, and Association of Academic Health Centers surveys
Provide financial reporting for completion of Medicare/Medicaid cost reports
Design and production of adhoc &/or scheduled financial reports from Banner
Systems Support Services
DIVISION OF HEALTH SCIENCES
Manage contracts that range from professional services contracts with agencies in Eastern North Carolina to research and support contracts with healthcare companies throughout the United States
Track each contract from the time it is received until it is fully executed or other action has been taken
Review each contract before forwarding to senior management for review, approval and signature
Prepare revenue or payable contracts for the Vice Chancellor, Dean, or Executive Associate Vice Chancellor’s signature
Review departmental billing information and create invoices for contracted services to external agencies
Review and approve departmental Contractual Services Payment Requests (CSPR) for contracted services
Provide support to senior management, colleges, and schools
Contract Services
DIVISION OF HEALTH SCIENCES
Review of PORT requisitions, ProCard activities, Contractual Pay requests, Direct Payment forms, and any other means of purchasing for budget control and other items
Banner journal voucher review and processing for budget control and other items
Monthly ECUP Board report and ad-hoc reporting
Medicare and Medicaid cost reporting
Monthly ECUP STIF bank reconciliation, deposit clearing reconciliations, and other general ledger account reconciliations
Support for all levels of management and staff, including ad-hoc information requests and reporting
Financial Accounting
DIVISION OF HEALTH SCIENCES
Enforcement of State Treasurer, campus-wide and division-specific cash management policies and assurance of strong internal controls
Processing and deposit of daily patient and contract revenue collections via clinics, lockboxes, mail, and at office site
Application of student payments and financial aid to Banner student accounts and assistance with Higher One program
Collection of departmental deposits and posting into Banner
Disbursement of cash research study participant payments
Support for all levels of management and staff, including ad-hoc information requests and reporting
Depositary Services
DIVISION OF HEALTH SCIENCES
Division-level review of personnel actions including EPAFs, PCFs, and Budget Transfers
Assure the integrity of the position budgets within the Position Management System and reconcile the position data to the Banner Finance budgets and HR Payroll
Administration of 16066 State Lapsed Salary Plan
Administration of Salary Recovery Plan
Support for all levels of management and staff, including ad-hoc information requests and reporting
ECUP Budget Office oversees the annual ECU Physicians practice plan budget process for the clinical, overhead, Dean and Vice-Chancellor departments
Budget
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What We Do: Funding Source
Patient Care Patient RevenuesService ContractsState Support for Indigent Care
Medical Student Teaching State Funding/ECU Physicians
Resident/Teaching/Fellows Graduate Medical Education (GME) Funding/ECU Physicians
Research/Clinical Trials Grants/ECU Physicians
ECU Physicians Budgeting
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ECU Physicians Clinical Servicesas of June 30, 2011
Number of clinic locations = 33
Number of patients seen YTD June 30, 2011
• Outpatient visits = 382,916
• Inpatient visits = 127,416
• Emergency Medicine visits = 74,566
• Med Direct visits = 34,316
Number of procedures = 476,228
Number of calls answered = 1,087,885
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Includes 3 types of budget units:
•Clinical Departments
•Overhead Departments
•Dean/Vice Chancellor Departments
ECU Physicians Budgeting
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ECU Physicians Budgeting
11 Clinical Departments
• Internal Medicine • Emergency Medicine • Surgery
• Psychiatric Medicine • Family Medicine • Pathology
• Pediatrics • Physical Medicine & Rehabilitation • Oncology
• Obstetrics & Gynecology • Cardiovascular Sciences
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ECU Physicians Budgeting
Overhead Departments
• ITCS • Administration & Finance • Compliance
• Risk Management • Patient Billing & Reimbursement • HISS
• Business Operations • ECUP Administration • Managed Care
• Contact Center • Patient Access Services • Pharmacy (Breakeven-no expense allocation)
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Overhead:
•Centralized components of Operations that need to be allocated back to the departments utilizing the services.
•Allocation method is based on utilization.
•Expenses are allocated during month end processing.
ECU Physicians Budgeting
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ECU Physicians Budgeting
Fiscal Year 2011/2012Allocation Criteria:
Overhead Department Allocation Based on: Data Used
Admin & Finance # of Employees 11/12 Budget Staffing Templates
ITCS # of Employees 11/12 Budget Staffing Templates
Compliance # of Employees 11/12 Budget Staffing Templates
Group Practice Admin # of Clinical Faculty/Staff 11/12 Budget Staffing Templates
Risk Management # of Clinical Faculty/Staff 11/12 Budget Staffing Templates
Contact Center 86% based on # calls/ 14% based on # of Clinical
Faculty/Staff
11/12 Budget Staffing Templates
HISS # Distinct Service Dates HealthSpan Data
Clinical Finance (Billing & Reimbursement) 50/50 on Pt. Revenues & # Distinct Service Dates
HealthSpan Data
Patient ServicesShared Expenses Allocated Based on # Distinct
Service Dates
HealthSpan Data
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Dean’s Departments:
•Dean’s Office
•GME Office
•Academic Affairs
•Clinical Skills
•Telemedicine
ECU Physicians Budgeting
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Vice Chancellor Departments:
•Vice Chancellor Office
•Health Sciences EPA Personnel Office
•Prospective Health
•Multimedia Technology Services
ECU Physicians Budgeting
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Dean & Vice Chancellor Departments:
•Provides financial support for some school-wide initiatives and expenses.
•Includes Dean’s Administrative Staff (Medical Director, HealthSpan Billing & Electronic Medical Record), etc.
•Vice Chancellors area includes VC Administration and HS EPA Personnel office.
ECU Physicians Budgeting
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Practice Plan Budget Process
ECUP Budget office prepares templates including prior year data and current staffing. Budget templates are completed by department representatives. Budgets are submitted to the ECUP Budget Office. Departments present budgets to ECUP Finance Committee. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted….
ECU Physicians Budgeting
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Practice Plan Budget Process
Budgets are consolidated and presented to the ECUP Board for approval. Historically, the budgets are not approved until further revisions are made. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted. You get the picture! The goal is to have an ECUP Board approved budget by June 30th and input
into Banner Finance by mid-July.
ECU Physicians Budgeting
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Practice Plan Budget Process Line item budgets are entered via a GURFEED into Banner
Finance. Departmental and Consolidated budgets are reconciled to Banner
Finance. Personnel/Position budgets are reconciled by the department
along with assistance from ECUP Budget Office. Department submits necessary personnel actions required to
match Position Management with the approved ECUP Budget.
ECU Physicians Budgeting