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Updates, Reminders, and Best Practices
Indiana Vocational Rehabilitation Claim Payment System
10/31/2019
www.publicconsultinggroup.com
Agenda
Welcome
Updates
Best Practices
Reminders
Questions
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Updates
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End of Fiscal Year Clean Up
Authorizations and claims associated with the last Federal fiscal year
(ending September 30, 2019) must be cleaned up to close out the
budget.
VRC’s and CC’s are undergoing a number of fiscal activities to close
out the last year.
In conjunction with these activities, vendors and providers should
review drafted and not approved claims in CPS to clean up drafted
and not approved claims.
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Vendor Clean Up Activities
Run the Claim Status report to review what claims are currently sitting
in CPS.
• Identify a list of drafted claims that are old.
• Organize the data to assist staff in determining which claims need
attention.
Drafted Claims: Organize data to determine duplicates and
unnecessary drafted claims, and delete them.
Not Approved Claims: Revise and resubmit ‘not approved’ claim.
Instead of deleting ‘not approved’ claims, please edit and resubmit the
claim for approval. If ‘not approved’ claim is not needed, please delete
the claim.
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General Approval Timelines
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Activity Timeline
Approval of first registration
submission
2-3 business days
Approval of previously approved
registration submission
1-2 business days
Draft to approved or not approved
claims under $10,000
10-14 business days
Approval of previously not approved
claims
Depending on the level of approval
needed, 10-14 business days.
Approved to paid status Up to 5 business days
Paid status to payment received 5-7 business days depending on
payment type
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Refunds
CPS does not currently handle refunds. Vendors who need to submit
a refund should send the refund amount to the local office with the
relevant claim number(s) listed.
VR Staff will complete the refund form, listing the authorization and
claim number, and send the form and refund check to Central Office.
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Please Contact
VRVendor@fssa.in.gov for
additional information.
Best Practices
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Finding Particular Authorizations
Authorization Search can be used to find particular authorizations
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Reviewing Lists of Authorizations
Authorization Research Report: Locate authorizations and
descriptions of service
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Outstanding Authorizations Report: View authorized amounts and
authorization start and end dates per participant.
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Finding Particular Claims
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Reviewing Lists of Claims
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Claim Status Report: Use this report to be proactive on staying up to date
on claim submission, researching if claims have been approved, and
projecting revenue streams.
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Participant Lookup: Info, Auths, and Claims
User Maintenance
Recommendations for effective account maintenance:
• Maintain at least two super users
• Each user should have their own account and should not share
password
• Super users should lock out users that no longer require access
• Maintain any changes/updates needed to the registration
Did you know… users can reset passwords under the account tab.
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Supporting Documentation
Please download new guidance on submitting supporting
documentation.
Naming tips include:
• Include the type of document in the title
• Include a distinguishing factor, such as initials
• Include a date
Examples:
“Milestone Verification Form_MC_8202019”
“Receipt_TG_72919”
“Delivery of Goods Receipt_MM_8219”
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Please Contact
VRVendor@fssa.in.gov for
additional information.
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Linking Payments to Participants
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•Select View Checks from the Payments
Tab
•Export payment
information to Excel
•Verify and separate all
paid claims by payment date and participant
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Tracking Payments
Use available reports:
• Payments by Procedure Code Report: Review total amount paid
per service categories for each participant
• Vendor Payments by Client and Claim Detail: Review payment
dates and amount for each participant
Trying to locate a payment?
• EFT address: Public Consulting Group, Inc. for Indiana FSSA
DDRS Vocational Rehabilitation.
• Contact PCG for concerns regarding your bank information: 1-833-
475-3061 or INVRclaimpay@pcgus.com
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Reminders
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Recent Changes to CPS
Service/product units: When creating a claim, the
‘Service/Product Units’ no longer auto populates. The user enter
the number of units completed during the time period indicated.
Additional Invoices: Language has been changed to ‘Additional
Claims Expected for this Authorization?’. This field is required to
know if the user will submit an additional claim, or if VR should
proceed with canceling remaining funds. The user must answer ‘Yes’
or ‘No’ to this question to proceed with submitting the claim.
Register to receive Email updates from VR:
https://vrcps.fssa.in.gov/Public/Portal.aspx
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Claims Submitted Past 90 Days
Per the VR Vendor agreement, all claims MUST be submitted within
60 days of the date of service. Currently, VR-CPS does not allow a
vendor to submit a claim past 90 days. If you have claims past the
90-day limit you should:
1. Draft the claim
2. Add supporting documents (as needed).
3. Save the claim.
4. Send the draft claim # (s) and a brief description of why the claims
are being submitted late to VRVendor@fssa.in.gov.
As of January 1, 2020, VR will begin to enforce the 60 day rule for
submittal of claims. Please ensure you are signed up for the listserv so
that you get this announcement.
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Authorizations with $0 or Negative Amounts
If an authorization appears to have a value of $0 or a negative amount, it may
be due to previously drafted claims or the authorization was closed prior to
the claim being submitted.
If this occurs unexpectedly, reach out to VRVendor@fssa.in.gov
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Updating Registration
If the following information is updated, the registration will need
to be submitted for State Approval (6 items will kick you out of
approved status).
1. Modifications to Goods/Services
2. Modifications to Service Locations
3. Modifications to Credential Information
4. Modifications to Banking Information
5. Modification to FEIN
6. Modifications to Pay to Address
Review the short video on CPS, ‘Registration Refresher’ for more
information
IN CPS Vendor Registration Refresher
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Contact vrvendor@fssa.in.gov
for additional information.
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Where to Find Resources
The Family and Social Service Administration website is a resource for
Vendors to receive updates, review FAQs, review recorded training and
to sign up for the Vendor listserv.
https://vrcps.fssa.in.gov/Public/Portal.aspx
• Important Links
• Weekly Tips
• System News
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You can also contact the PCG
Help Desk at 1-833-475-3061
“”Questions?
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TM
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