health claims trust fund overview and best practices tony roselli, cpa, cgma – roselli, clark and...
TRANSCRIPT
Health Claims Trust Fund Overview and Best
Practices
Tony Roselli, CPA, CGMA –
Roselli, Clark and Associates
Edd Byrnes & Ken Lombardi
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Agenda MGL Chapter 32B, Section 3A Accounting for Health Claims Trust Funds Flaws in the statute Common problems Best practices How do we protect ourselves from pitfalls
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MGL 32B Section 3A Allows political subdivisions of the
Commonwealth of Massachusetts to establish a Health Claims Trust Fund.
Essentially a vehicle by which an organization can elect to manage its risk associated with employee and retired employee health claims.
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MGL 32B Section 3A Funding to the Trust is made available from
(1) appropriation, (2) applicable payroll withholdings from employees’ periodic pay, and (3) contributions from retirees.
For those who adopt these provisions, it replaces traditional premium based health insurance plans.
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MGL 32B Section 3A Requires annual audit Accounting is required to be in accordance with
generally accepted accounting principles (GAAP) – not Statutory like other funds
Treasurer is required to be the custodian of the funds
Treasurer is responsible to assure a sufficient balance at all times that enables the payment for incurred and unpaid claims and other related liabilities
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Accounting1. Withholdings from employees are reported as revenues to the Trust.
2. Matching contributions from the Town are reported as revenues to the Trust.
3. Reinsurance reimbursements are recorded as revenues to the Trust.
4. Medical claims are recorded as expenses of the Trust.
5. Administrative costs are recorded as expenses of the Trust.
6. Medical claims incurred but not reported (IBNR) are required to be accrued at the close of the year.
7. Payments for medical claims paid subsequent to year-end that relate to the target year are posted as accounts payable of the trust.
8. Reinsurance reimbursements received subsequent to year-end that relate to the target year are posted as accounts receivable of the trust.
9. Contributions received prior to year-end that relate to subsequent year claims are recorded as unearned revenue (typical when summer school pay lump sum exists).
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Accounting
Debits Credits
4 Processed claims 1 Employee withholdings5 Administrative costs 2 Town Contribution6 Claims incurred but not reported (IBNR) 3 Reinsurance receipts7 Subsequent year processed claims 8 Subsequent year reinsurance receipts9 Contributions related to subsequent year
Health Insurance Trust Fund
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Accounting Aggregate credits should exceed aggregate
debits
If aggregate debits exceed aggregate credits a deficit exists (we have a problem)
This should be monitored monthly
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Flaws in the Statute GAAP accounting required; despite the
Commonwealth being on a statutory system Treasurers (who have statutory responsibility) are
typically not proficient at GAAP accounting The Department of Revenue representatives who
enforce these regulations are not proficient at GAAP accounting
Typically results in inaccurate reporting and possible deficiencies in recognizing liabilities
No minimum subscriber requirements
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Flaws in the Statute No minimum reserve requirement for funds
held in reserve as is the case for a typical insurance company
While audit is required, no timeline exists on when the audit is to be submitted as is the case for a typical insurance company
No requirement for an insurance committee No requirement for a professional benefits
consultant to provide oversight
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Flaws in the Statute Essentially any political subdivision, no matter
how large or small, through a simple adoption of this statute can basically run an insurance company with unqualified individuals
This involves some of the most complex accounting and operating issues that exist with little in the way of requirements to insulate themselves from these risks
The end result when the wrong organization believes this is a good idea is disaster
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Common Problems Insufficient contributions
Employee rates Appropriation Leads to inadequate reserves
Inadequate monitoring No Insurance Committee No benefits consultant Confusion in assigned responsibilities Reinsurance claims not reviewed No monthly analysis conducted
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Common Problems Organization is too small to bear the risk of a catastrophic
year
Improper accounting Lack of GAAP knowledge IBNR calculation Liability cutoff issues
Lack of reconciliations
Tardy submission of audits to DOR
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Best Practices Determine if the quantity of employees in the
organization is sufficient to bear the risk of this activity Establish insurance committee to provide oversight of
the Trust and make recommendations on rates and contributions
Engage a benefits consultant with proper qualifications to work with the insurance committee and entity
Despite Treasurer named as responsible in the statute, assign responsibilities to proper employees such as Accountant, Finance Director and Town Manager or equivalent
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Best Practices Establish monthly monitoring process of
revenues and expenses Establish policies to maintain reserve of 20 –
30% Maintain sufficient reinsurance policy Establish reconciliation procedures Maintain accurate and timely accounting records Conduct audits timely and submit to Department
of Revenue timely
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How do we avoid the pitfalls Timely Annual audit including IBNR review. Professional benefits consultant.
Sets rates Obtains reinsurance quotes with proper individual
deductible Provides monthly or quarterly underwriting
estimates and presents to Administration and IAC Assures the group of timely reimbursement of large
claims back to Trust. Annual RFP for claims and reinsurance services
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Why things look good at start Assumption: You are moving from a fully insured plan to self-funding.
On your effective date and for the roughly the first three months of your plan year You will deposit your level monthly premium and the employees monthly premium into your Trust Account.
You will have very few claims charged against your Trust Account as your prior carrier has the obligation to pay any and all claims incurred while they were in force even though the claims were paid after their termination date. You have that same obligation if you were ever to terminate your self-funded plan and go back to a conventionally insured program.
This is called the Incurred but not Reported Reserve. (IBNR) So you can see while you are not paying claims during the first few
months you are in fact setting up your own IBNR which is a liability of the Trust.
Caution needs to be taken with this reserve. Investment policies must keep this liquid.
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How do you Set Rates Basically the rates are a function of the following factors on
fully credible accounts: Claims Administration Risk
So the general formula is: Total Paid Claims CLAIMS Less: Large Shock Loss Claims Plus: Pool Charge for Large Claims Pooling RISK Divided by Cumulative head counts Times trend for Medical Care inflation Include a factor for Administration Costs ADMIN.
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Ongoing Maintenance The following items are critical to maintaining a
positive Trust Fund balance: Annual audits Professional underwriting reviews at least
quarterly. Consistent monitoring of large claims reports and
filings for reimbursements. Consistent presentations to management and IAC
for transparency and for education of all involved Conservative investment policy.