state staff-time entry management v1

Proprietary and Confidential: Do Not Distribute

State Staff : Time Entry Management

v1.3


Contents

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• Auto Approval

• Pending Entries Management

• Correcting a Punch Entry Mistake

• Entry Edits

• Adjustments

• Handling Over and Under Payments

• Historical Entries


Auto Approval

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What is Auto Approval?

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Auto Approval is a system process that runs daily at 4:00am PST.

Auto Approval checks to see if entries:

• Are within the hours on the service authorization

• Are within the Provider's weekly cap

• Have completed Client Signoff


What is Auto Approval?

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Time entries that pass auto approval do not need to be approved by a user.

Entries that fail auto approval will remain in a Pending status until the entry is corrected.

These pending entries will appear in the Pending Entries screen.

The Agency can manage these entries through their Pending Entries Management process.


Pending Entries Management

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What is Pending Entries Management?

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• The Agency uses the term “pend” to refer to entries that have failed or are awaiting auto approval.

• In OR PTC DCI, entries “pend” until Auto Approval runs and will stay in the pending status if they fail auto approval.

• State users will use the Pending Entries screen in OR PTC DCI to manage pending entries.

• State users should search for pending entries up through "yesterday’s” date to view a list of entries that failed the auto approval.



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You can approve, reject, and edit entries in a Pending status.

1. Hovering over the red eye icon will reveal the reason the entry failed auto approval

Example: the entry failed a business rule. There may be more than one reason for failure, as in the yellow outlined examples to the right.

2. Hovering over the grey question mark icon will reveal information about the pended entry.

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Note: Entries showing the reason “Portal Sign Off Pending” need no action they will auto-approve during system sweep at 4 am



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You can use the search fields to filter the Pending Entries.

1. Entries can be filtered by: • Date • Punch Id• Service Code • Consumer Name• Provider Name• Cost Center • Account Type • Select EVV • Select Review

2. Once you have entered all your filter criteria, Click Search.

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To work the Pending Entries Tab, follow Business Process 4.1.1:

• The Voucher Specialist views the Pending Entries Tab daily in OR PTC DCI.

• For each pended entry, the Voucher Specialist identifies why the entry has pended.

• If the entry is pended due to being over the weekly cap, approve the entry.

• If the entry is pended due to being over the authorized hours, follow the steps on the following slide for business process 2.12.0.

• If the entry is pended due to both above listed scenarios, follow 2.12.0.

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If the Voucher Specialist finds that the Provider goes over authorized hours by MORE than 15 minutes, they would then need to proceed with following Business Process 2.12.0:

• Voucher Specialist checks Oregon Access narration to see if more hours were authorized and checks to see if a 546SF exists.

• Determines whether the Case Manager has authorized the additional hours per narration and/or 546SF. (If both were not completed, check with the Case Manager to see if the missing step can be completed.)

Note: If the Provider knows they will go over hours due to an emergency, they must notify the local office no later than 2 business days after the emergency.



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If the Voucher Specialist determines the Case Manager has NOT authorized the additional hours per narration and/or 546SF:

• The Voucher Specialist reaches out to the Case Manager to verify if hours were authorized and if the Case Manager authorized the hours.

If the Case Manager did NOT authorize:• The Voucher Specialist edits the punch entry in OR

PTC DCI, reducing it to the authorized amount.• The Case Manager verifies punch entry in OR PTC

DCI.• The Voucher Specialist approves the pending entry,

removing it from the Pending Entries Tab and narrates in Oregon Access.

Note: If for some reason the Voucher Specialist does not approve the entry after the Case Manager verifies it, it would go through auto approval.


Note: If for some reason the Voucher Specialist does not approve the entry after the Case Manager verifies it, it would go through auto approval.


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If the Voucher Specialist determines that the Case Manager DID authorize the additional hours per narration and/or 546SF:The Voucher Specialist checks to see if the Mainframe is inaccurate (does not include authorized hours).

• If YES, the Voucher Specialist voids the voucher in Mainframe and creates a new voucher with the updated authorization information on the 546SF. The Voucher Specialist updates the voucher number and hours in OR PTC DCI on the authorization.

• If NO, OR PTC DCI is inaccurate, the Voucher Specialist updates the authorization information in OR PTC DCI.

The Voucher Specialist approves the pending entry, thus removing it from the Pending Entries Tab and narrates in Oregon Access.



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If the Voucher Specialist finds that the Provider goes over authorized hours by LESS than 15 minutes, they would then need to proceed with following Business Process 2.12.0:

• Voucher Specialist calls the Provider to notify them that they are over their authorized hours and must edit their time in OR PTC DCI.

• In OR PTC DCI, add a note to the Provider’s profile, specifying when the call was made and the punch entry in question.

• Provider edits the pending time entry in OR PTC DCI Web Portal to be within their authorized hours.

• Continues working the pending entries tab.

Note: It is the Provider’s responsibility to update the punch entry in this scenario.



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Once the authorized hours have been managed according to Business Process 2.12.0, which we just covered, the Voucher Specialist then needs to determine whether there are any remaining entries in the Pending Entries Tab.

• If YES, repeat the processes in the previous 4 slides.

• If NO, the Pending Entries Tab has been worked.



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You can approve or reject entries in a Pending status.

To approve an entry:

1. Click the “A” Button at the beginning of the row for the entry you are approving.

2. Click Yes on the Alert to confirm

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To reject an entry:

1. Click the “R” Button at the beginning of the row for the entry you are approving.

2. Click Yes on the Alert to confirm

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• Once an entry has been approved or rejected, the "A" and the "R" will disappear from the entry.• If you press F5 to refresh the webpage the entry itself will disappear from this list.• You can also edit an entry which will be covered next in Entry Edits.


Correcting a Punch Entry Mistake

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• When it is identified that a mistake has been made on a punch entry or a Consumer or Consumer Employer Representative disputes a punch, it should be corrected by the Provider.

• If the Provider is unwilling or unable to correct the entry, or if it is already in approved status, it will be edited by a State User with the Supervisor Role.

The path to correcting the error can go a variety of ways depending on the situation. We will look at each of the paths and what a State User’s role will be within the process.

Note: If the Consumer or Consumer Employer Representative is disputing the entry, the Case Manager will contact the Consumer or Consumer Employer Representative to resolve the dispute.



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Paid Entries

If an entry has been paid you will need to follow the Over/Underpayment process which will include making an adjustment to the entry in the OR PTC DCI system.

• Time entry Adjustments in OR PTC DCI will be covered later in this training.

• The paperwork and payment adjustment process in the Legacy will remain the same as it has been in the past.

Unpaid Entries

If an entry has not been paid there are several ways the entry can be corrected, these will be covered on the next slide.



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Provider is Willing and Able to Correct the Entry

Follow the appropriate path below based on the current status of the entry

Entry is in a Pendingstatus

Entry is in an Approvedstatus

Provider Edits the punch entry in OR PTC DCI

State User Cancels the incorrect punch in OR PTC DCI

Provider Creates a historical entry in OR PTC DCI and resubmits

Corrected/New entry passes all other Business Rules

Entry is now in a Pending status and

will run through system Auto-

Approval



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Provider is Unwilling or Unable to Correct the Entry

Follow the appropriate path below based on the current status of the entry

Entry is in an Approvedstatus

New entry passes all other Business Rules

Entry is now in a Pending

status and will run through system Auto-

Approval

State User edits the entry in OR PTC DCI. The edited punch goes into a Rejected status. The system creates a new punch with the updated information

Entry is in a Pendingstatus

A different State User verifies the entry in OR PTC DCI

State User edits the entry in OR PTC DCI. The edited punch goes into a Rejected status. The system creates a new punch with the updated information


Entry Edits

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Entry Edits

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You can also edit entries in pending status.

To edit an entry:

1. Click on the entry. Be sure NOT to select the blue hyperlinks on the entry.

2. From the Punch Detail screen, Click Actions

3. Click Edit Entry

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Entry Edits

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4. Make the necessary

changes

5. Click the Plus sign in

the Reason field to

show the drop-down

list of reasons

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Note: When making edits, it is important to add a note that explains why you are making the edit and that you have validated the information with the Provider.


Entry Edits

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6. Select Reason Code: State-Other from the drop-down

7. Add Note to explain reason for edit

8. Click the plus sign to add the reason and note

9. Added Reason Codes field shows the reason and note which can be edited or removed if needed

10. From the Statements field, select any tasks that may need added or removed

11. Click Save

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Entry Edits

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12. When the Alert appears, Click Yes

The original entry will be rejected, and a new entry will be added.

The new entry will be in an unverified status until verified by the State User or the Provider.

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Adjustments

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Adjustments

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The Agency uses the term “adjustment” to refer to modifications and cancellations to entries after

they have already been paid through the Mainframe System (DHR). In OR PTC DCI, the term

“adjustment” will refer to any modifications or cancellations on entries in an approved or

processed status.

Who can adjust entries in an approved status?

● State users with a Supervisor role

○ You will only be able to adjust entries that are under your Cost Center.

○ For example, if Suzy has the Supervisor role over Cost Center A, Suzy will only be able

to adjust entries in Cost Center A.

Note: Providers cannot adjust their own entries that have a status of approved, processed, or paid.


Adjustments

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To make an adjustment to a Provider’s time entry:

1. Click on the

Employees tab

2. Enter search criteria

3. Click Search

4. Click on the correct

Provider from the

results

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Adjustments

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After selecting the Provider, you will be taken to the Employee Details page

5. Click Entries Tab located

after Provider

demographics

6. Select Approved in the

status filter

7. Click Search to display

approved entries

8. Click on the entry that

needs to be adjusted

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Adjustments

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Once on the Punch Details Page:

9. Click on Actions10. Click on Edit Entry

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Adjustments

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11. Make the necessary

adjustment(s)

12. Click the Plus sign in the

Reason field to show the

drop-down list of

reasons


Adjustments

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13. Select a State Reason Code

from the Add Reason Codes

drop-down

14. Click the plus sign to add the

reason code

15. Reason will show in Added

Reason Codes and can be

edited or removed

16. Add note explaining reason

for adjustment.

17. Click Save

18. When the Alert appears,

click Yes

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Adjustments

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19. The original entry will be

flagged as Compensated.

20. An entry for the negative

amount of the original will

be created and

automatically approved.

This negative entry is called

a Compensating entry.

21. A new entry will be created;

this new entry will reflect

the adjustments made. The

new entry will have a status

of unvalidated. 21

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Adjustments

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Every 30 minutes the system processes time entries, and the new entry will be moved to a status of Pending and will show on the Pending Entries page.

22. The entry can then be approved by clicking on the "A" to approve.

23. When the Alert appears, click Yes

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Ha nd ling Ove r a nd Und e r P a ym e nt s

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Identifying Staff Caused Over and Under Payments

Once it has been determined there was a State Staff Entry error, follow this process:

• The Voucher Specialist updates OR PTC DCI with correct hours with an explanation as to why an update is made and if OR PTC DCI is inaccurate.

• The Voucher Specialist approves the punch entry if OR PTC DCI was updated.

• The Payroll Specialist adjusts STIM data entries and deletes or adds shift(s) in the Mainframe to correct the time.

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Note: From here, follow local office procedures for completing forms for under or overpayments. Central Office staff will follow the current procedure for resolving the issue.


Identifying Provider/Consumer Over and Under Payments

Once it has been determined there was a Provider/Consumer Entry error, follow this process:

• If it is an Overpayment:• The Voucher Specialist updates the approved punch entry with the correct hours

and includes an explanation for why the update was made.• The Payroll Specialist adjusts STIM data entries and deletes or adds shift(s) in the

Mainframe to correct the time.

• If it is an Underpayment:• The Provider creates a historic punch entry for the unpaid time.• The Payroll Specialist adjusts STIM data entries and deletes or adds shift(s) in the

Mainframe to correct the time.

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Note: From here, follow local office procedures for completing forms for under or overpayments. Central Office staff will follow the current procedure for resolving the issue.


Historical Entries

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Historical Entries

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Entries that are entered via the web portal without a valid fob code or phone EVV entries which are called in for previous days and times are called historical entries. These entries are not EVV compliant.

Historical entries may be needed if a Provider forgot to clock-in/out or could not clock-in/out for a variety of reasons.

Who can enter historical entries?

• State Users with the Supervisor role

• Note that State Users will only be able to add historical entries that are under their

cost center.

• For example, if Suzy has the Supervisor role over Cost Center A, Suzy will be able to

create historical entries in Cost Center A.

• Providers can retroactively make entries for themselves.

The following slides will demonstrate how historical entries are created by State Users.


Add Historical Entry

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To add a historical entry:

1. Click on the Employees tab

2. Search for the Provider using any of the fields listed under Employees

3. Click Search

4. Click on the Provider

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From the Employee

Details screen,

5. Click Actions

6. Select New Entry

from the drop-down

menu

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7. Select Account Type

8. Enter Consumer Name

9. Select Service Code

10. Enter Service Date, date Provider worked

11. Enter Check In, time Provider started

working

12. Enter Check Out, time Provider finished

working

13. Select Client Portal Signoff for EVV Method

14. Click the Plus sign in the Reason field

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15. Select Reason Code: State-Other from the drop-down

16. Add Note to explain why the entry is being made

17. Click the plus sign to add the reason code and note

18. Added Reason Codes field shows the reason and note which can be edited or removed if needed

19. From the Statements field, select all tasks that were done during the shift

20. Click Save

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21. When the Alert appears, Click Yes

The new entry will be in an unverified status until verified by the State User or the Provider.

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Thank you!

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