Monthly Archives: July 2015

What Information Should be Updated in PeopleSoft Self Service and Why?

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It is the responsibility of each employee to use PeopleSoft Self Service to keep your personal information current.

PeopleSoft Self Service is where you enter and update your personal data and information changes such as:

  • Work email address
    Managers and supervisors (anyone who has a direct report) receive PeopleSoft Workflow via their work email address for personnel action changes and approval. It is critical that your work email is entered and updated in PeopleSoft Self Service as “Business type” and designate as “preferred”.
  • Personal email address
    You can enter a personal/home email address if you would like to receive email about important company information such as when W-2s and online paystubs are available and Benefits Open Enrollment notices, as well as other important company information and updates.
  • Phone numbers
  • Home / mailing address
    Receive Health Plan Explanation of Benefits (EOB) claim statements; VISA Paycard information; Benefits Enrollment and Benefits Confirmation Statements; benefit plan changes throughout the year; health care ID cards
  • Emergency contact
    In the event we need to contact someone on your behalf in an emergency situation
  • Name change
  • Marital status change
    To keep your information up-to-date including changes in benefit coverage
  • W-4 Tax Information
    When changes in life events change your tax reporting status
  • W-2 Delivery Information
    Sign up to receive your W-2 statement online up to 5 weeks before paper statements

How to Make Changes to Your Personal Information in PeopleSoft Self Service

To enter and update personal information, please follow these steps:

  1. Log in to PeopleSoft and navigate > Main Menu > Employee Self Service > Personal Information Summary
  2. If any of your personal information needs to be updated, simply go to the Change box below the listed information, make the appropriate changes, and click “Save”.

To access PeopleSoft, click here. 

Questions or Need Help?

If you have questions about any of the information in this message, you may contact HR Service Center at 800-777-2363, options 2, 2, 1 or email: HRSC@goldenliving.com.

Medicare Days Worksheet Revisions and Policy Changes for Verifying Qualifying Hospital Stays

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The process that skilled nursing facilities follow to ensure the Medicare three (3) consecutive midnight inpatient hospital stay requirement is met, is becoming the focus of some RAC audits.  Management teams met recently to revise the Medicare Days Worksheet and business office policy #02050 – Verifying Qualifying Hospital Stay Dates.

The revised worksheet and policy are effective immediately. 

Medicare Days Worksheet

The Medicare Days Worksheet was renamed Medicare/Medicare Advantage Days Worksheet, and it must be completed for all Part A and Medicare advantage skilled admissions, readmissions, and returns from leave of absence.

  • Worksheet is formatted as a PDF file that can be printed and completed manually, or completed on your computer and printed.
  • Signature line was added and the person completing the worksheet must sign it.
  • Hospital section was renamed Hospital/Acute Rehab Facility. New fields were added for recording observation stay information and the title of the person contacted in the hospital or acute rehab facility billing department.
  • Level of Care section was renamed 60 Day Wellness Determination. Upon review of the benefit period, one of three new check boxes will be used to identify if there is a   new benefit period, existing benefit period, or if there are no benefit days available.
  • Recap section was revised to include pre-populated locations (e.g., Home, etc.).

To obtain the new Medicare/Medicare Advantage Days Worksheet (dated July 2015) and worksheet instructions:

  • Click the FACILITIES tab on the company home page
  • Click “Admissions Materials” under Resources
  • Click “Admission Intake Forms and Documents” under Documents on the left
  • Click on your state folder
  • Click on the MCR-MCR Advantage Days Worksheet July 2015 document and save it
  • Click on the Medicare-Medicare Advantage Days Worksheet Instructions document and save it

Business Office Policy Revision

Policy 02050-Verifying Qualifying Hospital Stay Dates in the Business Office Policies and Procedures manual contains new requirements for Medicare Advantage plans and revised documentation requirements.  The Hospital Discharge Summary is now a required document that must be obtained (rather than the hospital face sheet).

Employees responsible for completing the Medicare/Medicare Advantage Days Worksheet must review the revised policy, which is posted in the Policy Center:

  • Click the Policy Center icon on the company homepage
  • Click “Documents” on the blue tab at the top
  • Select site “Golden Living Centers” or “Golden Living Centers (Covered)”
  • Click “All Documents” on the left to access “Published” documents
  • Click the + symbol to expand the “Business Office” folder
  • Click the + symbol to expand the “Business Office Policies and Procedures” folder
  • Click on “GL Admissions”
  • Click on “BO 02050 – Verifying Qualifying Hospital Stay Dates” to view the current policy

Questions:

Contact your business office consultant or director of business office operations

 

Medicare Second Quarter Credit Balance Reports Due by July 23

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Distribution and due dates for Medicare credit balance reports for the quarter ending June 30 are provided below. The CMS-838 spreadsheet(s) and/or Certification page must be faxed to the Medicare Claims Unit at fax 479-478-2107 (or alternate fax 479-478-2121) by the due date indicated.

FORT SMITH CBO

  1. Medicare billing specialists review the Medicare aging and complete the CMS-838 spreadsheet if there are “true” credits that must be reported. A Certification page is completed that must be signed by the ED.
  2. The CMS-838 spreadsheet and/or Certification page is e-mailed to the ED and BOM by Friday July 17.

FACILITIES

  1. The ED will sign the Certification page and, unless specifically instructed otherwise by the CBO or BOC, will fax it directly to the Medicare Claims Unit by Thursday July 23.
  2. The Fort Smith CBO Medicare manager will review and sign the completed CMS-838 spreadsheet for the Medicare billing specialist.

MEDICARE REGULATIONS

Medicare requires the ED’s signature on the Certification page. If the ED is scheduled to be out of the building, or if the facility is currently without an ED, the person designated as acting ED must sign the Certification page.

A provider will be placed on payment suspension if the credit balance report is not received by the filing deadline. A signed Certification page is required even if your facility does not have any Medicare credits reported on the CMS-838 spreadsheet. A payment suspension will be assessed if the Certification page is not received.

Additional information on the quarterly credit balance report process can be found in Chapter 12, Credit Balance Reporting, in the Medicare Billing Manual.

QUESTIONS?

Contact your Medicare Specialist  877-823-8375

FAXING IN CERTIFICATION PAGE OR OTHER FORMS?

Fax to Patient Accounting/Medicare Fax 479-478-2107 or 479-478-2121

 

Resident Trust Statement Distribution Process Revised

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Second quarter resident trust fund statements will be distributed as follows:

  • National Data Care (NDC) will mail statements to recipients whose address in RFMS is not the LivingCenter address.
  • NDC will send one complete set of statements to the LivingCenter.

Revised Statement Distribution Process

The business office consultant will email a report to the Executive Director (ED) that contains a list of patients whose resident trust statement address is the LivingCenter’s address.

  • ED will obtain the trust statements for patients appearing on the report.
  • ED or a designated employee, other than the Trust Fund Custodian and a business office employee, must distribute quarterly trust statements.
  • The ED or designated employee must initial the patient’s duplicate statement copy and note the method of delivery and date delivered (e.g., hand delivered to patient 7/8/15). If a cover letter is used listing patients to whom statements were delivered, the ED and designated employee must sign the cover letter as attestation that the quarterly statements were delivered.

NOTE:  If more stringent state laws and/or policies exist regarding verification that the quarterly statements were issued, refer to and follow your state procedures. For example, if your state requires that the LivingCenter obtains the patient’s and/or representative’s signature on a copy of the quarterly statement to verify receipt, that policy is more stringent than company policy. In this case, it is not necessary for the ED and designated employee to initial and date another copy of the quarterly statement.

Questions:

Contact your business office consultant or director of business office operations

 

Additional Coupa Training Sessions Available

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Due to conflicts with work schedules, many Bank of America travel cardholders were unable to attend the original training sessions and have requested additional sessions, so we are opening up our next round of training sessions to you.

Additional Training  Sessions Offered!

Sign up to attend one of the training sessions below. If your supervisor is not a cardholder, please ask them to attend training as well. Forward this message with the training dates and times to your supervisor. You will need to login into your Cisco Webex account to register for the session that works for you.

Coupa Training: Please Click a Link Below to Register

  August 4 at 10 a.m. to 11:30 a.m.

  August 6 at  2 p.m. to 3:30 p.m.

  August 11 at 10 a.m. to 11:30 a.m.

 August 13 at 2 p.m. to 3:30 p.m.

(All times are Central Daylight Savings Time)

We also host weekly Coupa question and answer sessions each Wednesday at 10:30 a.m. Central. Please note the Wednesday session is primarily a Q&A. If you are new to Coupa, we recommend starting with one of the main training sessions first.

To participate in this call, please email Leah.Williams@goldenliving.com and you may join as needed for assistance.

To Access Coupa 

Just a reminder, to access Coupa, just go to coupa.goldenliving.com. If you are inside the network, you will be signed in automatically. If you are outside the network, you will need your network ID and password to access the application.

Coupa Central

To  assist with your Coupa training,  just a reminder that we have created a Coupa Central folder in the Travel Center on the Intranet that contains an FAQ document and PowerPoint presentation for reference.

Questions?

If you have any questions, please email travel@goldenliving.com