e-financial user’s manual manuals/e-financial … · financial user’s manual version 407.3...

e-Financial User’s Manual

Version 407.3

MED e-care: Financial Department

1/1/2012

2 | P a g e M E D e - c a r e H E A L T H S O L U T I O N S

F i n a n c i a l U s e r ’ s M a n u a l V e r s i o n 4 0 7 . 3

Copyright Information

©2012 MED e-Care Healthcare Solutions Inc. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or otherwise, including photocopying, reprinting or recording, for any purpose, without the express written permission of MED e-Care Healthcare Solutions Inc.

Disclaimer

Information in this document is subject to change without notice and should not be construed as a commitment on the part of MED e-Care Healthcare Solutions Inc. and does not assume any responsibility or make any warranty against errors that may appear in this document and disclaims any implied warranty of merchantability or fitness for a particular purpose.

MED e-Care Healthcare Solutions Inc.

Corporate Headquarters 710 Kingston Road Toronto, Ontario M4E 1R7 CANADA Telephone: (416) 686-8592 Toll Free: 1-800-387-8903 Fax: (416) 686-3861

E-mail: [email protected] Web: www.mede-care.com



CONTENTS

PREFACE 6 I. About this Manual 6

II. Using this Manual 6

III. Intended Audience 6

IV. Support Information 6

CHAPTER 1 - INTRODUCTION 7

1.1 Features 8

CHAPTER 2 – GETTING STARTED 9 2.1 – Accessibility 9

CHAPTER 3 – HOME PAGE 10

CHAPTER 4 – e-FINANCIAL 11

4.1 e-Financial overview 11

4.1.1 Information Post 12 4.1.2 Account Activation 13 4.1.3 Billing account - Individual 16 4.1.4 Trust account – Individual 18 4.1.5 Trust deposit – Individual 18 4.1.6 Trust withdrawal – Individual 19 4.1.7 Statement – Individual 20

4.2 Information Post 21

4.2.1 Discharge Notification 21

CHAPTER 5 – BILLING PROCESS 23

5.1 Process Recurring Charges 23 5.2 Charge Batches 25 5.3 Reversing Batch 27 5.4 Run Billing 28 5.5 Process PAP 32 5.5 Deposit cash/cheques 37 5.6 Invoice Payment Agent 40 5.7 AR Adjustment 42 5.7.1 AR Adjustment – Individual 42 5.7.2 AR Adjustment – Batch 43 5.8 Closing AR Period 45



CHAPTER 6 – TRUST PROCESS 47

6.1 Manage Trust Batches 47 6.1.1 Deposit Batch 47 6.1.2 Withdrawal Batch 49 6.2 Manage Bank Deposit 51 6.3 Process Trust 53 6.4 Trust Statement 54 6.5 Final Trust Statement 56 6.6 Closing Trust Period 59

TABLE OF FIGURES Figure 1: Login Screen 8 Figure 2: Home Page 10 Figure 3: Operational Statistics 12 Figure 4: Financial Hot list 13 Figure 5: Account Activation 13 Figure 6: EFT Setup 14 Figure 7: Trust Account Setup 15 Figure 8: Accommodation Setup 16 Figure 9: Custom Rate Setup 17 Figure 10: Individual Deposit 19 Figure 11: Individual Withdrawal 19 Figure 12: Statement by date range 20 Figure 13: Sample AR Statement 20 Figure 14: Discharge Notification 21 Figure 15: Service end 22 Figure 16: Process Recurring Charges 23 Figure 17: Recurring Batch 24 Figure 18: Charge Batches screen 25 Figure 19: Batch list 26 Figure 20: Batch In progress 27 Figure 21: Batch Reversal 28 Figure 22: Run Billing 29 Figure 23: Billing verification process 30 Figure 24: Billing Trial Statement 31 Figure 25: Process PAP 33 Figure 26: PAP verification process 33 Figure 27: EFT file In progress 34 Figure 28: Generating EFT file 35 Figure 29: EFT file download 36 Figure 30: Posting EFT amounts 36 Figure 31: Adding new deposit batch 37 Figure 32: Add Payments 38 Figure 33: Posting deposits 39



Figure 34: Deposit Slip and Receipt 39 Figure 35: Invoicing Payment Agent 40 Figure 36: Agents Trial Billing 41 Figure 37: Trial Invoice 41 Figure 38: AR Adjustment 42 Figure 39: AR Adjustment preview 43 Figure 40: AR Adjustment Batch 43 Figure 41: Adjustment batch selection 44 Figure 42: Edit/Post Adjustment Batch 45 Figure 43: Closing AR Period 45 Figure 44: Closing verification process 46 Figure 45: Final AR Close period 46 Figure 46: Trust Process 47 Figure 47: Trust Batch Deposit 48 Figure 48: Trust Deposit In progress 48 Figure 49: Withdrawal Batch 49 Figure 50: Posting withdrawal batch 50 Figure 51: Manage Bank Deposit 51 Figure 52: Generating Deposit Slip – Trust 52 Figure 53: Bank Deposit Slip 52 Figure 54: Processing Trust 53 Figure 55: Trust Verification Process 54 Figure 56: Generating Trust Statement 55 Figure 57: Trust Statement 56 Figure 58: Final Trust Statement 57 Figure 59: Verification process 57 Figure 60: Generating Final Statement 58 Figure 61: Closing Trust Account 58 Figure 62: Closing Trust Period 59



Preface

I. About this Manual

This user’s manual is intended to give you a jump-start working knowledge of e-financial module. You will be guided through the features, requirements and application procedures. This document contains step by step procedures, illustrations, and examples to help your way while working with Mede-care

e-financial module.

II. Using this Manual

Med e-care e-financial module comes with a complete set of end-user documentation with which you should be familiar.

This manual is divided into major parts and a series of glossary terms.

The parts are as follows:

III. Intended Audience

This user manual is addressed to End Users.

IV. Related Documents

The Med e-care e-Financial module User Manual makes up the primary end-user documentation for the

product. It explains the understanding of Med e-care e-financial module basics and how to use the

modules. Related documents which with this package are as follows

V. Manual Conventions

This manual uses the following conventions:

The Courier font in bold indicates a command sequence

Bold indicates the name of the menu items, options, dialog boxes, windows and functions.

Note: A note providing additional information about a certain topic.

Error: An important message not to be ignored.

VI. Support Information

Every effort has been made to ensure the accuracy of the Document. If you have comments, questions, or

ideas regarding the Document contact online support: [email protected] or call: 1-800-387-8903



MED e-care e-Financial software represents a major step in developing state of the art of financial software

that is uniquely tailored to the healthcare industry. e-Financial builds on RBT (Residents Billing and Trust) MED e-care’s very successful financial software, currently in wide use in the healthcare industry. e-Financial contains many enhancements and new features aimed at:

Allowing executives to make informed decisions Making the software more customizable to the facility’s particular needs Streamlining many financial tasks, increasing accuracy, reducing errors. Enhancing feedback and support for users. Enhancing control over the facility’s financials.

The e-Financial software is designed to streamline processes and reduce the possibility of user error. This is accomplished through the automation of certain processes and the use of Wizards that take the user through complicated rules-based processes. The system automates generating monthly charges, changing service rates, and reversing charges. The user can reverse charges on a client basis or a service basis.

The software simplifies a complicated billing process using various “Wizards” or “walk-through” guides. These wizards perform many tasks for the user such as determining if there are unprocessed charges, prompting the user when a decision is required, and not allowing the user to proceed without completion of certain tasks/actions. Wizards are offered for Processing Recurring Charges, Billing process, Trust Reconciliation, Trust Statements, and Closing Periods.

The e-Financial software enhances communication between key departments such as Nursing, Admissions, and Finance. The integration between e-ADT allows up-to-date resident demographic and status information to flow into the financial software. The Event Handling feature sends key status alerts from e-ADT to e-Financial. This integration enables the facility to avoid costly financial mistakes and time-consuming corrections.

Further enhancing communication and operations, the Operational Statistics screen allows executives to keep key information at their fingertips. This feature displays a financial information box that each user views upon login. It is customizable to the role of each user in the Security Settings. The software also offers summary, real-time information on each client in one convenient location. This includes such items as current balance owing, room type, accommodation charge, and accommodation and charge history.

The e-Financial Trust Module takes the complication out of reconciling trust accounts. The banking system in the software allows the facility to track the funds in the facility cash box. The Trust Wizard automatically calculates interest, service charges (if applicable) and then guides the user through the reconciliation process. In addition, the Trust Module has been enhanced to allow for greater customization and flexibility. The software allows the facility to setup multiple trust accounts for residents including accounts for rental deposits.

The e-Financial software enhances payment collection through the expanded Pre-Authorized Payment features. Pre-Authorized Payment can be set up to accommodate a number of payment plans such as payment of an additional amount each month, full balances, or accommodations only. The software allows Pre-Authorized Payment from trust. The client trust account can also be replenished from an external banking source through the setup of an Electronic File Transfer directly into the client trust account.

The e-Financial software also builds on the traditional billing process by recognizing that more than one party may contribute to payment of a client invoice. The software allows the facility to set up Payment Agents and other parties who pay on behalf the resident. The software will then allocate the appropriate portion of the charge to that agent. The facility can also send this agent a separate invoice. Parties that can be set up as Payment Agents include family members, government agencies, and insurance companies.

e-Financial is a secured web based application that allows users with proper security to login at any location that has high-speed internet access. It is a roles based security system down to function allows the facility to control what users can see and perform in the system.

Through the use of this customizable software, processes are automated, streamlined and information is processed, updated and reported with accuracy. The result is a more efficient and accurate billing and

Chapter 1 - Introduction



trust process that can be applied across multiple programs of care allowing for integration of information and greater communication between departments.

e-Financial is a module in the e-Care IV applications that performs the billing of patients, processing of payments, managing EFT and Trust Transaction with production of Financial Statements and Journals. The heart of e-Financial application will be the Accounting System for the health care industry and the Billing System for the patients/clients or residents. The Resident details and information will come from ADT, which will be critical for billing the patients.

This module will help the e-CARE IV application to integrate with Accounting Systems like Acc Pac, Great Plains, Simply Accounting and etc.

1.1 Features

MED e-care e-Financial permits the creation and maintenance of different daily and monthly accommodation charges based on rent packages (Private, Semi-Private, Basic and Short stay Accommodations). The user can create or update any type of rent/service package for monthly accommodation and the daily rates calculate automatically.

Recurring and Miscellaneous charges can be set to default amounts; the system allows editing or modifying the amounts as selecting in a batch.

MED e-care e-Financial produces detail transaction reports, for a specified category of financial activity or all financial activity, for a specified date range, for a Resident or all Residents of a specified time.

MED e-care e-Financial supports batch entry of cash/cheques; the user can also generate EFT file for

those who have Pre-Authorized Payment set up.

Ancillary batch reversals options are available. Many reversals are created automatically for the user. The Ancillary charge batch also has the option to copy forward a batch that is already posted or in progress for future period. Once the batch is copied, the user will have the option to edit the copied batch.

The MED e-care solution allows production of separate monthly bills for Accommodation and Trust. Bills are produced for each client. Each client bill contains all the charges for which they are responsible. User can also produce bill for payment agent who is paying all or portion of charges on behalf of client. For example, an insurance company or family member is paying for accommodation and resident is only paying ancillary charges. Or two different family members contributing to a bill.

MED e-care e-Financial produces financial statements for Accommodation, Miscellaneous charges and Trust Accounts for specified date ranges and for either an individual or all individuals in a Home. The solution has various financial journal reports on all financial transactions.

The ‘Export Journals’ function allow users to export journal transaction such as Revenue journal, to external accounting software.

MED e-care financial e-Report produces report for Ministry (MOH) on a quarterly or monthly basis, and also produces resident’s annual Income Tax summary reports for Accommodation payments.



Chapter 2: Getting Started

2.1 – Accessibility

As the application is a web based application a unique URL is provided for the user. Access the application with the URL. User needs to enter a valid user name ID as an email format

(Example: firstname.lastname@sitename) and a password in the fields provided .Click Sign-in button to log into the application.

Figure 1 - Login Screen

The following are the steps to login to the application:

Registered users will get a unique User ID and Password from Med e-care application for first time log in.

Users should connect to URL address provided by Mede-care through Internet Explorer (IE8). Enter short name, username and password in the login page

When a user logs in the second time – enter the short name and hit tab, the user name will default if the same log in ID used. Note: If the Username and Password did not match then user cannot proceed for further operations. The

user needs to contact their Admin for verification.



Chapter 3: Home Page

Once the login is successful the home page screen appears as follow:

Figure 2 - Home Page

The Home page contains the following:

Modules

Calendar on the Left lane of the screen

Facility image or Logo in Middle lane – use the Edit option to upload image or logo on the home

page

News and Announcements on the Right lane

NTR Session – on-line support connection

Modules:

Describes various modules included in the application. The following are the list of modules

e-ADT

e-Assessments

e-Plan

e-Notes

e-Financial

e-Reports and/or more

Calendar: Displays current and the next month

News and Announcements: Displays the details about News, Events and Announcements in/for the Facility.



Chapter 4: e-Financial

4.1 e-Financial Overview

The e-Financial module manages residents Billing and Trust activities; the module includes the following:

Information Post:

o Financial Bulletin

o Client Central Index

Resident Process: (individual accounts)

o Resident Identification o Billing – Accommodation Charge/ Recurring Charges/EFT Account o Trust account o Statement – Billing and Trust statement by date range

Billing Process:

o Process Recurring Charges o Manage charge batches o Run Billing o Process Payments o Process PAP o Invoice Payment agents o AR adjustments o Closing period

Trust Process:

o Manage Trust Batches

o Manage Bank Deposits

o Process Trust -reconciliation

o Trust Statement

o Final Trust Statement

o Close Trust Period

o Bank Account Transfer

Facility Setup

o GL Setup

o Banking Setup

o Service Setup

o Payment Agent Setup

o Export GL Transactions



4.1.1 - Information Post

e-Financial > Information Post > Financial Bulletin

Financial Bulletin: have three sections:

1. Operation Statistics: contains high level information such as total number of bed, total number of residents, AR summary, current open period, number of admission and discharge in the current period and so on. Use the expand option to display the information.

Figure 3 - Operational Statistics

2. Current Accounting Session Date: normally defaults to the current calendar date. If a user wants to create a batch entry for a date other than the current date (past or future) the user can re-set the session date therefore the transaction date will be defaulted to the date set by the user.



3. RBT Hot List: Once the e-ADT information is completed such as new Admission, Discharge, Re-entry or Internal transfer the information gets sent to the e-Financial and it appears in the Information Post Hot list.

For example: Cobb, Eric was admitted on 2012-02-10 in e-ADT, hence the financial user needs to activate the client AR account, Set up EFT information and Set up Trust Account on the same screen.

Figure 4 - Financial Hot list

4.1.2 - Account Activation

Step 1: To start account activation click on the resident name with ‘Initial Client Financial Setup’ – (Cobb, Eric), the following screen appears:

Resident Identification

Figure 5 - Account Activation

Step 2: AR Account Setup

Mark the ‘Activate Account’ option,

Select the ‘AR GL account’ from the drop down list,

Select Statement delivery method (Direct) and

Statement Group if the resident belongs to any of the drop down list.

Click on Save. If resident have EFT and Trust account, proceed to Step 3



Statement Group:

EFT – Electronic Fund Transfer

NAT – Native

NEF – Non Electronic Fund

VET – Veterans

Step 3: Complete the ‘Setup EFT information’ provided by resident or billing contact person, if

applicable.

Figure 6 - EFT Setup

Check Process by EFT (Electronic Fund Transfer) to activate pre-authorized payment.

Select the Institution number from the search icon provided. When user clicks on search icon the page navigates to a new screen displaying the available list of financial institutions to transfer payments.

Enter the Transit number, Account Number, Name on Account from the information provided by the bank or other institution.

Select the Maximum Payment from the drop down menu provided i.e. Accommodation only, Amount Owing for Recurring charges, Balance Owing and Fixed Amount only.

Select Withdrawal Start Date. Start Date is required when PAP event is created. Note: to stop EFT withdrawal, simply uncheck the ‘Process by EFT’ and Save



Step 4: Trust Account Setup if applicable; check off the options, setting information will display.

Account Name -Type in resident Full name in the field

Account Type defaults as Client Trust Account

Select trust account opening date

Facility Trust Account’ select the Trust bank from drop down

Select Trust GL Account from drop down

Status - Active

Figure 7 -Trust Account Setup

Step 5: Clicks ‘Save’ page navigates to the next screen –Billing setup Continue to the next step…



4.1.3 – Billing - Individual

e-Financial > Resident Process > Select Resident > Billing

Accommodation Set up

In the Billing tab the user assigns Accommodation Charge and/or Recurring charge (if recurring charge is applicable i.e. Cable or Phone)

Figure 8 - Accommodation Setup

1. Click on ‘New Accommodation Charge’ the following screen appears

2. Select ‘Accommodation’ from the Service Type drop down 3. Select the appropriate code from the ‘Service Name’ drop down; SP (semi-private) in resident Eric

Cobb case (‘Bill in Advance’ is checked off based on the facility billing method). 4. Verify the Service start Date (admission date); leave the service end date blank, 5. Click on ‘Next’, service charge amount defaults. See the screen below.



Note: Bill in Advance is when the system is set to send out invoices/statement for future month.

Custom Rate Setup

If the assigning charge is a Custom Rate follow the procedure below:

1. Select Accommodation from the ‘Service Type’ drop down

2. Select the Custom code from the ‘Service name’ drop down – IBC in this example

3. Verify the ‘Service Start Date’ and click on ‘Next’, service charge amount defaults

4. Enter resident’s amount in the ‘Basic Amount’ field

5. Click on ‘Save’, the Subsidy and daily amount calculates automatically.

Figure 9 - Custom Rate Setup

Scroll down the screen to see the information below:



The Basic Custom amount is assigned to:

Eric Cobb: $1519.08

MOH: $100.00

Total: $1619.08

If a user wants to assign a third party for this resident, click on ‘New Payer’

Click on ‘Save’ after making any changes

4.1.4 – Trust - Individual

e-Financial > Resident Process > Search Resident > click on Trust tab

Users can access an individual Trust account through the Resident Process tab. A resident Trust account information and Trust transaction activities and be view in this section. Users also can perform a single Deposit or Withdrawal transaction.

4.1.5 - Deposit - Individual

Click on Deposit to perform single transaction for a resident, screen navigates as follow

1. Type in Transaction Description 2. Select Transaction Date 3. Select Deposit To – Cash box or Trust Bank 4. Select Deposit date if different than transaction date 5. Enter Deposit amount and description (if the deposit is a cheque, uncheck the ‘Cash’ mark) 6. Change Handling to Post then Save Transaction



Figure 10 - Individual Deposit

4.1.6 - Withdrawal - Individual

Click on Withdrawal to perform a single withdrawal transaction for a resident

1. Type in Transaction Description 2. Select Transaction Date 3. Enter withdrawal amount 4. Select payment Method; if Cheque, complete the cheque detail, see screen below 5. Cheque number defaults by the system or users can type in the actual cheque number in the field 6. Change Handling to Post then Save Transaction

Figure 11 - Individual Withdrawal



4.1.7 – Statement Individual

e-Financial > Resident Process > Search for resident > click on Statement tab

In the Statement tab users can view or print Billing and/or Trust statement by date range for a selected resident. Any charges and payment posted within the date range will show up on the statement. This option may be useful if family member or contact requested a statement for period of time.

Billing Statement: use the calendar to select date from/to and click on ‘AR statement by date range’

Trust Statement: use the calendar to select date from/to and click on ‘Trust statement by date range’

Figure 12 – Statement by date range

See a sample of Billing statement Zack, Andrew for a date range from 2012-01-01 to 2012-02-29

Figure 13 - Sample AR Statement



4.2 - Information Post

e-Financial > Information Post > Financial Bulletin

4.2.1 - Discharge Notification

When a resident discharged in e-ADT, discharge notification appears in the e-Financial bulletin hot list. See screen below. The financial user needs to complete the following steps:

Example: Resident Michener, David was discharged on 2012-02-05

Figure 14 - Discharge Notification

1. Click on the resident with Discharge Notification, the screen navigates to the Billing tab, as follow:

Notice discharge information under ADT History



Continue…

2. Click on the latest Accommodation Charge Name (SP) to view charge information, new window opens as follow:

Figure 15 - Ending a Service

3. Verify Service End Date (Discharge date)

4. Verify the ‘Do not charge last day’ option (bill or not bill the last day)

5. Click on ‘Save’ and close window

6. Click on ‘Complete Notification Event’ then ‘Recalculate’ to apply any changes on billing

Note: Once the user ‘Complete Notification Event’, the resident name disappears from the Information post list.

The Financial Bulletin list must be clear before running monthly billing.



Chapter 5 Billing Process

e-Financial > Billing Process

The ‘Billing Process’ tab contains the following billing procedures that allow users to start and close monthly billing cycle.

o Process Recurring Charges o Charge batches o Run Billing o Process Payments o Process PAP o Invoice Payment agents o AR adjustments o Closing period

5.1- Process Recurring Charge

e-Financial > Billing Process > Process Recurring Charges

The Process Recurring Charges step allows users to generate trail recurring charges, create recurring charge batch and post. The purpose of this step is to make sure that all monthly charges are captured and verified by the user before generating invoices.

1. Click on Generate in order to view the Trial Recurring Billing

Figure 16 - Process Recurring Charges

2. Click on View Report to review assigned charges; screen appears as follow…



Figure 17 - Sample Recurring Batch

Scan through the report, if all charges appear to be correct proceed to the next step.

3. Save and Post Batch– batch # will be created as seen below



5.2 - Charge Batches

e-Financial > Billing Process > Charge Batches

The Charge Batches option allows users to add two types of Ancillary Batches; Add Charges (pre-set charges) and Add Line Payments (user types in the charge type and amount)

1. Click on Charge Batches tab, screen appears as follow

Figure 18 - Charge Batches Screen

2. Click on Create New Batch button to add Ancillary charges and the page navigates to a new screen where user needs to fill the Batch details as shown below

3. Enter the Batch Description and Select the Transaction and Posting dates from the calendar menus provided.



Continue…

4. Select Handling as In Progress

5. Click on ‘Save’ button. At this point the batch number generates.

6. Click on Add Charges button to select resident name where the page navigates to a new screen as shown below.

Figure 19 - Batch Resident list

1. Select the Service Type, Service Name and Service Charge from the drop down menus provided;

2. Select/check residents from the list and click on the single arrow to shift them over

3. Click on ‘Save’, the page navigates to a screen where user can view the selected client Batch Details

as shown below.

4. Change the handling to ‘Post’ from drop down then ‘Save’; batch will be posted.

See Screen below…



Figure 20 – Batch In Progress

Definition:

Delete Batch – to delete the whole batch#1067.

Print Batch – to preview and print hard copy of batch 1067.

Delete - to remove a single resident from the batch list.

Edit - to edit an amount or description of selected resident.

5.3 - Reversing a Batch

A batch must be posted in order to reverse it. If the batch is not posted (In progress), users have the option to delete or edit a batch. See legends, above. To access posted batches: e-Financial >Billing Process > Charge Batches Example of posted batches:

To reverse a batch:

1. Click on Edit , batch details screen opens as below

2. Select ‘Reverse’ from the Handling drop down

3. Click on ‘Save’ to accept the revers



Figure 21 - Batch Reversal

5.4 – Run Billing

e-Financial > Billing Process > Run Billing

In this section, following the verification process, users are able to generate statement or invoices of all clients/residents.

1. All clients are selected by default, Click on Next screen appears as follow;

2. Initial settings: Select ‘Billing Run Date’ and ‘Payment Due Date’ from the calendar menu. Billing

run date must be within the current fiscal period, and then click Next , verification process takes place.



Figure 22 - Billing Initial Settings

3. Verification. Click on ‘Start verification’

The system goes through the following verification process. If there are any outstanding items such as:

Financial bulletin – hot list

Batch in progress,

Clients with no assign charge,

Payments not deposited.

Users have the option to view outstanding items by clicking on ‘View Report’ . Click on

Continue to go to the next verification step. See screen below:



Figure 23 - Billing Verification Process

4. Create Statement - click on Generate , trial statement will be generated where user can view trial statement/invoice; total number of statement displays.

5. Click on View to see trial Statement generated, see below. Note: If any error observed at this point, users have the option to Cancel or terminate the process.



Figure 24 - Trial Statement

6. Proceed Statements – click on Proceed to finalize the statement, final statements are generated.

7. Print to view and print final statement



5.5 – Process PAP

e-Financial > Billing Process > Process PAP

The Pre-Authorized Payment option allows the users to accommodate a number of payment plans such as Balance owing, Accommodations only, Fixed amount payment or an additional amount each month. The function also allows Pre-Authorized Payment from trust. The client trust account can also be replenished from an external banking source through setup of an Electronic File Transfer directly into the client trust account.



Figure 25 - Process PAP

1. Select Process PAP, page navigate to the above screen

2. Method of Payment defaults to Electronic Fund Transfer

3. Deposit To Account defaults to the Facility Bank and Select Posting date from the calendar

4. Click Next page continue to verification process

5. Click on Start Verification – the system verifies residents with PAP set up and Statement has been

created.

Figure 26 - PAP Verification

6. Click Generate to view trial withdrawals

7. View withdrawals/View Log – print option available

8. Click on Proceed, EFT deposit # generates, and then Continue to ‘Process Payment’ tab to generate EFT

file.



9. Click on Process Payment, screen appears as follow

Figure 27 - EFT file In progress



10. Click on Edit to view and generate EFT file; users have the option to edit withdrawal amount before generating the EFT file, see screen below

Figure 28 - Generate EFT File

11. Click on Generate EFT File, system displays confirmation of success; file number appears on the

screen as follow

12. Click on the EFT file generated system navigates to file

download screen where users have the option to ‘Open’ or ‘Save’ the file, see screen below.



Figure 29 - EFT File Download

13. Select ‘Save’ to your desk top or EFT folder; then submit the file to assigned Institution.

14. Once the bank confirm/accept withdrawal, user must deposit the total amount in the system to

allocate against the invoice, as follow:

Figure 30 - Posting EFT amounts



5.5 – Deposit Cash/Cheque $$$

e-Financial > Billing Process > Process Payment

Manage Payments option allow user to create deposit batch for Cash/Cheque, payment transfer from

Trust account and Payment from External Agents.

Figure 31 – Adding New Deposit batch

1. To create new batches select Add New Deposit button. The page navigates to a new screen where user needs to fill the Deposit details as shown below:



2. Select Deposit Type (Cash/Cheque or from Trust Account) from drop down option; leave the status

In progress.

3. Save Deposit and Items to save the deposit type.

4. Click on Add Payments to select payers (Clients or Payment Agents) screen navigates as shown

below

Note: Add Payments – to add payments from resident and/or Payment Agents

Add Misc. Receipts - to enter Non-client payments; such as Donation to facility/home

Figure 32 - Adding Payments

5. Select Transaction Date, Payment Method from drop down and type in Description that defaults to

all selected clients/residents

6. Select client/resident and then hit the single arrow to shift them over

7. Type in individual amounts in the Amount field

8. Save Payments then Close payment window; screen navigates to Manage Payment window

displaying payment details, see screen below



Figure 33 - Posting Deposit/Payments

9. Once the user is ready to deposit the payments, enter Total amount, select Deposit Date and select the Deposit Status from the drop down menu i.e Deposited.

10. Click on Save Deposit And Items to post payments, screen displays confirmation

Note: Users have options to print Deposit Slip and payment Receipts

Figure 34 - Printing Deposit slip and Receipt



5.6 – Invoice Payment Agent

e-Financial > Billing Process > Invoice Payment Agent

e-Financial software builds on the traditional billing process by recognizing that more than one party may

contribute to payment of a client invoice. It allows the facility/home to set up Payment Agents and parties

who pay on behalf of the residents. The system will allocate the appropriate portion of the charge to

assigned agent.

The facility can generate invoices for the external payment agents; parties that can be setup as Payment

Agent; such as, other Family members of client, Government agencies, and Insurance companies.

Figure 35 - Invoicing Payment Agents

1. Select Invoice Payment Agents tab

2. Select All External Agent or uncheck the box and select Individual Agent, then click Next

selected Agent appears as shown below….

Continue…



Figure 36 - Agents Trial Billing

3. Invoice date defaults to the end of the current period, Click on Trial Billing to view invoice; the

invoice may contain one or more residents depending on who’s assigned to the Agent

Figure 37 - Trial Invoice

4. Click on Generate Invoice to view the final invoice; invoice# generates



5.7 – AR Adjustment

e-Financial > Billing Process > AR Adjustment

A/R adjustments option allows users to adjust a selected client’s account receivables. Batch number is

automatically generated by the system when user saves the A/R adjustment.

There are three types of Adjustment users can do:

1. AR adjustment

2. Refund

3. NSF (None Sufficient Fund)

To start any of the adjustments type listed above:

5.7.1 – AR Adjustments (Individual)

1. Select AR Adjustment, then select the AR Adjustment (Individual)

Figure 38 - AR Adjustment

2. Select client from the ‘Client Name’ drop down; i.e. Cobb, Eric in the above example

3. Select Adjustment Type from drop down; i.e. Refund

4. Select ‘Offset G/L#’ from drop down menu (appropriate GL account to the Adjustment Type)

5. Select ‘Debit’ or ‘Credit’ to impact the Resident AR account

6. Enter an Amount, Transaction Date, Posting Date and Description



7. Click on Save , batch# will be generated, click on Post then Print to have a copy,

preview screen displays as shown below

Figure 39 - AR Adjustment print preview

5.7.2 – AR Adjustment (Batch)

AR Adjustment Batch has similar function as Individuals; the batch option is useful if users have two or

more clients/residents to select for adjustment; i.e. Refund, the system generates single batch # and assign

it to selected clients.

1. Select AR Adjustment (Batch) then click on Add new adjustment

Figure 40 - AR Adjustment Batch



Continue…

2. Select clients from the list to include in the adjustment batch

Figure 41 - Adjustment Batch Selection

3. Select Offset GL # from drop down and select Resident AR account ‘Debit’ or ‘Credit’

4. Enter an Amount (Amount can be edited on next screen once saved)

5. Select Transaction Date, Posting Date, and enter Description.

6. Click on Save ; the page navigates to the screen below with selected clients; In this section,

users can edit the amounts, save any changes made.

7. Post and Print to have a copy, see figure next page.

Continue…



Figure 42 - Editing/Posting Adjustment Batch

5.8 – Closing AR Period

e-Financial > Billing Process > Close AR Period

Closing AR period is the last procedure in the Billing process for the working period. In this step user

closes the current billing period and it should be completed prior to running the next billing. The system

follows through closing verification process and automatically open the next period once the user gets

closing confirmation.

Verifies if all Charge Batches that are posted,

Verifies if Statements are generated for the current period,

Verifies if all Payments posted.

1. Select ‘Close AR Period’ and Start Verification

Figure 43 - Closing AR Period



2. Verify Charge Batches – if all batches are posted click Continue ; if there are batches not

posted for the current period, post them before closing the AR period.

Figure 44 - Closing Verification Process

3. Verify Statements are generated for the current period; then, Continue

4. Verify Deposits are posted for the period; then, Continue

5. Verify PAP (Pre-Authorized Payment) is processed and Deposited; or else system will not allow user

to close AR period.

6. Click on Close Period , confirmation displays, current period will be closed, next period

open automatically.

Figure 45 - Final AR Close Period



Chapter 6: Trust Process

e-Financial > Trust Process

Mede-care Trust Process manages residents/clients Trust Deposits and Withdrawal activities. Once a

resident is admitted in e-ADT the Trust account must be activated. (Refer to Ch. 4.1.2, Step 2)

Trust Process module includes the following functions:

Manage Trust Batches

Manage Bank Deposits

Process Trust

Trust Statement

Final Trust Statement

Close Trust Period

Bank Account Transfer

Figure 46 - Trust Process Screen

6.1 – Manage Trust Batches

There are two main activities under the Manage Trust Batches:

Deposit Batch

Withdrawal Batch

6.1.1 – Deposit Batch

1. Click on ‘New Deposit Batch’ , the screen navigates to resident list

2. Select Transaction Date, Enter Batch Description and deposit Description that defaults to all

selected residents

3. Select residents from the list to include on the Deposit Batch, then click on the single arrow as

shown below…



Figure 47 - Add New Deposit

4. Enter deposit amount individually in the amount field

5. Click on Save , the system navigates to Trust deposit screen and generates deposit batch#2459

along with selected residents and deposit information as shown below

Figure 48 - Trust Deposit in Progress



Continue…

6. Select Post from the Handling drop down, and then click on Save Batch to allocate

deposits to individual Trust account.

6.1.2 – Withdrawal Batch

To perform Trust withdraws for two or more residents’ user must follow the following procedures:

1. Select New Withdrawal Batch under the Manage Trust Batches tab; resident list

window opens as shown below.

2. Select Transaction Date, enter Batch Description and default Description

3. Select residents to include on withdrawal batch and then click the single arrow ; selected

residents shift to the right along with default amount and description; user may edit individual

amount and description.

Figure 49 - Withdrawal Batch

4. Click on Save , screen directs to Trust withdrawal window and generates withdrawal

batch#2460 along with selected residents, as shown below:



Figure 50 - Posting Withdrawal Batch

5. Select Withdrawal from account – Resident Trust or Cash box

6. Select Post from Handling drop down

7. Click on Save Batch , withdrawal transaction will be posted.



6.2 – Manage Bank Deposit

e-Financial > Trust Process > Manage Bank Deposit

Mede-care Trust module allows to generate Deposit slips under ‘Manage Bank Deposit’ tab. Users can

take advantage of a formal deposit slip generated by the system for every deposit batch made. This deposit

slip can be useful for users when they take deposit amounts to a Bank. Once Deposit Batches are posted

(refer to 6.1.1) those deposit batches appear under Manage Bank Deposit tab as ‘In Progress’ in status.

For example: Deposit batch# 2459 was created in the above example (refer to 6.1.1), it also appeared under

Manage Bank Deposit tab to generate a Deposit Slip.

Figure 51 - Manage Bank Deposit (Deposit Slip)

1. Click on ‘View’ to generate a Deposit slip; screen opens as follow; Deposit batch#2459



Figure 52 - Generating Deposit Slip

Continue…

2. Click on ‘Deposit Payment And Generate Slip’, system open deposit slip print preview along with

facility bank information, list of cheque amounts and total per deposit batch.

Figure 53 - Bank Deposit Slip



6.3 – Process Trust

e-Financial > Trust Process > Process Trust…

In the Process Trust tab, users verify and reconcile trust activities. The system goes through the following

verification process. This step must be completed prior to generating statement (Trust Statement)

Verify all trust batches are posted

Verify posted batches are deposited; i.e. Deposit batches.

Verify trust interest has been distributed, if applicable

Verify trust service charges are applied, if applicable

Verify cash box balance

Reconcile current trust period (system is set for manual reconciliation)

:

Figure 54 - Processing Trust

To start Processing Trust:

1. Click on ‘Start Verification’ to verify all batches are posted; if there’s any outstanding batch for the

current period, there will be a ‘Manage Batch’ option for user to view and post the batch.



2. Click on ‘Continue’ to go to the next step until the final step, reconciling the current trust period.

Figure 55 - Trust Verification Process

6.4 – Trust Statement

e-Financial > Trust Process > Trust Statement…

After reconciling the current trust period, users are able to preview and generate Trust statement for the

current period. Trust statement must be generated before closing the period.

1. Click on Trust Statement tab

2. All clients with Active trust account are selected by default, click on ‘Next’



Figure 56 – Generating Trust Statements

3. Select ‘Statement Date’ from the calendar available (Normally, the system defaults the statement

date to the end of the current trust period)

4. Click on ‘Preview Statement’ to view and verify trial trust statement (at this point, user have the

option to Cancel the process prior to proceeding)

5. Click on ‘Proceed’ to confirm; at this point user have option to view and print statement



Figure 57 - Trust Statement

6.5 – Final Trust Statement

e-Financial > Trust Process > Final Trust Statement

This step is not mandatory. The ‘Final Trust Statement’ function can only be used if the Trust period is

not reconciled yet and a user wants to generate a final statement for a resident and close the trust

account at the same time.

1. Click on Final Trust Statement to start

2. Select resident from the list, you may use the ‘Search By’ option to filter



Figure 58 - Final Trust Statement

3. Enter ‘Statement Date’ and continue to ‘Start verification’

4. If there is outstanding Trust Balance, use Trust Transaction option to withdraw the

amount. When selecting ‘Trust Transaction’ system navigates to trust batch window to complete

and post the transaction. If there is no balance, system will continue to the next step.

Figure 59 - Verification process



5. View trial statement, and then proceed ‘Save Statement’ to generate final statement for the resident.

See below…

Figure 60 - Generating Final Trust Statement

Continue…

6. Click on ‘Close Account’ to close the resident trust account; confirmation will be displayed.

Figure 61 - Closing Trust Account



6.6 – Closing Trust Period

e-Financial > Trust Process > Close Trust Period

Closing Trust Period is the final step in the Trust Process module; once the user completed this process the

next trust period automatically opens. Current Trust must be reconciled and statements have to be

generated in order to close the trust period; refer to table 6.3 and 6.4. If in case table 6.3 and 6.4 are not

followed or met and the user tries to close the trust period, the system pushes back to the Process Trust tab

(table 6.3).

1. Click on Close Trust Period tab

2. Click on verify to confirm Reconciliation and Statement procuced for the period

3. Click on Close Period to finalize the month. At this point the next trust period

opens automatically.

Figure 62 - Closing Trust Period