updates, reminders, and best practices cps... · 2019-10-31 · best practices reminders questions...

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


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.


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


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

[email protected] for

additional information.

mailto:[email protected]

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.


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.

www.publicconsultinggroup.com 13

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

[email protected] for

additional information.



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


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 [email protected]

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Reminders


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 [email protected].

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 [email protected]

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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 [email protected]

for additional information.

https://vrcps.fssa.in.gov/Public/Documents/Webinar/Vendor Registration Refresher/index.html



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.


• 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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