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Michigan Department of

Human Services

CSA Children’s Services

Administration Communication

Issuance

Type: Informational Memorandum (IM) Program Instruction (PI) Policy Guide (PG)

Issuance Date: 04/27/15 Obsolete Date: 10/01/15 Response Due: n/a Log No.: 15-053 Contact: Mary Chaliman Originating Office: Office of Child Welfare Policy and Programs, Child Welfare

Medical Unit Subject/Title: Children's Trauma Assessment Center Payments Distribution: DHS Child Welfare Staff

Private Agency Child Welfare Staff CSA Central Office Managers/Staff Native American Tribes Data Management DHS County Directors Adult Services Staff

BCAL CWTI SACWIS

Other: Clinical Trauma Assessments, comprehensive team trauma assessments and comprehensive transdisciplinary trauma assessments are being provided to foster children and there is not a payment structure currently available to reimburse providers for these services. In the near future, contracts for these and other types of assessment services will be available. Until then, the following procedure should be followed for these types of trauma assessments. Caseworkers need to enter two types of services on the DHS 93 for a trauma assessment: a psychiatric examination and a psychological evaluation. The psychiatric examination will cover up to $700 of the assessment fee, and the psychological evaluation will cover up to $300 of the assessment fee. An exception to the $300 maximum for the psychological evaluation may be granted based on specific child needs and supervisor approval up to $500. The amounts charged for the type of trauma assessment will vary depending on the type of trauma assessment provided. The comprehensive transdisciplinary trauma assessment is the costliest as it involves a team of multiple disciplines to conduct the assessment. The total amount of trauma assessments shall not exceed $1,200. Two separate DHS 93 forms will be needed for each trauma assessment: the psychological evaluation and the psychiatric assessment, since two separate service codes will be billed. If the provider has submitted a DHS 93, the worker needs to contact the provider and instruct the provider to submit new DHS 93s with the specific service codes allowed by this interim process. Otherwise, if an invoice is received from the provider, the worker would generate the two DHS 93s from MiSACWIS. The following seven providers have been approved for trauma assessment reimbursement: Children’s Trauma Assessment Center – Southwest Michigan Livingston County – LACASA Hillsdale County Child Trauma Assessment Center Inc. Lutheran Social Services of Michigan – Kalamazoo Easter Seals – Oakland County Child & Family Services of Northwestern Michigan – Traverse City Children’s Trauma Assessment Group – Centrevelle

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Attached are job aids for DHS 93 payments. The Job Aid: How to Create and Process a DHS-93 in MiSACWIS and the Manual Payment Process job aid are important to reference, and the others are helpful especially if working on a closed case.

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Job Aid: Closed Case Payment Status as of 8/2/2014

Michigan Statewide Automated Child Welfare Information System

Since August 2, 2014, MiSACWIS users have been able to make payments on closed cases. Workers do not need to hold a case open while waiting on a vendor invoice to process payments.

You will complete the steps necessary to add information to MiSACWIS for the payment. There are two procedures for making a payment on a closed case:

• Making a DHS 93 payment

• Making a payment for all other case services

Each of these procedures is described below:

Making a DHS 93 Payment If you are making a DHS 93 payment, follow this process:

1. First, the worker creates the case service.

2. A DHS Supervisor approves the case service. When the case service is approved, a service authorization is generated by MiSACWIS.

Note A DHS supervisor can approve the case service and service authorization either before or after case closure. Steps 2 and 3 can be done in any order.

3. The worker closes the case.

Note A DHS supervisor can approve the case service and service authorization either before or after case closure. Step #s 2 and 3 can be done in any order.

Create case service

Approve case service

Close case

Link service auth to manual

payment request

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Job Aid: Closed Case Payment Status as of 8/2/2014


4. The worker or DHS Supervisor links the service authorization to the manual payment request. Once linked to a manual payment request, MiSACWIS will generate the payment.

Making a Payment for All Other Case Services If you are making a payment for any other case service, follow this process:

1. Following case closure, a worker creates a manual payment request for a case service and links

the provider and child for the given period.

2. After the nightly batch run, a DHS Supervisor approves the payment on the payment roster.

Note This is done because there was no approved service authorization and a payment must be approved prior to payment.

3. MiSACWIS automatically routes the payment to a Federal Compliance Division (FCD) roster. This roster includes all manual payment requests for case services needing FCD staff approval.

Close case

Create manual payment request for case service

and link provider and child

Approve payment on payment roster after nightly batch

run

Job Aid: Completing a DHS-93 for an Open/Active Investigation


The CPS investigator will need to complete the steps in this job aid if there is a need to pay for case service. These services may include drug screens, to pay for a sexual abuse exam or other services. From the Investigation Tasks Tab screen, the CPS investigator will have to link their investigation to a case to obtain case level access to complete a DHS-93. CPS investigators will only create new cases when the family did not have a case in SWSS or MiSACWIS. For families known in SWSS, the CPS investigator will link their investigations to an existing MiSACWIS case that converted from SWSS. Note: Please refer to the MiSACWIS Training exercise book, pages 43- 44 in the Investigation and Assessments portion for help on how to link your investigation to a case.

1. The CPS investigator will click on the hyperlink titled: Link Investigation to Case. Investigation Tasks Screen

2. After linking your open/active investigation to a case, you will be able to see the investigation/case name in the Investigation and Ongoing lists on your workload screen.

3. Select the Case ID from the case listed under Ongoing.

Case Workload Screen



4. From the Case Overview screen, select Case Services. Case Overview Screen

5. Select the Case Member Name and Add Case Services. Case Services Screen

6. Complete the fields on the screen for the DHS 93, then select Link Service Provider.

Case Services Screen



7. On the Provider Match Search Screen, select Medical Services Provider as the provider type (all DHS 93s will use this provider type).

8. Select the Service Description (DHS 93 service code from SWSS). 9. If you know the provider, select Additional Search Criteria and enter the MiSACWIS

Provider ID, Bridges ID, Name, etc. 10. Select Search.

Provider Match Search Screen

11. Click the Select hyperlink next to the provider.

Provider Match Search Results



12. On the Case Services Screen, enter the Service Begin and End dates, and select Approval.

13. After reading the system pop up message, select Ok.


Approving the DHS 93

On Approval Screen: 1. Select the action of Route to My Supervisor as required by local office

procedures/policy; or

2. Select the Approve option and Save.

Note

If a private agency worker is creating the service, the approval must also be routed to the DHS POS Monitor.

Approval Screen



3. Upon approval of the service, return to the Case Services screen to view the payment authorization.

Note

On the Case Services Screen, there is an authorization hyperlink because this is a paid service. If the service was an unpaid service, you would not see an authorization hyperlink. The status will be ‘authorization pending’ because the authorization for payment amount has not been approved by a DHS supervisor.

The service authorization is where the worker initiates the payment; this will always require a DHS supervisor’s approval.


4. Select the Authorization hyperlink to view the service authorization.

The authorization will have a fund source of “Medical Services-DHS 93”; this is the correct fund source for a DHS-93 service. The status will be “pending,” the cost type will default to “user defined” and be non-modifiable. The approved units field will default to “0.”

5. Enter the Unit Rate: enter the number of units for the service authorization period. For example, enter 12 units for the authorization period 10/04/13 through 01/04/14.

6. Select Calculate and Apply. 7. Then select Approval button to route to for approval.

Note

If the private agency is updating the service authorization, this must be routed to the POS Monitor before DHS supervisor approval.



Service Authorization Detail Screen

8. Once approved by the DHS supervisor, the status on the authorization will change to “Approved.”

Note

Make note of the Service Auth ID in the top right corner of the screen, the Person ID and Provider ID. This information will be used later when creating the manual payment request.

Printing the DHS 93

1. Navigate to the Service Authorization Screen to print out the DHS-93 form. 2. Select the Financial tab, and Services sub tab. 3. Select the Service Authorization left-hand hyperlink. 4. Enter the Service Authorization ID and select Filter. 5. Select the Report hyperlink next to the authorization in focus.



Service Authorization Filter Screen

6. System defaults to DHS-93 Examination Authorization/Invoice For Services in the drop down box.

7. Select the the Select button.

8. Select Generate Report to generate the DHS-93 form.

Consistent with current practice, the form can then be submitted to the provider as authorization of services. Once the signature from the provider is received, it can be used to support the payment process downstream.

Manual Payment Requests

Once services are provided, the worker will create a manual payment request to process the authorization based on the number of units being billed; for example, the provider is billing for three drug screens between 10/04/13 and 11/04/13.

1. To create a manual payment request, select the Financial tab, Payment sub tab and Manual Payment Request in the left-hand hyperlink.



2. From the manual payment screen, select Link Provider, Link Person, and Link Service Authorization.

Manual Payment Request Screen

3. After selecting Link Service Authorization, you will be directed to the Service Authorization Filter Screen.

4. Select the original service authorization for the service in focus. If there are many, you can filter by Case Services, with begin and end dates.

5. Click on the Select hyperlink.


6. You will return to the Manual Payment Request Screen with the information from the authorization now listed in the manual payment request.

7. Enter the number of Units being billed for, the Payment Start Date and Payment End Date.

8. Select the Calculate button to calculate the total amount for the payment request. 9. Enter comments in Comments box if necessary.



Note

To support the payment request, you may also upload the printed and signed DHS-93 form.

10. Select the Document hyperlink. 11. Once complete, select the Save button, which will create the manual payment request.


MiSACWIS will bundle up the manual payment requests for daily payment processing.

If a user wants to tie the manual payment request to a provider invoice, this can be done from the Payment Roster Screen based on user security.

Each time an invoice is received, the worker will need to repeat the manual payment process until all units are used from the initial service authorization. Once the units are at zero, a new authorization will need to be created, following all of the steps outlined in this document.



Find a DHS-93 Service Description in MiSACWIS

1. On the Case Services Screen, link a service provider. 2. Select the Service Group/Category and Service Type identified below, which will then filter

the service description.


Select DHS/Physical Health/Other Medical/to view the service descriptions for: 0001-Photocopies 0005-Optometrist Exam 0018-X-Rays and Laboratory Studies 0019-CAT Scan 0020-MRI Without Contrast 0021-Other 0022-JJ Other

Select DHS/Physical Health/Exam Screening/to view the service descriptions for: 0028-Medical Exam/Evaluation 0029-Child Sexual Abuse Exam 0030-Second Opinion - Medical Exam 0035-Blood Drawing for DNA Gene Coding

Select DHS/Mental Health/Evaluation/to view the service descriptions for: 0031-Psychiatric Evaluation 0034-Psychological Evaluation

Select DHS/Substance Abuse/Alcohol/Drug Screen/to view the service description for 0032-Substance Abuse Screening. Select DHS/Substance Abuse/Assessment/to view the service description for 0033-Substance Abuse Assessment.



3. From the case level screen, the CPS Investigator will click on the Case Services hyperlink.

4. The CPS Investigator will choose the name of the person they are creating the DHS-93 for in the

Case Member Name field, and then the CPS Investigator will click on the Add Case Services button.



5. The CPS Investigator will complete the required fields of Referral Date, Service Group/Category, Service Type, Status, and Medical and Mental Health Information Provided to complete the DHS-93 and then click on the Link Service Provider button.

6. After clicking on the Link Service Provider button, the CPS investigator will complete the required

fields on the Provider Match Search Criteria screen.

7. On the Provider Match Search Screen, select Medical Services Provider as the provider type (all DHS 93s will use this provider type). Select the Service Description (DHS 93 service code from SWSS).

8. If you know the provider, select Additional Search Criteria and enter the MiSACWIS Provider ID, Bridges ID, Name, etc. Select Search.



9. Click on the Select hyperlink next to the provider you wish to provide the service. After selecting the Provider, the CPS Investigator will enter the dates in the Service Begin Date and the Service End Date. The CPS Investigator will then select the Approval button to route the DHS-93 to their supervisor for approval.

10. The CPS Investigator will select Route to My Supervisor and click on the Save button.



11. The CPS Investigator will click on the Close button after submitting their DHS-93 to their supervisor. The CPS Investigator will go back to their Investigation to continue with their investigation tasks.

IMPORTANT: At this point, the CPS investigator is done with their portion of submitting the DHS-93. ***The CPS Supervisor will sign in and approve the submitted DHS-93. Please refer to the job aid on the Mi site for further instruction on how to approve the submitted DHS-93. ***

Note

On the Case Services Screen, there is an authorization hyperlink because this is a paid service. If the service was an unpaid service, you would not see an authorization hyperlink. The status will be ‘authorization pending’ because the authorization for payment amount has not been approved by a DHS supervisor.

The service authorization is where the worker initiates the payment; this will always require a DHS supervisor’s approval.




12. Select the Authorization hyperlink to view the service authorization.

The authorization will have a fund source of “Medical Services-DHS 93”; this is the correct fund source for a DHS-93 service. The status will be “pending,” the cost type will default to “user defined” and be non-modifiable. The approved units field will default to “0.”

13. Enter the Unit Rate: enter the number of units for the service authorization period. For example, enter 12 units for the authorization period 10/04/13 through 01/04/14.

14. Select Calculate and Apply. 15. Then select Approval button to route to for approval.

Note

If the private agency is updating the service authorization, this must be routed to the POS Monitor before DHS supervisor approval.

Service Authorization Detail Screen



Once approved by the DHS supervisor, the status on the authorization will change to “Approved.”

Note

Make note of the Service Auth ID in the top right corner of the screen, the Person ID and Provider ID. This information will be used later when creating the manual payment request.

Printing the DHS 93

1. Navigate to the Service Authorization Screen to print out the DHS-93 form. 2. Select the Financial tab, and Services sub tab. 3. Select the Service Authorization left-hand hyperlink. 4. Enter the Service Authorization ID and select Filter. 5. Select the Report hyperlink next to the authorization in focus.


6. System defaults to DHS-93 Examination Authorization/Invoice For Services in the drop down box.

7. Select the the Select button.



8. Select Generate Report to generate the DHS-93 form.


Manual Payment Requests

Once services are provided, the worker will create a manual payment request to process the authorization based on the number of units being billed; for example, the provider is billing for three drug screens between 10/04/13 and 11/04/13.

1. To create a manual payment request, select the Financial tab, Payment sub tab and Manual Payment Request in the left-hand hyperlink.

2. From the manual payment screen, select Link Provider, Link Person, and Link Service Authorization.




3. After selecting Link Service Authorization, you will be directed to the Service Authorization Filter Screen.

4. Select the original service authorization for the service in focus. If there are many, you can filter by Case Services, with begin and end dates.

5. Click on the Select hyperlink.


6. You will return to the Manual Payment Request Screen with the information from the authorization now listed in the manual payment request.

7. Enter the number of Units being billed for, the Payment Start Date and Payment End Date.

8. Select the Calculate button to calculate the total amount for the payment request. 9. Enter comments in Comments box if necessary.

Note




10. Select the Document hyperlink. 11. Once complete, select the Save button, which will create the manual payment request.


MiSACWIS will bundle up the manual payment requests for daily payment processing.

If a user wants to tie the manual payment request to a provider invoice, this can be done from the Payment Roster Screen based on user security.

Each time an invoice is received, the worker will need to repeat the manual payment process until all units are used from the initial service authorization. Once the units are at zero, a new authorization will need to be created, following all of the steps outlined in this document.



Find a DHS-93 Service Description in MiSACWIS

1. On the Case Services Screen, link a service provider. 2. Select the Service Group/Category and Service Type identified below, which will then

filter the service description.


Select DHS/Physical Health/Other Medical/to view the service descriptions for: 0001-Photocopies 0005-Optometrist Exam 0018-X-Rays and Laboratory Studies 0019-CAT Scan 0020-MRI Without Contrast 0021-Other 0022-JJ Other

Select DHS/Physical Health/Exam Screening/to view the service descriptions for: 0028-Medical Exam/Evaluation 0029-Child Sexual Abuse Exam 0030-Second Opinion - Medical Exam 0035-Blood Drawing for DNA Gene Coding

Select DHS/Mental Health/Evaluation/to view the service descriptions for: 0031-Psychiatric Evaluation 0034-Psychological Evaluation

Select DHS/Substance Abuse/Alcohol/Drug Screen/to view the service description for 0032-Substance Abuse Screening. Select DHS/Substance Abuse/Assessment/to view the service description for 0033-Substance Abuse Assessment.

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Job Aid: How to Create and Process a DHS-93 in MiSACWIS


Creating a DHS 93

Before services are provided, you will follow the process below to create and generate the DHS 93:

Each step in the flow is described below:

Add a case service

1. Navigate to Case > Case Workload > Case Services. (Select the case for which you want to create an Examination Authorization/Invoice for Services (DHS 93) form.)

2. Add the case service.

3. Link a service provider to the case service. On the Provider Match Search screen, enter the following criteria:

Field Value

Provider Type Medical Services Provider or Photocopying Service Provider (all DHS 93s will use one of these types)

Service Description DHS 93 service code. Refer to the “Matching a Provider for Case Services” job aid.

4. If you know the provider, click Additional Search Criteria and enter the MiSACWIS Provider ID, Bridges ID, Name, etc.

5. Click Search and select the appropriate, matched provider.

6. On the Case Services screen, enter the Service Begin and Service End dates. Click Approval.

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Other Resources For more information on services by provider type, refer to the “Matching a Provider for Case Services” job aid.

Approve service

1. Select the Route to My Supervisor action as required by local office procedures/policy.

or

2. Select the Approve option and save the approval.

Note If a private agency worker is creating the service, the approval must also be routed to the DHS POS Monitor.

3. Upon approval of the service, return to the Case Services screen to view the payment authorization.

Note On the Case Services screen, there is an authorization hyperlink because this is a paid service. If the service were unpaid, you would not see an authorization hyperlink. The Status of the authorization will be Authorization Pending because the authorization for the payment amount has not been approved by a DHS supervisor.

Service authorizations initiate payment and will always require a DHS supervisor’s approval.

Add unit rates to service auth

1. Select authorization to view the service authorization.

2. The authorization will have the following values:

Field Value

Fund Source Medical Services-DHS 93

Status Pending

Cost Type User Defined

Approved Units 0

3. In the Unit Rate box, enter the number of units for the service authorization period. For example, enter 12 units for the authorization period 10/04/13 through 01/04/14.

4. Click Calculate and then Apply.

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Approve the service auth

1. Next, click Approval to route the service auth for approval.

Note If the private agency is updating the service authorization, the authorization must be routed to the POS Monitor before the DHS supervisor.

2. Once approved by the DHS supervisor, the Status on the authorization will change to Approved.

Note Make note of the Service Auth ID in the top right corner of the screen, the Person ID and Provider ID. This information will be used later when creating the manual payment request.

Generate the DHS 93

1. Navigate to Financial > Services > Service Authorization.

2. Filter by Service Authorization ID.

3. Click report beside the authorization in focus.

4. In the document drop-down list, the system defaults to DHS-93 Examination Authorization/Invoice For Services.

5. Click Select.

6. Click Generate Report to generate the DHS-93 form.

Submit to provider


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Creating Manual Payments

After services are provided, you will follow the process below to create the manual payment request:


Create manual payment

1. Navigate to Financial > Payment > Manual Payment Request.

2. Link the provider, person, and service authorization. If there is more than one payee, make sure you select the provider you are attempting to pay.

3. On the Manual Payment Request screen, enter the number of Units being billed, the Payment Start Date, and Payment End Date.

Calculate payment request

1. Click Calculate to calculate the total amount for the payment request.

2. Enter comments in Comments box if necessary.

Note To support the payment request, you may also upload the printed and signed DHS-93 form to the payment request.

Save the payment request

1. Once complete, click Save, which will create the manual payment request.

2. MiSACWIS will bundle the manual payment requests for daily payment processing.

3. If you want to tie the manual payment request to a provider invoice, this can be done from the Payment Roster screen based on user security.

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Each time an invoice is received, you will need to repeat the manual payment process until all units are used from the initial service authorization. Once the units equal zero, a new authorization will need to be created, following all of the steps outlined in this job aid.

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Job Aid: DHS 93 Closed Case Security User Group


DHS Child Protective Services, Foster Care, and Child Welfare Funding Specialist supervisors are now able to approve DHS 93 payments on closed cases. There is a new security profile in MiSACWIS called “DHS93 Override Security Profile.” This profile was added in order to process payments on closed and converted cases where DHS 93 manual payments have not been made.

The processes in this job aid must only be used for the following two conditions:

1. There is an available service authorization to link on a closed CPS case, but conversion did not correctly create the CPS Program Type History.

2. The worker did not create a DHS 93 case service and authorization prior to case closure.

Creating Manual Payments where a Service Authorization Exists without a CPS Program Type History



Before you begin

Be sure you verify the case’s program type history. When you create the payment request, you’ll need to enter a payment date that falls between the end dates of the applicable program types. If the case has an open ended program type, you’ll want to create the payment between the open ended program type date and the date of the previously end dated program type.


2. Link the provider, person, and service authorization to the payment.

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5. Enter comments in the Comments box. If the program type history did not convert properly, type the correct payment dates into the Comments box.

Note



6. Once complete, click Save, which will create the manual payment request. MiSACWIS will bundle the manual payment requests for daily payment processing.

7. If you want to tie the manual payment request to a provider invoice, this can be done from the Payment Roster screen based on user security.

Each time an invoice is received, the supervisor will need to repeat the manual payment process until all units are used from the initial service authorization.

Creating Manual Payments Where No Case Service or Service Authorization Exists


Before you begin

Be sure you verify the case’s program type history. When you create the payment request, you’ll need to enter a payment date that falls between the end dates of the applicable program types. If the case has an open ended program type, you’ll want to create the payment between the open ended program type date and the date of the previously end dated program type.


2. Link the provider and person.

3. The supervisor will NOT receive the error stating that linking a service authorization is required for a DHS 93. The new override security profile will allow the supervisor to bypass this validation.




October 21, 2014 P a g e | 3



6. Enter comments in Comments box if necessary. If the program type history did not convert properly, type the correct payment dates into the Comments box.

Note



7. Once complete, click Determine Fund Source. MiSACWIS will display a message with the question, ‘Determining the fund source will save the payment request, do you wish to continue?’. If you are sure that you have entered all the correct information click Ok. Otherwise, click Cancel.

By clicking Ok, MiSACWIS bundles the eligible manual payment requests onto a roster for payment processing.

8. These payments will appear on an approved roster:

Bundled under the worker name Batch Job 120, Process Manual Payment Rosters.

With a Roster Category/Name, DHS 93 ‘County Name’/Approved Service Auths ‘Date’.

Note

For these manual payments, the supervisor does not need to approve the payment roster.

Manual Payment Process For placement services within billing periods

10/01/2013-04/20/2014

Getting Started This job aid was designed to assist you in completing the steps for placement billing periods not previously paid. At this time, DHS and Private Agencies are able to start the process to complete the work for unpaid placement billing periods for 10/01/13 -04/20/14 ONLY in no more than 14 day increments. Do not complete the process for dates prior to 10/01/13. A subsequent communication will be sent out with instructions to take action for placement billing periods prior to 10/01/13 at a later time.

Use this guide for foster care cases with the following fund sources: title IV-E, state ward board & care and limited term/emergency foster care.

For county child care funded children follow local office procedures to make payments.

There will be no IVR or agency roster verifications for these payment requests. The primary worker is responsible to route the manual payment to the appropriate persons for approval. If the primary PAFC worker cannot complete a Manual Payment due to a conversion issue, contact your local DHS office and ask DHS complete the Manual Payment for the time period needed. In some instances, Federal Compliance Division (FCD) approval may be needed. Follow policy to determine if a manual payment request needs to be routed to FCD. Detailed instructions are listed below and are also available on the MiSACWIS communications website.

Terminology SWSS vs. MiSACWIS • Non-scheduled payment is now a case service manual payment or placement service manual payment. • DHS-626, Foster Care Payment Authorization and DHS-634, Foster Care Non-Scheduled Payment Authorization

have been combined into the new DHS-659, Foster Care Payment Authorization. • DHS supervised placement is now cost type - standardized rate, service description - 0700-age appropriate rate. • PAFC supervised placement is now cost type - contract rate, service description - 0780-general foster care.

Review MiSACWIS Service Authorizations: Day 1 Ensure that all steps are completed prior to adding manual payments to avoid incorrect payments being made

or the fund source being incorrect. See the attached Day 1 Activity Guide. Thoroughly review this before completing any manual payment requests.

Be diligent in your efforts to verify that a payment does in fact need to be made. Doing so will avoid overpayments. If overpayments do occur, recoupment action must be taken.

For each billing period, a manual payment must be created. (See examples below)

Example 1: The PAFC did not receive payment for 04/01/14 to 04/20/14. The child’s fund source is state ward board and care. Verify that the fund source is correct and that the provider has not been paid for this time period. This example requires two manual payment requests to align with the billing periods on the attached Children’s Foster Care Payment Schedule.

Payment 1 would be from 04/01/14 - 04/06/14. Payment 2 would be from 04/07/14 - 04/20/14.

Example 2: A DHS supervised placement provider did not receive payment for 12/30/13 to 01/26/14. The child’s fund source is title IV-E. Verify that the fund source is correct and that the provider has not been paid for this time period. This example requires two manual payment requests to align with the billing periods on the attached Children’s Foster Care Payment Schedule.

Payment 1 would be from 12/30/13 - 01/12/14. Payment 2 would be from 01/13/14 - 01/26/14.

MANUAL PAYMENTS SHOULD ONLY BE CREATED FOR a 14 day time period OR LESS In the example below a manual payment was created for a 64 day time period. Manual Payments should ONLY be created for a maximum of a 14 day time period.

Before creating a manual payment: Verify that the authorization is approved for the time period in the manual payment request.

If the authorization is pending, obtain the appropriate approvals prior to creating a manual payment.

Verify that the payment was not made via MiSACWIS. From the Home page select Financial, the Payment sub tab, Payment History Search and enter search criteria such as the Person ID.

Home > Financial > Payment > Payment History Search > Search by Person ID

If a PAFC provider is not sure if a payment has been made, contact the assigned local DHS office monitor or local office expert (LOE) for further MiSACWIS assistance.

Adding a Manual Payment Select Financial > Payment (sub tab) > Manual Payment Request

Selecting the manual payment hyperlink will pull up this screen.

Complete the following: Select Link the Provider (this will take you to a different page). Enter the MiSACWIS provider number. (PAFC, DHS foster home, CCI) etc. Select from choices given. Select Link the Person. Enter the Person ID. Select from choices given.

Select Link Service Authorization. This will bring you to many service authorizations. Choose the appropriate authorization for the payment period requested which pulls up

the Manual Payment Screen.

Service Category will prefill Service Type will prefill Service Description prefill Responsible Fiscal County prefill Fund source will prefill once a service authorization is linked Enter payment start and end dates Unit Rate will prefill Enter Comments (required) If there is a DOC and it is not showing up in the right hand column (where board and

care and admin rate displays), hit calculate. As long as the DOC is in the service authorization and approved, it should show up in the total amount of the request.

Scroll to the bottom after verifying the accuracy of the information entered and select SAVE.

This is what the Manual Payment will look like after the above steps are completed. Please complete the steps in the order given or you may receive errors.

The status will be available the following day by selecting the Payment/Billing Request Roster.

Manual Payments. Enter Approved Roster and Date (MM/YYYY). Filter. Select Worker (batch jobs). Select Roster Category/Name.

To check immediately that the manual payment request saved in MiSACWIS, select the Financial Tab, then the Payment sub tab, select the Payment Requests Search from the left hand menu. If there is more than one provider, select the appropriate provider and then search.

15-053 Children's Trauma Assessment Center Payments15-053.1Making a DHS 93 PaymentMaking a Payment for All Other Case Services

15-053.215-053.315-053.415-053.5Manual Payment ProcessFor placement services within billing periods10/01/2013-04/20/2014

Getting StartedTerminology SWSS vs. MiSACWISReview MiSACWIS Service Authorizations: Day 1MANUAL PAYMENTS SHOULD ONLY BE CREATED FOR a 14 day time period OR LESSBefore creating a manual payment:Adding a Manual Payment

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