1 Financial Services Workshop February 28, 2012. DIVISION OF HEALTH SCIENCES Division Units Brody...

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Financial Services Workshop

February 28, 2012

DIVISION OF HEALTH SCIENCES

Division Units

BrodySchool ofMedicine School of

Dental Medicine

Laupus Library

College ofAllied Health

Sciences

Support Services

(Vice-Chancellor; HS Administration

& Finance)

College of

Nursing

ECUPDental Assoc.

East Carolina

Heart Inst.

Diabetes &

Obesity Inst.


SYSTEMS DEVELOPMENT: Development, implementation, and evaluation of automated accounting

and financial management systems Collaborate with diverse groups of University managers & IT experts to

facilitate effective and efficient system solution decisions Use Excel Visual Basic to automate accounting and financial reporting

needs

TRAINING & TECHNICAL SUPPORT: Training & systems support to staff members SCT Banner chart maintenance liaison Division Level approver for all DHS Security Requests Division’s primary liaison between system users and information

FINANCIAL REPORTING: BSOM’s Institutional Coordinator for a variety of AAMC and other Medical

School financial surveys, and Association of Academic Health Centers surveys

Provide financial reporting for completion of Medicare/Medicaid cost reports

Design and production of adhoc &/or scheduled financial reports from Banner

Systems Support Services


Manage contracts that range from professional services contracts with agencies in Eastern North Carolina to research and support contracts with healthcare companies throughout the United States

Track each contract from the time it is received until it is fully executed or other action has been taken

Review each contract before forwarding to senior management for review, approval and signature

Prepare revenue or payable contracts for the Vice Chancellor, Dean, or Executive Associate Vice Chancellor’s signature

Review departmental billing information and create invoices for contracted services to external agencies

Review and approve departmental Contractual Services Payment Requests (CSPR) for contracted services

Provide support to senior management, colleges, and schools

Contract Services


Review of PORT requisitions, ProCard activities, Contractual Pay requests, Direct Payment forms, and any other means of purchasing for budget control and other items

Banner journal voucher review and processing for budget control and other items

Monthly ECUP Board report and ad-hoc reporting

Medicare and Medicaid cost reporting

Monthly ECUP STIF bank reconciliation, deposit clearing reconciliations, and other general ledger account reconciliations

Support for all levels of management and staff, including ad-hoc information requests and reporting

Financial Accounting


Enforcement of State Treasurer, campus-wide and division-specific cash management policies and assurance of strong internal controls

Processing and deposit of daily patient and contract revenue collections via clinics, lockboxes, mail, and at office site

Application of student payments and financial aid to Banner student accounts and assistance with Higher One program

Collection of departmental deposits and posting into Banner

Disbursement of cash research study participant payments


Depositary Services


Division-level review of personnel actions including EPAFs, PCFs, and Budget Transfers

Assure the integrity of the position budgets within the Position Management System and reconcile the position data to the Banner Finance budgets and HR Payroll

Administration of 16066 State Lapsed Salary Plan

Administration of Salary Recovery Plan


ECUP Budget Office oversees the annual ECU Physicians practice plan budget process for the clinical, overhead, Dean and Vice-Chancellor departments

Budget

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What We Do: Funding Source

Patient Care Patient RevenuesService ContractsState Support for Indigent Care

Medical Student Teaching State Funding/ECU Physicians

Resident/Teaching/Fellows Graduate Medical Education (GME) Funding/ECU Physicians

Research/Clinical Trials Grants/ECU Physicians

ECU Physicians Budgeting

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ECU Physicians Clinical Servicesas of June 30, 2011

Number of clinic locations = 33

Number of patients seen YTD June 30, 2011

• Outpatient visits = 382,916

• Inpatient visits = 127,416

• Emergency Medicine visits = 74,566

• Med Direct visits = 34,316

Number of procedures = 476,228

Number of calls answered = 1,087,885

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Includes 3 types of budget units:

•Clinical Departments

•Overhead Departments

•Dean/Vice Chancellor Departments


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11 Clinical Departments

• Internal Medicine • Emergency Medicine • Surgery

• Psychiatric Medicine • Family Medicine • Pathology

• Pediatrics • Physical Medicine & Rehabilitation • Oncology

• Obstetrics & Gynecology • Cardiovascular Sciences

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Overhead Departments

• ITCS • Administration & Finance • Compliance

• Risk Management • Patient Billing & Reimbursement • HISS

• Business Operations • ECUP Administration • Managed Care

• Contact Center • Patient Access Services • Pharmacy (Breakeven-no expense allocation)

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Overhead:

•Centralized components of Operations that need to be allocated back to the departments utilizing the services.

•Allocation method is based on utilization.

•Expenses are allocated during month end processing.


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Fiscal Year 2011/2012Allocation Criteria:

Overhead Department Allocation Based on: Data Used

Admin & Finance # of Employees 11/12 Budget Staffing Templates

ITCS # of Employees 11/12 Budget Staffing Templates

Compliance # of Employees 11/12 Budget Staffing Templates

Group Practice Admin # of Clinical Faculty/Staff 11/12 Budget Staffing Templates

Risk Management # of Clinical Faculty/Staff 11/12 Budget Staffing Templates

Contact Center 86% based on # calls/ 14% based on # of Clinical

Faculty/Staff

11/12 Budget Staffing Templates

HISS # Distinct Service Dates HealthSpan Data

Clinical Finance (Billing & Reimbursement) 50/50 on Pt. Revenues & # Distinct Service Dates

HealthSpan Data

Patient ServicesShared Expenses Allocated Based on # Distinct

Service Dates

HealthSpan Data

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Dean’s Departments:

•Dean’s Office

•GME Office

•Academic Affairs

•Clinical Skills

•Telemedicine


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Vice Chancellor Departments:

•Vice Chancellor Office

•Health Sciences EPA Personnel Office

•Prospective Health

•Multimedia Technology Services


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Dean & Vice Chancellor Departments:

•Provides financial support for some school-wide initiatives and expenses.

•Includes Dean’s Administrative Staff (Medical Director, HealthSpan Billing & Electronic Medical Record), etc.

•Vice Chancellors area includes VC Administration and HS EPA Personnel office.


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Practice Plan Budget Process

ECUP Budget office prepares templates including prior year data and current staffing. Budget templates are completed by department representatives. Budgets are submitted to the ECUP Budget Office. Departments present budgets to ECUP Finance Committee. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted….


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Practice Plan Budget Process

Budgets are consolidated and presented to the ECUP Board for approval. Historically, the budgets are not approved until further revisions are made. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted…. Revisions are made and budgets resubmitted. You get the picture! The goal is to have an ECUP Board approved budget by June 30th and input

into Banner Finance by mid-July.


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Practice Plan Budget Process Line item budgets are entered via a GURFEED into Banner

Finance. Departmental and Consolidated budgets are reconciled to Banner

Finance. Personnel/Position budgets are reconciled by the department

along with assistance from ECUP Budget Office. Department submits necessary personnel actions required to

match Position Management with the approved ECUP Budget.


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