HCHB Payroll Process for participants111611 · This report displays visit times for visits that are...
Transcript of HCHB Payroll Process for participants111611 · This report displays visit times for visits that are...
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Batch – Grouping together of weekly payroll items to submit for payroll. HCHB generates 4 summary reports when batch is complete. Similar to “processing Payroll” in BEARS.
Non‐visit activity – An activity outside of a visit and counts toward weekly productivity. Examples include: PTO, case conferencing, in‐services, training, and mileage outside of visit.
Other pay – Activity you want to pay for in addition to regular weekly pay and does notOther pay Activity you want to pay for in addition to regular weekly pay and does not count towards productivity. Examples include: field staff on call pay, bonus, visit premiums.
Visit time exception – System generated request (workflow task) to change the time for a completed visit. Field staff cannot change their visit time themselves after the visit has been completed. Example – documenting late (next day) on a visit
Visit time change request – Request from field staff to change a visit time in the system (coordination note). Example: Clinician leaves device on and according to HCHB visit was 5hrs long!! Need to correct visit time.
Paper visit – Visit scheduled in HCHB (stress this!), documented on paper, not on the device, and is manually verified in the system.
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HCHB payroll is….
Not like BEARS when you data enter all the visits. All the visit are already in the system and when completed are automatically verified.
So…payroll becomes verifying information and editing by exception, adding anything missing (PTO, on‐call pay)
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This report displays visit times for visits that are “verified” in HCHB. We need to audit these visits to ensure accuracy of visit times and additional documentation time.
Why do I run the report 3x? Looking for visit times that are inaccurate.
Beginning date: date to capture “Old” visits ‐ recommend go live date ‐ why this date?there are times when older visits (outside of this payroll week) will be included in thisthere are times when older visits (outside of this payroll week) will be included in this weeks payroll.
Look for:Visit time <20 min – risk not getting paid for the visit, may be a mistake – follow up
Visit time >90 min ‐may be a case where clinician forgot to turn off device/complete visit –follow up
Doc time > 60 min – struggling clinicians – if they are new clinician, may have forgotten to turn off device. If it is consistently happening ‐may be a training issue. Good opportunity to develop clinical staff and make life easier for CM/CSM and clinician. Also important because LPN, OTA, PTA get paid for extra doc time – if over guarantee will be additional pay.pay.
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Goal is for report to blank or only show today’s information.
If Exclude Verified checkbox is checked, you should be investigating anything else that appears on this report. If checkbox is not checked, investigate anything that does not have a status of “V”.
This is a good tool for managing productivityThis is a good tool for managing productivity.
HCHB recommends running this report prior to verifying visits on paper.
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this report will only display mileage entered for Visits/Clients – does not display mileage for worker entered as Non‐Visit Activity (mileage outside of visits)
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Watch out…worker status defaults to “Inactive” – must change to “ALL”To/From date – defaults to 1 month
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When adding Non‐Visit Activity:
Mileage: must enter “Quantity” field – DO NOT just enter start and end. DO NOT enter total mileage as a “Note” – this will not get paid.
Guaranteed Staff: if they are getting paid for time off during the week enter time as VisitGuaranteed Staff: if they are getting paid for time off during the week enter time as VisitPTO. If they want cash above normal pay, enter time as PTO Sell Back (20 hour increments)
PTO Sell Back – also used when employees have been terminated and need to be paid.
Visit Paid Time Off=Visit PTOHospice Paid Time Off= Paid Time Off
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Be sure to verify they have available PTO before accepting.
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Encourage staff to keep current with this information, review for reasonableness and follow up with staff as needed.
However, you can not get a final/complete set of information until Monday morning when all visits are complete and verified.
Verify available PTO via Visit Guarantee ReportVerify available PTO via Visit Guarantee Report
Visits that are completed are “verified” in HCHB. We need to audit these visits to ensure accuracy of visit times and additional documentation time.
At least for the first couple weeks after GO LIVE – clinicians will forget to turn off devices.
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Run this report before you accept any non‐visit activity. Why?Ans: ‐ you need to verify available PTO balance, verify any benefit code changes, verify guarantee is correct
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Encouraging field staff to enter correct mileage and visit time Tues thru Friday will help make this a quick update on Monday morning.
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There are some messages you can ignore:“services greater than 15” (can be ignored)
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Note anyone who exceeds productivity as Other Pay will need to be added according to your office’s practice.
Expected Points – GuaranteeTotal Points Earned– Sum of Total Visit Points + Total Non Visit Activity PointsTotal Variance – Entered in Payroll Console under Manage Other Pay.
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Always put comments in comment field. (REQUIRED) Enter dates and calculations. For example 4 X $52 (4 pts weekend 11/30/11)
Other pay can include field on call pay, bonuses, and visit premiums.
Additional pay should be added here for guaranteed staff that exceed productivity according to your office’s practiceaccording to your office s practice
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Week ending date – must be in the past –cannot be next Sunday!!!
When you click Load Services – it may take 1‐2 minutes to load batch. Be patient!
You can ignore the “mess” on the bottom of the screen.
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You can run other reports if you want to ‐ however, these are the only reports required. DO NOT run the Payroll Mileage Report
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*If you need to make a correction…you will need to delete the batch, make the correction and re‐create the batch
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*If you need to make a correction…you will need to delete the batch, make the correction and re‐create the batch
Note: ‐ zero pay rate may be OK for Hospice ‐ system changes pay rate to zero to indicate no pay for visit
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*If you need to make a correction…you will need to delete the batch, make the correction and re‐create the batch
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*If you need to make a correction…you will need to delete the batch, make the correction and re‐create the batch
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If you need to make a correction…you will need to delete the batch, make the correction and re‐create the batch
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STOP! If you need to make a correction…you will need to delete the batch, make the correction and re‐create the batchYou may proceed and finalize a payroll batch once you are satisfied that there are no errors.
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Overview:•Weekly guarantee and productivity points were supplied by the director of each office•Home Health Aides are eligible•Need to have one verified visit in home office to trigger guarantee (in BEARS or HCHB)•No longer need unallocated spreadsheet
Day No Pay:Day No Pay:• Guarantee employees are considered salaried• As such, if they work any part of a day, they need to be paid for the day.• Pay cannot be reduced for part of the day – must be reduced for entire day.
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Default visit rate will be changed to:Rate = guarantee divided by expected productivity points
All visit guarantee employees (VFT, VPB, VPC) will automatically have transactions p‐coded. This means that transactions will generate the guarantee once each week but no furtherThis means that transactions will generate the guarantee once each week, but no further pay will go to the employee.
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