Best practice would be that the social worker creates the service arrangements but many agencies have others
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Service Arrangement Workflow
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Service Arrangement Search
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Service Arrangement Search
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New Service Arrangement
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Parts of a Service Arrangement – Service Arrangement Details
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Parts of a Service Arrangement – Business Organization/Vendor
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Business Organization/Vendor
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Parts of a Service Arrangement – Programs & Services
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Parts of a Service Arrangement – Fiscal Details
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IV-E Eligibility
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IV-E Reimbursability
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Service Arrangement Groups
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Print multiple services on one voucher
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Service Arrangement - Action
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Service Arrangement Actions
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Service Arrangement Tips
When searching, always check the splitter bar
Non-client specific SAs when there are multiple clients (secure vs unsecure also)
Don’t enter the client name
Add the vendor
Select Day for unit
Add rate
Calculate total
Select N for pay client specific
Depending on the vendor, the client name may not be required
Action
Add existing SA
Add new
Create duplicate
Existing search
Enter dates & clients then select
Click on tabs - service arrangements/payments
On Service arrangements you will see it associated with Arrangement groups
When back to group, you can see how much is available delete group name
To remove, delete group name from SA
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Service Arrangements 101 Part II
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Making Changes in Service Arrangements
Statuses for Services Arrangements include
Draft
Pending Service Approval
Pending Accounting Approval
Approved for Payment
Active/Payments
Inactive/Payments
Denied
Discarded.
All fields on Service Arrangements with a status of Draft or Approved for Payment can be changed and resent for approval.
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Making Changes in Service Arrangements (cont)
After payments exist using the Service Arrangement and the status is Active/Payments or Inactive/Payments, only certain fields are editable without requiring approval of the Service Arrangement again. These limited fields are
Start date
End date
Description
County contact
License #
IV-E sub code, Service agreement
Service arrangement group
IV-E reimbursable
1099
Contract number
Remittance advice description
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Making Changes in Service Arrangements (cont)
Other fields, such as Units, Amount and use other vendors can be changed through a Service Arrangement Amendment.
Service Arrangement Amendments change these fields, while keeping the original history intact for tracking purposes.
With a Service Arrangement Amendment, unit and amount fields can be increased or decreased.
Depending on tolerances set by the agency, the amendment may or may not require approval.
Decreasing units and the amount on a Service Arrangement Amendment does not require approval.
All actions regarding Service Arrangement Amendments are available on the Amendments tab of the Service Arrangement.
Service Arrangements with a Discarded or Denied status are not editable.
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Creating a Service Arrangement Amendment
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Yearly Settings
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Approving a Service Arrangement
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Printing Vouchers - Individual
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Email or Save Voucher
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Printing Vouchers - Batch
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Printing Vouchers - Batch
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Service Agreements
Service Agreements are like a contract. They spell out the services that will be provided, the time period and the cost.
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Creating a Service Agreement
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Service Agreements - Printing
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Service Agreement Hints
If a Vendor is selected on a Service Arrangement, then each Service Arrangement added to the agreement must be for the same Vendor.
If the Service Agreement is client specific, then each associated Service Arrangement must be for that client.
The printed Service Agreement with signature lines is not saved as a document but can be printed again with the most recent changes/updates.
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Payments types
Payment Requests
Service Arrangements detail services and financial information to make the payment
Payment request are submitted to the County Accounting System to be entered in the general ledger – IFS is one example
The County Accounting System creates the warrant and sends payment confirmation back to SSIS
Posted Payments
Contain same information as payment requests
Manually entered into SSIS after the warrant has been issued.
Does not interface with the County Accounting System
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Payment Workflow
Create a payment batch
Create new payment request
Review the payment batch edit report
Send the payment requests for approval
Approval of payment requests
Deny or suspend Approval – Remove from batch until ready to be submitted
Submit batch
Payment status is “Paid”
If changes need to be made, create a payment modification
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New Payment Batch
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New Payment Batch
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New Payment Batch (cont)
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Payment Batch Tips
Be sure to pay attention to splitter bars
Description (i.e. SSIS A/P-FC MMDDYY [date of check run])
IFS doesn’t like commas
Check for agency preferences
Searchable on description
Only batch owners can add, proof, and submit
If multiple owners, change owner name
May have supervisor approve before submission
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Payment Batch Edit Report
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Health Care Claiming
Current claim categories include:
CW-TCM – Child Welfare Targeted Case Management
MH-TCM – Mental Health Targeted Case Management
RSC-TCM – Relocation Services Coordination Targeted Case Management
Rule 5 – Children’s Residential Mental Health Treatment
VA/DD-TCM – Vulnerable Adult / Developmentally Disabled Targeted Case Management
Waiver and AC – Waivers:
Brain Injury (BI)
Community Alternative Care (CAC)
Community Alternatives Care for Disabled Individuals (CADI)
Essential Community Supports (ECS)
Elderly Waiver (EW)
Developmental Disabilities (DD)
Alternative Care (AC).
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Health Care Claiming
Information needed to generate a claim record comes from a variety of sources, which includes:
Time Records
Payments
Person Information
Staff Provided Rates
Staff Qualifications
SSIS Diagnosis Codes
Supplemental Healthcare Eligibility Information
MMIS Eligibility Information, MMIS Service Agreements, and MMIS Waiver Spans
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Claim Batches
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Time Proofing
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Submit a Claim Batch
After the claim batch has been regenerated and submitted (Action>Submit Batch), an electronic claim batch file is created and submitted to the MN-ITS mailbox.
MMIS retrieves the claim batch from the agency’s MN-ITS mailbox to process and the claim batch status changes to Transmitted.
This will show claims that were reversed, paid and denied for the time period for claim submission.
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Void Claims
A Void Claim is a reversal of a previously Paid or Partially Paid claim. Void claims are associated to the original claim as well as the Time Records, Payments and Supplemental Healthcare Eligibility records used for the original claim.
Only claims processed by MMIS that have a Status of Paid or Partially Paid can be Voided. A Voided claim can either be Voided and Resubmitted or Voided and Finalized.
Void and Resubmit allows the user to first Void a claim, and then the claim is marked for resubmission, allowing a new claim to generate next time a Claim Batch containing that Claim Category and Date Range is generated.
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Finalizing Claims
Claims processed by MMIS that have a Status of Denied, To Be Denied or Partially Paid can be Finalized.
Finalizing a claim means that no further reimbursement is expected.
Users have the option of adding a comment to a Finalized claim.