October 2015 What is Individual ProviderOne The new integrated online electronic payroll system for Individual Providers Providers will start enrolling late 2015 Payments will start early 2016 ID: 705950
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Slide1
An Introduction to Individual ProviderOneOctober 2015Slide2
What is Individual ProviderOne?The new integrated online electronic payroll system for Individual Providers Providers will start enrolling late 2015. Payments will start early 2016.Public Consulting Group, Public Partnerships LLC. (PPL) is contracted to operate IPOne
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Why change payment systems?Replace antiquated SSPS systemEnsure accurate, timely payments to qualified providersConsolidate all payments into a single system for improved compliance FederalSEIU Share information between systemsReduce overpayments & fraud
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What’s staying the same?Case ManagersAssess care needs, authorize services and perform case management functionsContracting Contracting process and background checksProvidersMeet Certification & Training requirementsTraining partnership continues to track training4Slide5
What is PPL going to do for Us?Operate IPOneManage a Statewide Call Center to support staff and providersManage a Financial Center to process timesheets send paychecks, and mail W2s to providersProvide nine Program Support Specialists that will provide in-person assistance to case management, HCRR staff and individual providers
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ACD will send W2 informationSlide8
CAREDepartment of Health (DOH)Training Partnership8Slide9
Payroll Deductions & TaxesIPOne manages all aspects of Employer Taxes:State UnemploymentL&I Workers Comp InsuranceSocial SecurityFederal Unemployment TaxIPOne manages Employee Deductions:Federal Income Tax withholding (Waiver services are not taxed; CFC is)
Social Security
BSI Health Benefit Trust
SEIU 775 Union dues
e-IWO (Fed Child Support Enforcement)
Garnishments
& overpayment recoverySlide10
Changes to CARENew Client/Provider relationshipPersonal Care tasks sent to IPOne and will populate client specific timesheets*IP displayed rate – only base rate is visibleNew CARE Edit CARE will prevent any W2 authorizations going to SSPS/CASIS beginning Jan 1st, 2016.
* CASE MANAGERS MUST: assign tasks to paid providers (excluding respite)– so that tasks can go over to IPOne to populate the client specific timesheets
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Program Support Specialists (PSS)Nine PSS staff will be located in the most populated areas for state staff and IPs and are available by E-mail and phone:Snohomish – Pierce – Kitsap - SpokaneKing - Thurston – Clark – YakimaSupport Staff are available to assist with case management and staff:Provider Information Payment/eligibility informationPSS staff are geared to support case management, HCRR and support staff. Providers will use the Call Center.
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Questions?Next: Contracting Providers and Changes to ACD12Slide13
Changes to Agency Contracts Database (ACD)Individual ProviderOne (IPOne) NumberProviderOne IDs sent by ProviderOne (7 digits P1 number + 2 digit location code) = 9 digit IPOne ID number, No SSPS numbersOnce in signed status and refreshed the provider name (dba field) will auto-populate with a full 9 digit IPOne
ID
number
Get the Provider’s name and SSN# right the first time!
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IPOne- W2 Location view in ACD14
Signed statusSlide15
Changes to Agency Contracts Database (ACD)2 New Taxonomies Respite and Personal Care onlyAuto selected for each admin (HCS or DDA)Personal care includes relief, skills acquisition training, etc.
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Changes to Agency Contracts Database (ACD)When a NEW provider is exempt from Safety and Orientation Training:Watch for the S&O exempt box and check when appropriateUse the Combined IP Orientation and Safety Training Check Type see below:17Slide18
Using Contract Search to build lists of contracts for renewalsContract Code. Use one of the following that fits previous Admin/Division contracts:1022XP for ALTSA/HCS1763XP for DDA1222XP for HCRR generated HCS contracts1263XP for HCRR generated DDA contractsDocument Location. Choose your agency’s location from the drop down.Contract Date. Use the Contract End Date field and select
Contract End Date <=
and then select a date like 8/31/2015. Leave the Contract Start Date part of the search parameter blank.
Status.
De-select
the “All” checkbox, and select “Signed
”
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Important: Contract End DateDates that end in the middle of the month will cause the Auth to go into error for the entire monthIPs will not be able to claim for ANY portion of the monthEnd contracts on the last day of the month without going past the 4 year term (example: contract start date = 8/14/2015; end date = 7/31/2019) – current practice
Be sure to contract check end dates!
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Start & End Dates20Slide21
Contracting ChangesYou will no longer use SSPS NumbersNo PFAR6 digit SSPS ID# replaced with 9 digit IPOne ID#
Providers will report
changes such as name and/or address changes
to IPOne
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Questions? Next: SSPS vs. IP OneIP One timesheet submission and payment scheduleIP One system features and options to enter timeChanges to timesheets22Slide23
TodayTomorrowInvoices are sent in the mailClient specific timesheets are sent Requires
claiming “units” per month
Hour/Units (15 min) by
each date of service
Providers use a
Phone (IVR)
or send in an invoice
to claim
hours
Electronic (On-line,
mobile app) or Paper (Fax, mail) submissions
SSPS Provides
Payment Monthly
IPOne provides
bi-weekly payments
IPs
m
ust keep paper timesheets
Timesheets are Electronically
stored
SSPS has English speaking staff
Bilingual call center staff
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How will Individual ProviderOne
be different than SSPS?Slide24
24Individual ProviderOneAction
Individual
ProviderOne
Dates
Submit
timesheet for hours
January
1
st
–
15
th
January
16
th
* deadline
Individual
ProviderOne
mails
or deposits paycheck
(
January
1
st
– 15
th
hours
)
February
1
st
(or
next
business
day)
Submit
timesheet for hours
January
16
th
– 31
st
February
1
st
*deadline
Individual
ProviderOne
mails or deposits paycheck
(
January
16
th
– 31
st
hours
)February 16th(or next business day)
Individual ProviderOne
pays twice each monthSlide25
IMPORTANTIf timesheets are received later than the scheduled deadline date, pay checks will be processed and paid in the next pay cycle. This could mean a payment delay of approximately two weeks beyond the normal pay cycle.
Full client participation and any health benefits
will automatically be deducted from the check paid on the
1
st
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New
Deadlines!
Remind Providers to Submit Timesheets the 1
st
and the 16
th
of
each
month
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Encourage Providers to Use IPOne online to submit timesheetsCommon Reasons Paper Timesheets are rejectedWriting in the marginsWriting outside of the boxesNot using black or blue inkNo signatureFaxed wrong directionNo personal care task identified with mileage
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Mobile App For Android, iPhone and Windows phonesMust still register by sending in enrollment information or updating profile on-line The mobile app will only create timesheets 27Slide28
The New ‘E-Timesheet’
Step 1: Select Client
Step 2: Select Time PeriodSlide29
The New ‘E-Timesheet’September 2014
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Step 3: Select Service
Step 4: Select Tasks
Step 5: Enter Hours & Mins
Step 6: Enter Mileage
(if applicable)Slide30
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Step 7: Review & Submit!
OR
Save & Finish LaterSlide31
Paper Timesheet31Slide32
Blaze Calls to ProvidersAutomated outbound call from IPOne to notify providers if there is an issue with their timesheet Adhoc calls – Educational and/or Urgent messaging 32Slide33
Blaze Call ExampleExample of a call a provider may receive if there is a problem with their submitted timesheet:Rule: Client is not authorized for this service or Date Worked is not within authorized date range.Message: “You are not authorized to provide this service on this (these) date(s), please see your Authorization Letter for details. Please review your timesheet at IPOne website at www……….or call 1-800-XXX-XXXX if you have questions.”Outcome: Partial Pay; Auto-Blaze call to the Provider, leave pending until 3 call attempts at different times of the day are made (1 call per day) then IPOne auto-denies after 90 days.
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Questions? Next: Activities Prior to Go-LiveProvider Correspondence Addressing Barriers and ChallengesProvider Training34Slide35
PPL Correspondence to ProvidersWelcome packets will go out 2 months before go-live and ongoingTraining Packets will go out approximately 1 month before go-live and ongoingClient Specific Paper Timesheets (sent shortly before go-live)GarnishmentsWage verification
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IPOne Call CenterBilingual Staff (55) Language line accessed for other languagesOpens November 110 unique language lines (XXX-XXX-XXXX Cambodian) and one for case managers
Hours:
Monday – Friday, 7AM to 7PM
Saturday - 8 AM to 1PM (Jan 1
st
)
Required to answer 99% of calls within 30 seconds
If longer hold time, can request a call back and placed in queue
.
Providers will hear the status of their current timesheet when they call
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Why a Provider May Contact the Call CenterPortal login helpTraining resources and materialsHow to submit timesheetNon-paymentError messages (timesheets)Change of addressPaper timesheet denied or pending37
Deductions
Direct deposit
Debit card
Need more timesheets
Payment delays
Payment errors
Auth
letter
Overpayments
Missed deadlineSlide38
Financial Operation Center (FOC)PPL will have a Financial Operations Center which will :Process timesheetsSend paychecksMail W2s38Slide39
Barriers & Challenges for ProvidersEnglish as a second language – literacy in their own languageLimited/No computer skills – Use of a computer or mobile appLimited/No resources to purchase a computer or smart phoneLimited/No access to a computer in their communitySome areas in the state may have
limited/no
internet service
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Provider Training Paper and Electronic training manualsIn-Person800+ sessionsSome Sessions will be in other languagesTraining will ramp up in December 2015Continue through the first payroll in February 2016
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Provider Awareness Efforts41Slide42
SSPS Messages42Slide43
IPOne Brochure43
Translations are available on the IPOne website:
http://www.ipone.org/
Top twelve languages translated
Available to print and hand out to Providers during home visits or mailings.
Available to email to providers on using distribution lists.Slide44
IPOne Flyer44
Translations available on the IPOne website:
http://www.ipone.org/
Top twelve languages translated
Available to print and hand out to Providers during home visits or mailings.
Available to email to providers on using distribution lists.
Available to convert to a jpg. Image and attach the hyperlink to actual translation page.Slide45
IPOne Website www.IPOne.org
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Information TabSlide47
IPOne Web Portal47Slide48
Using the IPOne Web PortalYou can:View and use the IP and Client Profile pagesSearch for which client an IP is working forView IP Auths and Timesheets/hours workedResearch IP training recordsHow to use the IPOne Web Portal Unified Reporting ServerAccess to IP training units48Slide49
Client Search ResultsSlide50
Searching for a Timesheet
MINNIE MOUSE
MINNIE MOUSEHOUSE
DONALD DUCK
DAFFY DUCK
HUEY DUCK
BUGS BUNNY
MICKEY MOUSE
MICKEY MAN
RED SKELTONSlide51
View TimesheetSlide52
Provider SearchSlide53
Training Information53Slide54
Certification/Contracts54Slide55
Program Checklist55Slide56
Cumulative Career Hours56Slide57
57Associated Clients
Peter Pan
Elmer Smith
Tom JonesSlide58
NEXTGo-Live preparation – How you can help ProvidersContingency PlanningOther Issues58Questions? Slide59
How You Can Help ProvidersHelp IPs Stay informed SSPS invoice noticesDistribute brochuresVisit
www.ipone.org
Email:
Ipcommunications@HCA.wa.gov
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How You Can Help ProvidersEncourage Providers to:Use electronic resources Complete enrollment formsVerify demographicsSign up for direct deposit (will not convert) – 50% currently use direct deposit Can split between two banking accounts (checking/savings) or a debit card
Complete
Training
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IP Contingency PlanThere will be a plan in place to pay IP if the system should have paid61Slide62
QUICK REVIEW62Slide63
ContractingGet the name and SS# right the first time! Difficult to change once the contract is signedContract end dates – last day of the month prior to the end of the 4th yearWatch for the S&O exempt box and check when appropriate
How providers report changes such as name and/or address changes
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HCRR Staff: IP One points to remember when working with ProvidersRefer all questions that are not related to authorization issues or care planning to the PPL Call CenterAuths will go into error if either the client or provider is ineligible There will be lots of different types of training opportunities for providers
Start talking to your providers about the changes coming – moving from a payment system to a payroll system – encourage electronic timesheet
Help your providers understand
there will be a two week gap for the first payment
– encourage them to set some $ aside AND Full
participation and health benefits will automatically be deducted from the check paid on the 1
st
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Top 5 Takeaways - ProvidersElectronic is the best method to ensure timely accurate timesheet submittalGetting paid twice monthly - You will receive ½ a months wages in 1 payment and the other ½ in a second payment Full participation and health benefits will automatically be deducted from the check paid on the 1st
They must submit a timesheet to get paid
There will be a call center with bilingual staff to provide support before, during, and after implementation - Exclude auth issues and care plan questions
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QUESTIONS66