Streamlining the UNC Health Care System Contracts Process
This document provides an overview of the UNC Health Care System's new contract process, policies, and procedures. It outlines the necessary steps for approval, invoicing, and contract execution, emphasizing the importance of following standardized guidelines. The revised policy aims to standardize and streamline contract processing for internal UNC Medical Center contracts, ensuring clarity and consistency in operations.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M UNCH & UNC FP New Contract Process Procedure Guide July 31, 2020
Table of Contents U N C H E A L T H C A R E S Y S T E M Overview New Process Policy Updated Policy document Contract Coversheet and Exhibits Contract Log Master Agreement Approvals Invoicing Invoice Templates Standard Backup FAQs Resources 2
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M OVERVIEW
U N C H E A L T H C A R E S Y S T E M New Process Overview Applies to all internal UNC Med Center contracts. Must be completed before work can be performed Payment can be made based on completed coversheet. Exhibit for every contract with templates for each contract type Each new agreement will be a Statement of Work Cover Sheet Master Agreement Policy Coversheet and contract approvals and signature are via AdobeSign Standard templates & backup Goal is a standard approval process Approvals Invoicing 4
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M POLICY
U N C H E A L T H C A R E S Y S T E M UNC MC Contracts Policy Revised policy is the result of a joint effort between UNCFP, Legal and UNC HCS Accounting to standardize and streamline the contracts process. Policy applies to all internal UNC MC contracts. Provides both the policy and procedure / work instructions for processing contracts so that everyone is operating from the same instructions and expectations. 6
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M CONTRACT COVERSHEET & EXHIBITS
U N C H E A L T H C A R E S Y S T E M UNC MC Contracts Process Flow 8
U N C H E A L T H C A R E S Y S T E M Contract Cover Sheet Executed contract coversheet is required to be in place, at a minimum, prior to providing ANY goods or services. Legal will create the final contract but the signed contract coversheet authorizes the work and resulting payments. Department requesting the contract is responsible for completing and obtaining all necessary signatures. Must be submitted to initiate a contract, update or terminate a contract early. 9
Contract Log U N C H E A L T H C A R E S Y S T E M Contract Coordinator records all new contracts and contract revisions in the contracts log so that there is one master file. Documents the existence and status of contracts Shared with Contracts Accountant to record the related journal entries 10
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M MASTER AGREEMENT
U N C H E A L T H C A R E S Y S T E M New Master Agreement Exhibit for every contract 12
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M APPROVALS
U N C H E A L T H C A R E S Y S T E M Approvals Approvals: Coversheet and contract approvals and signature via AdobeSign 14
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M INVOICING
U N C H E A L T H C A R E S Y S T E M Invoicing Invoicing: Standard template developed. Standard backup required based on type of contract Fixed contract amounts do not have to be approved again unless the amounts change. Variable contracts are approved within a range and do not have to be approved again unless the amount to be paid is outside of the approved range. Email: All Invoices and the appropriate supporting documentation are sent to the UNC HCS Contract Accountant mailbox. 16
U N C H E A L T H C A R E S Y S T E M New Invoice Templates New standard templates for UNC FP and UNC Health 17
U N C H E A L T H C A R E S Y S T E M New Invoice Templates Standardizing invoice backup 18
Contract Invoice Process U N C H E A L T H C A R E S Y S T E M Upon receipt of the invoice, oApproval is obtained if necessary (i.e. plan for fixed and variable amounts so approval is not required every month) oPayment is processed. In addition to the invoice, the appropriate supporting documentation must be included. The contract type determines the appropriate supporting documentation: Use the standard invoice template for all invoices submitted for payment. Send all invoices and the supporting documentation to the UNCHCS Contract unchcsContractAccount@unchealth.unc.edu Accountant mailbox (unchcsContractAccount@ unchealth.unc.edu) unchcsContractAccount@unchealth.unc.edu Program Support Invoice for flat amount FTEs and Salary & Benefits Employee Name Payroll backup data supporting the amounts in the invoice Data can be summarized by larger categories (i.e. Salaries, OT, Bonuses) Backstop/Subsidy based on expense less revenue requiring periodic reconciliation. Back-up for expenses covered Document revenue generated by services provided that reduce the total cost of the agreement. Taxes and overhead information if applicable Contracts billed at a specified rate per procedure performed Need a list of patients and the dates of their respective procedures. For privacy purposes, the Medical Record # should be sufficient. 19
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M FAQ S
FAQs U N C H E A L T H C A R E S Y S T E M Q: Will all other contracts still go through the "Contract Request Form"? A: This policy/process is for contracts between SOM and UNCH/UNCHCS. For other SOM contracts, continue to follow processes established through OPSCA. Q: Did we standardize whether we would be invoicing monthly or quarterly? Or our discretion? A: The coversheet and contract will specify how frequently to invoice. If the parties do not specify otherwise, the default invoicing frequency is quarterly. Quarterly invoicing is the preference. Q: Do we need to submit cover sheets for on-going contracts that need an annual renewal for FY21? A: If a contract expired at the end of FY20, a new completed coversheet will be required for FY21. Over the next few weeks, the contract management team will be sending an updated list of contracts to each department. Contracts that require a new coversheet will be noted on those lists. 21
FAQs, cont. U N C H E A L T H C A R E S Y S T E M Q: Will we receive updated copies of contracts for FY 21? A: Yes. Q: Are payments for existing contracts going to continue to happen "automatically" or do we now need to invoice for payment every month? A: Medical Director, Service Leader, ACMO, and Physician Champion payments will continue to happen automatically, without any invoices. All other contracts will require invoices for payment. Q: Is there a process we can implement regarding managing salary increases annually? For those non fixed dollar amounts that have always been a bit difficult to manage. A: The contracts are written as a percentage of salary, so salary increases are automatically included. For certain increases (such as a promotion from assistant to associate professor) it is recommended that the employing party inform the paying party in advance to ensure the other party wishes to continue the arrangement. But normal salary increases are automatically included, unless the parties have agreed to a not to exceed amount. 22
U N C H E A L T H C A R E S Y S T E M U N C H E A L T H C A R E S Y S T E M RESOURCES
Contacts U N C H E A L T H C A R E S Y S T E M For policy, contract terms, exhibit, etc. questions, please contact: Allyson Lawless (Allyson.Lawless@unchealth.unc.edu) Roxanne Goodin (Roxanne.Goodin@unchealth.unc.edu) Allyson.Lawless@unchealth.unc.edu Roxanne.Goodin@unchealth.unc.edu For invoicing questions, please contact: Jon Angier (Jon.Angier@unchealth.unc.edu) Suzanne Scott (suzanne_scott@med.unc.edu) Jon.Angier@unchealth.unc.edu suzanne_scott@med.unc.edu For contract process improvement, please contact: unch_fp_contract_issues@med.unc.edu unch_fp_contract_issues@med.unc.edu 24
