Streamlining VA Invoicing Process with New Innovations
Maximizing efficiency in the VA invoicing process through the implementation of new innovations such as detailed rotation definitions, block schedules, and accurate billing components. These advancements lead to improved capturing of rotations, streamlined reporting for CMS and Medicaid, and simplified vacation scheduling and invoicing procedures.
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VA Invoicing Process 1718
VA Invoicing The Benefits of using New Innovations Billing Process Why are NI Rotation Definitions and Block Schedules so Important Detailed Instructions and Helpful Guidelines Questions, Suggestions and Concerns.
Benefits of Using New Innovations Billing Component Gives more detail of actual rotations that residents were on while at VA (%, time frame, daily rate, CS level.) Captures rotations that may have been missed at the VA (night float). Reimbursement would now be based on VA % while on rotation, not the verification of actual calendar days. Example, if you have a resident that is on a particular rotation and it is 20% VA and the rotation is 14 days, you would get credit for 2.80 days. Easy to read and understand.
Why are NI Rotation Definitions and NI Block Schedules so important? Produces the data that is turned into CMS annual reporting, Medicaid Statewide reporting and VA billing component.
Detailed Instructions Vacation Template-will be sent to your division at the beginning of each month. You will complete form and send back via email. If there isn t any vacation during the quarter send an email NO VA VACATION . Note: If you have the full quarters VA vacation schedule you may turn it in all at once. YOU NO LONGER HAVE TO RECORD VACATION/SICK IN NI BLOCK Scheduling. Monthly Detail Invoice Reports -Will be sent to your department by the 8th of the month after closing month. Example you will receive July reports by August 8, August reports September 8, September reports will go out with the full quarter. Corrections-Once you have checked your monthly invoice and made corrections in NI Block Schedules, you will respond via email in email. If correction s were made email: I have checked and made all necessary corrections to my NI Block Schedules and to the best of my knowledge the VA Detail Invoice is correct . If there are no correction s email: VA Detail Invoice has NO discrepancies .
Detailed Instructions (cont.) End of Quarter-Once I get the final responses from the Departments, I will rerun the invoice and submit to the VA for verification. If the VA submits discrepancies I will forward to Departments for Review. You will need to recheck and make note whether VA is correct or not. If it turns out that the VA Discrepancies are correct you will need to make corrections to NI Block Schedules as needed. Final Invoice will be sent directly to VA for payment.
Helpful Guidelines to insure that NI Block Schedules are accurate. Make sure that all rotations are set up accurately and checked on a regular bases. Rotation percents and locations should reflect what residents are doing on the actual rotation. Make sure that whomever is in charge of resident scheduling, lets you know of any changes within the month. Correct block schedules as soon as your aware of the changes. Work closely with your VA timekeepers, make sure they are aware of Rotation Schedule changes including Vacation Days. If your department is also using Duty Hours as a part of VA reconciliation process, make sure residents are on top of completing Duty Hours. NI Block Schedules must match Duty Hours. DO NOT use other DEPARTMENTS OR DIVISIONS Rotation Definitions.
Questions, Suggestions and Concerns Thanks for all of your help!!!
