1. 2010 UBO/UBU Conference Health Budgets & Financial Policy 1 Briefing: Preparing the Inter-Agency Bills for USCG, NOAA & PHS Date: 23 March 2010 Time: 1110 – 1200

2. 2010 UBO/UBU Conference Turning Knowledge Into Action 2 Today we will discuss: – How to retrieve billing information using an CHCS Ad hoc report – How to save that information into an Excel file – How to weed out unbilled information – How to complete an SF1080 – Submission of Monthly Bill – Tracking Bill and Payment Objectives

3. 2010 UBO/UBU Conference Turning Knowledge Into Action 3 Retrieving Information: – Run Ad hoc Report in MSA Module – Spool Report from CHCS-MSA – Capture info Using Kea or Reflections in CHCS Outpatient Encounters

4. 2010 UBO/UBU Conference Turning Knowledge Into Action 4 Preparing a “clean” bill: – Sorting the data download: Delete information not needed to bill Sort out information to correct tabs on the Excel spreadsheet Check each line item for duplicates Sort by Patient Category 100% DEERS check on all NOAA and PHS patients Outpatient Encounters (Cont’d)

5. 2010 UBO/UBU Conference Turning Knowledge Into Action 5 Inpatient Admissions – Run ADXR (Admission by Diagnosis Report) from CHCS – Highlight PATCAT: C(USCG), B(NOAA) and P(PHS) – Print DRG (469-Patient Summary Report) from CHCS for patients identified in ADXR – Look up patient in DEERS to record DOB, if patient is 65 or older DEERS should show Medicare eligible. DO NOT BILL THESE PATIENTS – If no Final Patient Summary is available, you can not bill yet. Keep in folder to check status at next billing Inpatient Admissions

6. 2010 UBO/UBU Conference Turning Knowledge Into Action 6 Dental billing is a manual process – Encounter forms provided by Clinics – Check DEERS to ensure appropriate PATCAT – Combine multiple visits – Some Dental visits may appear on Adhoc Report from CHCS – Check Inpatient Report – Dental can not be billed if Admitted – Provide Clinic POC with totals Dental Services

7. 2010 UBO/UBU Conference Turning Knowledge Into Action 7 SF1080 for USCG attached to each bill Ensure correct billing month, MTF, and totals are used on SF1080 SF1080

8. 2010 UBO/UBU Conference Turning Knowledge Into Action 8 Bills should be submitted monthly Per MOU, bills should be sent within 45 days of care One MTF per bill One FY per bill – cannot combine different FYs Submission

9. 2010 UBO/UBU Conference Turning Knowledge Into Action 9 Tracking Bills and Payments Create a spreadsheet to track bills and payments received Reconcile with Accounting System to ensure payments are received and posted to the correct FY

10. 2010 UBO/UBU Conference Turning Knowledge Into Action 10 Let’s Review Today we have discussed: – Retrieving Information – Preparing a Clean Bill – Inpatient Portion of Inter Agency Bill – Dental Portion of Inter Agency Bill – Preparing SF1080 – Submission of Bill – Tracking Bill and Payment

11. 2010 UBO/UBU Conference Turning Knowledge Into Action 11 QUESTIONS???? Q and A

12. 2010 UBO/UBU Conference Turning Knowledge Into Action 12 Useful Websites http://www.tricare.osd.mil/ebc/rm_home/ubo_hom.cfm  TMA Office of the Chief Financial Officer / UBO Office http://www.dtic.mil/comptroller/ratesindex2002.html  Rates www.dtic.mil/comptroller/finman01.htmlwww.dtic.mil/comptroller/finman01.html (DoD 7000-14-R)  Financial Management References