1. Hospital & Clinic Reimbursement Division
“Working together with policymakers, hospitals, and clinics to better serve and account for Medicaid funded programs, to ensure necessary medical services delivered to individuals without or with limited health insurance.”
-Hospital & Clinic Reimbursement Division

2. Facility Settlement Subsystem Integrating Cost Reports and Settlements into the production claims environment

3. Background
First of its kind, integrated settlement system. Joins live production claims system to a full service cost report and settlement program.
Provides up to date status and volume reports.
Allows front end edits to reduce corrections needed by addressing problem areas before the reports are submitted.
Faster processing, timely settlements, accuracy improvements.

5. Access CHAMPS through MILogin If you are not set up yet, please do so at your earliest convenience

7. Local Education Agency Access
Atypical Access – Modify and maintain provider enrollment
Domain Administrator – Manage users
FS LEA – Facility Settlement Subsystem access
To assist in our moving to production, please provide contact information to the Hospital and Clinic Reimbursement Division via to or
Required contact information includes:
Single Sign On user identifier.
To access the CHAMPS system you must register for your MILogin user ID and password. For instructions on how to obtain a user ID and password as well as subscribe for CHAMPS see instructions found on the State of Michigan website.
Make sure all users in your organization that will need access to CHAMPS receive a MILogin user ID and password.
Name, Address, and .
Specific profile required.

8. Domain Administrator Profile Select from drop down menu

9. User List Access via Admin Menu and select User List hyperlink

10. Manage Users Access User List to add or modify users.

11. Adding Users to Domain Can add users – those who are already subscribed to CHAMPS – and grant specific access based upon your facility requirements

12. View and Manage Users Must use filters to pull up specific users
View and Manage Users Must use filters to pull up specific users. You may use wild card ‘%’

13. Reminder: Update Provider Information You are responsible for maintaining up to date contact information so that correspondence goes to the proper listed individuals.

14. Reminder: Update Provider Information, continued Note last sentence.

15. Atypical Access Profile This profile will allow access to provider enrollment maintenance.

16. Provider Enrollment Maintenance New enrollment, track application, and manage changes.

17. FS LEA Profile To access the Facility Settlement Subsystem as an LEA

18. Accessing Facility Settlement Subsystem The Facility Settlement Subsystem (FS) is accessed via the External Links drop down, by selecting Facility Settlement from the list.

19. Facility Settlement Subsystem Main page contains menu options on top bar, system notifications, Reminders (user alerts), as well as the status bar. My Reminders will contain notices for required actions – as when a cost report is rejected, the notice will appear in this box.

20. Menu Options – Profile Specific (FS LEA) My Inbox: Returns to home screen Facility: [Manage Facility Information] to view associations and status [Archived Documents] to access letters, prior cost reports (pdf format) Facility Settlement: [LEA Cost Report List] to access and view status of all cost reports for provider/user [Prepare LEA Cost Report] to access in process or create new reports.

21. Facility List page (Maintain Facility Information) Hyperlink – text or any data in blue font is indicating a hyperlink to more information on a detail screen or popup. Filter By – Select from drop down options and enter filter criteria Select hyperlink for Facility Detail by clicking on the Facility ID

22. Facility Detail Page Header Banner – facility specific details including ID, Name, Start and End Dates, and Status Fiscal Year Accordion – lists all active and prior fiscal years for facility. For LEAs and ISDs, fiscal year end is unable to be modified. May filter or sort based on dates, status, or operational flag (active vs inactive) Associate Facility – see next slide

23. Facility Detail Page (continued) Associate Facility – lists out associated facilities which for a LEA would be the associated ISD Hyperlink – to access associated facility details, click on hyperlink located on association end date. The LEA is responsible to maintain the associated ISD. Add button: if a new association is required, use this button to add a new ISD. See slide 16 for details. Association End Date Hyperlink: to end a current association and click on hyperlink. See slide 17 for details.

24. Add Association Dialogue Box Association Type: Two choices – [Select] or [LEA – ISD]. Choices are restricted, of course. Facility ID: ISD’s receive their facility ID based on “IS” for ISD, and their 5 digit school code (ISD code plus three 0’s). Start Date: Enter begin date of association. Error: A new association can’t be added if one currently exists and is active.

25. Associate Facility Detail
Associate Facility Detail Defect logged – should display ISD detail, as that was the line for which the hyperlink was clicked. The green arrows point to the fields which should display the ISD detail. To end date an association, enter the new date in the Association End Date field (red arrow). A remark must also be entered. The record will be in submitted status, which will then be subject to review and approval/rejection. Auditor will be notified to act.

26. Associate Facility End Dated Here you can see the in process record (status) for Association End Date. At this point, it will need to be submitted. Submission will trigger an notice to the HCRD PE Administrator to approve or reject. Once that is complete, notification will be returned to provider via the Alert in box (My Reminders from Slide 11). Once the end date is approved, a new association can be added (Slide 16).

27. Archived Documents List Page From the Facility Menu, select Archived Documents. Records which may appear would be…..? --Can’t find use case

28. LEA Cost Report List Page Select Facility Settlement menu > LEA Cost Report List (slide 12 for screenshot). Note path/hyperlink for pages viewed (top red arrows). Facility ID hyperlink: To view facility data. Remark detail page: Icon in remark column Action, View hyperlink: select to view cost report. Cost Report ID: MRLE A0V0 means ‘MR’ = MAER, ‘LE27010’ = LEA Facility ID, ‘ ’ = FYE, ‘A0’ = Amend 0, ‘V0’ = Version 0

29. Cost Report Worksheet List Page Note banner at top with Facility ID, Name, FYE and FYB, as well as cost report ID and status. Medical Staff Cost: Hyperlink to access worksheet. Required, with status and last modified date displayed. Transportation Cost: Not required (not every LEA reports transportation). Cost Report Information button: To access instructions for MAER, click on this button.

30. Medical Staff Costs

31. Transportation Worksheet

32. Transportation Worksheet (cont)

33. Prepare LEA Cost Report From Facility Settlement menu, select ‘Prepare LEA Cost Report’. Facility ID hyperlink will take you to facility details page (slide 14) Go to ‘Action’ – ‘Execute’ hyperlink to begin. Remark button to send comments to ISD. Cost Report ID: MR = MEAR, LE##### = Facility ID = LE plus school code, FYE, A0 = Amend#, V0 = Version#

34. Cost Report Work Sheet List Page From ‘Execute’ button on Cost Report List page, we return to the Cost Report Work Sheet list page (slide 21) Access individual worksheet by clicking on hyperlink. Note banner includes all facility information specific to cost report being completed.

35. Medical Staff Cost worksheet. a
Medical Staff Cost worksheet a. Direct data entry of amounts into screen. Shaded fields can’t be edited and total fields will be automatically calculated.

36. Medical Staff Cost worksheet, continued. b
Medical Staff Cost worksheet, continued b. ‘Save to xls’ button can be used to extract data into an excel document which can then be used to copy back to the worksheet. Pop up box to open or save file.

37. Medical Staff Cost worksheet, continued. b
Medical Staff Cost worksheet, continued b. The Excel file be used for analysis and to copy back to the worksheet. Note: Values will only be populated if the save button (slide 27 item c) has been clicked.

38. Medical Staff Cost worksheet, continued. b
Medical Staff Cost worksheet, continued b. The Excel file be used for analysis and to copy back to the worksheet. Below is an example of fields edited, then copied back. You’ll note they open as text format but can be updated and pasted back and forth with issue.

39. Medical Staff Cost worksheet, continued. b
Medical Staff Cost worksheet, continued b. Pop up error – repeats for every field. In this situation, the Staff FTE Count should be formatted as ‘##.##’

40. Medical Staff Cost worksheet, continued. c
Medical Staff Cost worksheet, continued c. ‘Save’ button: be sure to use often. Click on this before extracting data or validating in the next steps.

41. Medical Staff Cost worksheet, continued. d
Medical Staff Cost worksheet, continued d. ‘Validate’ button: Click on this after completion and saving. e. ‘Validation Errors’ button: click on this to view the variances and/or errors after clicking ‘Validate’

42. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. ‘Validation Errors’ button: Error List page Errors include: Warning: Prior Year variance compared to current. A comment must be entered before submitting.

43. Medical Staff Cost worksheet, continued. e. Error List, continued:
Medical Staff Cost worksheet, continued e. Error List, continued: Error – Example: Costs without FTE. You may not submit a cost report with an error. You must correct. There can’t be any costs associated with a line with associated FTE. In this case, you will note on the prior page the costs were reported on the wrong line.

44. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. Error List, after corrections. Note the variance count reduced. The variances listed here are actually a defect within our system (should be completed before conference). A comment must be entered. Click on the comment icon to enter the comment.

45. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. Error List – Comments: Enter comments in the box ‘LEA Comments’. If a document is needed to be attached (if you’re very wordy, for example), refer to ‘Document List’ accordion. Use Save button, liberally.

46. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. Error List – Upload Attachment: Use button to open upload dialogue box. Attachment will appear in accordion. You may also inactivate a file by clicking the Inactivate button after selecting the file with the appropriate check box.

47. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. Error List – Upload Attachment dialogue box: must select document sub-type (only one selection is available at this time). Select file from supporting document.

48. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. Error List – Upload Attachment dialogue box: limited to pdf files at this time (may change).

49. Medical Staff Cost worksheet, continued. e
Medical Staff Cost worksheet, continued e. Error List – ‘View All Errors’ button opens list page. Comments created show on screen and progress can be tracked. Click ‘Cancel’ to return to prior page.

50. Medical Staff Cost worksheet, continued. f
Medical Staff Cost worksheet, continued f. Comments button: Opens Comments List page. Blank – only shows ?

51. Medical Staff Cost Worksheet: When in the worksheet, you must enter comments for every warning, fix every error, and save. Run the validate button one more time, verify no more errors and all comments are done. When you close Error List, do not save again – that triggers the calculation update which requires another validation. If you simply close and return to the Cost Report Worksheet list page, you will see the status of ‘Validated’ which means you can submit your cost report.

52. Transportation Cost worksheet:
Transportation Cost worksheet: Buttons act the same as for Medical Cost Worksheet. Total No of One Way Trips: Entered by LEA Estimated Medicaid Billable Trips: Entered by LEA

53. Transportation Cost worksheet:
Transportation Cost worksheet: Variance Report: Same type of errors as Medical Cost Worksheet. Need values entered if worksheet is opened.

54. Submit Cost Report and Confirm Submission If the Transportation Worksheet was left unopened and therefore not completed, it should appear here on this pop up when submitting the cost report.

55. Success! LEA Cost Report is Submitted.

56. LEA Cost Report List page – From Prepare LEA Cost Report selection: Since activities have been completed, none will appear on this list page. If your ISD rejects your submission, the cost report activity will appear again (discussed later).

57. LEA Cost Report List page Note when accessing through Cost Report List function in Facility Settlement menu, status has been updated. This particular cost report is not present on slide 20 when we began.

58. Additional Comments: If no Transportation Costs, do not open the worksheet. If left in “created” status, you can submit as this worksheet is not “Required”.