...
This differs from Remaining Balance because Remaining Balance does not consider entries that are in a pending status. This means Remaining Balance minus entries in a pending status (called Pre-Authorization holds) equals the Available Balance.
Example:
Authorized Hours (Initial Balance) | 20 hours |
Pending Hours (Pre-Authorization Holds) | 2 hours |
Approved and Processed Hours | 5 hours |
Remaining Balance | 20 – 5 = 15 hours |
Available Balance | 15 – 2 = 13 hours |
Option One: Client Total Hours Per Week Widget
...
For example, using the screenshot to the right, the available balance is 0.50 – 0.25 = 0.25 hours. 0.25 hours equals 15 minutes per the Time Conversion Chart.
Option Four: Authorization Entries Report
...
The path to correcting the error can go a variety of ways depending upon the situation. We will look at each path and what a staff member’s role will be within the process.
Note: If the consumer or consumer employer representative is disputing the entry, the case manager will contact the consumer or consumer employer representative to resolve the dispute. |
Correcting Paid Versus Unpaid Entries
...
The Agency uses the term adjustment to refer to modifications and cancellations to entries after they have been paid through Mainframe (DHR). In OR PTC DCI, the term adjustment will refer to any modifications or cancellations on entries in an approved or processed status.
Note: Providers cannot adjust their own entries that have a status of approved, processed, or paid. |
Who can adjust entries in an approved status?
...
- The voucher specialist updates OR PTC DCI with the correct hours and an explanation as to why an update is made and if OR PTC DCI is inaccurate.
- Another staff member verifies the punch entry if OR PTC DCI was updated.
- The voucher specialist adjusts, deletes, or adds shift(s) in the Mainframe to correct the time.
Note: From here, follow local office procedures for completing forms for under or overpayments. Central office staff will follow the current procedure for resolving the issue. |
Identifying Provider/Consumer Over and Under Payments
...
- For Overpayment:
- The voucher specialist updates the approved punch entry with the correct time and includes an explanation for why the update was made.
- The voucher specialist adjusts STIM data entries and deletes or adds shift(s) in the Mainframe to correct the time.
- For Underpayment:
- The provider creates a historical punch entry for the unpaid time.
- The voucher specialist adjusts STIM data entries and deletes or adds shift(s) in the Mainframe to correct the time.
Note: From here, follow local office procedures for completing forms for under or overpayments. Central office staff will follow the current procedure for resolving the issue. |
Historical Entries
Entries that are entered via the web portal without valid fob codes or landline entries for previous days and times are called historical entries. These entries are not EVV compliant.
...
- Staff with the Supervisor role
- Note that staff will only be able to add historical entries for consumers in cost centers they have a role over. For example, if Suzy only has the Supervisor role over Cost Center A, Suzy will only be able to create historical entries in Cost Center A. Staff may have roles over more than one cost center. In these instances, the staff may create historical entries for consumers in each cost center they have a role over.
- Providers can retroactively make historical entries themselves.
Note: There are no reasons for staff to make entries on a provider’s behalf. It is the provider’s responsibility to enter their time accurately, including corrections and historical entries. |
How to Add a Historical Entry
...