Hi Timon, Thank you for confirming this. This makes a lot more sense now. I believe we now just need to review and confirm the following: - We still have the open of billing FMHC's invoices under the Family Managed Care - Susan Ferguson account. We still feel that this would be a safer option, as the invoices would be split and would ensure that FMHC's portion is billed on one account and Susan's portion is billed to Susan's account. If you agree with this, you can flip the "Paid By" field under the authorization to "Family Managed Care - Susan Ferguson", instead of "Client". To ensure that we do not process any payments incorrectly, we removed autopay, For the past three weeks, Trevor has been logging into VP to make the payments manually. If we do split the invoices, we can move the BMO PAD/chequing account to the other Versapay account. If not, please do us a favor and set the expectation with Trevor that he is to continue logging into VP himself by the invoices' due dates to process payment manually. - Do we need to go back to a previous date to rebill the invoices to reflect FMHC's coverage? As stated in my last email, FMHC's authorization did not take effect until 5/27. If we need to go back retroactively to break down the hours, please confirm the start date and provide a list of the shifts that we need to bill to FMHC. We can then create new invoices for FMHC and refund Susan's portions, once Trevor makes the payments from the BMO government account. Thank you!
On
Fri, 21 Jun at 12:53 PM
, Timon Page <timon.page@thekey.com> wrote:
Hi Marc
Family Managed Care is a program offered by the Ontario government that allows for the family to choose the caregiver/agency while the government pays. There are several criteria set forth by this government program (which I will refer to as FMHC):
1. They set an amount of hours they will pay for per week and the billing rate for these hours.
2. They are required to open an account that is exclusively used for the payment of FHMC services hours.
3. The family must hire a bookkeeper to sign off on all invoices and ensure the match the requisite hours and rate.
4. Once this is done, the bookkeeper is able to pay the invoices from the FHMC designated bank account. 5. We as the agency providing the care must provide a service agreement to the client that they can then submit with the application.
I have attached an informational booklet that describes the criteria of this program.
In this particular case, the client was pre-existing with us and applied to for FMHC after our services started - which is live-in. It becomes complicated because FHMC will not pay a daily rate, only an hourly one although I am trying to see if they will. But because of this, we need to bill for 42hrs per week.
I will reach out to the client's son and confirm the billing has been correct. I have been in consistent communication with him and I don't think there is a problem with the way we have divided the billing out, He is more concerned that the gross weekly amount has increased - even though the hourly amount billed is funded.
So in conclusion, we do not bill FHMC directly, we just have to provide a detailed invoice to the client so that they can continue to receive funding from the government. Hopefully this provides some clarity, but if not, reach out and I will do my best to answer in more detail.
Best regards,
Timon Page
General Manager, Ontario
Please note my email address has changed:
timon.page@thekey.com
Mobile: (437) 223-0841
TheKey.com
On Fri, Jun 21, 2024 at 10:26 AM Marc Atkinson <billing@thekey.com> wrote:
Hi Timon,
I wanted to follow up on my email from Wednesday to see if you have had a chance to review everything yet?
Thank you!
On
Wed, 19 Jun at 12:04 PM
, Marc Atkinson <billing@thekey.com> wrote:
Hi Timon,
We apologize that we're just getting the below information over to you today. We should have done a better job in getting this resolved quicker.
I just looked through Susan's account with Lito. There is quite a bit going on here but we will get this resolved. We need to please review the following points. Kindly advise:
1. Confirmation of the billing authorization - Can you please confirm if the billing auth with Family Managed Care needs to be connected to FMC or to Susan? Under the auth in Clearcare, the "Paid By" field is selected for "Client", meaning that invoices meant for payment on FMC's end will still be billed to Susan's account. If this is changed to "Family Managed Care - Susan Ferguson", FMC's invoices would then be billed to their billing account. We are not sure if Susan still needs to pay us 100%, is responsible for sending FMC's invoices to FMC herself, and then obtains reimbursement from FMC. Or, is FMC responsible for paying us directly?
Please confim this. If FMC is responsible for paying us directly, you will need to change the "Paid By" field to "Family Managed Care - Susan Ferguson". This will enable them to start receiving their invoices directly and paying us.
2. The invoicing delivery to FMC: FMC's Parent Payer account has Susan's home address listed, with no email address. Thus, how is FMC supposed to be receiving their invoices? As of today, they have no ability to receive their invoices. This leads us to believe there is a possibility that Susan may be responsible for sending FMC their invoices herself, instead of us sending them to FMC. If FMC should be receiving their invoices from us, please update their billing/contact information in their Parent Payer account so the information integrates into Versapay, allowing them to receive their invoices directly from us.
3. Timeframe of FMC's auth: We need clarity into the start of FMC's coverage. You mentioned in your email that they only need a revised invoice for 3/31-4/6? What about 4/7-5/26? Is their authorization taking effect on 3/31, 4/1, or 5/27? We entered their billing auth into our system with an effective date of 5/27. Thus, we need to know the exact start date of their covergae. Please confirm this.
4. Shifts needed to be moved to FMC: You confirmed that their coverage is 42 hours per week at a rate of $45.21/hour. After you confirm when their exact coverage start date is, we will need a complete list of shifts from that date showing what FMC is covering. As of today, we have billed their appropriate coverage from 5/27, but since the auth is setup to bill on Susan's account, both invoices for DOS from 5/27 were billed to Susan's account. Once the start date is verified, we will need to determine how to proceed. If FMC is paying us directly, we would need to unapply Susan's payments for the DOS FMC is covering, send FMC their invoices, and then issue refunds to Susan. Also, please note that Susan ending up paying us for the two invoices meant for FMC, from DOS 5/27.
5. FMC's documentation: We also need you to please upload supporting documentation from FMC that shows in writing that they are covering the 42 hours at $45.21 for Susan. We do not have anything on file which shows this, and our invoicing team will need to see this moving forward. We also need it for documentation purposes and for accuracy. Please upload FMC's documentation/authorization into Clearcare.
I believe this covers everything we need to verify. Mainly, we need to figure out how we are to bill this account(s) moving forward.
Thank you!
On
Fri, 31 May at 2:43 PM
, Alexis Parrish <billing@thekey.com> wrote:
Hi Timon,
Great speaking with you today please let me know once the Authorization has been completed in CC for client 151409 Susan Ferguson. Thank you.
Alexis Parrish
Billing Help Desk
Billing@thekey.com
866-226-1702
Family managed care billing (government)
T
Timon Page reported via email
2 hours ago (Fri, 31 May 2024 at 12:40 PM)
To:"TheKey Billing" <billing@thekey.com>
Hi One of our clients - Susan Ferguson - has received funding for home care through a government program known as Family Managed Care. It requires a detailed invoice that specifies both a rate set by the government and allotted hours that must be met but not exceeded. As this client is receiving services above the allotted hours set by the gov't, we need to break-out the billing into two separate invoices. We can do it by using an authorization and i would like to set it up if that is okay with you. Furthermore, the POA would like adjusted invoices that reflect the governmental criteria dating back to April 1. If I go into the invoice in WellSky, remove the lines from past invoices, adjust the billing rate and then put the corrected lines back onto the invoice, will this affect your bookkeeping? The reason I ask is that we have migrated to Versapay. I am familiar with the process of adjusting invoices in WellSky so it wouldn't be an issue on my end and I could then send the POA of the client the adjusted invoices so that he can submit them and have the funds released by the government.