FACTS Payment Migration Plan
1) Quick Overview of the ASO and Demand Payments
Beginning with the conversion to the ASO (Administrative Service Organization) many demand payment types will no longer exist
Payment Types that remain at the field level and paid through the current method are:
- Other Approved Payment
- Birth Certificate
- Burial Expense
- Clothing Allowance
- Foster Care Boarding Care/Corrections
- Foster Care Supplement
- Lodging/Housing now labeled Housing/Rent
- Meals/Food now labeled Food/Groceries
- Non-recurring Adoption Expenses
- School Clothing Allowance
- Utilities
- Foster Care/Adoptive Parent In-Service Expense
- Foster Parent Medical Examination
- Water Testing
- Adoption Subsidy
- Court Costs, Legal Advertising and Related Fees
- Independent Living Subsidy
- Post Secondary Education
Beginning July 1, services including the EI and Fee for Service will be processed and authorized by the ASO
The ASO will grant an authorization for services that includes the number of units and the time period for the service provision (A provider of services will be responsible to request the authorization)
The ASO will grant the authorizations for behavior heath services issued through the special medical cards
The service and service units authorized by the ASO will be passed to FACTS so that payments can be made against the service and units authorized when the invoice is received from the provider
All invoices for the authorized services will be processed by the Office of Finance and Administration at the Bureau level
2) With the conversion to the ASO, decisions and processes need to be in place so services and payments for those services are not interrupted
Processing any outstanding payments for completed services
Processing payments for services not completed at the time of conversion but authorized prior to the conversion
Actions to be Taken Prior to July 1, 2004
Staff in the State Office, Regional Offices and Community Services Districts should review the following list and take the actions that apply to them prior to July 1,2004 .
- Clear any outstanding payments prior to conversion
- Promptly enter and approve any payments
- Review and clear any partially entered payments (either deleting or approving)
- FACTS will be deleting all unapproved payment requests remaining after 12 noon on Thursday, June 24
- Demand payment requests will be restricted beginning at 12 noon on Thursday, June 24, till 9:30 on Friday, June 25
- FACTS will be deleting all demand payments that remain in a “hold status” after 12 noon on Thursday, June 24
- Notify providers that any outstanding invoices be submitted for payment processing
- Develop a method/process between the field staff and OFA for processing payments for services provided prior to or during the conversion period
- Clear any outstanding special medical authorizations
- FACTS will be deleting all unapproved special medical requests
- FACTS will process additional demand payment runs during the week of June 21, 2004
- Patricia Nelson will lead the group to develop a method/process between the field staff and OFA for processing payments for services provided prior to or during the conversion period
BCF/APS Health Care Web Site
http://www.wvdhhr.org/bcf/aso/
