Setup New Accounting Period

Accounting periods need set-up for each fiscal year. If this step is not completed, staff will not be able to enter services into the system.

NAVIGATION: MAINTAIN menu > Master Tables > General Ledger Tables > Accounting Periods

1. In the ACCOUNTING YEAR field, click the browse button to view the previous years that are setup in the system.  Take note of the begin and end date. Click CANCEL.
2. In the ACCOUNTING YEAR field, type the new year.
3. In the NUMBER OF PERIODS field, type 12.
4. Add the year begin and end dates in the appropriate fields.
   1. Make sure the dates follow the previous years that are setup in the system, i.e., 7/1/2023 through 6/30/2024.
5. Click the CREATE PERIODS icon.
6. A line will be created in the grid for each period (month).
7. Click SAVE.
8. If you want to prevent staff from being able to enter services/information for the previous year, you can lock the periods that are locked. OPTIONAL STEP
   1. In the ACCOUNTING YEAR field, click the browse button to view the previous years.
   2. Select the year you want to lock. Click OK.
   3. In the STATUS column that shows OPEN, use the drop down to select LOCKED ALL.
   4. Click in the next available line of the grid to save the change.
   5. Repeat the steps to change the status for each month.

Generate a Working List of Last Year's Authorizations

NAVIGATION: REPORTS menu > Authorization Reports > Consumer Authorization

1. In the DATE RANGE section, enter the last day of the current fiscal year in both the begin and end date.
2. In the SERVICE CODE section, leave blank for all service codes.
3. In the OPTIONS section, note the different ways you can summarize/group the report, i.e., sorted by individual or facility.
4. Place a check mark in the NOTIFY box and click the PROCESS button.
5. When the report is completed, go to the last page(s) to look at the summary by service codes.  This is your working list of all the active service codes.

Press the CTRL and END keys to quickly go to the end of the document.

Update Rates

If billable rates changed for the new year, complete this step. If rates did not change, skip this step. 

This process will end date the current year rate and add the new rate for the new year. Repeat these steps for each service code on your working list generated in previous step.

NAVIGATION: UTILITIES menu > Setup for New Year > New Rates

1. PROCEDURE CODE field: enter the service code or use the browse button to select the code.
2. END DATE/OLD RATE field: enter the last day of the current year.
3. NEW RATE field: enter the new rate for the new year.
4. BEGIN DATE/NEW RATE field: enter the first day of the new year.
5. Click the RUN PROCESS icon.  
6. When the process is complete, you will see an informational dialog box appear. Click OK.
7. Repeat the process for each active service code from your list.

Verify New Rates

After you update all the active service codes, review the RATE LISTING report to verify the information.  

NAVIGATION: REPORTS menu > Support List > Rate Listing

1. Enter the begin and end date.
2. Check the Group by Facility option to see all the services codes by each facility.
3. Place a check mark in the NOTIFY box and click the PROCESS button.

Create New Service Plans

This process will end date the current consumer service plans and add the new service plan for the new year.  You will need to repeat these steps for each service code on your working list.

As you update each service code, every consumer that has that service code listed in their service plan will be updated.

NAVIGATION: UTILITIES menu > Setup for New Year > Copy Plan

1. PROGRAM field: select PROMISE.
2. SEARCH CURRENT AUTHORIZATION section, enter the following information:
   1. SERVICE field, enter the service code or use the browse button to select the code.
   2. END DATE field, enter the last day of the current year, i.e., 06/30/2023
   3. PAYOR field, select PROMISE.
3. NEW PLAN PARAMETERS section, enter the following information:
   1. BEGIN DATE field, enter the first day of the new fiscal year.
   2. END DATE field, enter the last day of the new fiscal year.
   3. UNITS field, enter an estimated number of units based on the service.  
      1. In the past, we have used 1,200 units for quarter hour services and 365 for daily services. 
      2. Once your individual service plans are approved, you can update each individual consumer service plan with the approved number of units if it differs from the number of units you enter in this step.  
4. Click the RUN PROCESS icon.
5. When the process is complete, you will see an informational dialog box appear.
6. Repeat the process for each active service code.
7. Update each individual consumer service plan with the approved number of units if it differs from the number of units you enter in this step.

Verify New Service Plans

After you update all the active service plans, review the Consumer Authorization report to verify the information.  

NAVIGATION: REPORTS menu > Authorization Reports > Consumer Authorization

1. In the DATE RANGE section, enter the new fiscal year, i.e., 7/1/2023 to 6/30/2024.
2. In the SERVICE CODE section, leave blank for all service codes.
3. In the OPTIONS section, note the different ways you can summarize/group the report, i.e., sorted by individual or facility.
4. Place a check mark in the NOTIFY box and click the PROCESS button.

HCSIS Compare

After you have updated the rates and service plans, run the HCSIS Compare process. The report will show you any adjustments that need made for the new fiscal year.

See HCSIS Compare

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388