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Financial Services Workshop. February 28, 2012. Division Units. East CarolinaHeart Inst. Diabetes & Obesity Inst. DIVISION OF HEALTH SCIENCES. Brody School of Medicine. School of Dental Medicine. Support Services (Vice-Chancellor; HS Administration & Finance). ECUP. Dental Assoc.
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Financial Services Workshop February 28, 2012
Division Units East CarolinaHeart Inst. Diabetes & Obesity Inst. DIVISION OF HEALTH SCIENCES Brody School of Medicine School of Dental Medicine Support Services (Vice-Chancellor; HS Administration & Finance) ECUP Dental Assoc. Laupus Library College of Allied Health Sciences College of Nursing
Systems Support Services DIVISION OF HEALTH SCIENCES SYSTEMS DEVELOPMENT: Development, implementation, and evaluation of automated accounting and financial management systems Collaborate with diverse groups of University managers & IT experts to facilitate effective and efficient system solution decisions Use Excel Visual Basic to automate accounting and financial reporting needs TRAINING & TECHNICAL SUPPORT: Training & systems support to staff members SCT Banner chart maintenance liaison Division Level approver for all DHS Security Requests Division’s primary liaison between system users and information FINANCIAL REPORTING: BSOM’s Institutional Coordinator for a variety of AAMC and other Medical School financial surveys, and Association of Academic Health Centers surveys Provide financial reporting for completion of Medicare/Medicaid cost reports Design and production of adhoc &/or scheduled financial reports from Banner
Contract Services DIVISION OF HEALTH SCIENCES Manage contracts that range from professional services contracts with agencies in Eastern North Carolina to research and support contracts with healthcare companies throughout the United States Track each contract from the time it is received until it is fully executed or other action has been taken Review each contract before forwarding tosenior management for review, approval and signature Prepare revenue or payable contracts for the Vice Chancellor, Dean, or Executive Associate Vice Chancellor’s signature Review departmental billing information and create invoices for contracted services to external agencies Review and approve departmental Contractual Services Payment Requests (CSPR) for contracted services Provide support to senior management, colleges, and schools
Financial Accounting DIVISION OF HEALTH SCIENCES Review of PORT requisitions, ProCard activities, Contractual Pay requests, Direct Payment forms, and any other means of purchasing for budget control and other items Banner journal voucher review and processing for budget control and other items Monthly ECUP Board report and ad-hoc reporting Medicare and Medicaid cost reporting Monthly ECUP STIF bank reconciliation, deposit clearing reconciliations, and other general ledger account reconciliations Support for all levels of management and staff, including ad-hoc information requests and reporting
Depositary Services DIVISION OF HEALTH SCIENCES Enforcement of State Treasurer, campus-wide and division-specific cash management policies and assurance of strong internal controls Processing and deposit of daily patient and contract revenue collections via clinics, lockboxes, mail, and at office site Application of student payments and financial aid to Banner student accounts and assistance with Higher One program Collection of departmental deposits and posting into Banner Disbursement of cash research study participant payments Support for all levels of management and staff, including ad-hoc information requests and reporting
Budget DIVISION OF HEALTH SCIENCES Division-level review of personnel actions including EPAFs, PCFs, and Budget Transfers Assure the integrity of the position budgets within the Position Management System and reconcile the position data to the Banner Finance budgets and HR Payroll Administration of 16066 State Lapsed Salary Plan Administration of Salary Recovery Plan Support for all levels of management and staff, including ad-hoc information requests and reporting ECUP Budget Office oversees the annual ECU Physicians practice plan budget process for the clinical, overhead, Dean and Vice-Chancellor departments
ECU Physicians Clinical Servicesas of June 30, 2011 • Number of clinic locations = 33 • Number of patients seen YTD June 30, 2011 • Outpatient visits = 382,916 • Inpatient visits = 127,416 • Emergency Medicine visits = 74,566 • Med Direct visits = 34,316 • Number of procedures = 476,228 • Number of calls answered = 1,087,885
ECU Physicians Budgeting Includes 3 types of budget units: • Clinical Departments • Overhead Departments • Dean/Vice Chancellor Departments
ECU Physicians Budgeting Overhead: • Centralized components of Operations that need to be allocated back to the departments utilizing the services. • Allocation method is based on utilization. • Expenses are allocated during month end processing.
ECU Physicians Budgeting Dean’s Departments: • Dean’s Office • GME Office • Academic Affairs • Clinical Skills • Telemedicine
ECU Physicians Budgeting Vice Chancellor Departments: • Vice Chancellor Office • Health Sciences EPA Personnel Office • Prospective Health • Multimedia Technology Services
ECU Physicians Budgeting Dean & Vice Chancellor Departments: • Provides financial support for some school-wide initiatives and expenses. • Includes Dean’s Administrative Staff (Medical Director, HealthSpan Billing & Electronic Medical Record), etc. • Vice Chancellors area includes VC Administration and HS EPA Personnel office.
ECU Physicians Budgeting Practice Plan Budget Process • ECUP Budget office prepares templates including prior year data and current staffing. • Budget templates are completed by department representatives. • Budgets are submitted to the ECUP Budget Office. • Departments present budgets to ECUP Finance Committee. • Revisions are made and budgets resubmitted…. • Revisions are made and budgets resubmitted…. • Revisions are made and budgets resubmitted….
ECU Physicians Budgeting Practice Plan Budget Process • Budgets are consolidated and presented to the ECUP Board for approval. • Historically, the budgets are not approved until further revisions are made. • Revisions are made and budgets resubmitted…. • Revisions are made and budgets resubmitted…. • Revisions are made and budgets resubmitted. You get the picture! • The goal is to have an ECUP Board approved budget by June 30th and input into Banner Finance by mid-July.
ECU Physicians Budgeting Practice Plan Budget Process • Line item budgets are entered via a GURFEED into Banner Finance. • Departmental and Consolidated budgets are reconciled to Banner Finance. • Personnel/Position budgets are reconciled by the department along with assistance from ECUP Budget Office. • Department submits necessary personnel actions required to match Position Management with the approved ECUP Budget.
