The PPL WEB PORTAL Instruction Manual. for. Support Brokers. June Massachusetts Participant Directed Program

Transcription

1 The PPL WEB PORTAL Instruction Manual for Support Brokers June 2010 Massachusetts Participant Directed Program PPL Customer Service Phone: PPL Fax: PPL

2 Table of Contents How to use the Online Registration and Login.1 How to Search for a Participant. 4 How to View and Edit a Participant Profile. 6 How to View and Edit a Participant s Budget.12 How to Add an Automatic Reoccurring Payment.20 How to View Providers associated with a Participant..32 How to use the Contact Us page.. 36 How to View Pending and Submitted Timesheets 38 This manual will be continually updated as necessary.

3 The Support Broker s Guide to the PPL Web Portal Online Registration How do I register online? Welcome to the PPL Web Portal system! The first thing you should do is type in the web address provided below into your browser: (we recommend saving this as a favorite, so that you don t have to keep typing it in) A log in screen will appear. You will use this screen to log into the Web Portal. Click on Online User Registration to get started. Online User Registration Page 1

4 The Support Broker s Guide to the PPL Web Portal Online Registration 2. You will be brought to the New User Registration Page, and will be prompted to select your state. 3. Select Massachusetts Online User Registration Page 2

5 The Support Broker s Guide to the PPL Web Portal Online Registration 4. Select the MA PDP Participant Directed Program as the Program. 5. Select your appropriate role, for example, support broker then click Next. 6. Validate your identity by entering you unique Support Broker Mnemonic generated in Meditech and your Area Office. Online User Registration Page 3

6 How to Search for a Participant Support Broker: How to Search for a Participant 1. Log in to the PPL Web Portal using your pre assigned username and password 2. You will default on the Participant Search page. 3. Here, you will see five options in the green header bar. Participant Search Provider Search Timesheet List Reporting Contact Us 4. There is no need to select the Participant Search option because you default on the page. If however, you are working in a different section you can always select the Participant Search option to return to the search page: How to Search for a Participant Page 4

7 How to Search for a Participant 5. The Search button at the bottom of the search criteria on the Participant Search page allows you to search for all Participants enrolled in the program in your case load. 6. You can also search for specific Participants by utilizing the Search fields. After entering the applicable search criteria select the Search button. How to Search for a Participant Page 5

8 How to View the Participant Profile Support Broker: How to View the Participant Profile 1. Log in to the PPL Web Portal using your pre assigned username and password 2. You will default on the Participant Search page. 3. Search for the Participant whose profile you wish to view: Click on the Search button to search all enrolled Participants Enter the appropriate search criteria and then click on the Search button. At the bottom of the screen your results will be returned. 4. After locating the correct Participant look to the right of the screen and locate the Participant Profile hyperlink. Click on it. 5. After selecting the Participant Profile hyperlink the demographics screen below will appear: How to View a Participant s Profile Page 6

9 How to View the Participant Profile 6. The Participant Profile page holds all of the demographic information for a Participant. EDIT PARTICIPANT s Employer of Record or Responsible Party 7. The first button on the left is the Edit Participant button. Click on it. Note: You cannot edit the Participant Demographic Information in the Web Portal. You must update this information in Meditech. Any changes made in Meditech will automatically be transferred into the Web Portal via daily file exchanges. How to View a Participant s Profile Page 7

10 How to View the Participant Profile Use the Edit Participant button if you would like to designate a particular Employer of Record or Responsible Party to a specific Participant. 8. To add an Employer of Record (EoR) to the Participant scroll to the middle of the edit screen. If the participant will be set up as EoR, click Copy Participant Address Information from Above this will populate the EoR section without you having to re enter this information If another individual will be set up as the EoR, enter their information directly into the screen. How to View a Participant s Profile Page 8

11 How to View the Participant Profile 9. To add a Responsible Party, continue to scroll down the participant profile and populate the information into the Responsible Party field. Unsure who should be a responsible party? Notice there is a Help box with a note about responsible parties. Not all participants will have a responsible party, this is an optional field. However, PPL customer service can only release information about a participant s budget to those persons listed as responsible parties. How to View a Participant s Profile Page 9

12 How to View the Participant Profile 10. To commit the changes made to the participant s profile, please hit the Update button at the bottom of the profile page. Print Forms 11. To print the Employer of Record packet click on the Print Forms button. 12. As the Support Broker you are responsible for providing the Employer of Record or (EOR) packet to the Participants. 13. By clicking on the Print Forms button the following page will appear: You can print all of the forms at once by selecting the top box Participant Forms You can print the forms as Participants by selecting the form you wish to print. To print simply select the Print button on the bottom of the page. How to View a Participant s Profile Page 10

13 How to View the Participant Profile How to View a Participant s Profile Page 11

14 View and Edit a Participant s Budget Support Broker: View and Edit a Participant s Budget 1. Log in to the PPL Web Portal using your pre assigned username and password 2. After you have logged in you will be taken directly to the Participant Search page. You will now need search for a Participant and select the Authorizations hyperlink to the right of the Participant Profile hyperlink. 3. After you select the Authorizations hyperlink one of two screens will appear. 4. The screen below will appear if the Participant s budget has not yet been entered into the system. NOTE! This means the Authorization Files have not come through from Meditech. Please refer to Meditech to complete the necessary Annual and Service authorizations. View and Edit a Participant s Budget Page 12

15 View and Edit a Participant s Budget 5. The screen below will appear if the Participant s budget HAS been entered into the system. 6. Once the Participant s budget has been entered into the system by the Meditech automated files, you will be able to view it anytime 24/7. In the first screen you will see eight (8) columns. Budget Id: This is the electronic ID number that the Participant s budget has been given. It is used for internal reporting. Start: This is the start date for the budget. End: This is the end date for the budget. Amount: This is the TOTAL amount of the fiscal year budget. Allocated: This is the TOTAL amount of the fiscal year budget which has been allocated to specific service categories. If the Allocated number is the same as the Amount number it means that the entire budget has been allocated to specific services. If the Allocated number is LESS than the Amount number it means that the Participant still have services that you can allocate out. Spent: This column shows the amount of money that has been paid out for services. Unallocated: This is the TOTAL amount of the fiscal year budget that has NOT been allocated to specific service categories. If there is money in this column the Participant should work with their Support Broker or Service Coordinator to allocate it to existing or new services. View and Edit a Participant s Budget Page 13

16 View and Edit a Participant s Budget Detail: In this column you should see a blue hyperlink. Click on the words Budget Detail that are underlined in blue if you want to see the service categories money has been allocated to. 7. After selecting Budget Detail the following page will appear: 8. The Budget Detail page shows you each of the service categories that are on the Participant s budget. 9. Example budget detail: Service column you can see that this Participant is authorized for: CIES Competitive Employment Transportation Physical Therapy Non Waiver Financial Services Respite In Home View and Edit a Participant s Budget Page 14

17 View and Edit a Participant s Budget Start Date column is the date that the participant can begin to receive services. End Date column you will see the date that the participant will stop receiving services within that fiscal year. NOTE! You cannot edit the Start Date or End Date in the Web Portal. These dates come directly from the Meditech Service Authorization file. To modify these dates, please refer to Meditech. Individuals or Agencies providing these services will appear under Provider Association to Participant (see Support Broker: How to find a Provider Association to a Participant section of this manual) Line Total column shows the amount of money allocated to that service group. Paid Dollars column shows the funds paid out of that service group pool. Invoiced column shows funds that have been submitted for payment, but the check has not been cut yet. This shows any invoices or timesheets which have been approved and are just waiting for payroll. Balance column shows the funds that are still available for the Participant to use to pay for services. Notes column allows the Support Broker to add any notes specific to the service line. View and Edit a Participant s Budget Page 15

18 View and Edit a Participant s Budget Status column shows the status of your service authorizations. If they are Approved, this means that they are available for the Participant s Employees and Independent Contractors to bill against. Action column allows Support Brokers to move funding into the specific service lines, and is another way to view the service line detail. To Edit the Line Total, click on the pencil and paper icon in the Action Column. You will then see the Line Total column is available for edit and you can increase or decrease the total amount of money in a certain service category. NOTE! You cannot decrease the line total beyond what has already been paid! The system will not allow you to remove spent funds. When you are satisfied with the changes you have made, click either the green check button to complete the changes, or the red X to cancel your changes. To View Service Authorization Details Click on the notepad icon in the Action column. Here you can see the amount billed against this line item and the revision history. This is a very helpful tool when monitoring billing and spending of services! View and Edit a Participant s Budget Page 16

19 View and Edit a Participant s Budget To view the details of items invoiced against this service line, click Show Detail : View and Edit a Participant s Budget Page 17

20 View and Edit a Participant s Budget Here you can see all invoices and timesheets which have been billed or invoiced against the service. To hide the details, click Hide Detail. To view all the changes made to the specific service line, for example, if funds were increased, decrease, and when, click Show Revision under the Revision History. View and Edit a Participant s Budget Page 18

21 View and Edit a Participant s Budget Here, you can see all the details of revisions made to a specific service line in the participant Budget. To hide the revision details, click Hide Revision. To return to the previous Budget Details screen just hit the Back button at the bottom of the page. If you are done reviewing your budget detail you can select the Back to Budgets button on the budget detail screen. This will bring you back to the general Budget Summary screen. View and Edit a Participant s Budget Page 19

22 Automatic Reoccurring Payment Tool Support Broker: Adding an Automatic Reoccurring Payment 1. Log in to the PPL Web Portal using your pre assigned username and password 2. After you have logged in you will be taken directly to the Participant Search page. You will now need to search for a Participant and select the Authorizations hyperlink to the right of the Participant Profile hyperlink. 3. After you select the Authorizations hyperlink one of two screens will appear. 4. The screen below will appear if the Participant s budget HAS been entered into the system. Automatic Reoccurring Payment Page 20

23 Automatic Reoccurring Payment Tool 5. After selecting Budget Detail the following page will appear: To Add Automatic Reoccurring Payments The automatic reoccurring payment tool is a valuable resource for certain payments that do not otherwise require paper timesheets or invoices, such as monthly Rent, or a personal participant stipend. However, there is a limit to which services can utilize the Automatic Reoccurring Payment Tool : Clothing Stipend Food Stipend Individual Activity Medical Services Medical Supplies Membership Personal Stipend Household bills Personal Stipend Community Activities Personal Stipend Volunteer Work Prescription Co Pay Rent Shared Living No Agency Note! Automatic Reoccurring Payments will be produced monthly, on the second check run of every month. In order to set up an automatic payment, the service code with Auto listed in it, must be selected. Automatic Reoccurring Payment Page 21

24 Automatic Reoccurring Payment Tool Share Living, No Agency, is a separate service code that is not listed under 5300 or 5400, these will be paid monthly and automatically, but the Shared Living provider must complete an Independent Contractor packet. PPL will associate the provider to the participant based on a completed packet and then generate monthly payments. To add an Automatic Reoccurring payment, begin by clicking the New Service Authorization button below the Budget Detail box. NOTE! Only the services listed above which fall into the 5300 & 5400 service codes can be set up as automatic reoccurring payments. Service Code 5888 will need to have to have the total dollar amount entered and a completed packet to associate the provider at the specific monthly rate. You must first select the Service Category, either 5300 or Automatic Reoccurring Payment Page 22

25 Automatic Reoccurring Payment Tool The Service Type will automatically populate based on which Service Category you select. You do not need to edit this field. You will next be prompted to select the Service Item o IMPORTANT NOTE: You can only select the relevant service item if the service code appears in the participant s budget. For example, if you would like to set up an automatic reoccurring payment for a 5300 Non Waiver Financial Service, then 5300 must appear in the participant s budget. Remember, these services come from the Meditech Service Authorization file and cannot be added directly into the Web Portal. If you need to enroll a participant into the relevant service code, please refer to Meditech. Automatic Reoccurring Payment Page 23

26 Automatic Reoccurring Payment Tool Under the Service Item drop down menu, you will see all the associated sub code listed. For example, in the screen shot below, 5400 Non Waiver Financial Services has been selected, and all of the service codes for 5400 appear. You must select the service code with AUTO_ in order to add an Automatic Reoccurring Payment. The system will not recognize the other service codes as Automatic Reoccurring Payments. Automatic Reoccurring Payment Page 24

27 Automatic Reoccurring Payment Tool Once you have selected the applicable Service Item, the system will display as the image below. In order for the Automatic Reoccurring Payment to be paid, you must select a vendor the checks will go to. Click the search magnifying glass icon which will allow you to search for providers in the system already. Automatic Reoccurring Payment Page 25

28 Automatic Reoccurring Payment Tool You can search by Agency name (if the provider is an agency), or by provider first or last name. Click Search to locate the provider. If the provider you need is not in the system, you must enter them into the system by clicking Cancel After clicking Cancel, click on the Provider Application tab along the top of the page in the green menu options. Here, you can add the provider into the system. NOTE! For all providers receiving automatic reoccurring payments, create them as an Agency in the system. Automatic Reoccurring Payment Page 26

29 Automatic Reoccurring Payment Tool If you searched for a provider and the provider was already in the Portal, click select. Once you have selected the provider, the provider name will populate into the Vendor field. Next, if you would like, you can add any notes or comments in the Notes/Comments section. NOTE! This is an optional field. An important next step is populating the Dollars field. NOTE! To complete this field, you must enter the total dollar amount for the entire fiscal year for a specific payment. In the example below, vendor QA Test Agency will be paid $100 per month for an automatic payment Food Stipend. Therefore, $1,200 has been authorized for an automatic payment of a Food Stipend to be paid to vendor QA Test Agency (this is the amount that should be in your Excel Budgeting Tool Summary Sheet). This field captures the total amount that will be paid across the entire year, not each month. Automatic Reoccurring Payment Page 27

30 Automatic Reoccurring Payment Tool To designate the frequency of the automatic stipend payment, select the Period field. NOTE! The only option available in the PDP program is at a monthly frequency for automatic payments. Once you are satisfied with the information input, click Create. Automatic Reoccurring Payment Page 28

31 Automatic Reoccurring Payment Tool Once the Automatic Reoccurring Payment has been added, you will see the message Your Service Authorization Request was approved. You will also see a new line in the Budget Detail page listing the automatic payment you have created. You can see additional details about the automatic payment by clicking on the month hyperlink. Automatic Reoccurring Payment Page 29

32 Automatic Reoccurring Payment Tool You can see how much each monthly payment will be, what month each payment will pertain to. For automatic payments that need to be remitted. Please search for the provider by clicking on the Provider Search tab. Automatic Reoccurring Payment Page 30

33 Automatic Reoccurring Payment Tool Enter the provider name in the Provider Agency Name and click the Edit button to select the provider you wish to enter remit to information for: Enter the Contact First & Last Name if the check should be remit to a person other than the name listed under Agency Name. Then, enter the mailing address information of where the check should be sent to. Automatic Reoccurring Payment Page 31

34 How to find a Provider Association to a Participant Support Broker: How to find a Provider Association to a Participant 1. Log in to the PPL Web Portal using your pre assigned username and password You will default on the Participant Search page. 2. Here, you can enter the specific Participant you would like to search for. You may search using any and/or all of the fields below. 3. Select the Search button. If you would like to search for the entire list of Participants you do not need to enter any information in the search criteria and you can simply hit the Search button. 4. A list of Participants should appear at the bottom of the page. Associated Providers Page 32

35 How to find a Provider Association to a Participant 5. Here, you should see the Participant you are searching for. If a multitude of Participants appear, try modifying your search by filling out more information in other fields. Next, select the Participant Profile link to view the Participant s profile. 6. The Participant s profile should appear; Scroll to the bottom of the page and select the Associated Providers button. 7. The screen below will appear: 8. In the Associated Providers page you will see several hyperlink selections. Associated Providers Page 33

36 How to find a Provider Association to a Participant a. Provider ID (hyperlink): This brings you to the Provider provide. b. Good to Go Column: If you hover your cursor over this column, specific over the word no if a provider is not good to go, a pop up box will show you exactly what paperwork is missing to complete this provider s good to go criteria. c. Services (hyperlink): This brings you to the rates associated with that Provider/Participant pair. Rates can differ by Provider/Participant pair if an Provider works for more than one Participant and you are only viewing the rates associated to the Participant whose profile you entered. How to Read the Rate box: 1. Select the Services hyperlink 2. Rates in this program are negotiated within a minimum and maximum rate established by DDS. These rates are individually determined per each participant/ provider/ service relationship. 3. The Actual/Desired Rate column shows the pay rate that was agreed upon by the Participant/Provider pair. These rates are submitted to PPL through the Employment Agreement form B in the provider packet. Once we receive the rates, we enter them into our system. 4. Participants/Providers can change their rates any time they like. To do so they are required to fill out an updated Employment Agreement Form B and submit it to PPL. We will not process this form without the signature of both parties. Associated Providers Page 34

37 How to find a Provider Association to a Participant 5. Once PPL receives a completed Employment Agreement Form B, we enter the new rate into the system based on the date parameters. We never delete the old rate. Instead we keep a record of it in the Rates Count column. This way there is a historical record of rates that were paid, and for which date spans. Associated Providers Page 35

38 How to use the Contact Us page Support Broker: How to use the Contact Us page 1. In the green header bar you will see a Contact Us section. Choose it by clicking on it. 2. The screen below will appear. 3. You will see the following: Hours of Operation: 8:30 am 5:30pm EST (Mon Fri). If you need to call customer service after hours there is a voic system. Please leave a message and a customer service representative will return your call. Phone Customer Service: Fax: You can use the fax number to return any of the required documents to PPL. PPLMA_PDP@pcgus.com You can ppl customer service if you d like. How to use the Contact Us page Page 36

39 How to use the Contact Us page o You can either PPL customer service directly from the Contact Us page or you can use the address to from your own provider. o When you PPL, your will be responded to by a Customer Service Representative specifically familiar with and assigned to the MA Participant Directed Program. The same individual(s) who answer the phone. We look forward to working with you! If you have any questions please don t hesitate to contact us! How to use the Contact Us page Page 37

40 Reporting Module Support Broker: How to View Pending and Submitted Timesheets 1. Log in to the PPL Web Portal using your pre assigned username and password 2. You will default on the Individual Search page. 3. Select Timesheets 4. Here you can see all the timesheets in your caseload for hourly or daily services. 5. To search for specific timesheets, you can search first for timesheets by Status. Here is where you can specifically filter for Pending timesheets (as well as other statuses). Reporting Module Page 38

41 Reporting Module What do different status messages on the Timesheet List page mean? Submitted The provider has submitted the timesheet. It has passed program rules, and is awaiting participant approval. Good To Pay The timesheet has been approved and is ready to pay Approved timesheet has been approved by the participant. Rejected The timesheet has been rejected by the participant In Progress PPL is processing the timesheet for payment. Status should change to Paid on the next payroll Friday. Denied timesheet (in case of faxed timesheet) has not passed program rules and is pending. Customer service will be in touch with participant or provider if necessary. Paid timesheet has been paid. Please expect EFT or check payment within regular waiting time from date of payment. Pending timesheet is currently unable to be paid due to a pending issue. Reporting Module Page 39

42 Reporting Module 6. Click Search 7. Here, you can view all timesheets that are pending in your caseload and see the reasons that items are pending. Click View in the action column to see why a specific timesheet is pending. Reporting Module Page 40

43 Reporting Module 8. Here you can see the pending timesheet. The reason specific hours are pending appears in the Pend Message column. 9. Searching for a Pended Invoice: To search for a pended invoice, repeat the steps above but click Invoice and Search Invoice Status. Reporting Module Page 41