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2022 Compliatric Continuous Compliance Series - Chapters 15 and 17.pdf

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2022 Compliatric Continuous Compliance Series - Chapters 15 and 17.pdf

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View The Webinar Here:
https://compliatric.com/compliatric-webinar-series-continuous-compliance-its-not-just-an-osv-prep-chapters-15-17/

Compliatric is excited to continue their “Continuous Compliance" Webinar Series based on the existing Health Center Compliance Manual and the most recently updated Site Visit Protocol. Each month, program requirements are reviewed to assist health centers in understanding the various elements and ensuring continuing compliance. Participants will be able to use these webinars to increase their knowledge of the requirements, and go one step further and utilize the program requirements to improve operational excellence.

This month’s webinar will focus on the following chapters:

Chapter 15: Financial Management and Accounting Systems
Chapter 17: Budget

Webinar attendee takeaways will include:

· An understanding of the program requirements, which includes updates to the Site Visit Protocol
· Maintaining continuous compliance - not only based on a site visit
· Improving operational excellence for your Community Health Center

View The Webinar Here:
https://compliatric.com/compliatric-webinar-series-continuous-compliance-its-not-just-an-osv-prep-chapters-15-17/

Compliatric is excited to continue their “Continuous Compliance" Webinar Series based on the existing Health Center Compliance Manual and the most recently updated Site Visit Protocol. Each month, program requirements are reviewed to assist health centers in understanding the various elements and ensuring continuing compliance. Participants will be able to use these webinars to increase their knowledge of the requirements, and go one step further and utilize the program requirements to improve operational excellence.

This month’s webinar will focus on the following chapters:

Chapter 15: Financial Management and Accounting Systems
Chapter 17: Budget

Webinar attendee takeaways will include:

· An understanding of the program requirements, which includes updates to the Site Visit Protocol
· Maintaining continuous compliance - not only based on a site visit
· Improving operational excellence for your Community Health Center

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2022 Compliatric Continuous Compliance Series - Chapters 15 and 17.pdf

  1. 1. www.compliantfqhc.com Continuous Compliance Series- It’s not JUST an OSV Prep COMPLIATRIC WEBINAR SERIES Presented by: Tonya Harris marketing@fqhcwebinar.com
  2. 2. CONTINUOUS COMPLIANCE -IT’S NOT JUST AN OSV PREP- Chapter 15 Financial Management & Accounting Chapter 17 Budget
  3. 3. DISCLAIMERS This presentation is not endorsed by Management Strategists Consulting Group (MSCG) This presentation is not endorsed by Health Resources Services Administration (HRSA) or Bureau of Primary Health Care (BPHC) Not employed by MSCG or BPHC Independent Consultant who is contracted to do Operational SiteVisits (OSV)s and Technical Assistance (TA) Not intended to provide legal advice
  4. 4. WHY THE COMPLIATRIC SERIES? Continuous Compliance Monthly focus on various HRSA Compliance Chapters Provide additional resources to include best practices for preparation of the OSV What are the requirements? Use compliance to be a generative health center (higher functioning) VisitVirtual visits will continue to be the primary mode of assessing compliance for the foreseeable future 365 site visits are planned for 2022
  5. 5. AGENDA UNDERSTANDING OF THE PROGRAM REQUIREMENTS WHICH INCLUDES UPDATES TOTHE SITE VISIT PROTOCOL (SVP) MAINTAINING CONTINUOUS COMPLIANCE NOT BASED ON A SITEVISIT IMPROVING OPERATIONAL EXCELLENCE FORYOUR HEALTH CENTER
  6. 6. TIPS FOR SUCCESSFUL OSV • Upload documents timely • Use naming convention • Only give required sample • Make sure sample loaded is compliant • Indicate required information within the document • Make sure that the uploaded Form 5A is the MOST current • Include appropriate staff in interviews
  7. 7. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS Element – A Financial Management and Internal Control Systems • Must be able to track actual expenditures in comparison to the Health Center Program project budget • Must have capacity to account for the expenditures of Health Center Program project funds, and the use of associated assets and property • Must demonstrate capacity to track its financial performance for the purposes of monitoring financial stability
  8. 8. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS • Element B – Documenting Use of Federal Funds • Health Center Financial Management Systems must be able to track related expenditures made under the award • Chart of accounts • Internal tracking procedures
  9. 9. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS • Element C – Drawdown, Disbursement, Expenditure Procedures • Written procedures for drawing funds with the following provisions: • Limit the drawdown to minimum amounts needed to cover allowable project costs • Time drawdowns in a manner that minimizes the time elapsing between the transfer of the federal award funds from HRSA and the disbursement of these funds by the health center. • Ensure all expenditures utilizing federal award funds are allowable in accordance with: • The terms and conditions of the federal award, including those that limit the use of federal award funds • The federal cost principles in 45 CFR Part 75 Subpart E
  10. 10. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS • Element D – Audits and Responding to Findings • Any Health Center awarded more than $750,000 is required to have an annual audit • Was the audit performed timely • Were there any • questioned or unallowable costs • reportable conditions • material weaknesses • significant deficiencies
  11. 11. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS Element D – Audits and Responding to Findings (continued) • Was corrective action taken and the issue resolved? • Corrective Action Plan • Resolution must be documented in Board Minutes
  12. 12. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS • Element E – Documenting use of Non-Grant Funds • Health Centers who generate revenue from health center activities and then use the revenue for activities outside the scope of project • Must have documentation to prove that these funds • were used to support activities that benefited the current patient population, and • were for a purpose NOT specifically prohibited by the Health center Program
  13. 13. CHAPTER 15 - FINANCIAL MANAGEMENT & ACCOUNTING SYSTEMS Continuous compliance • Include specific language in the drawdown policy and procedure • Copy and paste directly from compliance manual when possible • Schedule Annual Audit soon after the year end so that you can have the most current audit • If you have an audit finding: • Create action plan • Present to the board when plan is created and upon completion • Make sure you can prove the correction has been made
  14. 14. CHAPTER 15 – FINANCIAL MANAGEMENT OPERATIONAL EXCELLENCE • Know your software’s capabilities and utilize them • Structure Chart of Accounts so that they are easily expandable • Review and Update Financial Policies annually
  15. 15. CHAPTER 15 - FINANCIAL MANAGEMENT
  16. 16. CHAPTER 17 - BUDGET • Element A - Annual Budgeting for Scope of Project • Annual Operating Budget reflective of the projected costs and revenues to support HRSA approved scope of project • Does the budget reflect revenue and expenses for all services, sites, and activities • Departmental budget • Budget to Actual comparison • Operational vs HRSA budget
  17. 17. CHAPTER 17 - BUDGET • Element B – Revenue Sources • Element C – Allocation of Federal and Non-Federal Funds Both elements B & C are assessed through the SAC and not part of the OSV
  18. 18. CHAPTER 17 - BUDGET • Element D – Other Lines of business • Does Health Center engage in other lines of business • Serve other populations or operates the following not in HRSA Scope of service • Other Populations • Sites • Services • Documentation proves that these other lines of business are • Supported fully by non-health center projected revenue • Expenses are excluded from the annual operating budget for health center project
  19. 19. CHAPTER 17 - BUDGET -OPERATIONAL EXCELLENCE- • When creating the budget, input from all departments is imperative • Staff feel ownership when they helped create the budget • Creates team accountability • Share information - both positive and negative • Celebrate successes • Challenges are identified and addressed quickly, minimizing impact • Monthly &Yearly Budget to Actual comparison • Vital information for the Leaders of the organization to make informed decisions • Information shared should show progress or identify challenges quickly
  20. 20. CHAPTER 17 – BUDGET Continuous compliance • Develop a Procedure that • Includes staff input • Defines major elements • Provider productivity • Revenue per visit • Full time Equivalent • Historical Cost
  21. 21. QUESTIONS
  22. 22. RESOURCES HRSA Health Center Compliance Manual •https://bphc.hrsa.gov/programrequirements/compliancemanual/index.html HRSA Health Center SiteVisit Protocol •https://bphc.hrsa.gov/programrequirements/site-visit-protocol HRSA Scope of Project (Form 5A Services Provided) •https://bphc.hrsa.gov/programrequirements/scope/documenting NACHC-Health Center Resource Clearinghouse •https://www.healthcenterinfo.org/

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