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Introduction to Costing Introduction to Costing with PPM with PPM
Amanda OliverAmanda Oliver2008 PPM User Conference2008 PPM User Conference
Slide 2 PowerHealth Solutions 2008 PPM User Conference
OverviewOverview
1.1.FeaturesFeatures
2.2.NavigationNavigation
3.3.General Ledger ProcessesGeneral Ledger Processes
4.4.ETVL ProcessesETVL Processes
5.5.Patient CostingPatient Costing
Slide 3 PowerHealth Solutions 2008 PPM User Conference
FeaturesFeatures
Java application, browser-based clientJava application, browser-based client
Embedded integration engineEmbedded integration engine
Embedded business rules engineEmbedded business rules engine
Reporting integrates with other Reporting integrates with other applicationsapplications
Easy and open access to all dataEasy and open access to all data
Web-based reporting and data analysisWeb-based reporting and data analysisOLAP functionalityOLAP functionality
Email and SMS alerts.Email and SMS alerts.
Slide 4 PowerHealth Solutions 2008 PPM User Conference
Navigation - Logging OnNavigation - Logging On
Slide 5 PowerHealth Solutions 2008 PPM User Conference
Navigation – Screen Map
Current userCurrent user
Menu barMenu bar
Current Functio
n
Current Functio
n
Function MenuFunction Menu
Current COA & GLCurrent COA & GL
Status barStatus bar
Screen areaScreen area
Screen buttonsScreen buttons
Tab functions
Tab functions
Slide 6 PowerHealth Solutions 2008 PPM User Conference
3. General Ledger Processes
Slide 7 PowerHealth Solutions 2008 PPM User Conference
GL Cost AllocationGL Cost Allocation
Centered around Chart of AccountsCentered around Chart of Accounts
Allows users to define hospital-wide Allows users to define hospital-wide standard costing rulesstandard costing rules
Hospital financial informationHospital financial informationStatistical information Statistical information ―― allocating allocating dollars from overhead (non direct dollars from overhead (non direct patient care areas) to patient care areaspatient care areas) to patient care areas
Enables detailed exceptions to the Enables detailed exceptions to the standards when desiredstandards when desired
Finalised General Ledger suitable for patient Finalised General Ledger suitable for patient costing (matching dollars to patient activity)costing (matching dollars to patient activity)
Built-in reconciliation and audit reports.Built-in reconciliation and audit reports.
Slide 8 PowerHealth Solutions 2008 PPM User Conference
General LedgerGeneral Ledger
Import financial informationImport financial informationCost Centres, Accounts, General LedgerCost Centres, Accounts, General Ledger
Import statistical data (overhead allocation)Import statistical data (overhead allocation)Bed Days, Admissions, FTE, Floor Area, Bed Days, Admissions, FTE, Floor Area, Cleaning Time, etcCleaning Time, etc
Set up Cost Allocation rulesSet up Cost Allocation rulesNon-Standard Cost Definitions (exceptions)Non-Standard Cost Definitions (exceptions)Reclass Rules (move GL values)Reclass Rules (move GL values)Define Allocation Statistics and Assign Define Allocation Statistics and Assign StatisticsStatisticsRoll-up Cost Outputs (if required)Roll-up Cost Outputs (if required)
Validate GL setup dataValidate GL setup dataRun Validation processes to check integrity Run Validation processes to check integrity of table dataof table data
Run GL cost allocation.Run GL cost allocation.
Slide 9 PowerHealth Solutions 2008 PPM User Conference
Importing Data - WorkshopImporting Data - Workshop
1.1.Select Select ImportImport at bottom of Cost Centre at bottom of Cost Centre Definitions screen.Definitions screen.
2.2.Click Click …… to browse for import file. to browse for import file.
3.3.Specify a reject file name and location.Specify a reject file name and location.
4.4.Data import:Data import:comma delimitedcomma delimited with with 11 header lines to skip, and header lines to skip, and“”“” as a text Qualifier as a text Qualifier
5.5.Fields pertaining to overwriting existing Fields pertaining to overwriting existing Cost Centre Definitions set to Cost Centre Definitions set to AlwaysAlways..
Slide 10 PowerHealth Solutions 2008 PPM User Conference
Importing Data - WorkshopImporting Data - Workshop
1.1.Select Select ImportImport at bottom of General at bottom of General Ledger screen – allows 1-3 import filesLedger screen – allows 1-3 import files
2.2.Click on ellipsis to browse for import Click on ellipsis to browse for import filefile
3.3.Specify a reject file name and locationSpecify a reject file name and location
4.4.Data import:Data import:comma delimitedcomma delimited with with 11 header lines to skip, and header lines to skip, and”””” as a text qualifier. as a text qualifier.
Slide 11 PowerHealth Solutions 2008 PPM User Conference
Setup Validation - Setup Validation - WorkshopWorkshop
1.1.Tick Tick Run Run boxes for processes boxes for processes 1-61-6
2.2.Select Select RunRun
3.3.View View Report Report for Cost Centre for Cost Centre DefinitionsDefinitions
4.4.In In Cost Centre Definitions screen Cost Centre Definitions screen enter details for new Cost Centreenter details for new Cost Centre
5.5.Tick Tick Run Run box for process box for process 1 1 and selectand select
6.6.Tick Tick Run Run boxes for process boxes for process 7.7.
Slide 12 PowerHealth Solutions 2008 PPM User Conference
4. ETVL Processes
Slide 13 PowerHealth Solutions 2008 PPM User Conference
ETVL ModuleETVL Module
Processes data from various information Processes data from various information systems into PPM patient databasesystems into PPM patient database
Data used by Patient Cost Allocation Data used by Patient Cost Allocation module to allocate dollar amounts from module to allocate dollar amounts from General Ledger ModuleGeneral Ledger Module
Patient Activity matched to dollars from Patient Activity matched to dollars from providing Patient Care Areaproviding Patient Care Area
Detailed patient costing.Detailed patient costing.
Slide 14 PowerHealth Solutions 2008 PPM User Conference
ETVLETVL
ExtractionExtractionImport data from source systemsImport data from source systems
TransformationTransformationPerform any necessary data transformationPerform any necessary data transformation
ValidationValidationEnsure data qualityEnsure data quality
Data LoadData LoadLoads and linksLoads and links data into PPM data data into PPM data repository.repository.
Slide 15 PowerHealth Solutions 2008 PPM User Conference
Create New InterfaceCreate New Interface
No limit to number of Interfaces No limit to number of Interfaces that can be implementedthat can be implemented
Sites decide what constitutes a Sites decide what constitutes a separate interfaceseparate interface
Data Junction translations are Data Junction translations are written for each interface.written for each interface.
Slide 16 PowerHealth Solutions 2008 PPM User Conference
Extraction and Extraction and TransformationTransformation
No pre-specified import formatNo pre-specified import format
ETVL performs all required field ETVL performs all required field calculations calculations ―― OBDs calculated from Ward OBDs calculated from Ward Transfer fileTransfer file
Allows users to compare imported values Allows users to compare imported values internal reference tables internal reference tables ―― ICD-10 ICD-10
Logic to link external feeder system data Logic to link external feeder system data to episode of care.to episode of care.
Slide 17 PowerHealth Solutions 2008 PPM User Conference
Extracting Data - WorkshopExtracting Data - Workshop
1.1.From From Interface Interface drop down menu, drop down menu, select select 2. 2. Patient Data LoadPatient Data Load
2.2.Select Select RunRun
3.3.Select Select Audit Audit and view results.and view results.
Slide 18 PowerHealth Solutions 2008 PPM User Conference
ValidationValidation
Two types of validation rules:Two types of validation rules:
FormulaFormulaUser-defined formula that combines User-defined formula that combines logical and conditional flowslogical and conditional flows
Reference tableReference tableValues for a given field checked Values for a given field checked against values stored in reference against values stored in reference table.table.
Slide 19 PowerHealth Solutions 2008 PPM User Conference
Define data fields as critical or non-critical for reporting
purposes
Define data fields as critical or non-critical for reporting
purposes
Review expected results for a single patient
during setup
Review expected results for a single patient
during setup
Validate data against internal reference tables
Validate data against internal reference tables
Validation RulesValidation Rules
Slide 20 PowerHealth Solutions 2008 PPM User Conference
Load - Episode MatchingLoad - Episode Matching
Slide 21 PowerHealth Solutions 2008 PPM User Conference
Loading Data - WorkshopLoading Data - Workshop
1.1. In In Load data Load data tab, select tab, select Load.Load.
2.2.View results displayed on View results displayed on
screen.screen.
Slide 22 PowerHealth Solutions 2008 PPM User Conference
SchedulerScheduler
Automate various processes within PPMAutomate various processes within PPM
Set up queue of batch jobs in pre-Set up queue of batch jobs in pre-defined orderdefined order
Run queue manually, or automatically at Run queue manually, or automatically at specified timesspecified times
Monitor progress of queue while runningMonitor progress of queue while running
Review log of jobs.Review log of jobs.
Slide 23 PowerHealth Solutions 2008 PPM User Conference
5.5. Patient Cost Allocation Patient Cost Allocation
Slide 24 PowerHealth Solutions 2008 PPM User Conference
Patient Cost Allocation Patient Cost Allocation ModuleModule
Brings together data from ETVL and Brings together data from ETVL and General Ledger ModulesGeneral Ledger Modules
Patient activity from ETVL matched to Patient activity from ETVL matched to dollars from providing Patient Care Area dollars from providing Patient Care Area in General Ledgerin General Ledger
Detailed and flexible cost allocation Detailed and flexible cost allocation methodologiesmethodologies
Weights and volumesWeights and volumes
Integrated reconciliations between Integrated reconciliations between General Ledger and Patient Cost General Ledger and Patient Cost Allocation processes. Allocation processes.
Slide 25 PowerHealth Solutions 2008 PPM User Conference
Patient CostingPatient Costing
Define and map Service CodesDefine and map Service Codes
Patient Database Patient Database
ConfigurationsConfigurations
Build Patient DatabaseBuild Patient Database
Allocate CostsAllocate Costs
Calculate Weighted ActivityCalculate Weighted Activity
Reports.Reports.
Slide 26 PowerHealth Solutions 2008 PPM User Conference
Database ConfigurationDatabase ConfigurationDatabase FilterDatabase Filter
Define filters for the Define filters for the database:database:
Date ranges for episode Date ranges for episode and service dataand service data
Patient typesPatient types
Specific hospitals.Specific hospitals.
Slide 27 PowerHealth Solutions 2008 PPM User Conference
Database ConfigurationDatabase ConfigurationDRG Weight FileDRG Weight File
Data imported via CSV fileData imported via CSV file
Allows for DRG weights to have an Allows for DRG weights to have an effective date rangeeffective date range
Manage situations where weight Manage situations where weight changes occur during financial yearchanges occur during financial year
Only needs to be imported into PPM Only needs to be imported into PPM once.once.
Slide 28 PowerHealth Solutions 2008 PPM User Conference
Database ConfigurationDatabase ConfigurationDetailed Weight FileDetailed Weight File
Data imported via CSV fileData imported via CSV file
Allows for Detailed Weights Allows for Detailed Weights against individual Service Codes against individual Service Codes within various patient care areaswithin various patient care areas
Internal weight studiesInternal weight studies
Allows effective date ranges.Allows effective date ranges.
Slide 29 PowerHealth Solutions 2008 PPM User Conference
Allocated by Cost OutputsAllocated by Cost Outputs
For each cost output defined in GL process, a For each cost output defined in GL process, a volume and allocation statistic can be definedvolume and allocation statistic can be defined
These default rules are applicable for each These default rules are applicable for each Cost Output across all Areas, UNLESS Cost Output across all Areas, UNLESS exceptions to these rules have been defined exceptions to these rules have been defined inin
Allocate by Patient Care AreaAllocate by Patient Care Area
Allocate by Detailed DefinitionAllocate by Detailed Definition
Useful as default to allocate expenditures Useful as default to allocate expenditures from an area that cannot be costed otherwise from an area that cannot be costed otherwise due to lack of activity.due to lack of activity.
Slide 30 PowerHealth Solutions 2008 PPM User Conference
Allocated by Cost OutputsAllocated by Cost Outputs
Slide 31 PowerHealth Solutions 2008 PPM User Conference
Allocated by Patient Care AreaAllocated by Patient Care Area
Optional screenOptional screen
Overrides Allocated by Cost OutputsOverrides Allocated by Cost Outputs
Each Patient Care Area can have Each Patient Care Area can have Volume and Weight measure assignedVolume and Weight measure assigned
Useful when an entire Area is costed Useful when an entire Area is costed the same across all Cost Outputsthe same across all Cost Outputs
Eliminates entering significant Eliminates entering significant amount of details when amount of details when unnecessary.unnecessary.
Slide 32 PowerHealth Solutions 2008 PPM User Conference
Allocated by Detailed Allocated by Detailed DefinitionDefinition
Optional screenOptional screen
Overrides Allocated by Patient Care Area Overrides Allocated by Patient Care Area and Allocated by Cost Outputsand Allocated by Cost Outputs
Enables defining of standard allocation Enables defining of standard allocation rules for each Patient Care Area and Cost rules for each Patient Care Area and Cost Output combination:Output combination:
Most detailed costing methodology Most detailed costing methodology level. level.
Slide 33 PowerHealth Solutions 2008 PPM User Conference
Weighted ActivityWeighted Activity
1.1. Select Select ReportReportSelect Select Costing Reconciliation by Costing Reconciliation by AreaArea
2.2. View how results link back to GL View how results link back to GL Cost AllocationCost Allocation
3.3. Reports:Reports:Costing Reconciliation by AreaCosting Reconciliation by Area
Weighted Activity ReconciliationWeighted Activity Reconciliation
Unweighted Activity ReconciliationUnweighted Activity Reconciliation
Patient Cost by AreaPatient Cost by Area
Weighted activity by Cost OutputWeighted activity by Cost Output
Average Cost per Service Code.Average Cost per Service Code.
Slide 34 PowerHealth Solutions 2008 PPM User Conference
Weighted Activity ReportWeighted Activity ReportAverage Cost Per Service CodeAverage Cost Per Service Code
Slide 35 PowerHealth Solutions 2008 PPM User Conference
Identify unusual Identify unusual cases to determine cases to determine why high costs why high costs incurred for such a incurred for such a short length of stayshort length of stay
Filter to exclude Filter to exclude factors such as factors such as patients transferred patients transferred to another to another organisation or organisation or deceased discharge deceased discharge statusstatus
Outputs – Digital DashboardOutputs – Digital Dashboard LOS < 2 Days, Total Cost > $10,000LOS < 2 Days, Total Cost > $10,000
Slide 36 PowerHealth Solutions 2008 PPM User Conference
Outputs – Digital Outputs – Digital DashboardDashboard
Slide 37 PowerHealth Solutions 2008 PPM User Conference
Outputs – Executive Outputs – Executive ReportingReporting
Slide 38 PowerHealth Solutions 2008 PPM User Conference
ConclusionConclusion
GL ProcessGL Process
Import financial and statistical dataImport financial and statistical data
Setup cost allocation rules including reclass Setup cost allocation rules including reclass rules and non-standard cost definitionsrules and non-standard cost definitions
Allows for GL setup validationAllows for GL setup validation
ETVL ProcessETVL Process
No pre-specified import formatNo pre-specified import format
ETVL performs all necessary calculationsETVL performs all necessary calculations
Logic to link external feeder systems data Logic to link external feeder systems data to correct episode of care.to correct episode of care.
Slide 39 PowerHealth Solutions 2008 PPM User Conference
ConclusionConclusion
Patient Cost AllocationPatient Cost Allocation
Define Service Codes and mappingsDefine Service Codes and mappings
Filter database:Filter database:specific date ranges of episode & service specific date ranges of episode & service datadata
patient types and/or patient types and/or
specific hospitalsspecific hospitals
Define specific cost allocation rules by Define specific cost allocation rules by ―― cost output, patient care area or detailed cost output, patient care area or detailed definitiondefinition
Detailed weighted activity reports easily Detailed weighted activity reports easily generated.generated.