NEW BRUNSWICK

COUNSELING CENTER

IMPROVING INTERNAL BILLING PROCESSESAugust 2012

POJECT AIM

To increase the number of clients who are enrolled with complete financial

information by five (5) days post enrollment

CHANGES

Identified lapse in time between Intake Process and financial data entered in system

Conducted OPDF Intake Process walk-thru Established baseline of Intakes processed on monthly basis Identify existing Medicaid Eligibility Enhance billing system module to provide reports required

to indentify co-current clients to improve utilization rate Implemented training for Intake process, as required Established registration sheet that is utilized at front desk

to identify new clients for OPDF services, including existing clients

- Used as tool to cross reference with Daily Activity Log -prepared by Counselors

- Used as tool to record cash collected on daily basis from OPDF clients

- Identifies “grant” clients for billing purposes

RESULTS (STUDY)

Month # of Intakes Errors

% of Non-billable

January 49 18 36.7%

February 45 21 46.7%

March 53 21 39.6%

April 50 19 38.0%

May 36 9 25.0%

June 37 7 18.9%

July 34 3 8.8%

# of Intakes

010

203040

5060

January

Febru

aryMarc

hApri

lMay June

July

# of Intakes

RESULTS (STUDY)

% of Non-billable

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

January

Febru

aryMarc

hApri

lMay June

July

% of Non-billable

RESULTS (STUDY)

Errors

0

5

10

15

20

25

January

Febru

aryMarc

hApri

lMay June

July

Errors

STEPS Continue providing recommended changes

to Upper Management on enhancing existing billing system

Providing updates at Weekly Staff meetings on billing system changes, enhancements, etc

Maintain Medicaid Eligibility check on monthly basis

Utilizing financial reports that breaks down financial information and funding sources in order to provide accurate financial information to Upper Management.

IMPACT Improvement of Intake Process Better tracking of cash coming in Minimized rejections from Medicaid Management awareness of billing

processes Implementation of training, as

required Counselors awareness of importance

of timely billing