$TXT Created by MINARDI,CHRISTOPHER PAUL at DEVFEY.FO-ALBANY.MED.VA.GOV (KIDS) on Thursday, 12/29/05 at 15:53 ============================================================================= Run Date: JAN 19, 2006 Designation: PRCA*4.5*239 Package : PRCA - ACCOUNTS RECEIVABLE Priority: EMERGENCY Version : 4.5 SEQ #210 Status: Released Compliance Date: JAN 23, 2006 ============================================================================= Associated patches: (v)PRCA*4.5*184<<= must be installed BEFORE `PRCA*4.5*239' (v)PRCA*4.5*215<<= must be installed BEFORE `PRCA*4.5*239' Subject: BAD DEBT REPORT MODIFICATIONS Category: - Routine - Enhancement () Description: ============ This patch changes the Bad Debt Reporting process. Please be sure that your Revenue Office and Financial staff receive a copy of this patch description. The Office of Business Oversight was asked to conduct a management review to determine whether the VistA Accounts Receivable (AR) application contributed to the conditions that required adjustments to be made to certain standard general ledger accounts for the Medical Care Collection Fund (36 5287). In response to this request, the Software Quality Assurance Service conducted an audit and made several recommendations for changes to AR. The Office of the Chief Financial Officer (CFO) concurs with the recommendations, which are implemented in this patch. Nearly all of the recommended changes involve the Bad Debt Report. At a high level, the changes to the Bad Debt Report include: o Modifying the transaction amount sent to the Financial Management System (FMS) to include only the current Allowance Estimate. o Transmitting the Allowance Estimate on the third to the last business day of the month, along with the Summary Receivable Balance Standard Voucher (SV) and summary Write Off (WR) documents, without allowing these estimates to be modified by local accounting staff. o Breaking out the Allowance Estimates for medication co-payment and all other third party (excluding Reimbursable Health Insurance and Tort Feasor) receivables. The specific changes that were made to AR follow: 1. Accounts Receivable Data Collector The Accounts Receivable Data Collector (ARDC) is queued to run on the third to the last business day of the month by the Accounts Receivable Nightly Process Background Job (PRCA NIGHTLY PROCESS). This job queues the ARDC to run under the TaskMan job description of 'AR Data Collector'. The following changes were made to the ARDC: a. Creation of Summary Receivable Balance SV Documents The patch resolves one problem with the generation of the Summary Receivable Balance SV documents. Currently, the receivable balance for any receivable (regardless of fund) that was activated after the site's Medicare Remittance Advice (MRA) Implementation Date is reported to Standard General Ledger (SGL) account 13H1 or 13N1 in FMS. This patch corrects this problem by only reporting Reimbursable Health Insurance receivables activated after the site's MRA Implementation Date to SGL 13H1 or 13N1. b. Modification of the Bad Debt Transaction Amounts Currently, the actual Bad Debt transaction amount, for any subset of receivables, consists of the sum of the following two components: o Actual Accrued Bad Debt: This is the sum of all actual write-off (or contractual adjustment) transactions, for a specific subset of receivables, that have been recorded since February 1, 1998. o Allowance Estimate: The Allowance Estimate is equal to the Summary Receivable Balance for a specific subset of receivables, multiplied times the historical write-off percentage for that subset of receivables. The write- off percentage is calculated by identifying all receivables within a subset that were activated within the last 12 months and no longer have an outstanding balance, and dividing the total payments received by the total principal amount of those receivables, and subtracting that fraction from one. The Bad Debt transaction amount has been changed to be equal to the Allowance Estimate only. The actual accrued bad debt component will no longer be transmitted to FMS. c. Breakout of the Allowance Estimate for Medication Co-payment and Other Third Party receivables Currently, a single transaction is used to report the Bad Debt amount for first party (excluding Long Term Care) and third party (excluding Reimbursable Health Insurance and Tort Feasor) receivables. This amount is sent to FMS and reported to SGL 1319 under fund 528703. This transaction will be broken into three transactions to report a separate Allowance Estimate for Medication Co-payment (SC and NSC) receivables, under fund 528701, and Other Third Party (Crimes of Personal Violence, Medicare, No Fault Auto, and Workman's Compensation) receivables, under fund 528704. All three transaction amounts will be reported to SGL 1319 under their respective funds. d. Transmission of the Allowance Estimate to FMS Currently, the Bad Debt Allowance is computed on the third to the last business day of the month and stored within AR. Staff have that business day to change the Allowance Estimate component, before the sum of the Allowance Estimate and actual accrued bad debt are transmitted to FMS on the second to the last business day of the month. This functionality has been changed so that the Bad Debt Allowance (consisting only of the Allowance Estimate) will be transmitted to FMS on the third to the last business day of the month. Local accounting staff will no longer be able to modify the Allowance Estimate before it is transmitted to FMS. e. Change in the Transaction Type for the summary Write Off (WR) documents The monthly summary WR documents for accrued receivables debit the same general ledger accounts that the Bad Debt Allowance Estimate transactions credit. Since the Bad Debt Allowance Estimate transactions will be modified to no longer include the actual accrued bad debt from February 1998, the WR documents no longer need to debit the accounts that were credited by the allowance estimate transactions. The crosswalk from the old to the new transaction type is: Old WR Transaction Type New WR Transaction Type ======================= ======================= WR 04 WR 37 WR 06 WR 38 WR 07 WR 4N WR 23 WR 39 Please note that the WR 08 transaction, which is used to report contractual adjustments for actual MRA receivables (which should be infrequent), is not being replaced with a new transaction. Also, note that these new transaction types will be displayed on the AR Data Collector report that is transmitted to the recipients of the RC AR DATA COLLECTOR mailgroup. 2. Bad Debt Report (tasked job) The Bad Debt Report is queued to run on the second to the last business day of the month by the Accounts Receivable Nightly Process Background Job (PRCA NIGHTLY PROCESS). This job queues the Bad Debt Report to run under the TaskMan job description of 'Bad Debt Report'. The Bad Debt Report builds the SV documents and transmits them to FMS. The Bad Debt Report task will no longer be queued to run. The ARDC will build the Bad Debt SV documents and transmit them to FMS after it calculates all of the Bad Debt Allowance Estimates. 3. Bad Debt Accrual Over-Ride [PRCA NRNR BAD DEBT ACCR. EDIT] The option Bad Debt Accrual Over-Ride is used to modify the Bad Debt Allowance Estimate component for a specific bad debt transaction. The edited Allowance Estimate would be added to the actual accrued bad debt and transmitted to FMS. This option has been modified to no longer allow the user to modify the Allowance Estimates. Upon selection by the user, the option displays the following message: This option will no longer allow you to over-ride the current month Bad Debt Allowance Estimates. These estimates are automatically transmitted to FMS when they are calculated by the AR Data Collector on the third to the last business day of the month. 4. Bad Debt Report [PRCA NR BAD DEBT ACCR. REPORT] The option Bad Debt Report, located under the Supervisor's AR Menu [PRCAF SUPERVISOR MENU], is used to print the Bad Debt Allowance Estimates that AR stores for one month. The report layout has been re-designed to display a more concise summary that includes the two new Bad Debt Transactions and only the Allowance Estimate. A mock-up of the new Bad Debt Report is shown below. Bad Debt Report Allowance for Bad Debt and Contract Adjustment Report for the month of SEP 2005 Medical Care Collection Fund Funds 528701; 528703; 528704; and 528709 ---------------------------- Contract EOM FUND - SGL Account Collection% Write-Off% Adjustment% Allowance 528701 - 1319 92.64 7.36 0.00 250,000.00 528703 - 1319 92.64 7.36 0.00 50,000.00 528704 - 1319 62.81 37.19 0.00 100,000.00 528704 - 1339 30.66 0.00 69.34 500,000.00 528704 - 133N 47.98 0.00 52.02 2,500,000.00 528704 - 1338 93.29 6.71 0.00 10,000.00 528709 - 1319 88.03 11.97 0.00 25,000.00 SGL Definitions 1319 - Allowance for Bad Debt 1338 - Allowance for Tort Feasors 1339 - Allowance for Contract Adjustments pre-MRA (Medicare Remittance Advice) 133N - Allowance for Contract Adjustments post-MRA Only members in the facility's local RC AR DATA COLLECTOR mail group will receive this report. Please note that this new version of the report will also be sent to the recipients of the RC AR DATA COLLECTOR mail group by the ARDC when it sends the Bad Debt SV documents to FMS on the third to the last business day of the month. 5. Monthly NDB, SV and WR Regenerate [PRCA FMS NDB,SV,WR REGEN] The option Monthly NDB, SV and WR Regenerate [PRCA FMS NDB,SV,WR REGEN]is used to re-run the ARDC for a specific month, and re-transmit to FMS any documents for the selected month that have not been identified in AR as having been positively acknowledged by FMS. On certain days within the monthly accounting cycle, this option may recalculate the Bad Debt Allowance Estimates, but does not re-transmit the Bad Debt SV documents to FMS. This option has been changed to both recalculate the Bad Debt Allowance Estimates and transmit them to FMS via the SV document. However, the option will prompt the user to perform this action only if the Bad Debt SV documents for the selected month have not been identified as accepted by FMS. 6. Bad Debt Estimate Code Sheet Regen [PRCA FMS BDE REGEN] The option Bad Debt Estimate Code Sheet Regen [PRCA FMS BDE REGEN] is currently used to transmit the Bad Debt SV documents to FMS, if the documents for the selected month have not been identified as accepted by FMS. This option has been modified to no longer allow the user to re-transmit the Bad Debt SV documents to FMS, since that function will now be combined with the Bad Debt Allowance Estimate recalculation that is performed by the option Monthly NDB, SV and WR Regenerate [PRCA FMS NDB,SV,WR REGEN]. Upon selection by the user, the option Bad Debt Estimate Code Sheet Regen [PRCA FMS BDE REGEN] now displays the following message: This option may no longer be used to retransmit the Bad Debt allowance estimates to FMS. Please use the option 'Monthly NDB, SV and WR Regenerate' [PRCA FMS NDB,SV,WR REGEN] to recalculate the allowance estimates and transmit them to FMS. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- There is no NSR associated with this patch. This patch addresses the following NOIS/Remedy Ticket(s): --------------------------------------------------------- There are no NOIS/Remedy tickets associated with this patch. COMPONENTS SENT WITH PATCH -------------------------- The following is a list of the routines included in this patch. The second line of each of these routines now looks like: ;;4.5;Accounts Receivable;**[patch list]**;Mar 20, 1995 CHECK^XTSUMBLD result Routine name Before Patch After Patch Patch List ============ ============ =========== ========== RCRJR 5343560 5162091 101,103,78,153,191 239 RCRJRBD 14222687 13759335 101,139,170,193,203 215,220,138,239 RCRJRBDE 6378471 6478409 101,191,184,239 RCRJRBDR 24572724 24489338 101,139,170,191,203 215,220,138,239 RCRJRBDT 9957389 14665355 101,170,191,138,239 RCRJRCO 17728871 17142327 96,106,101,103,147 156,169,170,174,191 203,239 RCRJRCOC 18034082 17312684 156,170,182,203,220 138,239 RCRJRCOR 16801899 16789856 68,96,139,103,156 170,174,191,220,138 239 RCXFMSSV 13052745 13053125 96,101,135,139,98 156,170,191,203,220 138,184,239 Total number of routines - 9 CHECK1^XTSUMBLD result Routine name Before Patch After Patch Patch List ============ ============ =========== ========== RCRJR 19015855 19437277 101,103,78,153,191 239 RCRJRBD 65206172 64259374 101,139,170,193,203 215,220,138,239 RCRJRBDE 12066139 14335641 101,191,184,239 RCRJRBDR 73367814 75826184 101,139,170,191,203 215,220,138,239 RCRJRBDT 25318421 54449549 101,170,191,138,239 RCRJRCO 60587667 61342220 96,106,101,103,147 156,169,170,174,191 203,239 RCRJRCOC 59061042 56544530 156,170,182,203,220 138,239 RCRJRCOR 67310039 67290990 68,96,139,103,156 170,174,191,220,138 239 RCXFMSSV 54145302 57335503 96,101,135,139,98 156,170,191,203,220 138,184,239 Total number of routines - 9 There are no additional components to this patch. ================Documentation Retrieval ================= The PRCA*4.5*239 documentation is available on the ANONYMOUS.SOFTWARE directory at one of the Office of Information (OI) Field Offices. The documentation provides the changed pages from the Accounts Receivable User and Technical Manuals. *These files should be downloaded in BINARY format.* Sites may retrieve documentation in one of the following ways: 1. The preferred method is to FTP the files from download.vista.med.va.gov, which will transmit the files from the first available FTP server. 2. Sites may also elect to retrieve documentation directly from a specific server as follows: Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov The documentation includes: File Name Description --------- ----------- PRCA_45_P239_TM.PDF Technical Manual PRCA_45_P239_UM.PDF User Manual ========================================================= Test Sites: ----------- Salisbury VAMC VISN 2 Wilmington VAMC Central Alabama Fresno VAMC Pre/Post Installation Overview ------------------------------ This patch contains no pre or post installation routines. ================INSTALLATION INSTRUCTIONS ================= It is recommended that the following selection(s) in the OPTION (#19) file be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. Accounts Receivable Nightly Process Background Job [PRCA NIGHTLY PROCESS] Bad Debt Accrual Over-Ride [PRCA NRNR BAD DEBT ACCR. EDIT] Bad Debt Report [PRCA NR BAD DEBT ACCR. REPORT] Monthly NDB, SV and WR Regenerate [PRCA FMS NDB,SV,WR REGEN] Bad Debt Estimate Code Sheet Regen [PRCA FMS BDE REGEN] Install Time - less than 5 minutes 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global Select Installation Option: 3. Select Installation Option: --------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter PRCA*4.5*239): a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 4. Select Installation Option: Install Package(s) ------------------ **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Accounts Receivable Nightly Process Background Job [PRCA NIGHTLY PROCESS] Bad Debt Accrual Over-Ride [PRCA NRNR BAD DEBT ACCR. EDIT] Bad Debt Report [PRCA NR BAD DEBT ACCR. REPORT] Monthly NDB, SV and WR Regenerate [PRCA FMS NDB,SV,WR REGEN] Bad Debt Estimate Code Sheet Regen [PRCA FMS BDE REGEN] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . Routine Information: ==================== The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: RCRJR Before: B19015855 After: B19437277 **101,103,78,153,191,239** Description of Changes: No longer queues the job to transmit to FMS the Bad Debt SV documents on the second to the last business day of the month. Routine Name: RCRJRBD Before: B65206172 After: B64259374 **101,139,170,193,203,215,220, 138,239** Description of Changes: Includes a new API to calculate the standard general ledger account for a receivable. Invokes the new SGL API when calculating actual bad debt and collecting total principal and payment amounts. Files Bad Debt data for the new SGLs 1319.3 (fund 528701) and 1319.4 (fund 528704). Routine no longer generates the Bad Debt Report that is sent to users via MailMan. Routine now invokes RCXFMSSV to transmit the Bad Debt SV documents to FMS. Routine Name: RCRJRBDE Before: B12066139 After: B14335641 **101,191,184,239** Description of Changes: Routine no longer allows the edit of the Bad Debt allowance estimates. The routine displays a message on the screen informing users that the over-ride option no longer allows user edit, and that the allowance estimates are automatically sent to FMS. Routine Name: RCRJRBDR Before: B73367814 After: B75826184 **101,139,170,191,203,215,220, 138,239** Description of Changes: Routine now invokes RCRJRBDT to create the new Bad Debt Report. The old code has been preserved, but cannot be invoked. Routine Name: RCRJRBDT Before: B25318421 After: B54449549 **101,170,191,138,239** Description of Changes: Routine no longer allows the user to re-transmit the Bad Debt SV documents to FMS. The routine displays a message on the screen informing users that another option must be used to re-transmit the documents. The routine comments out certain lines of code (that calls routine RCXFMSSV) to assure that it cannot be invoked. A new module is added (invoked by RCRJRBDR) that generates the new Bad Debt Report. Routine Name: RCRJRCO Before: B60587667 After: B61342220 **96,106,101,103,147,156,169, 170,174,191,203,239** Description of Changes: The screen description for the re-generation of the Bad Debt Report was changed. Code was added to only allow the re-generation of the Bad Debt Report if the Bad Debt SV document was not accepted by FMS. Routine Name: RCRJRCOC Before: B59061042 After: B56544530 **156,170,182,203,220,138,239** Description of Changes: Under line tag CURRENT: The SV document type is only set to 2F or 2L for Reimbursable Health Insurance bills. The new SGL API in RCRJRBD is invoked to set the receivable's SGL to capture outstanding balances for Bad Debt Report processing. Under line tag WRITEOFF: The following new document types were implemented: 37 (replaces 04), 39 (replaces 23), 38 (replaces 06), and 4N (replaces 07). Routine Name: RCRJRCOR Before: B67310039 After: B67290990 **68,96,139,103,156,170,174,191, 220,138,239** Description of Changes: Modified to continue to print sub-totals on the ARDC report for the WR 37 transaction by fund. Routine Name: RCXFMSSV Before: B54145302 After: B57335503 **96,101,135,139,98,156,170,191, 203,220,138,184,239** Description of Changes: In STARTSV, modified the call to BUILDSV to pass the new fourth parameter ("00") which is the document lookup key suffix. Changed line tag BUILDSV to accept the new fourth parameter. In BUILDSV, changed the call to SETKEY^GECSSTAA to build the lookup key using the "key suffix" parameter. Introduced variable FMAMOUNT as the positive amount that is sent to FMS. Made code change to set LINE-ACTION to "D" if AMOUNT is less than zero. Changed setting of DOCTOTAL so that value is not negative. Changed line tag BADDEBT to accept the date of the last day of the accounting month from routine RCRJRBD. This module no longer News tha variable RCRJDATE. The module BADDEBT now extracts two new records (1319.3 and 1319.4) from file 348.1 and sets the TMP global so the data from these records are sent to FMS in the Bad Debt SV document. The bad debt allowance amount that is sent to FMS for all seven records now consists of only the allowance estimate (field .08 in file 348.1). ============================================================================= User Information: Entered By : MINARDI,CHRISTOPHER P Date Entered : OCT 31, 2005 Completed By: KUREK,STANLEY M Date Completed: JAN 12, 2006 Released By : MARSHALL,FALENCIA B. Date Released : JAN 19, 2006 ============================================================================= Packman Mail Message: ===================== $END TXT