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Fiscal and Operations Group, Face-to-Face Meeting
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 Export to Your Calendar 11/14/2019
When: Thursday, November 14, 2019
9:00 am - 3:00 pm
Where: Wisconsin Primary Health Care Association
5202 Eastpark Blvd, Suite 109
Madison, Wisconsin  53718
Contact: Lynsey Ray
608-277-7477


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Fiscal and Operations Group

Optional Networking Dinner

Wednesday, November 13, 2019 6:00-8:00 pm

Tipsy Cow East

2816 Prairie Lakes Dr Suite 107, Sun Prairie, WI 53590

 

Fall Face-to-Face Meeting

Thursday, November 14, 2019 9:00-3:00 pm

WPHCA Offices

5202 Eastpark Blvd, Suite 109, Madison, WI 

 

 

Overall Meeting Objectives:

  • Leverage the collective knowledge of the group to accelerate Health Center work related to improving the quality of Health Center fiscal and operations
  • Strengthen relationships/networks among Health Center staff
  • Gain strategic ideas and tactical skills to use on the job

 

9:00-10:15        Welcome, Introductions, Share & Tell-Health Center Organizational Charts, Finance Departments & Staffing Ratios

Finance Department staffing was a topic of interest at the spring FOG meeting. Please come prepared to introduce yourself & your Health Center by sharing your organizational and/or finance department org charts.  Org charts can be sent in advance to lray@wphca.org.

 

              Key Discussion Questions:

  • What aspects of your organizational and Finance Department structure contributes to your success? What are some challenges you are working to overcome?
  • What is the “right” Finance Department staffing make up & ratio to support back office efficiency and internal controls?

 

10:15-10:30       Break

 

10:30-11:15      Financial Management Practices

As an extension of the introductory conversation, what important financial management practices have you put in place at your Health Center to assure that all potential revenues are captured?

 

                          Key Discussion Questions:
  • What promising practices have you implemented around updating Medicaid eligibility within your practice management systems?
  • What processes are in place to review key financial policies, such as sliding fee scale, fee schedules, policies and charges?
  • How frequently does your Health Center review payer contracts? 



11:15-12:00      Change in Scope Intelligence Sharing

This session will provide participants with an opportunity to connect on topics that range from sharing intelligence and lessons learned from the first Medicaid change in scope conversations, insights and ideas regarding global dental billing, processes Health Centers have put in place to manage Medicaid reimbursement post-PPS implementation, and considerations for future growth.

 

 Key Discussion Questions: 

  • What are our early indicators and lessons learned related to the Medicaid Change in Scope processes?
  • What changes in scope are you considering? This discussion could be an opportunity to test your ideas with your peers.
  • How are Health Centers monitoring and tracking Medicaid revenue reconciliation under the new PPS system?
  • What strategic decisions are Health Centers making to shift to PPS reimbursement model? 

 

12:00-12:30      Lunch

 

12:30-1:30        Medicaid Encounters Training & Technical Assistance

In October, Medicaid sent Health Centers results from the first Medicaid encounter reconciliation process for encounters and revenues that were self-reported via monthly interim reports. There was significant variance in self-reporting that resulted in some Health Centers overreporting and underreporting encounters. Brandon Watson and members of the DHS Bureau of Fiscal Accountability and Management team will be in attendance to remind Health Center staff of the changes in how encounters are being defined since the July 1, 2017 PPS transition took place.

 

Key Discussion Questions:

  • What questions remain regarding how DHS BFAM (as opposed to the Office of Inspector General) is counting PPS encounters?

 

1:30-2:00          Financial KPIs & Core Metrics

Health Centers continue to report on the 6 financial core measures and the Performance Excellence Committee has started to include cost per visit in the quarterly Culture of Excellence review. The Culture of Excellence is designed to build in mutual accountability for quality, though it has been noted that a single financial measure is not enough to indicate financial performance. One objective of including cost per visit in the Culture of Excellence is to elevate awareness of the fiscal measures to increase reporting. The Committee would also like to know if FOG would help play a role in this mutual accountability on the financial side; elevating to the Committee both opportunities for best practice and concerning trends. This session will provide an opportunity to review current financial measures and the role of FOG in supporting the Culture of Excellence and Performance Excellence Committee.

 

Key Discussion Questions:

  • Given the current data, what questions do you have for your colleagues?
  • What barriers are there to reporting the financial measures?
  • How do we continue to build more value into this reporting?
  • What are your thoughts on FOG’s role in reviewing financial data?

 

2:00-2:30          Mentor for a Moment

This is an opportunity for the group to engage in an open discussion to exchange ideas, inspirations or engage in group problem solving.

 

2:30-2:50          A Preview of GPO & Shared Services Development Process

Shared services has been a topic that WPHCA has explored occasionally over the years. With the transition to PPS, developing economies of scale and shared services presents an even more important opportunity to reduce costs. WPHCA has hired new staff to begin implementing a shared service process development. Ben Williams, WPHCA’s Business Development and Member Services Director will participate and provide a preview of activities to come. 

 

2:50-3:00         Next Steps, Evaluation, & Wrap Up

 

Cancellation Policy:
Registered participants may substitute another participant at no charge up to the day of the conference. Please inform WPHCA staff Lindsey Hess (lhess@wphca.org) of the substitution as soon as possible to coordinate meals and participant materials. Participants may cancel at no charge up to 7 days before the event begins. No refunds are available for cancellations 6 days or fewer before the event begins.