FY13 Adult Foster Care Cost Report Training

1. FY13 Adult Foster Care Cost Report Training Hosted by the Center for Health Information and Analysis (CHIA) Thursday July 10, 2014, 1PM

2. First: Thank youfor the important work you do caring for members of our Commonwealth.

3. Training Preface • Detailed cost report instructions are available online • All providers should download and read the instructions • Available from: http://www.mass.gov/chia/provider/reporting-to-state/reporting-entities/adult-foster-care.html

4. Training Outline • Overview • Purpose • Use • Contents • Submission • Questions?

5. Overview • Every provider must submit: • Cost Report • Statement of Certification (of Cost Report) • Audited Financial Statements OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

6. Submission Deadline • FY13 cost report is due on: August 8, 2014 OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

7. Why collect the cost report? • The cost report data are the basis for calculating new payment rates • Without complete, accurate data we cannot calculate accurate rates Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

8. Why collect the cost report? • The regulations at 101 CMR 351.04, 130 CMR 450.205 and 957 CMR 6 require each provider to submit a cost report, and describe penalties for failure to file or for filing falsified information Key Calculations Purpose Use Contents Contents OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

9. How are the reports used? • Generally, program costs are divided by service units to calculate new rates: • CHIA and EHS may make adjustments for efficiency and productivity Rate= Program Costs Service Units Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

10. Download the cost report • The FY13 cost report is available from: • http://www.mass.gov/chia/provider/reporting-to-state/reporting-entities/adult-foster-care.html OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

11. Reminder • Detailed cost report instructions are available online • All providers should download and read the instructions for accurate filing • Available from: http://www.mass.gov/chia/provider/reporting-to-state/reporting-entities/adult-foster-care.html OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

12. What’s in the cost report? • General information • Schedule A: Revenue • Schedule B: Staffing Expenses • BA: Caregiver Stipend Expenses • Schedule C: Non-Salary Related Expenses • C-1: Occupancy • Summary of Expenses, Revenues and Margins • Statement of Certification Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

13. Complete the cost report • The cost report comes in a Microsoft Excel workbook and must be completed in that workbook • Enter data in yellow cells • Green cells will auto-calculate • Enter “0” if not applicable • Each schedule is on a separate tab OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

14. General Information • Agency • Contact • Service Sites Key Calculations Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

15. General Information • Agency • Select your agency from the drop-down list. Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

16. General Information • Agency Select your agency from the drop-down list. Only if agency not in list: click on the hyperlink in cell C3. Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

17. General Information • Agency Select your agency from the drop-down list. Only if agency not in list: click on the hyperlink in cell C3. In the hyperlinked sheet, in cell A5, type your agency name. Then click the hyperlink in cell A2. Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

18. General Information • Agency Select your agency from the drop-down list. Only if agency not in list: click on the hyperlink in cell C3. In the hyperlinked sheet, in cell A5, type your agency name. Then click the hyperlink in cell A2. 4. The hyperlink will take you to a website with instructions to register with CHIA. Follow the instructions, then return to the first sheet of the cost report. Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

19. General Information • Agency Select your agency from the drop-down list. Only if agency not in list: click on the hyperlink in cell C3. In the hyperlinked sheet, in cell A5, type your agency name. Then click the hyperlink in cell A2. 4. The hyperlink will take you to a website with instructions to register with CHIA. Follow the instructions, then return to the first sheet of the cost report. 5. Select your agency from the top of the drop-down list. Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

20. Schedule A: Revenue • Contributions • Grants • Assistance and fees (gov’t payers) • Interest income • Other Revenue – Separate tab Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

21. Schedule A: Revenue • Only enter revenue associated with AFC programs • Do not enter revenue generated by other programs Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

22. Schedule B: Staffing Expenses • Indirect staff • Direct staff • Other staff(separate tab) Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

23. Schedule B: Staffing Expenses • Full-time equivalents (FTE) FTE (per position) = # weekly hours paid in the week # hours paid hours in standard work week Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

24. Schedule B: Staffing Expenses • For example: FTE (Registered Nurse) = # weekly paid hours for Registered Nurses d # paid hours in standard work week Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

25. Schedule B: Staffing Expenses • For example: • If 2 RNs are paid 20 hours per week, and a standard full-time work week is 40 hours, then FTE (Registered Nurse) = 20 hrs/wk + 20 hrs/wkd = 1 FTE 40 hrs/wk Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

26. Schedule B: Staffing Expenses • Another example: • If agency has two Care Managers; one is paid 40 hrs/week; other is paid 20 hrs/wk FTE (Care Manager) = 40 hrs/wk + 20 hrs/wkd = 1.5 FTE 40 hrs/wk Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

27. Schedule B: Staffing Expenses • More on FTE • What if a staff person only devotes part of her/his time to AFC? • Only count the time devoted to AFC • For example, if a staff member works full-time, but only devotes half of her/his time to AFC, only report 0.5 FTE for that staff person on the AFC cost report Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

28. Schedule B: Staffing Expenses • “Total Salary” • On the cost report, “Total Salary” means the total amount your agency paid for the relevant employee types • For example, if you paid a half-time RN $30,000 and a full-time RN $62,000 • “Total Salary” for RNs is $92,000 and # of FTEs is 1.5 Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

29. Schedule B: Staffing Expenses • “Yearly Salary” • This column will automatically calculate average yearly salary for each employee type • For example: • Your agency paid $121,324 for 2.25 RNs. • The average Yearly Salary for RNs is $121,324 / 2.25 = $53,922 Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

30. Schedule BA: Stipends • Report the total amount paid in stipends to caregivers, by Level of Service • Report the number of caregivers who provided at least one member-day of service during the fiscal year • Enter the minimum and maximum daily stipend • Enter the number of unique clients served Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

31. Schedule C: Non-Salary Related Expenses • Staff training, staff mileage/travel, program supplies, legal fees, dues, office expenses, occupancy expenses, etc. • Report only expenses associated with AFC Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

32. Summary of Expenses, Revenue and Operating Results • Summarizes previously entered data • Designed to give filers a sense of their overall performance • Errors in data-entry should be apparent here • Watch for very high or very low: • Profits, losses or margins • Average yearly salaries Key Calculations Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

33. Data Quality • CHIA may exclude from any rate analysis data that is likely to be inaccurate • Red flags are very high or very low: • Operating results or margins • Salaries or stipends • Administrative costs • Unit costs (i.e. cost per unit of service) • Staffing ratios (i.e. ratio of FTEs to clients) • Generally, the meaning of “very high” or “very low” will be determined by comparing each provider to its peer-group of AFC providers. Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

34. Statement of Certification • Print • Sign • Scan • PDF Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

35. How to submit the cost report • Save Excel workbook cost report in the format: AgencyName_AFCCR13.xls • Save Statement of Certification in the format: AgencyName_AFCCR13.pdf Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

36. How to submit the cost report • Attach both documents to an email and send the email to hcf.data@state.ma.us Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

37. How to submit financial statements Email a version saved as a Word document or PDF (AgencyName_FinStat13.doc or .pdf) to hcf.data@state.ma.us Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

38. Submission Deadline • FY13 cost report is due August 8, 2014 Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

39. If you have additional questions… • Make sure you have followed the Cost Report Instructions step by step. Available from: http://www.mass.gov/chia/provider/reporting-to-state/reporting-entities/adult-foster-care.html • If questions remain, call or email: (617) 988-3238 Ramsay.Hoguet@MassMail.State.MA.US Purpose Use Contents Contents Changes OVERVIEW PURPOSE USE CONTENT SUBMISSION QUESTIONS

40. Again… Thank you for the important work you do.