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Briefing: Patient Trust Fund Date: 22 March 2007 Time: 0900 - 0950 . Objectives. To present information on how to secure, release, and account for patient valuables. Agenda. General Initial deposits Subsequent deposits Withdrawals Deposits remaining after discharge Accounting

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briefing patient trust fund date 22 march 2007 time 0900 0950
Briefing: Patient Trust Fund

Date: 22 March 2007

Time: 0900 - 0950

objectives
Objectives

To present information on how to secure,

release, and account for patient valuables

agenda
Agenda
  • General
  • Initial deposits
  • Subsequent deposits
  • Withdrawals
  • Deposits remaining after discharge
  • Accounting
  • If it’s going to happen – It will happen at MAMC
general
General
  • The MTF Commander is responsible for the overall operation
  • Designate, in writing, a PTF custodian
  • Designate additional personnel, in writing, as PTF clerks (on- and off-duty)
  • Determine amount of cash to be kept on hand
  • PTF custodian is responsible for receipt, safekeeping, disbursements, and accounting
initial deposits
Initial Deposits
  • Every patient must be asked
  • The appropriate form (Service-specific) is filled out in duplicate
  • The PTF custodian enters a description on the funds and/or valuables without assigning value; e.g.,
    • Ring, with one white stone
    • Watch
    • Necklace with yellow-colored cross
  • The patient or his/her representative signs the block indicating the desire to make a deposit
  • Original is retained by the custodian; duplicate is given to patient
subsequent deposits
Subsequent Deposits
  • The patient presents their copy of the deposit record
  • The custodian itemizes and enters the amount of additional funds and/or valuables on both copies of the form
  • If the patient’s signature cannot be obtained, the form is signed by a witness
withdrawals
Withdrawals
  • The patient presents their copy of the deposit record to the custodian who will annotate the proper entries
  • The custodian requires patient identification
  • The patient signs the custodian’s copy of the deposit record as indicated
  • If the patient is unable to sign the form, a witness will be obtained
deposits remaining after discharge
Deposits Remaining After Discharge
  • Forwarding address known: Send check, valuables, letter of transmittal by certified mail
  • Forwarding address unknown: Follow directions in DoD FMR 4160.21-M
  • Deposits of deceased patients: Dispose of property according to applicable Service regulations
accounting
Accounting
  • Prepare Patient Trust Fund Daily Summary
  • Update the PTF journal
  • Do a monthly trial balance by adding the deposits and withdrawals to the balance forward and correct any discrepancies (MAMC uses a locally developed form)
  • Checkbook* – Balance each month with bank statements

* A checkbook is used for any deposits over approved limit, or in case a patient was discharged and did not pick up their valuables

accounting10
Accounting
  • Uncashed checks – If you cannot locate the patient (or the patient refuses to cash the check), it becomes stale. A check is drawn in the same amount to the Treasurer of the United States and deposited into the account “Unclaimed Monies of Individuals Whose Whereabouts are Unknown.” Annotate journal
  • Overages are verified by audit and a check payable to the Treasurer of the United States is deposited into account “Forfeitures of Unclaimed Money and Property”
loss of funds and or valuables
Loss of Funds and/or Valuables
  • Minor losses of $300 or Less (No Fraud) – The disbursing officer conducts an investigation and renders a written investigatory report. The report is signed by the investigating officer and submitted in letter or memorandum format and contains:
    • Name, SSN, Grade, location and capacity of the individual who incurred the loss
    • Name, SSN, and Grade, of the accountable individual
    • Amount of loss
    • Description of how the loss occurred
    • A statement whether there is evidence of fraud

—Continued—

loss of funds and or valuables12
Loss of Funds and/or Valuables
  • A statement whether the accountable individual was functioning in a prudent manner in accordance with applicable regulations and directives
  • A statement whether the loss occurred while the accountable individual was acting within the individual’s line of duty
  • A statement whether the presumption of negligence is refuted by the specific facts
  • The following investigating officer’s recommendation, as appropriate: “I do/do not recommend relief from pecuniary liability”
  • The signed certification of the disbursing officer (DoD FMR Vol 5, C6)
slide13
Q&A

Questions?

slide14
Quiz

What would you do if…?

  • Discussion of death imminent case
  • Discussion of spouse who requested valuables with no power of attorney
  • Discussion of what can happen when PTF is not verified daily
  • Discussion of after-hours PTF procedure
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