Briefing patient trust fund date 22 march 2007 time 0900 0950
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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 l.jpg

Briefing: Patient Trust Fund

Date: 22 March 2007

Time: 0900 - 0950


Objectives l.jpg
Objectives

To present information on how to secure,

release, and account for patient valuables


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Agenda

  • General

  • Initial deposits

  • Subsequent deposits

  • Withdrawals

  • Deposits remaining after discharge

  • Accounting

  • If it’s going to happen – It will happen at MAMC


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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


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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


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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


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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


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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


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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


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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”


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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—


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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)


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Q&A

Questions?


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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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