Transition to Payment
Management System, Reconciliation Application Cycle and Deadlines
|
Transition
to the Payment Management System |
This is to notify
you that there are preliminary indications that disbursement
of payments to Children’s Hospitals for both direct and indirect
graduate medical education payments will be available through the
Grant Payment Management System (PMS). This is only
a potential change in the process by which children’s hospitals
receive the funds. To date, CHGME direct and indirect graduate
medical education payments, were wired electronically to a bank
account specified by the institution. Starting with July
2009, the intention is to have CHGME payments available for monthly
draws through the Grant PMS.
The PMS is a
centralized grants payment and cash management system, operated
by the HHS Program Support Center (PSC), Division of Payment Management
(DPM). The PMS accomplishes all payment-related activities for HHS
grants from the time of award through closeout. Under this system,
recipients (children’s hospitals participating in the CHGME Payment
Program) will be responsible for drawing down their monthly allotted
payments and complying with all rules, regulations, and policies
associated with the PMS.
Preliminary
checks by the HRSA Division of Grants Management indicate that many
of the children’s hospitals are registered and are already utilizing
PMS to draw down funds for other grants. Please check with your
institutions to ensure that you already have access to the PMS system
and that your institutions know how to draw down funds. Starting
with July, provided that this transition is completed, children’s
hospitals would have to draw down their own monthly funds following
terms and conditions specified by a Notice of Grant Award (NGA).
The NGA will replace the notice of award letters and vouchers that
were previously sent by the program. These NGA’s will be sent via
email to the person from your facility that has the authority to
draw down the monthly funds. The NGAs will be sent by the staff
in the Division of Grants Management and not by CHGME program staff.
Please do the
following:
- Check with
your institution to ensure that you have access to the PMS
- Identify
the individual authorized to draw down the funds
- Notify the
Regional Manager with the following information via email by March
31, 2009:
- Current
access to PMS
- Identify
the Project Director (PD) or CFO that will perform the monthly
draw down, their physical address, email address and phone number
The FY 2009 Reconciliation
Application
FY 2009
Web Application Access |
If
you are new to your organization you will be asked to complete the
HRSA Security Training online prior to doing your reconciliation
application. Please notify your regional manager for further direction.
To complete
your application please log onto https://chgmeapplication.hrsa.gov/default.asp
and read the Rules of Behavior online, check off that you have had
security training (item number 2) and select “Accept” at the bottom
of the document. You will then be able to log into the system and
then reset your password.
The CHGME Payment
Program will be available to answer questions and help you through
this process. If you are having difficulty, please contact your
RM for help.
FY 2009 Resident
FTE Assessment Program |
The CHGME Payment
Program is drawing to a close its FY 2009 Resident Full-time Equivalent
(FTE) Assessment Program. Congratulations to all
children's hospitals and their CHGME fiscal intermediaries (FIs)
who continue to make this statutory requirement a success.
Children’s hospitals
are reminded, that they should have in their possession a copy of
their CHGME FI’s final Resident FTE Assessment Report. The CHGME
FIs included, as part of their final resident FTE assessment report
for each hospital, an electronic HRSA 99-1 which reflects the results
of their findings. These results must be used
by the children’s hospitals to complete their FY 2009 reconciliation
applications. As you log on to fill out your reconciliation application,
the FI’s findings will be pre-populated in the correct columns and
rows for reference. Please also note that hospitals should follow-up
with their Medicare and/or CHGME FI, as appropriate, to ensure that
they have the most recent, up-to-date copies of their Medicare cost
reports (MCRs), CMS 2552-96 Worksheet E-3, Part IVs and Part VI,
for each applicable year identified in their FY 2009 CHGME Payment
Program reconciliation application. If an MCR is currently or was
previously in a settled or resettled status, the CHGME PP expects
the hospital to include with their FY 2009 CHGME Payment Program
reconciliation application the “matching” Worksheet E-3, Part IVs
and E-3, Part VI, where applicable, for each year identified.
As a footnote,
children's hospitals are also reminded that the Resident FTE Assessment
Program is an ongoing process as children’s hospitals will continue
to reflect data from more recently completed MCR periods in future
CHGME Payment Program applications for funding. For this reason,
hospitals are strongly encouraged to continue their communications
with their Medicare and CHGME FIs as they move forward and prepare
for the FY 2010 CHGME Payment Program initial application cycle
and the respective FY 2010 resident FTE assessment process.
FY
2009 Monthly Payments Based on the Reconciliation Application
Cycle |
Following the
reconciliation application cycle, the CHGME Payment Program will
recalculate payments based on changes reported by children’s hospitals
in their reconciliation applications. Changes to monthly payment
amounts reflect adjustments as a result of the Resident FTE Assessment
Program and the processing of participating children’s hospitals
reconciliation applications will begin in July 2009.
Medicare GME
Affiliation Agreement (for an Aggregate Cap):
Hospitals planning
to participate in a Medicare GME Affiliation Agreement for Academic
Year 2009-2010 (July 1, 2009 – June 30, 2010) are reminded that
July 1, 2009 is the filing deadline to submit completed, fully executed,
signed Medicare GME Affiliation Agreements to your Medicare FI with
a copy to the CMS. Questions regarding Medicare GME Affiliation
Agreements should be directed to your Medicare FI.
As always, if
additional information or assistance is needed, please contact your
CHGME Payment Program designated regional manager:
|