6142 Money Follows the Person Vendor Import File

Georgia State Seal

Georgia Division of Aging Services
Access to Services Manual

Chapter:

6000 Community Transitions

Effective Date:

Section Title:

Money Follows the Person Vendor Import File

Reviewed or Updated in:

MT 2016-02

Section Number:

6142

Previous Update:

Summary Statement

The Money Follows the Person (MFP) Vendor Import File (VIF) documentation is automated using the Harmony for MFP database and Harmony Advanced Reporting (HAR) tools.

Basic Considerations

The MFP VIF is the official documentation standard by which MFP Transition Service expenditures are communicated to the Department of Community Health (DCH) for reimbursement by the Fiscal Intermediary (FI).

DAS Fiscal staff are responsible for transmittal of the VIF to the FI/DCH.

DAS staff run the VIF on a regularly scheduled basis. A schedule, referred to as the MFP VIF Calendar, is published by DAS and distributed to MFP field staff annually.

The VIF Report in HAR is designed to pull Service Deliveries by ‘Create Date’, or the date they are physically entered into the database, not the date of Service entered into the Service Delivery Calendar.

MFP field staff use HAR and native Harmony reporting tools to perform quality assurance and financial tracking functions to assure accuracy of the VIF generated by DAS (see MFP VIF Calendar for dates).

MFP field staff are responsible for ensuring data entry into Harmony for MFP is timely and accurate. Inaccurate data entry can result in a delay of payment.

AAA Procedures

MFP Field staff follow the steps below to ensure an accurate Vendor Import File.

Step 1

MFP field staff provide required documentation for MFP Transition Service expenditures to DAS via the Harmony File Attachment feature. Required documentation is outlined in the MFP Manual produced by DCH, section 604.5.
Step 2

MFP field staff enter Service Deliveries per the Harmony for MFP User Guide developed and published by DAS. Inaccurate data entry can result in a delay of payment.
Step 3

MFP Field staff with access to HAR (Report Runners) run the VIF prior to the date on the VIF Calendar. Field staff correct any errors to their portion of the report prior to the date DAS runs the final VIF. Failure to correct errors in a timely fashion will delay reimbursement.
Step 4

MFP field staff with access to Harmony for MFP run the ‘Service Delivery QA’ report in Harmony and Report Runners run a preliminary VIF for quality assurance purposes. DAS highly recommends running both these reports no less than monthly to maintain the quality of the VIF data.
Step 5

MFP field staff follow internal procedures to reconcile VIF data with actual expenditures.
Step 6

MFP field staff are required to respond to DAS requests for data entry or quality assurances by the timelines established in the DAS Vendor Import Calendar.

DAS Procedures

DAS fiscal staff run the final VIF report according to the published schedule. The final VIF and supporting documentation are submitted to DCH/FI.

DAS fiscal staff supply a copy of each final VIF to MFP field staff for quality assurance and reference purposes.

References

  1. Policies and Procedures for Money Follows the Person (MFP Manual), dch.georgia.gov/georgia-money-follows-person-ga-mfp

  2. Harmony for MFP User Guide v1.x, Section 1060 (MAN 5600), Appendix I