When dealing with completed timesheets from external providers, a structured approach is essential for accurate payment processing. This guide outlines the steps to efficiently utilize CareConnect Enterprise for payment processing, serving as both a checklist and a reference for this critical process.
Article Sections:

1. Payment Status
2. Workflow Breakdown
   • A. Receiving Payments
   • B. Authorizing Payment
   • C. Exporting Payments
   • D. Subsidized Provider Report (SPR)

Payment Status Workflow

Understanding the payment status workflow is crucial for maintaining a streamlined payment processing system. There are six distinct payment status values that signify the progress of each payment:

1. New: The provider has access to the payment through CareConnect and can digitally submit it.
2. Received: The provider has digitally submitted the timesheet.
3. Hold: Payment authorization is pending until specific criteria are met.
4. Not Payable: Payment is no longer eligible for processing.
5. Authorized: The agency has approved the payment for processing and export.
6. Paid: The payment has been successfully exported.

If a provider submits a physical timesheet, manually change the status to "Received."

The payment processing workflow follows these steps:

A. Receiving Payments

Providers will utilize their own CareConnect account to track attendance and digitally submit their timesheets. This streamlined process ensures accurate and timely submissions, facilitating efficient payment processing. If you're interested in learning more about the provider's submission process, you can click here. To initiate the processing of a payment, follow these steps:

1. Locate a payment for processing within the Provider Payments section, under the Submitted tab.
2. Click on the Payment ID to initiate the processing.

B. Authorizing Payment

The process for authorizing a payment may vary based on agency policies. It's important to establish an internal protocol for this step. The involvement of accounting staff and state billing staff is crucial. The process involves:

For State Billing Staff:

1. Review all attendance records for the month, accessible under the Attendance and Provider Invoice tab.
2. Assess all absences to determine their type. Refer to specific absence types.
3. Classify absences appropriately for accurate reporting.

For Provider Payment Staff:

1. Review the payment calculation and make necessary adjustments for the payment. Access this information under the Payment tab.
2. Modify payment details to align with the specific provider's requirements.
3. Details will be visible to the provider via the Explanation of Payment (EOP).

Given the significance of this step in deciding accurate compensation for providers and appropriate state reimbursements, it is essential to involve multiple parties or staff members for a thorough review before changing the payment status to Authorized.
In cases where a payment or attendance error/mistake is identified after exporting, you will need to go through the adjustment process to make any modifications to an already exported payment. You can click here (link coming soon) to learn more about this process. This adjustment process ensures that any discrepancies or errors are rectified accurately to maintain precise financial records and provider payments.

C. Exporting Payments

After successfully processing and authorizing one or more payments, the final step is exporting payments to your accounting software. This step involves:

1. Exporting payments to your accounting software to ensure proper financial recording.
2. After the export, access essential files like the EOP, Payment Export, and Payment Summary for comprehensive record-keeping.
3. Note that the EOP and payments specific to the provider will be accessible to the provider.

D. Subsidized Provider Report (SPR)

Once the provider payment has been exported and marked as Paid, generate the monthly SPR report under Billing > Reports > Subsidized Provider Report as required for state rsubmittal: