Attachment A - First Party Lockbox High-Level Business Process Flow.docx

Health Services Portfolio DevSecOps PWS – Attachment A – First Party Lockbox Application High-Level Business Process Flow

1. A Patient Statement (bill) from the VA's CCPC System. Statement Information/Acknowledgement is generated from care provided at the VA (VistA/Cerner). Patient’s demographic and Medical Information is stored in VistA/Cerner

2. Data is received through CCP (Consolidated Copayment Processing Center) and consolidates the data: services performed, center visited, patient’s unique id, etc. Services are consolidated into a single statement by station

3. CCP performs the following:

a. Statement/acknowledgement Information is sent to AITC print services. Nearstar processes the file and coverts to a PDF file. Print Services Team (this is a VA team) sends file to the Pinnacle Data Services ((PDS) print vendor). PDS print/mail statements to the Veterans

b. Transmits/print file to the Health Resource Center (HRC) Call Center

c. Statement file is sent to Veteran Billing Statement (VBS). This is an online statement.

d. Sends statement information (Veteran’s Name, address, account number, and last six statement balance and mailed dates) to First Party Lockbox

e. Sends Print Acknowledgements to VistA/Cerner

4. CCPC generates Patient Statements (equivalent to a bill) and mails the statement to the Veteran to request payment.

5. Veteran makes payment (mailed) via credit card, check – mailed/processed by US Bank in Portland) LBX receives file from US Bank, pay.gov and HRC (call center) – make payments via cc or check – file is received by LBX system from Pay.gov

6. Payments are processed and sent to the Lockbox (All payment forms) where a detailed deposit record of information (Account number, payment amount, balance due, batch and sequence number, and check or Credit Card information) is created.

7. The bank deposits the funds to VA's Treasury account, scans the coupons and account information and creates a file of electronic payment information that is transmitted to Austin each workday, Monday through Friday. Detailed deposit record of payments is sent to:

a. VistA/Cerner - (Account number, payment amount, balance due, batch and sequence number, check or Credit card info)

b. Financial Service Center (FSC) – this is a daily reconciliation file with Debit voucher information

c. Austin Information Technology Center (AITC) – this is a monthly station total/charge backs. The lockbox bank transmits the payment transactions electronically to the Austin Automation Technology Center (AITC) and these transactions are distributed to the appropriate VAMC for automatic posting to the patients account and subsequent reporting into the VA’s accounting system, Financial Management System (FMS).

If payment can’t be posted, due to lack of identifiable information being provided, items are exceptions and are feed to LBX section at FSC via EPS Exception Processing System

ADDITIONAL NOTES:

Exception Processing Section (EPS) menu info.

The browser-based Lockbox application uses the VA Intranet to provide online database queries and update features for the Financial Services Center (FSC) to resolve unidentified payments. In addition to online query capabilities, the Lockbox application provides browser-based reporting functionality.

EPS Main Menu Screen

Selecting the EPS Menu link on the Lockbox Application screen opens the EPS Main Menu screen. This screen is accessible to EPS users. The EPS Main Menu has options used by EPS users to research and correct co-payment processing records.

EPS MAIN MENU

· EPS WORKLOAD

· PAYMENT ITEMS

· SPLIT PAYMENTS

· PATIENT DATA

· FEDERAL EXPRESS ADDRESSES

· REPORTS MENU

· CHANGE PASSWORD

· LOCKBOX APPLICATION MAIN MENU

· LOCKBOX HELP

EPS Workload The EPS Workload screen lists unidentified payment records, and allows users the checkout of items for editing. Users are able to update the Account number, Facility-number, and to change status from “review required” to “Send to Facility” Payment Items The Payment Items screen lists all payment records that are resolved and unidentified.

Split Payments The Split Payments screen allows the user to split unidentified payments into two or more payments (different account numbers).

Patient Data The Patient Data screen lists all patients..

Federal Express Addresses To access the Federal Express Addresses screen.

Report Menu To view or print Lockbox reports