Related to Product: SectyrHub 340B

Applies to: Service Providers, System Users, Covered Entity Users 

Description: This article explains the workflow for the Medicare Cost Report (MCR) and Trial Balance workscreens accessed from the Covered Entity level. The purpose of the MCR workscreen is threefold:

  1. Store related documentation so everything is in one place.
  2. Confirm what key elements are included within each agreement to ensure eligibility requirements are met within the cost report. 
  3. Set dates to alert users to review and upload new cost reports. 

 (Tip: Click the information icons Icon-Information-Glyph.png available throughout the workscreen to see additional information.)

 

Create a New MCR Workscreen: 

To create a new MCR workscreen, click the "New Workscreen" button located in the top right corner of the MCR/ TB listing page. This will direct you to a new workscreen where the documents can be uploaded, and information added. Note that the workscreen will be named based on the period start and end dates. 

To save the workscreen at any time, click the blue Save button located at the bottom of the page.  

 

Files: 

Multiple files can be added to a workscreen. It is helpful to think of the workscreen as a "portfolio" where you can store the cost report as well as its related amendments and supplemental documentation such as signature pages.  

To add a file, click the Upload New File button and select the appropriate files from your computer.  

Once a file is uploaded, add an optional description as free text, select the document type (Cost Report, Trial Balance, Amendment/ Notice, Other), and set a status (Final, Archived, Draft). Note that it will default as a type Cost Report and status Draft.  

To delete a file, click the red X located in the actions column.  

 

Key Dates and Miscellaneous:  

Enter key dates in their related field boxes. Set a Next Expected Filing Date based upon the previous filing date. When the next expected filing date is upcoming, it will create a deficiency and alert users to request the updated cost report.  

Enter the DSH percentage as a number (do not include the % symbol). The solution will confirm that the percentage meets the eligibility requirements based on your entity type.  

Enter the number of hospital beds so that it is readily available for reference. 

Once you have confirmed that the cover page is signed or e-signed, check the corresponding checkbox. 

 

Control Type Confirmation:  

 
Control Type Indicated by CE Administrators: This value will reflect the current control type that has been set for this covered entity by the admin users. If it reflects “Please Select” and you are not an admin user, reach out to one of your admin users to have it set.  To view the instructions on how to set the entity's Control Type, please refer to this article: Entity Info - CE Admin Settings

Control Type within Cost Report: Select the control type found within the cost report from the dropdown. The number within the control type will align with the control type in the dropdown.    

Control Types Match: Indicate whether the control types match between the admin setting and the recent cost report by selecting the appropriate choice from the dropdown. 

  • Yes: The control types match. This will resolve the deficiency. 
  • No - Control Type needs to be verified: This is the default. Confirm that the control types match. If they do not match, (or need to be set) reach out to your 340B leadership to confirm the control type set for your covered entity. Certain control types may impact 340B eligibility. Once complete, update the ”Control Types Match?” to either Yes or No - Historical.
  • No - Historical and Control Type change verified: If this is a historical cost report and the included Control Type no longer matches but has been confirmed accurate given the timeframe, select No - Historical. This will resolve the deficiency. 

 

Comments:  

If there is helpful information regarding the cost report you would like to have available at a glance, it can be added as free text within the Comments box located at the bottom of the workscreen. The Comments box allows for formatting as well. 

  

Eligible Locations Crosswalks: 

Click the second tab, "Eligible Locations Crosswalk" to access the crosswalk tables that can be used to link eligible locations to their locations in the cost report (and trial balance when applicable).  

There are two crosswalks available within this tab: The Child Site Crosswalk and the Additional Locations Crosswalk.  

Child Site Crosswalk: SectyrHub 340B has automatically pulled in all child sites and their corresponding addresses from the OPAIS Sync, which are located in the far-left column.  As a reminder, only the monitored child sites will be displayed in this table. The additional fields are: Line Number for Expenses, Expenses Department, Line Number for Charges, Charges Department, EHR Location Code, and Notes.  

 The table can be imported/exported directly to/from Excel and completed within the Excel format. Click the Download Excel button in the top right corner to download the table. Click Upload Excel and choose the file from your computer to fill the missing fields.  

The fields can also be updated directly within the table. If a change is made to an individual field rather than through uploading an Excel, click the blue disk icon in the actions column to save the change or click “save all changes now” within the yellow text box at the top of the table. 

 To add an additional line for a child site, click the file icon to create the new line. If the line is copied in error, click the red X icon that appears in the actions column.  

Additional Locations Crosswalk: This table allows users to notate additional eligible locations that are not registered as child sites (eligible locations within the four walls of the parent-site and/or potential child sites). The fields are: Location, Line Number for Expenses, Expenses Department, Line Number for Charges, Charges Department, EHR Location Code, and Notes.  

 The table can be imported/ exported directly to/from Excel and completed within the Excel format. Click the Download Excel button in the top right corner to download the table. Click Upload Excel and choose the file from your computer to fill the missing fields. The table will expand to fit all rows of locations included in the Excel.  

The fields can also be updated directly within the table. If a change is made to an individual field rather than through uploading an Excel, click the blue disk icon in the actions column to save the change or click “save all changes now” within the yellow text box at the top of the table. As soon as one line is added and saved, an additional line will populate below it.  

To duplicate a row, click the file icon to create the new line. If the line is copied in error, click the red X icon that appears in the actions column.  

 

Please open a ticket if you have any additional questions or concerns. We're happy to help.

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