New Jersey Administrative Code › Title 8 - HEALTH › Chapter 133 - INTERIM ASSISTANCE PROCEDURES MANUAL › Subchapter 3 - INTERIM ASSISTANCE CASE PROCESSING › Section 8:133-3.6 - Responsibilities of the hospital business office

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The hospital
				business office shall be responsible for all fiscal matters relating to the Interim
				Assistance program other than those described in previous and succeeding sections.
				Business office staff's specific responsibilities shall be to:
1. Complete form FS-10, Statement of Business
				Manager (Appendix D);
2. Forward form
				FS-10 to the designated Social Security Administration District Office within one
				working day of receipt of notification from the Financial Coordinator regarding the
				client's placement, and provide the Financial Coordinator with one copy of the
				form;
3. Initiate Interim Assistance
				payments when authorized in writing by the Financial Entitlement Unit or
				equivalent;
4. Maintain a record of
				Interim Assistance payments made. This record shall contain, minimally:
i. Amounts and types of payments;
ii. Dates of payments;
iii. Payees; and
iv. Periods covered by checks.
5. Monitor client income sources other
				than Interim Assistance in accordance with procedures described in N.J.A.C.
				10:38-7;
6. If the client is placed with
				a housing provider other than his or her own family or home, obtain a completed
				monthly Payment Voucher (Appendix F) from the housing provider for maintenance
				costs;
7. If the client is placed with a
				housing provider other than his or her own family or home, make monthly payments to
				the housing provider for validated billings in accordance with procedures described
				in 10:38-4.3;
8. Receive a client's initial retroactive SSI
				check, deposit it into the client's account, and notify the Financial Entitlement
				Unit or equivalent that the check has been received;
9. Compute the amount due from the client's
				initial retroactive SSI check as reimbursement for Interim Assistance expenditures
				using approved methodology as outlined in the Interim Assistance Reimbursement State
				Handbook, withdraw this sum from the client's account and deposit it into the
				Interim Assistance account;
10. If the
				client is a self payee, issue a completed form FS-9, "Business Manager's Statement
				to SSI Recipient," within five working days of receipt of the retroactive check, and
				include a refund check to the client if any balance is due him or her;
11. If the client has a representative payee,
				issue a completed form FS-9, "Business Manager's Statement to SSI Recipient," within
				five days of receipt of the retroactive check and send a copy to the payee along
				with a refund check if any balance is due the client.
12. If a patient was previously receiving SSI and
				an MH-30 is already on file from a prior application, the initial retroactive check
				may go directly to the payee and the business office shall utilize a mechanism to
				bill the client and recover Interim Assistance advanced whenever the initial
				retroactive check goes to the payee;
13.
				Forward copies of form FS-9 to the Financial Entitlement Unit and to the Office of
				Fiscal and Management Operations;
14.
				Conduct administrative review of the retroactive SSI check disbursement upon
				client's request;
15. File SSI Notice of
				Interim Assistance Reimbursement and Accountability Report, form SSA-L8125 (Appendix
				I). (This procedure requires, within 30 days of receipt, an individual accounting
				for each retroactive SSI check received from the Social Security Administration.
				Completed form SSA-L8125 must be forwarded directly to the Social Security
				Administration Regional Office, to the attention of State Relations Staff with a
				copy to the Division's Office of Fiscal and Management Operations. If identified as
				a D.A.A. case, this form must be completed and filed before Social Security will
				issue the retroactive SSI check);
16.
				Terminate Interim Assistance as of the day following the last day of the period
				covered by the client's retroactive SSI check; and
17. Record on the client's bill the amount of any
				shortage.