Contact Name: Judy Southall, CFO
Contact Phone Number: 870-798-4064
Audit Period Ending: March 31, 2024
Audit Firm: Forvis Mazars, LLP
Federal Program: Health Center Cluster
Program, Assistance Listing Number: 93.224, 93.527
Federal Agency: U.S. Department of Health and Human Services
Reference Numb...
Contact Name: Judy Southall, CFO
Contact Phone Number: 870-798-4064
Audit Period Ending: March 31, 2024
Audit Firm: Forvis Mazars, LLP
Federal Program: Health Center Cluster
Program, Assistance Listing Number: 93.224, 93.527
Federal Agency: U.S. Department of Health and Human Services
Reference Number 2024-001:
Finding – Statement of Condition – Patients did not receive the proper sliding fee
adjustments under the Organization’s policy.
Views of Responsible Officials and Planned Corrective Action -
The Organization concurs with the findings. CABUN will open an item with Aprima
requesting a modification to the Practice Management system to make an automatic
classification of the slide category instead of a manual classification as is currently
required. Front Office, Billing and Collections staff will be re-educated on the entire
process of sliding fee; from application to ensuring adjustments are made correctly. A new
version of the slide application will be considered to simplify the process. CABUN will go
back to a 100% review of all sliding fee patients, with a second audit in place to spot
checking behind the Billing department.
1. Patient applications will be updated using the new version.
2. On the CHC tab where the slide is mentioned, the requested modification
once made will become an automatic entry instead of a manual entry to
prevent errors.
3. When the insurance is created, the slide category will match not only the
CHC tab, but the application as well.
4. Billing will make any corrections to the slide applications and categories,
and when errors are made directly contacting the person making the error for
reeducation.
Management and all personnel involved will review and determine the appropriate sliding
fee discount in order to be in compliance with Uniform Guidance. All patients will be
offered an application to participate in the sliding fee discount. Information will be entered
into the system as declined or appropriate to arrive at the sliding fee category. The
application will then come to Hampton where a billing clerk will review the application
for accuracy. The CHC and Insurance tab will reflect the correct sliding fee category.
Corrections to the patient account will be made if there are any inaccuracies found.
Education will be provided to those making the error and corrective action taken if
continued omissions. In the Organizations PMS, the slide is setup as an insurance, if no
other insurance is primary the adjustment is automatically made. The PMS has been
checked for accuracy of slide categories, adjustment codes and insurance types.
Status update - Corrective action is in the process now. Each month the Billing Coordinator has
begun 100% review of charts that have in-house lab preformed and preforming an
audit to ensure the patient was offered the correct sliding fee. The 100% review
began June 17, 2024 and will continue the review for 3 months. A second random
audit will be conducted by the CIO monthly for during the 3 month period.