N.J. Admin. Code § 8:133-3.6

Current through Register Vol. 56, No. 12, June 17, 2024

Section 8:133-3.6 - Responsibilities of the hospital business office

(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.

N.J. Admin. Code § 8:133-3.6

Recodified from 10:38-3.6 54 N.J.R. 65(a), effective 1/3/2022