A Financial Assessment should be updated when there is a change or discrepancy in the client’s financial information that was not captured during the IARS process or a previous Financial Assessment.
If you wish to make a temporary reduction, see the Create a Temporary Reduction Authorization article.
IMPORTANT:
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Only the current Financial Assessment may be modified
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If modifications need to be made to an older Assessment, the newer Assessments must first be printed and then deleted so that the older assessments can be made accessible for editing.
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No version history of the Financial Assessments is available - It is very important for financial reconciliation purposes that Assessments are printed first before deleting them.
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Financial clerks must be notified of corrections that are made to historical Financial Assessments via email or phone as PARIS will not automatically notify them of these changes. This step is required to correct invoicing
Scenario A: A clinician wants to make changes to a client's current year's Financial Assessment (i.e. client has always been on GIS/PWD but it was never entered in PARIS, etc.)
1. Click on the Financial Assessments Application
2. Open the current Financial Assessment by clicking on the appropriate Assessment in the options tree
3. If the change involves adding a Funding and Income Source, enter the appropriate Funding and Income Source grid row in either the Financial Assessment, or in Central Index
4. Enter any updates, changes or missing data into the assessment (i.e., any new financial information, spouse information, etc.)
5. Press F12 to Save
6. Tick the Click here to calculate client rates tickbox in the Financial Calculations section to ensure you have the correct rate after each change to the income amounts
7. Enter a comment into the Additional Comments section stating why you are changing the client's rate, and why it is being backdated, and enter your electronic signature.
8. Assessment Completed: Enter the date the Financial Assessment was updated in PARIS at the top of the page
9. Press F12 to Save
IMPORTANT: Ensure you have contacted both the client's Agency or Facility and VCH Finance to tell them of the client's retroactive rate change.
Scenario B: Client has an update to financial information that impacts future information, but not the past information (i.e., client’s spouse has died or gone into facility)
1. Click on the Financial Assessments Application
2. Open the current Financial Assessment by clicking on the appropriate Assessment in the options tree
3. Effective to: Enter the date as the last day of the current month
4. Press F12 to Save
5. Click the button in the Financial Assessment toolbar. The Asmt, types lookup window appears
6. Select LTC6 - Financial Profile and Calc
7. Effective date is read-only and defaulted in based on the Effective to date of the previous Financial Assessment
8. Click Accept Changes. The new Financial Assessment is created
9. Update the following fields:
- Assessed by: The person completing the LTC6
- Assessment started: The date the assessment was started with the client
- Effective from: When assessed rates should be effective from (can be before the Assessment started date). There should be NO GAPS in dates between assessments.
- Effective to: When assessed rates should be effective to (if you don't know, leave it blank)
- Assessment reason: Choose the Assessment reason of REASSESSMENT
10. Complete the Financial Assessment with the updated information (income, family size, etc.). The new rates will be calculated
11. Assessment completed: Enter the date the Financial assessment was completed in PARIS at the top of the page
12. Press F12 to Save
Scenario C: A clinician wants to correct errors on a past Financial Assessment that has already been end dated.
Note: It is highly recommended to seek assistance from leadership before doing these steps
1. Click on the Financial Assessments Application
2. Open the Financial Assessment by clicking on the appropriate Assessment in the options tree
3. Print all financial assessments you are going to be impacting (e.g. if the error is 2 years ago, print all assessments up to and including that year). See Financial Reports on how to print reports.
4. Delete the Financial Assessments up to the year you want to correct.
5. Update the erroneous data in the Financial Assessment (i.e., any new financial information, spouse information, etc.). See Create a new Financial Assessment on how to complete the form. You will need to input the end date for the last day of that year (e.g. Dec 31)
6. Ensure you add comment into the Additional Comments section stating why you updating the information and why it is being backdated, and enter your electronic signature.
7. Once you have completed the update, create a new assessment using the information that was printed for each year’s Financial Assessments (e.g. net income, earned income, etc.). You will continue this process until you reach the current year.
IMPORTANT: Ensure you have contacted both the Client's Agency or Facility and VCH Finance to tell them of the client's retroactive rate changes.