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Deposit Procedures


Title: Deposits Author: sstrauch Last modified by: jhowdyshell Created Date: 8/27/2008 6:27:26 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Deposit Procedures

Deposit Procedures
Cash Department Sarah (Strauch) Gresham
309-689-5827 Cash
Fax 309-689-5838
(No Transcript)
Deposit Sheet Instructions
  • Alphabetize checks
  • Deposit Number Use the next deposit number in
  • Date Is always the date the deposit will hit
    the bank (no weekends/holidays)
  • Resident Name Who the check is for (Not who
    brought in the check)
  • ID - Can be obtained through the census program
    (Must be filled out for every resident)
  • Apply-to Month The month you want the payment
    applied to
  • Apply-to Payor Type Fill in with the following
  • Insurance
  • Private
  • VA
  • Hospice
  • Food Rebate
  • Pension
  • Please do not fill in the insurance company name
    just put INS
  • Check Amount Total amount of the check
  • Trust Amount Amount left in trust account
  • Total Due Facility this column must match bank

Deposit Sheet Procedures
  • Make sure you are filling out ALL columns
  • ID - Must be filled in for each check that
    applies to a resident to ensure the payment gets
    posted to the correct resident.
  • VERIFY the ID number is correct

Deposit Sheet Procedures
  • Apply-to Month In this column you need to put
    the month and year that the payment needs to be
    applied to ensure the payment gets posted to the
    correct month.
  • Census Program You can refer to the census
    program to check the balance and the month you
    want the payment applied to.

Deposit Sheet Procedures
  • Apply-to Payor Type
  • To accurately fill out this column you only need
    to fill in the payor type the payment should be
  • For example
  • BC/BS check you would put INS in this column
  • Hospice Payment Hospice
  • Private Private
  • VA VA
  • Food Rebate Food Rebate
  • Pension Pension

Please do not fill in the name of the insurance
company or get over detailed all we need in this
column is what payor type this money should pay
Apply-to payor contd
  • When you receive a social security check for a
    Medicaid resident in this column you will put
  • The balance on the aging for this resident is
  • You should never have to use Medicaid or Medicare
    in this column, we receive all those payments at
    the corporate office.

  • ALL EOBs go to Sarah Strauch-Gresham at
    309-689-5838 unless you have a scanner.
  • If you have a scanner then scan all EOBs and
    attach to email along with the Resident Deposit
    Sheet so they can be printed and stapled together.

Sending EOBs
  • When you email your resident deposit sheet to
    Sarah and you are sending EOBs then you need to
    include in your email the following statement
  • EOBs to follow.
  • That way Sarah knows to attach them to the
    resident deposit sheet.
  • Please fax them relatively close to the time you
    email the deposit sheet so Sarah doesnt have
    wait for EOBs to come.

Trust Corrections
  • If a mistake occurred and you need to have money
    transferred into your trust account then email
    Sarah Gresham to let her know what happened and
    she will let you know when to expect it in your
    trust account.

Scanned Checks
  • If you have a scanner
  • Do not mail your scanned checks to me
  • Keep them in a safe place
  • Make sure you hold onto the checks for at least 2
    years before you shred them

Social Security Day!
  • This deposit
  • must be done on the day
  • you receive your
  • Social Security
  • checks!!

Social Security Day!
  • There is no acceptable reason for this deposit
    not getting done!
  • Dont even try..
  • I didnt have time
  • Public Health is in my building
  • My BOM is on vacation or is sick today
  • I dont know how to do deposits
  • I had too many hours and had to leave early

Social Security Day!
  • Have TRAINED BACK UP in the facility to ensure
    the social security deposit gets done if the
    responsible person is absent!

Please Remember !
  • DO NOT hold checks!
  • Make deposits daily!
  • Do not send deposits to A/R!
  • Deposits ONLY go to Sarah Gresham

NSF Checks or Bad Image Checks
  • When a check is returned as NSF or because of a
    bad scanned image you will receive a copy of that
    from me.
  • If you receive notification that a check has been
    returned IMMEDIATELY call Sarah and then send her
    any paperwork you have received.
  • You are responsible for getting that money
    recouped and redeposited.

  • What do I do if I get cash?
  • If the resident has a trust account deposit in
    there and write out a check
  • Take the cash to the bank and get a money order
    to put through the scanner
  • On the resident deposit sheet I forgot to give
    a resident their 30 how do I get that corrected?
  • Email Sarah and tell her
  • Deposit Number Deposit Date Resident Name
    Amount needed transferred
  • I will then check the residents account
  • I will then email you back and let you know what
    date to expect the money
  • If it is 3pm and I deposit with a scanner what
    date do I put on the resident deposit sheet?
  • You will put the current day you are on.

  • What are EOBs (Explanation of Benefits)?
  • They come with a check from your insurance
    company, VA, or hospice company
  • They explain to what resident and what month you
    are to post the payment
  • Who do I send my deposit to?
  • Sarah Strauch
  • Fax EOBs to 309-689-5838
  • What do I do if I get a check that will not go
    through my scanner?
  • If the resident has a trust account deposit in
    there and write out a check to scan
  • If the resident does not have a trust account
  • Make a separate deposit sheet with a new number
    and list the check or checks you will be mailing
  • Print out
  • Mail to me the deposit sheet, checks and any

Bank Contact Info
  • Bank of America
  • 888-393-2137 (Scanner Support)
  • Any problems related to your scanner
  • Call Sarah 309-689-5827 at corporate for password
  • Applies to the following facilities
  • Ozark
  • Westside
  • Shawnee Rose
  • Tarkio
  • LaHarpe
  • Prairie City
  • Kewanee Care
  • Robings
  • Eastview
  • Havana
  • Bement
  • Arcola
  • Sunset
  • CYE of Canton
  • Cisne
  • Countryview of Macomb
  • Decatur
  • Eastside
  • Enfield
  • Fondulac
  • Jonesboro
  • McLeansboro
  • Newman
  • North Aurora
  • Timbercreek
  • Rock Falls
  • Rosiclare
  • Sandwich
  • Shelbyville
  • South Elgin
  • Vandalia
  • Aledo

Bank Contact Info
  • US Bank
  • 800-236-5513
  • Any problems related to your scanner and if you
    need your password reset
  • Applies to the following facilities
  • Royal Oaks
  • Palm Terrace
  • Sullivan
  • Casey
  • Flora
  • Toulon
  • Watseka
  • Mt Vernon
  • White Oak
  • Twin lakes
  • Swansea
  • Simple Blessings
  • CYE of Sullivan
  • F M Bank
  • 309-343-0002 ext 623 - Annette
  • Any problems related to your scanner and if you
    need your password reset
  • Applies to the following facilities
  • Tuscola
  • Sheldon
  • Collinsville
  • Effingham

Bank Contact Info
  • The Private Bank
  • 312-683-3700 Scanner Support
  • Technical Support MCC3510
  • Any problems related to your scanner or to reset
    a password
  • Applies to the following facilities
  • CYE Kewanee
  • CYV Kewanee
  • CYE Monmouth
  • CYE Galva
  • Legacy
  • CYE Bradford
  • CYE Bushnell
  • Prairie Rose
  • Farmer City
  • Illini
  • El Paso
  • Cumberland
  • Willow Rose
  • Flora Gardens
  • Rochelle's
  • Lebanon
  • Flanagan
  • Polo
  • Marigold
  • Nokomis
  • Whispering Oaks
  • Roseville
  • Mason Point

Bank Contact Info
  • First Merit
  • 314-854-5480
  • Any problems related to your scanner or to reset
    a password
  • Applies to the following facilities
  • Pleasant View
  • Shangri-La