support brokers - public partnerships · the ppl web‐portal instruction manual for support...

The PPL WEB‐PORTAL Instruction Manual

for

Support Brokers

June 2010

Massachusetts Participant Directed Program

PPL Customer Service Phone: 888‐866‐0869

PPL Fax: 877‐563‐6438

PPL Email: [email protected]

Table of Contents

How to use the Online Registration and Login………………………………………………….1

How to Search for a Participant ….……………………………………………………………………4

How to View and Edit a Participant Profile……………………………….………………………6

How to View and Edit a Participant’s Budget ………………………………………………….12

How to Add an Automatic Reoccurring Payment…………………………………………….20

How to View Providers associated with a Participant …………….……………………….32

How to use the Contact Us page..……………………………………………………………………36

How to View Pending and Submitted Timesheets……………………………………………38

This manual will be continually updated as necessary.

The Support Broker’s Guide to the PPL Web Portal Online Registration

Online User Registration Page 1

Welcome to the PPL Web Portal system!

How do I register online?

The first thing you should do is type in the web address provided below into your browser: (we recommend saving this as a favorite, so that you don’t have to keep typing it in).

https://fms.publicpartnerships.com/pplportal/?MAPDP

1. A log in screen will appear. You will use this screen to log into the Web Portal. Click on ‘Online User

Registration’ to get started.



2. You will be brought to the ‘New User Registration’ Page, and will be prompted to select your state.

3. Select ‘Massachusetts’



4. Select the ‘MA PDP Participant Directed Program’ as the Program.

5. Select your appropriate role, for example, support broker then click ‘Next’.

6. Validate your identity by entering you unique Support Broker Mnemonic generated in Meditech and your

Area Office.

The Support Broker’s Guide to the PPL Web‐Portal How to Search for a Participant

How to Search for a Participant Page 4

Support Broker: How to Search for a Participant

1. Log in to the PPL Web Portal using your pre assigned username and password https://fms.publicpartnerships.com/PPLPortal/login.aspx?MAPDP

2. You will default on the “Participant Search” page.

3. Here, you will see five options in the green header bar. Participant Search Provider Search Timesheet List Reporting Contact Us

4. There is no need to select the “Participant Search” option because you default on the page.

If however, you are working in a different section you can always select the “Participant Search” option to return to the search page:

The Support Broker’s Guide to the PPL Web‐Portal How to Search for a Participant

How to Search for a Participant Page 5

5. The “Search” button at the bottom of the search criteria on the Participant Search page

allows you to search for all Participants enrolled in the program in your case load.

6. You can also search for specific Participants by utilizing the Search fields.

After entering the applicable search criteria select the “Search” button.

The Support Broker’s Guide to the PPL Web‐Portal How to View the Participant Profile

How to View a Participant’s Profile Page 6

Support Broker: How to View the Participant Profile

1. Log in to the PPL Web Portal using your pre assigned username and password

https://fms.publicpartnerships.com/PPLPortal/login.aspx?MAPDP

2. You will default on the “Participant Search” page.

3. Search for the Participant whose profile you wish to view: Click on the “Search” button to search all enrolled Participants Enter the appropriate search criteria and then click on the “Search” button. At the bottom of the screen your results will be returned.

4. After locating the correct Participant look to the right of the screen and locate the “Participant Profile” hyperlink. Click on it.

5. After selecting the “Participant Profile” hyperlink the demographics screen below will appear:



6. The Participant Profile page holds all of the demographic information for a Participant. EDIT PARTICIPANT’s Employer of Record or Responsible Party

7. The first button on the left is the “Edit Participant” button. Click on it. Note: You cannot edit the Participant Demographic Information in the Web Portal. You must update this information in Meditech. Any changes made in Meditech will automatically be transferred into the Web Portal via daily file exchanges.



Use the “Edit Participant” button if you would like to designate a particular Employer of Record or Responsible Party to a specific Participant.

8. To add an Employer of Record (EoR) to the Participant scroll to the middle of the edit screen.

If the participant will be set up as EoR, click ‘Copy Participant Address Information from Above’ this will populate the EoR section without you having to re‐enter this information

If another individual will be set up as the EoR, enter their information directly into the screen.



9. To add a Responsible Party, continue to scroll down the participant profile and populate the

information into the ‘Responsible Party’ field. Unsure who should be a responsible party? Notice there is a ‘Help’ box with a note about responsible parties. Not all participants will have a responsible party, this is an optional field. However, PPL customer service can only release information about a participant’s budget to those persons listed as responsible parties.



10. To commit the changes made to the participant’s profile, please hit the “Update” button at

the bottom of the profile page.

Print Forms 11. To print the Employer of Record packet click on the “Print Forms” button.

12. As the Support Broker you are responsible for providing the Employer of Record or (EOR)

packet to the Participants. 13. By clicking on the “Print Forms” button the following page will appear:

You can print all of the forms at once by selecting the top box “Participant Forms”

You can print the forms as Participants by selecting the form you wish to print. To print simply select the “Print” button on the bottom of the page.

The Support Broker’s Guide to the PPL Web‐Portal View and Edit a Participant’s Budget

View and Edit a Participant’s Budget Page 12

Support Broker: View and Edit a Participant’s Budget


https://fms.publicpartnerships.com/PPLPortal/login.aspx?MAPDP 2. After you have logged in you will be taken directly to the “Participant Search” page. You will

now need search for a Participant and select the “Authorizations” hyperlink to the right of the “Participant Profile” hyperlink.

3. After you select the “Authorizations” hyperlink one of two screens will appear.

4. The screen below will appear if the Participant’s budget has not yet been entered into the system. NOTE! This means the Authorization Files have not come through from Meditech. Please refer to Meditech to complete the necessary Annual and Service authorizations.



5. The screen below will appear if the Participant’s budget HAS been entered into the system.

6. Once the Participant’s budget has been entered into the system by the Meditech

automated files, you will be able to view it anytime 24/7. In the first screen you will see eight (8) columns.

Budget Id: This is the electronic ID number that the Participant’s budget has been given. It is used for internal reporting. Start: This is the start date for the budget. End: This is the end date for the budget. Amount: This is the TOTAL amount of the fiscal year budget. Allocated: This is the TOTAL amount of the fiscal year budget which has been allocated to specific service categories.

If the Allocated number is the same as the Amount number it means that the entire budget has been allocated to specific services.

If the Allocated number is LESS than the Amount number it means that the Participant still have services that you can allocate out.

Spent: This column shows the amount of money that has been paid out for services. Unallocated: This is the TOTAL amount of the fiscal year budget that has NOT been allocated to specific service categories.

If there is money in this column the Participant should work with their Support Broker or Service Coordinator to allocate it to existing or new services.



Detail: In this column you should see a blue hyperlink. Click on the words “Budget Detail” that are underlined in blue if you want to see the service categories money has been allocated to.

7. After selecting “Budget Detail” the following page will appear:

8. The “Budget Detail” page shows you each of the service categories that are on the Participant’s budget.

9. Example budget detail:

Service column you can see that this Participant is authorized for: CIES Competitive Employment Transportation Physical Therapy Non Waiver Financial Services Respite‐ In Home



Start Date column is the date that the participant can begin to receive services. End Date column you will see the date that the participant will stop receiving services within that fiscal year.

NOTE! You cannot edit the ‘Start Date’ or ‘End Date’ in the Web Portal. These dates come directly from the Meditech Service Authorization file. To modify these dates, please refer to Meditech.

Individuals or Agencies providing these services will appear under Provider Association to Participant (see Support Broker: How to find a Provider Association to a Participant section of this manual)

Line Total column shows the amount of money allocated to that service group.

Paid Dollars column shows the funds paid out of that service group pool.

Invoiced column shows funds that have been submitted for payment, but the check has not been cut yet.

This shows any invoices or timesheets which have been approved and are just waiting for payroll.

Balance column shows the funds that are still available for the Participant to use to pay for services.

Notes column allows the Support Broker to add any notes specific to the service line.



Status column shows the status of your service authorizations.

If they are Approved, this means that they are available for the Participant’s Employees and Independent Contractors to bill against.

Action column allows Support Brokers to move funding into the specific service lines, and is another way to view the service line detail.

To Edit the ‘Line Total’, click on the pencil and paper icon in the ‘Action’ Column. You will then see the ‘Line Total’ column is available for edit and you can increase or decrease the total amount of money in a certain service category. NOTE! You cannot decrease the line total beyond what has already been paid! The system will not allow you to remove spent funds.

When you are satisfied with the changes you have made, click either the green ‘check’ button to complete the changes, or the red ‘X’ to cancel your changes.

To View Service Authorization Details Click on the notepad icon in the ‘Action’ column. Here you can see the amount billed against this line item and the revision history. This is a very helpful tool when monitoring billing and spending of services!



To view the details of items invoiced against this service line, click ‘Show Detail’:



Here you can see all invoices and timesheets which have been billed or invoiced against the service. To hide the details, click ‘Hide Detail’.

To view all the changes made to the specific service line, for example, if funds were increased, decrease, and when, click ‘Show Revision’ under the Revision History.



Here, you can see all the details of revisions made to a specific service line in the participant Budget.

To hide the revision details, click ‘Hide Revision’.

To return to the previous ‘Budget Details’ screen just hit the “Back” button at the

bottom of the page. If you are done reviewing your budget detail you can select the “Back to Budgets” button on the budget detail screen.

This will bring you back to the general Budget Summary screen.

The Support Broker’s Guide to the PPL Web‐Portal Automatic Reoccurring Payment Tool

Automatic Reoccurring Payment Page 20

Support Broker: Adding an Automatic Reoccurring Payment


https://fms.publicpartnerships.com/PPLPortal/login.aspx?MAPDP 2. After you have logged in you will be taken directly to the “Participant Search” page. You will

now need to search for a Participant and select the “Authorizations” hyperlink to the right of the “Participant Profile” hyperlink.

3. After you select the “Authorizations” hyperlink one of two screens will appear.

4. The screen below will appear if the Participant’s budget HAS been entered into the system.



5. After selecting “Budget Detail” the following page will appear:

To Add Automatic Reoccurring Payments The automatic reoccurring payment tool is a valuable resource for certain payments that do not otherwise require paper timesheets or invoices, such as monthly Rent, or a personal participant stipend. However, there is a limit to which services can utilize the ‘Automatic Reoccurring Payment Tool’:

Clothing Stipend Food Stipend Individual Activity Medical Services Medical Supplies Membership Personal Stipend ‐ Household bills Personal Stipend ‐ Community Activities Personal Stipend ‐ Volunteer Work Prescription Co‐Pay Rent Shared Living No Agency

Note! Automatic Reoccurring Payments will be produced monthly, on the second check run of every month. In order to set up an automatic payment, the service code with ‘Auto’ listed in it, must be selected.



Share Living, No Agency, is a separate service code that is not listed under 5300 or 5400, these will be paid monthly and automatically, but the Shared Living provider must complete an Independent Contractor packet. PPL will associate the provider to the participant based on a completed packet and then generate monthly payments.

To add an Automatic Reoccurring payment, begin by clicking the ‘New Service Authorization’ button below the ‘Budget Detail’ box.

NOTE! Only the services listed above which fall into the 5300 & 5400 service codes can be set up as automatic reoccurring payments. Service Code 5888 will need to have to have the total dollar amount entered and a completed packet to associate the provider at the specific monthly rate.

You must first select the ‘Service Category’, either 5300 or 5400.



The ‘Service Type’ will automatically populate based on which ‘Service Category’ you select. You do not need to edit this field.

You will next be prompted to select the ‘Service Item’ o IMPORTANT NOTE: You can only select the relevant service item if the service

code appears in the participant’s budget. For example, if you would like to set up an automatic reoccurring payment for a 5300 Non Waiver Financial Service, then 5300 must appear in the participant’s budget. Remember, these services come from the Meditech Service Authorization file and cannot be added directly into the Web Portal. If you need to enroll a participant into the relevant service code, please refer to Meditech.



Under the ‘Service Item’ drop down menu, you will see all the associated sub code listed. For example, in the screen shot below, 5400 Non Waiver Financial Services has been selected, and all of the service codes for 5400 appear. You must select the service code with ‘AUTO_’ in order to add an Automatic Reoccurring Payment. The system will not recognize the other service codes as Automatic Reoccurring Payments.



Once you have selected the applicable ‘Service Item’, the system will display as the image below.

In order for the Automatic Reoccurring Payment to be paid, you must select a vendor the checks will go to. Click the ‘search’ magnifying glass icon which will allow you to search for providers in the system already.



You can search by Agency name (if the provider is an agency), or by provider first or last name. Click ‘Search’ to locate the provider.

If the provider you need is not in the system, you must enter them into the system by clicking ‘Cancel’

After clicking ‘Cancel’, click on the ‘Provider Application’ tab along the top of the page in the green menu options. Here, you can add the provider into the system. NOTE! For all providers receiving automatic reoccurring payments, create them as an ‘Agency’ in the system.



If you searched for a provider and the provider was already in the Portal, click ‘select’.

Once you have selected the provider, the provider name will populate into the ‘Vendor’ field. Next, if you would like, you can add any notes or comments in the Notes/Comments section. NOTE! This is an optional field.

An important next step is populating the ‘Dollars’ field. NOTE! To complete this field, you must enter the total dollar amount for the entire fiscal year for a specific payment. In the example below, vendor QA Test Agency will be paid $100 per month for an automatic payment Food Stipend. Therefore, $1,200 has been authorized for an automatic payment of a Food Stipend to be paid to vendor QA Test Agency (this is the amount that should be in your Excel Budgeting Tool Summary Sheet). This field captures the total amount that will be paid across the entire year, not each month.



To designate the frequency of the automatic stipend payment, select the ‘Period’ field. NOTE! The only option available in the PDP program is at a monthly frequency for automatic payments.

Once you are satisfied with the information input, click ‘Create’.



Once the Automatic Reoccurring Payment has been added, you will see the message ‘Your Service Authorization Request was approved’. You will also see a new line in the ‘Budget Detail’ page listing the automatic payment you have created.

You can see additional details about the automatic payment by clicking on the ‘month’ hyperlink.



You can see how much each monthly payment will be, what month each payment will pertain to.

For automatic payments that need to be remitted. Please search for the provider by clicking on the Provider Search tab.



Enter the provider name in the Provider Agency Name and click the ‘Edit’ button to select the provider you wish to enter remit to information for:

Enter the Contact First & Last Name if the check should be remit to a person other than the name listed under ‘Agency Name’. Then, enter the mailing address information of where the check should be sent to.

The Support Broker’s Guide to the PPL Web‐Portal How to find a Provider Association to a Participant

Associated Providers Page 32

Support Broker: How to find a Provider Association to a Participant

1. Log in to the PPL Web Portal using your pre assigned username and password https://fms.publicpartnerships.com/PPLPortal/login.aspx?MAPDP You will default on the “Participant Search” page.

2. Here, you can enter the specific Participant you would like to search for. You may search using any and/or all of the fields below.

3. Select the “Search” button. If you would like to search for the entire list of Participants you do not need to enter any information in the search criteria and you can simply hit the “Search” button.

4. A list of Participants should appear at the bottom of the page.



5. Here, you should see the Participant you are searching for. If a multitude of Participants appear, try modifying your search by filling out more information in other fields. Next, select the “Participant Profile” link to view the Participant’s profile.

6. The Participant’s profile should appear; Scroll to the bottom of the page and select the

“Associated Providers” button.

7. The screen below will appear:

8. In the Associated Providers page you will see several hyperlink selections.



a. Provider ID (hyperlink): This brings you to the Provider provide.

b. Good to Go Column: If you hover your cursor over this column, specific over the word ‘no’ if a provider is not good to go, a pop up box will show you exactly what paperwork is missing to complete this provider’s ‘good to go’ criteria.

c. Services (hyperlink): This brings you to the rates associated with that

Provider/Participant pair. Rates can differ by Provider/Participant pair if an Provider works for more than one Participant and you are only viewing the rates associated to the Participant whose profile you entered.

How to Read the Rate box: 1. Select the “Services” hyperlink

2. Rates in this program are negotiated within a minimum and maximum rate established by DDS. These rates are individually determined per each participant/ provider/ service relationship.

3. The Actual/Desired Rate column shows the pay rate that was agreed upon by the Participant/Provider pair. These rates are submitted to PPL through the Employment Agreement form B in the provider packet. Once we receive the rates, we enter them into our system.

4. Participants/Providers can change their rates any time they like. To do so they are required

to fill out an updated Employment Agreement Form B and submit it to PPL. We will not process this form without the signature of both parties.



5. Once PPL receives a completed Employment Agreement Form B, we enter the new rate into the system based on the date parameters. We never delete the old rate. Instead we keep a record of it in the Rates Count column. This way there is a historical record of rates that were paid, and for which date spans.

The Support Broker’s Guide to the PPL Web‐Portal How to use the Contact Us page

How to use the Contact Us page Page 36

Support Broker: How to use the Contact Us page

1. In the green header bar you will see a “Contact Us” section. Choose it by clicking on it.

2. The screen below will appear.

3. You will see the following:

Hours of Operation: 8:30 am ‐5:30pm EST (Mon‐Fri). If you need to call customer service after hours there is a voicemail system. Please leave a message and a customer service representative will return your call.

Phone Customer Service: 888‐866‐0869

Fax: 877‐563‐6438 – You can use the fax number to return any of the required documents to PPL.

Email: ‐[email protected] You can email ppl customer service if you’d like.

The Support Broker’s Guide to the PPL Web‐Portal How to use the Contact Us page

How to use the Contact Us page Page 37

o You can either email PPL customer service directly from the Contact Us page or you can use the email address to email from your own email provider.

o When you email PPL, your email will be responded to by a Customer

Service Representative specifically familiar with and assigned to the MA Participant Directed Program. The same individual(s) who answer the phone.

We look forward to working with you! If you have any questions please don’t hesitate to contact us!

The Support Broker’s Guide to the PPL Web‐Portal Reporting Module

Reporting Module Page 38

Support Broker: How to View Pending and Submitted Timesheets


https://fms.publicpartnerships.com/PPLPortal/login.aspx?MAPDP

2. You will default on the “Individual Search” page.

3. Select ‘Timesheets’

4. Here you can see all the timesheets in your caseload for hourly or daily services. 5. To search for specific timesheets, you can search first for timesheets by ‘Status.’ Here is where

you can specifically filter for ‘Pending’ timesheets (as well as other statuses).



What do different status messages on the Timesheet List page mean?

Submitted – The provider has submitted the timesheet. It has passed program rules, and is awaiting participant approval. Good To Pay – The timesheet has been approved and is ready to pay Approved – timesheet has been approved by the participant. Rejected – The timesheet has been rejected by the participant In Progress – PPL is processing the timesheet for payment. Status should change to Paid on the next payroll Friday. Denied – timesheet (in case of faxed timesheet) has not passed program rules and is pending. Customer service will be in touch with participant or provider if necessary. Paid – timesheet has been paid. Please expect EFT or check payment within regular waiting time from date of payment. Pending – timesheet is currently unable to be paid due to a pending issue.



6. Click ‘ Search’

7. Here, you can view all timesheets that are pending in your caseload and see the reasons that items are pending. Click ‘View’ in the action column to see why a specific timesheet is pending.



8. Here you can see the pending timesheet. The reason specific hours are pending appears in the ‘Pend Message’ column.

9. Searching for a Pended Invoice: To search for a pended invoice, repeat the steps above but click ‘Invoice’ and ‘Search Invoice Status’.

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