ELECTRONIC VISIT VERIFICATION (EVV)

How our built-in EVV solution meets the 21st Century Cures Act:

1. Type of service provided:Team members providing supports will choose the service from a list, which is set up specifically for the person receiving supports.
2. Individual receiving service:A unique ID for the individual receiving supports is stored along with each visit record.
3. Date of service provided:Upon initiating and completing a visit, our system captures a date and stores it along with each visit record.
4. Location where services were provided: Upon initiating and completing a visit, our system captures a snapshot of the visit GPS location and stores it along with each record
5. Individual providing service: Each staff member providing supports holds a unique ID and credentials when signing into our system. This identifier is stored along with each visit.
6. Service provided begin and end time: Upon initiating and completing a visit, our system captures a date and time stamp and stores it along with each visit record.

This module will allow for the verification of employee visits using Smart phone apps (IOS & Android), or an Integrated Voice Response System (IVR), ensuring a means for everyone to complete verified visits.

Payroll Processing

We have the ability to set up taxes and deductions so they are automatically withheld. Mains’l processes timesheets, automatically encumbering participants’ SUTA tax payment, FUTA tax payment, and FICA tax payment, also deducting employees’ federal income tax withholding, FICA tax withholding, and any applicable garnishments, levies and liens from the employees’ payment. With our strong understanding of tax exemption regulations, Mains’l has the ability to process timesheets automatically relieving federal tax liability for any employee who believe they qualify for the Difficulty of Care Payments specified in IRS Notice 2014-7, and any employee who qualifies for the Family Employee exemption addressed in IRS Publication 13, section 3.

Timesheets are processed using the your payroll schedule to ensure the payroll checks and direct deposits (EFT) are issued in accordance with Federal and State agencies requirement for timely payment. Employees have the option of paper checks, direct deposit into numerous bank accounts, or deposit onto a debit card. Each EFT pay stub or pay check will provide payment details including gross pay, hours worked, pay period, all deductions that apply, and year to date amounts on each pay stub.

Mains’l provides an electronic file to the Agency specifying the amounts paid to each employee, the tax amounts withheld for each participant’s employee(s), the check number, date of payment, and other designated value as may be specified by the Agency, within five (5) business days. Mains’l deposits all collected payroll Federal taxes including federal income tax and FICA taxes to US treasury by using Electronic Federal Tax Payment System (EFTPS) on behalf of your agency.

Upon written request from your agency we can process an emergency payment outside of the normal payroll calendar; Mains’l will process the emergency payroll issuing a check or EFT depending on the payee’s normal mode of receiving payments. Mains’l will process this request within 24 business hours. Mains’l notifies you when the emergency payment has been processed and supplies the details of emergency payment and EFT effective date.

Mains’l withholds and electronically deposits via EFTPS employee federal income tax, employer and employee social security, and Medicare taxes in accordance with the IRS regulations. Mains’l files an aggregate IRS Form 941 and Schedule R quarterly by using Schedule R (Form 941) from the IRS. After the reconciliation is complete, Mains’l will provide a subsequent transaction reports including Form 941 and Schedule R.

Mains’l withholds and electronically deposits state income taxes in accordance with your states regulations. After the reconciliation is done to confirm the tax paid reconciles with the total amount of taxes withheld as shown on the Wage and Tax Statements (Form W-2).
Mains’l withholds and electronically deposits via EFTPS employer federal unemployment tax (FUTA) in accordance with the IRS regulations. Mains’l files an aggregate IRS form 940 and Schedule R annually using Schedule R (Form 940) from the IRS to allocate each employer’s federal unemployment gross wages, taxable wages, and federal unemployment tax amounts.. After the reconciliation is complete, Mains’l will provide your agency the subsequent transaction reports including Form 940 and Schedule R.

Mains’l notifies your agency when an employer exceeds the threshold in wages for filing and paying unemployment taxes, to prompt your agency to complete the necessary documentation to obtain a state employer identification number. Mains’l withholds and electronically deposits state income taxes in accordance with your state regulations. After this reconciliation is complete a payment is issued, and Mains’l provides your agency subsequent transaction reports including state unemployment tax information.

Mains’l will process refund payments for over-collected FICA at the end of year for employees that did not meet the yearly threshold. Mains’l will create a payment to the employee for the amount of the over-collected employee portion of FICA taxes. Mains’l appropriately adjusts the 4th quarter Form 941 reflect correct FICA wages and taxes. Mains’l completes Form 941-X with Schedule R to correct FICA wages and taxes for the previous 3 quarters of the year.

By January 31st of each calendar year, Mains’l issues Forms W-2 to participants’ employees for wages earned in the previous calendar year. Mains’l also submits Forms W-2 to the Social Security Administration by January 31st of each calendar year. All IRS Forms W-2 are provided to your agency electronically through a secure FTP site.

Mains’l issues Form 1099-MISC to independent contractors who received payments meeting the determined federal minimum amount, or more in the previous calendar year, and files electronically Form 1099-MISC with the IRS by January 31st of each calendar year. All IRS Form 1099-MISC are provided electronically through a secure FTP site to your agency.

Budgeting

The budget module can be configured in units of service or dollars, and services can be limited by period and service type.

The system tracks what has been spent for each service line on the participant’s budget.

The system will stop participants from going over their budgets by providing warnings when the remaining amount is low as well as preventing entry/approval when all funds are spent.

The representatives and the people receiving services have access to view the budgets.

The Case Manager or Coordinator is able to modify and add budgets for the participants assigned to them.

Billing

The 837 file will include the entire payroll incurred by your agency, plus employer taxes.

The 837 file is produced and sent by Mains’l following each payroll that Mains’l processes.

Additionally, Mains’l will identify and store billing adjustments as they occur for late time sheets. These adjustments are billed according to a schedule to be developed between your agency and Mains’l.

Optionally Mains’l can produce and send 837 files for FMS fees and Case Manager Fees.

Upon receipt of the 835 file, Mains’l applies payments to the FMS account receivable system by employer Medicaid identification number. Based on the 835 file and accompanying EFT payment, the Staff Accountant reconciles to ensure an increase or decrease in funding amount are properly debited or credited to each participant account. These transactions are managed using an integrated system.

Time Entry

Staff is able to enter for paid time off

Staff is only able to submit timesheets for services they are approved to provide.

When these items are entered, as well as upon approval these items are all verified against the corresponding budget to ensure validity prior to payments being made

Rules can be defined for multi-layer approvals for staff timesheets and reimbursements prior to payments being made

If you prefer to continue processing payroll as you currently do, our system has the ability to export time entry data in a format to interface with your existing system.

Customized Reporting

In addition to running dynamic reports, users can create ad hoc queries, create dashboards, and illustrate their company needs, progress, and trends in a visual format (e.g. visualization). Frequently used reports can be categorized and saved for quick and efficient reuse. Reports can be reviewed/exported/printed at any time.

Accounts Payable

Where required, staff reimbursements can be entered in conjunction with created EVV visits/timesheets.

Staff and representatives are only able to submit reimbursements for services that are approved in the participant’s budget.

When payable items are entered—as well as upon approval—they are verified against the corresponding budget to ensure validity prior to payments being made.

Rules can be defined for multi-layer approvals for all accounts payable items before payments are made.

If you prefer to continue processing accounts payable as you currently do, our system has the ability to export accounts payable data in a format to interface with your existing system.