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Accounts Receivable

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Chief: Larry Huffman
1050 Umstead Drive
Raleigh, NC 27603
(919) 527-6204
Mailing Address:
2025 Mail Service Center
Raleigh, NC 27699-2025

The Department of Health and Human Services Office of Controller (OOC) Accounts Receivable Section serves as the central point to provide the following support service functions for all DHHS Divisions, Institutions and Offices:

  1. Processing and depositing checks, cash and electronic transfers;
  2. Billing of amounts determined to be due;
  3. Accounts receivable management and tracking of all billings and payments in an organized manner so an accurate record of amounts due is maintained indefinitely and continuously;
  4. Maintain and update the DHHS Cash Management Plan;
  5. Responsible for accounts receivable write-offs, collections for Office of Attorney General Referral; Department of Revenue Debt Set-off Program; Liens and Judgements;
  6. Assisting and promoting development of Electronic Commerce throughout DHHS.

 

To accomplish these functions, the Section is divided into three Branches; Central Billing Office, Medical Assistance Branch, and Accounts Receivable Other Branch.

 

Accounts Receivable – Central Billing Office Branch (AR – CBO)

Head:

John Hulmes
1050 Umstead Drive
Raleigh, NC 27603
(919) 527-6231

Mailing Address:
2021 Mail Service Center
Raleigh, NC 27699-2021

The Accounts Receivable – Central Billing Office (AR-CBO) is responsible for the integrity of client accounts receivable maintained on the Healthcare Enterprise Accounts Receivable and Tracking System (HEARTS) utilized by State Owned and Operated Healthcare Facilities (DSOHF).  The CBO is responsible for accounts receivable management, billing and collection of payments from third party payers and patients for services provided at DSOHF.  And all work related to collections exceeding of $420 million annually; ensuring receivables for DSOHF are deposited and certified with the Department of State Treasurer, and coded for recording in the North Carolina Accounting System (NCAS) and posting payments and adjustments to client subsidiary accounts.  CBO refers delinquent client accounts to the Office of the Attorney General and Department Of Revenue in accordance with Cash Management Plan and General Statutes; coordinates compromise of accounts under G.S. 143-118 and represents DSOHF in hearings conducted by the Office of Administrative Courts.  CBO manages accounts in the Government Entitlement Benefits distribution system and ensures integrity of transactions and appropriateness of payments to client accounts which exceeds $12 million annual.  CBO facilitated implementation of House Bill 916 which provides DSOHF disclose information pertinent to ensuring government health benefits eligible to reimburse claims filed on behalf of individuals to collect payments due the providers for the cost of care, treatment or habilitation without written consent of the individuals or representatives.  CBO also supported implementation of necessary systems to facilitate billings for N.C. 1915 (b) (c) Managed Care Waivers and maintains ongoing review of Electronic Data Interchange (EDI) to insure compliance with State Medicaid program.  CBO is responsible for coordination and management of HEARTS system enhancements and/or upgrades initiated by Vendor or mandates from Federal and State agencies.

 

Accounts Receivable – Medical Assistance Branch (AR – MA)

Head: Tina Pickett
1050 Umstead Drive
Raleigh, NC 27603
(919) 527-6206
Mailing Address:
2022 Mail Service Center
Raleigh, NC 27699-2022

The Accounts Receivable – Medical Assistance Branch (AR – MA) is responsible for ensuring receipts for the Division of Medical Assistance (DMA) are deposited with the State Treasurer, certified in the Cash Management Control System and coded for accurate distribution into the North Carolina Accounting System for proper dispositioning.  The AR - MA Receivable Branch processes receipts in excess of $1.5 Billion annually.  Accounts Receivable resulting from audits, errors or overutilization, fraud and abuse, casualties, estate recovery, child support and liability settlements are maintained for Cost Settlement, Program Integrity, Third Party Recovery, Nursing Home Provider Tax Assessments and miscellaneous accounts.  AR-Medical Assistance utilizes the Business Works sub-system to maintain billing and collection activities pertaining to the nursing home provider tax assessments.

The Medicaid Accounting System (MAS) accumulates all adjustments generated by Medicaid program collections and refunds, paid claims, and any special adjustments into a monthly closing for the DMA to determine the amount of Federal funds earned and to bill the county for their share of EPICS, Admin Transportation and County Responsible Errors.  The timely monthly closing of the MAS is critical to the monthly and annual closing of the NCAS and the determination of Federal funds earned for Medical Assistance Program activity. 

 

Accounts Receivable – Remittance Processing and Other Branch (AR – Other)

Branch Head: 1050 Umstead Drive
Raleigh, NC 27603
(919) 527-6219
Mailing Address:
2025 Mail Service Center
Raleigh, NC 27699-2025

The Accounts Receivable – Remittance Processing and Other Branch is responsible for ensuring receipts for all Divisions, Institutions and Office other than Medicaid are deposited with the State Treasurer, certified in the Cash Management Control System and coded for accurate distribution into the North Carolina Accounting System for proper dispositioning. The AR – Other Branch processes receipts in excess of $160 Million annually. Accounts receivable management and debt collection activities for ten DHHS Divisions and Central Administration are performed in this branch to maintain integrity of assets and reporting of receipts for about twenty-six budget codes. The branch is engaged in development of e-commerce throughout DHHS that includes but is not limited to utilization of web based billing and remittance, check scanning and expansion of credit card applications. The DHHS Cash Management Plan maintained in this branch includes major fiscal and budgetary policy statements promulgated to support general statutes and directives by different branches of state government.

Cash management responsibilities include daily cash management activities (receiving monies, deposits, certification of funds) and establishing controls for the receipt of all funds coming to the Department in the form of cash, checks, or money orders. The DHHS Office of Controller (OOC) is responsible for monitoring collection of all funds on behalf of DHHS and endeavors to centralize all collection activities under the authority of the OOC Accounts Receivable Section. An exceptions is only granted upon approval of a waiver to maintain a cash collections site outside the direct supervision of the OOC.

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Last updated April 21, 2016