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DOH Offers 2023 Home Care Cost Reporters Template to Simplify Reporting

(June 11, 2024) The Department of Health (DOH) is again providing an optional program designed to simplify the process of preparing supporting documentation for the 2023 Home Care Cost Report and audit procedures.

Please note their communication to reporters:

All providers who utilize this template and are selected for audit will not be subject to additional field audit procedures, as this program is expected to reduce the risk of reporting errors. However, please note that providers may still be selected for desk audits.

If your agency does do this, you are committing to using the attached Excel template as supporting documentation for Schedules 3, 4, and 5 of your 2023 Cost Report submission. To clarify, agencies are still required to provide supporting documentation for Schedules 6 – 19, using their own Excel workbooks. As a reminder, the 2023 Cost Report is due by August 30th, and supporting documentation must be provided via the Secure File Transfer Protocol (SFTP) site (https://mft.us.kpmg.com) no later than September 6thFor further guidance on supporting documentation requirements and expectations, please refer to the “SFTP site and Supporting Documentation” module under the “Pre-recorded webinar” portion of the “Useful Links” section of the Instructions tab in Web-based Tool.

Please use the attached template for Schedules 3, 4, and 5:

Important: Two types of Supporting Documentation must be provided: 

1.       Source documentation, such as a trial balance and statistical report that substantiates the completeness and accuracy of Schedules 3, 4, and 5 must be provided in the “Sch 3&4 – Source Documentation” and “Sch 5 Source Documentation” tabs of the template. Examples of source documentation that may be provided to substantiate each schedule are listed in the Cost Report Instructions in the Web-based Tool and on the DOH website (Home Care Cost Report (ny.gov). The source documentation will need to be summarized by different categories to complete each cost report schedule. 

2.       In addition to the source documentation, agencies must also provide categorized data summaries to demonstrate how the source documentation reconciles to the amounts reported on the cost report schedules (e.g., cost categorization crosswalks for Schedule 3 and Schedule 4, payor and service type crosswalks for Schedule 5, allocation calculations, reconciliations, and/or explanations that demonstrate how the cost report amounts reconcile to the source data). Please note that the supporting documentation template attached above has been provided by the Department of Health to help providers prepare this portion of the supporting documentation.

Thank you in advance for your timely participation and willingness to use this template. The Department’s goal is to streamline the supporting documentation submission process and simplify the documentation that needs to be submitted, and this program will allow us to more efficiently complete a potential audit with your agency.

DISCLAIMER: This is an optional program being offered to all home care agencies submitting the 2023 Cost Report. As stated above, the purpose is to help ease the process of preparing required supporting documentation and to reduce the risk of reporting errors. It is also intended to obtain feedback on whether the template achieved these goals. As such, please report any feedback through the mailbox regarding the template for future improvements.

Contact: Meg Everett, meverett@leadingageny.org, 518-867-8871