March 26th, 2012

Maximizing Efficiency with ADP

Industry Wide Processing Problem

• ADP Payments affect us all

– Clients– Vendors– Manufacturers

• We all have an interest in ensuring the payment cycle at ADP moves as fast as possible

• We are all impacted when this process bogs down, regardless of the causes

ADP Activity is increased

• Payouts more than last year

• 2008-2009 $275 Million

• 2009-2010 $270 Million

• 2010-2011 $292 Million

Then Why the “Backlog….”

• 99% within 6 to 8 weeks processing time• Auto-approval has increased 20% with ADAM• All sectors of ADP affected• Mobility:– Is largest sector

• Application form was simplified to help things

Backlog.. Referenced often

• Invoicing verses approvals

• ADP related or external factors

• Where do vendors fit in?

Major Influencers• ADP

– Efficiency– Backlogs – System changes

• Therapists– Accuracy of forms submitted– Timeliness of submissions to ADP (incl. corrections)– Control of Applications (see FAQ)

• Vendors– Timeliness of submissions and corrections– Media used– Accuracy of submissions

ADP Position on Forms (FAQs)

• I feel responsible for the application form and do not feel comfortable having my client or the vendor submit it to the ADP. What should I do?

• It is not your direct responsibility. Discuss your concerns with your client and the vendor and come to a mutually agreed upon process. It is the client’s decision as to who mails the application form to the ADP.

Invoicing Time Comparison

Paper Invoice• Invoice generated• Mail delivery time• FIFO to be keyed in to

system in Kingston• Room for errors• Corrections have to be

submitted in hard copy

Electronic Invoicing

• Arrives at ADP by 4:30 on

day of cutoff

• Uploaded overnight

• Paid in next cheque run

• Corrections submitted

electronically

ADP Error Messages

Invoice Line Number X: ADP Device Code on the invoice does not belong to the approved device type.

Invoice Line Number X: ADP Portion on the Invoice exceeds the maximum calculated portion $X,XXX.XX

Vendor Invoice Number has been previously used and must be unique.

Vendor is not a registered vendor for <DEVICE TYPE>.

Invoice Line Number X: ADP Device Code is invalid.

ADP Vendor Registration Number on the invoice does not match the ADP Vendor Registration Number on the claim.

Client Health Number on the invoice does not match the Client Health Number on the claim.

Delivery Date must be on or after Authorization Date YYYY/MM/DD.

Invalid Health Number XXXXXXXXXX on the invoice.

Vendor Invoice Number is missing on the claim. Unable to generate invoice.

Line Number X: Invoiced Quantity exceeds the maximum allowable quantity for the claim.

ADP Error Messages

Delivery Date is more than 1 year after the Claim Assessment Date.

Client is ineligible for health services (OHIP) as of the Delivery Date provided on the invoice.

Client is deceased as of the Delivery Date provided on the invoice.

Invoice Received Date is more than one year after the Delivery Date.

ADP Claim is under review.

ADP Claim is not approved.

Delivery Date is missing on the invoice.

Delivery Date must be prior or the same as the Claim Received Date.

Delivery Date is missing on the claim form.

Invoice total is not equal to the sum of the detailed invoiced items.

Line Number X: ADP Device Code (ADP Catalogue Number) is missing on the claim form. Unable to generate invoice.

Line Number X: ADP Portion on the application form is greater than the approved ADP Amount $XXX.XX.

Invoice Line Number X: ADP Portion on the invoice is greater than Total Unit Price.

Client/Agent Signature for Proof of Delivery is missing.

Line Number X: ADP Device Code (ADP Catalogue Number) is not a selected and/or approved device type on the claim.

Invoice Line Number X: ADP Device Code is inactive as of the Invoice Delivery Date.

Line Number X: Client Funding Portion is missing on the claim form.

Equipment Specification details missing on the invoice.

Signature confirming Proof of Delivery is missing on the invoice.

Vendor's Unique Invoice Number is missing on the invoice.

Client's Health Card Number is missing on the invoice.

Invoice Line Number X: Quantity is missing on the invoice.

Credit Note Line Number X: ADP Device Code does not match ADP Device Code on the original invoice.

Credit Note's items do not match any previously paid invoices.

Invoice Date is missing on the invoice.

Credit Note cannot be processed for unpaid claims.

Delivery Date must be prior or the same as the Invoice Received Date.

Total Invoice Amount is missing on the invoice.

ADP Claim is not approved for a reason Incomplete Application.

Invalid ADP Vendor was provided for auto-invoice.

Delivery Date cannot be in the future.

Equipment Specification details missing on the claim.

Client is not eligible for health services (OHIP) as of the Delivery Date.

Line Number X: ADP Funding Portion is missing on the claim form.

ADP Claim is not approved for a reason Funding Not Approved.

Credit Note Line Number X: ADP Device Code is invalid.

Delivery Date is after the Last Allowable Invoice Date.

Invoice Date cannot be in the future.

Invoice Line Number X: ADP Device Code is missing on the invoice.

How do I get old problems cleared?

• Contact Ian via email for major issues only• Ian.Lowe@ontario.ca

• Or

• Contact CADA

CADA Dialogue with ADP

• Value for money for ADP

• Open dialogue with CADA

• Push to Electronic Invoicing– More efficient– Fewer key strokes and opportunities for error

Want to understand Process …..

• ….. Use ADP FAQs on the web

Sample Q & A

• How do I make changes or corrections on an ADP application form that has been approved by the Program?

• Authorizers must make the correction on the appropriate page of the application form and submit it by fax (416-327-8192) or mail, with a covering page explaining why the change(s) are required. Do not send in a new application form.

Questions ???