Questions and Answers - A Complete List


General Questions

Q: What is the Health Facility Cash Assessment Program?

Q: Why was this assessment created?

Q: What providers are included?

Q: What is the percentage of the assessment?

Q: Where is the legislation?

Q: When do I need to file?

Q: Do I report revenue from dates of service within a month or cash received?


Q: What is the Health Facility Cash Assessment Program?

A: New York State designated providers are required to pay an assessment on cash operating receipts on a monthly basis under the Health Facility Cash Receipts Assessment Program pursuant to Chapter 1 of the Laws of 2002 as amended by various subsequent period chapter laws.

Effective April 1, 2009, an electronic report must be submitted each month by designated providers, even if there were no assessable cash receipts for the reporting month.

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Q: Why was this assessment created?

A: This assessment was enacted as part of our State Budget process to close unavoidable gaps in the State spending plan. Such assessments are considered a more favorable alternative to increased provider Medicaid cuts that have the consequence of forfeiting substantial federal Medicaid matching funds available to the State.

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Q: What providers are included?

A: The assessment includes Article 28 Residential Health Care Facilities, Article 28 General Hospitals, Article 36 Long Term Home Health Care Programs, Article 36 Certified Home Health Agencies and Personal Care Providers that possess a Title XIX (i.e. Medicaid) contract with a Local Social Services District for the delivery of personal care services pursuant to section 367-i of the Social Services Law.

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Q: What is the percentage of the assessment?

A: There is a schedule of assessment rates by provider type located on this website. From April 1, 2009, through March 31, 2011, Article 28 Residential Health Care Facilities were required to pay 6% of assessable cash receipts, and all other providers were required to pay .35% of assessable cash receipts. Effective April 1, 2011, new rates went into effect for some of the providers. Please refer to the schedule for all revised rates and how they affect each program.

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Q: Where is the legislation?

A: The Residential Health Care Facility and General Hospital Health Facility Cash Assessment Program (HFCAP) provisions are in Section 2807-d of the Public Health Law.

The Certified Home Health Agency and Long Term Home Health Care HFCAP provisions are in Sections 3614-a and 3614-b of the Public Health Law.

The Personal Care Services HFCAP provisions are in Section 367-i of the Social Services Law.

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Q: When do I need to file?

A: Designated providers are required to file reports based on the applicable Cash Receipts Assessment Program Filing Schedule located on this website. A separate monthly cash assessment report must be filed for each of the above noted service categories, even if there are no assessable cash receipts for the reporting month. With few exceptions, the Cash Receipts Assessment Report is due on the 15th day of the month following the month the assessment is applicable.

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Q: Do I report revenue from dates of service within a month or cash received?

A: You should report the current month's cash receipts and/or checks from patient care services. These cash receipts include but are not limited to payments received from Medicaid, Medicare (non-RHCF providers), commercial and not-for-profit third-party insurers and self-pay collections.

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Billing Questions

Q: What happens if I don't pay on time?

Q: What happens if I don't file reports?

Q: How do I report for different billing periods?

Q: Can interest and penalty be waived?

Q: When will I be billed for delinquent payments?

Q: After I am billed, can I submit payments and reports for that period?


Q: What happens if I don't pay on time?

A: Interest and penalty will be charged when monthly payments are submitted after the required due date. When the payment made for a month to which an assessment applies is less than ninety percent (90%) of the actual amount due for such month, interest is charged at a rate of twelve percent (12%) per annum on the difference between the amount paid and the amount due. Interest is calculated from the day of the month the payment was due until the date of payment. If the monthly payment is less than seventy percent (70%) of the actual amount due for such month, a five percent (5%) monthly penalty is also charged on the difference between the amount paid and the amount due for such month, up to a maximum twenty-five percent (25%).

Failure to comply with required monthly payment obligations will result in recoupment of established amounts due from your Medicaid claims cycle checks issued by the State.

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Q: What happens if I don't file reports?

A: For months in which reports are not filed, the Department of Health will compute an estimated recoupment amount. Interest and penalty will be calculated based on the estimates.

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Q: How do I report for different billing periods?

A: The Cash Assessment program uses a "cash basis" of reporting. Only report the revenue that was actually received during the calendar month regardless of billing period.

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Q: Can interest and penalty be waived?

A: Statute does not provide the Department authority to waive interest and penalty charges. Prudent providers must take whatever action is necessary to ensure the timely submission of their reports and payments by the due date.

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Q: When will I be billed for delinquent payments?

A: The Department will bill for outstanding delinquencies in approximately ninety (90) days following each calendar quarter.

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Q: After I am billed, can I submit payments and reports for that period?

A: Reports and payments may be submitted until delinquent amounts are referred for recoupment from your Medicaid claims cycle checks. Upon receipt of noted outstanding reports and/or payments, your payment history will be updated. A separate recoupment notice will be mailed to you with the recalculated liability.

Provisions of section 2807-d of the Public Health Law requires that delinquent amounts which have been referred for recoupment from your Medicaid claims cycle checks or to the Office of the Attorney General for collection, shall be deemed final and not subject to further revision or reconciliation.

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Electronic Filing Questions

If you wish to learn more about electronic filing, you can call the Office of Pool Administration's electronic filing help desk at (315) 671-3800 or contact them through e-mail at webpools@hcrapools.org.

Q: Is there a fee for filing electronically?

Q: Is electronic filing mandatory for all providers?

Q: I have more than one type of provider (i.e. Hospital and CHHA). Can I file one electronic report to include both facilities?

Q: I have multiple personal care providers with multiple MMIS numbers. Can I file one report to include every one?


Q: Is there a fee for filing electronically?

A: There is no fee for filing electronically.

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Q: Is electronic filing mandatory for all providers?

A: Yes, electronic filing is mandatory for all providers.

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Q: I have more than one type of provider (i.e. Hospital and CHHA). Can I file one electronic report to include both facilities?

A: No, you must file a separate monthly report for each provider classification (RHCF, Hospital, CHHA, LTHHCP and Personal Care Provider).

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Q: I have multiple personal care providers with multiple MMIS numbers. Can I file one report to include every one?

A: No, the Department requires that a separate monthly report be filed for every active MMIS number for personal care providers.

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Password/User ID Questions

If you wish to learn more about password/user IDs, you can call the Office of Pool Administration's electronic filing help desk at (315) 671-3800 or contact them through e-mail at webpools@hcrapools.org.

Q: What must I do to qualify to file Cash Receipts Assessment reports electronically?

Q: How can I receive a User ID and Password to access the Electronic Filing Application?

Q: Who should sign the Electronic Filing User ID Application?

Q: What should I do if the person who signed the Electronic Filing User ID Application leaves the company?

Q: My supervisor is the one who currently authorizes the Electronic Filing User ID Application monthly reports. However, I am the one who completes them. Who should be listed on the Electronic Filing User ID Application?

Q: Can I fax the Electronic Filing User ID Application?

Q: How long does it take to process the Electronic Filing User ID Application?

Q: What happens if I forget my Password?

Q: What happens if I forget my Password and it is the last day to file?


Q: What must I do to qualify to file Cash Receipts Assessment reports electronically?

A: All providers must apply for an electronic filing User ID and Password from the Office of Pool Administration.

Upon approval by the Office of Pool Administration, you will receive a User ID and Password to allow you to file Cash Receipts Assessment reports electronically. If you have questions regarding the electronic filing application process, Contact the Office of Pool Administration.

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Q: How can I receive a User ID and Password to access the Electronic Filing Application?

A: Complete the Electronic Filing User ID Application and mail it to the Office of Pool Administration at the address indicated on the form. The Electronic Filing User ID Application can be obtained through this website or you may contact the Office of Pool Administration directly.

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Q: Who should sign the Electronic Filing User ID Application?

A: The person who signs the Electronic Filing User ID Application should be someone who is fiscally responsible for the report. (i.e. CFO, CEO, Director etc.) This should be the same person who signs the certification form of the report.

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Q: What should I do if the person who signed the Electronic Filing User ID Application leaves the company?

A: Please submit another Electronic Filing User ID Application with the signature of the person who will now be fiscally responsible for the report. Please note the effective date of the change on the new Electronic Filing User ID Application. We will invalidate the old User ID and issue a new one.

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Q: My supervisor is the one who currently authorizes the Electronic Filing User ID Application monthly reports. However, I am the one who completes them. Who should be listed on the Electronic Filing User ID Application?

A: Your supervisor should fill out and sign the Electronic Filing User ID Application. The supervisor is responsible for the security of the User ID and Password. Once the User ID and Password are received, the supervisor can give it to anyone he/she feels should have it.

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Q: Can I fax the Electronic Filing User ID Application?

A: The Office of Pool Administration can accept a fax of the Electronic Filing User ID Application to begin the process. However, the original form should be submitted within three business days after your fax. Please note that for security reasons, we must mail you the User ID and Password; we will not supply this information over the phone.

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Q: How long does it take to process the Electronic Filing User ID Application?

A: Generally, the User ID and Password are created within a few days after the Electronic Filing User ID Application is received at the Office of Pool Administration. You will then receive the User ID and Password via regular mail shortly after.

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Q: What happens if I forget my Password?

A: Contact the Office of Pool Administration at: http://www.hcrapools.org/contactus.cfm to request a copy of your User ID and Password. For security reasons, the User ID and Password must be sent via regular mail to the contact person who originally requested them.

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Q: What happens if I forget my Password and it is the last day to file?

A: Contact the Office of Pool Administration at: http://www.hcrapools.org/contactus.cfm. A Pools Representative will verify that the User is a valid Web filer, and will issue a temporary Password that is good for one day only. In addition, a copy of your User ID and Password will be sent via regular mail to the contact person who originally requested them.

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Electronic Reporting Questions

If you wish to learn more about electronic reporting, you can call the Office of Pool Administration's electronic filing help desk at (315) 671-3800 or contact them through e-mail at webpools@hcrapools.org.

Q: I have my User ID and Password. How do I submit my reports on the Internet? Are the forms online or do I need a file? Basically, how do I use this function?

Q: What name should be entered on the Submitter Screen? Is it the person who signs the Certification Form or the person who actually enters the report?

Q: Can I begin entering my report, and then save it until later to finish?

Q: How do I enter a negative number? Do I use parenthesis, the dash, or CR (for credit)?

Q: What if I have a prior period adjustment?

Q: What if my current month assessment on line 8, or the amount due on line 10, results in a negative amount due?

Q: I have several items to report for "Other Cash Receipts" on the assessable page and "Other" on the non-assessable page that are consistent from month to month. Do I have to enter these items every month?

Q: Where can I find a blank form to print out?

Q: When we submit a report on the Web, will I be able to get a "soft" copy (i.e., Excel file) of the report?

Q: Can I fill out the report on-line, then create a "soft-copy" (i.e., Excel file) to send to another person who reviews the report, then once reviewed, submit the report to you?

Q: Can I submit my report electronically at any time, or is there a specific window for when they are accepted?

Q: I am a provider and just filed my report electronically. Can I file any "old" report electronically, or just the current report?

Q: What should I do if I make a mistake on a report?

Q: I have a Confirmation Number and e-mail Certification that I have submitted a report successfully. What can I do if I notice an error now?


Q: I have my User ID and Password. How do I submit my reports on the Internet? Are the forms online or do I need a file? Basically, how do I use this function?

A: To get to the on-line application on the Internet, go to http://www.hcrapools.org/ to get to the Home Page. From the home page, click on the "Cash Receipts Assessment" button, which is located on the left hand side of the screen. Next, click on the "Cash Receipts Assessment Electronic Report", which is also located on the left hand side of the screen. The Login Screen will appear. Enter your User ID in the field labeled "User ID" and enter your Password in the field labeled "Password". The system will prompt you for the rest of your Cash Receipts Assessment report.

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Q: What name should be entered on the Submitter Screen? Is it the person who signs the Certification Form or the person who actually enters the report?

A: The Submitter's name should be the person entering the report on-line. This is the person whom we would contact if we have a question with the submission. It does not have to be the same person who signs the Certification Form.

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Q: Can I begin entering my report, and then save it until later to finish?

A: Yes, this option is available.

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Q: How do I enter a negative number? Do I use parenthesis, the dash, or CR (for credit)?

A: Please use a dash preceding the number. (i.e. -12345)

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Q: What if I have a prior period adjustment?

A: Report this adjustment on the "Adjustments" section of the non-assessable page or the assessable page, whichever is applicable. If the adjustment is a non-assessable adjustment only, the total will automatically be carried forward to line 5 of the assessable page.

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Q: What if my current month assessment on line 8, or the amount due on line 10, results in a negative amount due?

A: If the calculated amount due is negative, there will be a zero amount due on line 10 and the credit amount due will be shown on Excess for Future Remittances on line 11. You will need to carry this amount forward on your next submission on the Other Adjustments on line 9. If you have adjustments that involve several months in a prior period, you will be asked to complete a table describing the adjustments which will need to be segregated by report month. The table will calculate the amount of the adjustment multiplied by the applicable rate.

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Q: I have several items to report for "Other Cash Receipts" on the assessable page and "Other" on the non-assessable page that are consistent from month to month. Do I have to enter these items every month?

A: No, after your first electronic submission where "Other Cash Receipts "or "Other" items have been listed, a Prepopulate button will appear and your previous month's items will automatically be displayed. You can still add additional items or delete items not applicable.

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Q: Where can I find a blank form to print out?

A: The only way to get a "hard copy" version is to fill out a monthly report showing "0" or blank for each line, print each page along the way, and then "CANCEL" and/or "CLEAR" before actually submitting the monthly report.

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Q: When we submit a report on the Web, will I be able to get a "soft" copy (i.e., Excel file) of the report?

A: No, the only copy you will get is a hardcopy printout of the completed report. There is an option on the confirmation page that will allow you to print all reports, or individual pages can be printed as you complete them.

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Q: Can I fill out the report on-line, then create a "soft-copy" (i.e., Excel file) to send to another person who reviews the report, then once reviewed, submit the report to you?

A: No, it is not possible to save a report and send it to another person.

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Q: Can I submit my report electronically at any time, or is there a specific window for when they are accepted?

A: You can submit the report at any time. The system is available 24 hours a day, seven days a week

NOTE: The system is backed-up daily at approximately 10:00 pm EST. This takes only a short time. However, when this occurs, the system will suspend (there will be no response) until the backup has completed.

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Q: I am a provider and just filed my report electronically. Can I file any "old" report electronically, or just the current report?

A: Reports and payments may be submitted until delinquent amounts are referred for recoupment from your Medicaid claims cycle checks.

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Q: What should I do if I make a mistake on a report?

A: If you notice a calculation error before you have moved on to the next report, there are two options:

(1) You can correct the mistake by using the Back button (after clicking on the Calculate button). Then simply type the correct information over the incorrect entry.

(2) You can click on the Reset to Zero button to change all the information entered on that page to zero and then type the correct information.

If you do not discover your mistake until after you have moved on to the next report, then continue with the submission until you reach the Payment and Reconciliation Summary Screen. This screen will list all the reports that you entered. You can click on any of the reports listed, and the application will bring you back to that report. You may then edit the report.

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Q: I have a Confirmation Number and e-mail Certification that I have submitted a report successfully. What can I do if I notice an error now?

A: You have two options:

(1) You may make your correction through the "Adjustments" section on a future report month.

(2) You may send us a request to delete the Confirmation Number. When the Confirmation Number is deleted, you will then need to enter and submit the correct report.

Send your request to delete the Confirmation Number by email at: webpools@hcrapools.org.

You will receive an email from us to advise you that your Confirmation Number has been deleted per your request.

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Payment Questions

If you wish to learn more about making payments, you can call the Office of Pool Administration's electronic filing help desk at (315) 671-3800 or contact them through e-mail at webpools@hcrapools.org.

Q: If I make a payment by check, to whom should the check be made payable?

Q: Where do I mail payments?

Q: I like to submit my report before the report due date. Do I have to send both the payment and the signed Certification Form right away?

Q: What happens if the report is sent in before the due date and the payment is sent after the due date?

Q: If I submit the report on the web and send the check under separate cover, how will the items be matched together?

Q: Can I submit via Electronic Fund Transfers (EFT)?

Q: Can I send separate checks as payment for the entire report?

Q: Can I send one check for multiple provider types?


Q: If I make a payment by check, to whom should the check be made payable?

A: The payee should be the "Health Facility Assessment Fund".

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Q: Where do I mail payments?

A: There are two mailing addresses for payments:

For regular mail:

OFFICE OF POOL ADMINISTRATION
Excellus BlueCross BlueShield of Central NY
P.O. Box 4757
Syracuse, NY 13221-4757

or delivery service (FedEx or UPS):

OFFICE OF POOL ADMINISTRATION
Excellus BlueCross BlueShield of Central NY
333 Butternut Drive
Syracuse, NY 13214-1803

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Q: I like to submit my report before the report due date. Do I have to send both the payment and the signed Certification Form right away?

A: The signed Certification Form and the associated payment are due to the Office of Pool Administration by the due date of the report. However, you can submit the Certification Form and payment at any time prior to the due date. The report will be in a "pending" status until we receive both the signed Certification Form and any associated payment. The signed Certification Form and payment must be received (postmarked) by the due date for the report in order to avoid notification of delinquency and possible penalty and interest charges.

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Q: What happens if the report is sent in before the due date and the payment is sent after the due date?

A: The report is not considered complete until the Certification Form with the Confirmation Number and payment are received at the Office of Pool Administration. Example: The May report is electronically submitted on June 16th, but the payment is not received until July 12th. The submission is considered complete on July 12th, the day the payment is received. This report is considered late and the New York State Department of Health may impose penalty and interest charges.

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Q: If I submit the report on the web and send the check under separate cover, how will the items be matched together?

A: The payment should include the Confirmation Number and signed Certification Form created from the electronic submission of the report. An email is automatically sent to the Office of Pool Administration when a submission occurs, which alerts us that a payment is forthcoming. We match all electronically submitted reports to the Confirmation Number, Certification Forms and checks we receive.

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Q: Can I submit via Electronic Fund Transfers (EFT)?

A: Yes, the Automated Clearing House (ACH) and Federal Wire Information is available at the end of the electronic filing process. Effective January 1, 2012, all payments must be made by ACH wire transfer.

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Q: Can I send separate checks as payment for the entire report?

A: We expect one check for the full amount owed for each Confirmation Number. We will accept separate checks where the sum equals the total payment due.

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Q: Can I send one check for multiple provider types?

A: You can submit one check for multiple provider types (i.e. CHHA and Hospital). The check must clearly identify and agree with the amounts owed for each of the providers. It is not permissible to combine payments for a HCRA report and a Cash Assessment report.

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Common Assessable and Non-Assessable Questions

Q: Are Medicaid receipts assessable?

Q: Are Medicare receipts assessable?

Q: For RHCFs, are adult day services/adult day care revenues assessable?

Q: Are non-operating revenues subject to the assessment?

Q: Are rate add-ons (i.e. Worker Recruitment, Training and Retention rate add-ons and Accessibility, Quality and Efficiency rate add-ons) treated the same as the grants listed as non-assessable income?

Q: Are Nursing Home Financially Disadvantaged Payments (rate code 38) assessable?

Q: For LTHHCPs, are cash receipts from Meals on Wheels and other Home Delivered Meals assessable?

Q: Is revenue received by one provider type from another provider type where both are required to pay the assessment, considered net revenue for purposes of making assessment payments to the Department's pool administrator?

Q: Should I report services rendered for paraprofessional contracts?

Q: Are payments collected for COBRA, insurance or retirement plans on behalf of employees assessable?


Q: Are Medicaid receipts assessable?

A: All Medicaid receipts, including Medicaid managed care and PACE are assessable.

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Q: Are Medicare receipts assessable?

A: Medicare receipts are assessable for Hospitals, CHHAs, LTHHCPs and Personal Care Providers.

For the RHCFs, effective on or after October 1, 2002, receipts attributable to payments made pursuant to Title XVIII of the federal Social Security Act (Medicare), including a Medicare Managed Care Benefit Plan, are exempted from this assessment as authorized by PHL Section 2807-d(2)(b)(vi). This exemption will extend to payments received to satisfy Medicare coinsurance and/or deductible requirements for otherwise covered benefits. The assessment, however, will apply to receipts from payments made for a service, which is not covered by Medicare including benefits, which are exhausted due to Title XVIII coverage limits. To accommodate this exemption, the Medicare receipts will be reported on Schedule A of the Health Care Facility Cash Receipts Assessment Report.

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Q: For RHCFs, are adult day services/adult day care revenues assessable?

A: Yes, adult day services/adult day care revenues are assessable.

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Q: Are non-operating revenues subject to the assessment?

A: Non-operating revenue is not subject to the assessment to the extent that the revenue meets the definition under generally accepted accounting principles and is appropriately shown on the cost report. A list of assessable and non-assessable revenue is included in the reporting instructions on this website.

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Q: Are rate add-ons (i.e. Worker Recruitment, Training and Retention rate add-ons and Accessibility, Quality and Efficiency rate add-ons) treated the same as the grants listed as non-assessable income?

A: No, adjustments paid through Medicaid rate add-ons are considered Medicaid operating revenue, and are therefore assessable revenues. Grants paid directly to a provider are non-assessable revenues.

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Q: Are Nursing Home Financially Disadvantaged Payments (rate code 38) assessable?

A: Yes, they are assessable.

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Q: For LTHHCPs, are cash receipts from Meals on Wheels and other Home Delivered Meals assessable?

A, No, these are considered waivered services and therefore non-assessable.

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Q: Is revenue received by one provider type from another provider type where both are required to pay the assessment, considered net revenue for purposes of making assessment payments to the Department's pool administrator?

A: Revenue received by one designated provider of service from another designated provider of service for subcontracted services would not be assessable revenue.

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Q: Should I report services rendered for paraprofessional contracts?

A: If you are billing Medicaid, Medicare (non-RHCF providers), commercial and not-for-profit third-party insurers or patients for these services, you should pay the assessment on these services.

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Q: Are payments collected for COBRA, insurance or retirement plans on behalf of employees assessable?

A: No, these types of payments are not considered revenue.

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Other Questions

Q: How should providers report cash receipt assessments that are collected from self-pay residents?

Q: Is there a tax credit available for residents of residential health care facilities?

Q: What is the mailing address for general correspondence and questions?


Q: How should providers report cash receipt assessments that are collected from self-pay residents?

A: Some providers are properly including the assessment applicable to such patient service revenues in the total cash receipts line, but are failing to record a corresponding offset on the non-assessable schedule. This has the effect of inappropriately applying the assessment to related receipts from this assessment, for providers who have chosen to add the assessment to pre-existing private charges.

Please be advised that receipts of such assessments from self-pay residents should be reported in the same manner as the Medicaid reimbursable assessment. Report the amount on the applicable Schedule, Detail of Non-Assessable Cash Receipts, and identify it as "Private Pay Assessment".

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Q: Is there a tax credit available for residents of residential health care facilities?

A: There is a New York State personal income tax credit available to individuals who directly pay the assessment, for either the resident or the individual who pay the assessment. Form IT-258-Claim for Nursing Home Assessment Credit is available from the New York State Department of Taxation and Finance.

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Q: What is the mailing address for general correspondence and questions?

A: The correspondence mailing address for the Health Facility Cash Assessment Program is:

New York State Department of Health
Bureau of HCRA Operations and Financial Analysis
Room 984, Corning Tower
Empire State Plaza
Albany, NY 12237-0719

Please note that this address is not for payments and reports. All payments and reports should be sent to the Office of Pool Administration.

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