Resident Trust Fund - User's Guide
Add New Resident Deposit Acct. Statement Modify Res. Info Withdraw Balance Report Change SSN Allocate Interest Expence List The Resident Trust Fund is a simple, easy-to-use program designed to manage residents’ personal finances, and allocate earned interest in a fair and equitable manner. We hope that you enjoy using the Resident Trust Fund and that it makes your job much easier.
In this User’s Guide, we will discuss the various menu options and walk through the steps of using this program.
At the top of this page is an image of the Resident Trust Fund Main Menu. Below that you see direct links to information about each of the functions of the Resident Trust Fund Software.
When you enter this screen, a dialog box will pop-up with space to enter the resident’s social security number.
Once you have entered the resident’s social security number, click on OK. The dialog box where you entered the social security number will disappear, and you will be able to see the entire screen. The Active field will be the first area you need to address. A patient is considered active if he or she is currently residing in your facility. If the patient is on home care, but you don’t wish to remove him from your database (and therefore lose all of his records), do not check the Active field. You will be able to keep the patient in your database while still maintaining only the active patients. After you have checked the patient’s active status, you will be able to enter the PID or Patient Identification number. If your facility uses PIDs, enter the corresponding number. If not, press <Enter> or <Tab> to move on to the resident name field.
Enter the resident’s last name, first name and middle initial, if any. Next, enter the name and address of the patient’s responsible party. This information is important for keeping the responsible party apprised of situations as they may occur in the facility. Click on the Save button. After you have saved the resident’s name and related information, the Enter Social Security No. dialog box will appear again. You will need to repeat these steps to add additional residents. When you have added all residents’ names, click on the Cancel button to return to the Resident Trust Fund Main Menu.
Press the down arrow key to bring up a list of all residents. Highlight the desired name and click the left mouse button to select it. After the correct name is displayed, click OK. Otherwise, click on Cancel to end this operation and return to the Main Menu.
The following screen will be shown.
Place your mouse in the desired field and click your left mouse button. That field will become highlighted, and able to be edited. Pressing the <Tab> or <Enter> keys will move you to the remaining fields. Any changes you make will automatically be recorded.
The Next button will allow you to scroll forward through your resident list. Previous will allow you to scroll backward through the resident list. Delete will remove the resident and all transaction records from the database. Before a record is actually deleted, you will be asked to confirm this action. Close will return you to the Resident Trust Fund Main Menu.
The previous menu option Modify Res. Info. only allows you to make changes to the resident’s name, status and responsible party address. If you need to change a resident’s social security number, select Change SSN.
You will see a similar screen as you did with Modify Res. Info.
Click on the down arrow key to display your list of residents. Highlight the resident whose social security number needs to be changed, and click your left mouse button. When the correct name is shown in the dialog box, click OK. Click Cancel if you need to quit this operation.
When you have entered the new social security number, click on OK. Click on Cancel if you need to quit and return to the Resident Trust Fund Main Menu.
The next menu item is Deposit. This is where you record deposits made by residents.
Select the resident to deposit funds from by clicking on the down arrow key. Click OK when the correct name is highlighted. Clicking Cancel will return you to the Resident Trust Fund Main Menu.
The cursor is initially located in the date field, with today’s date as the default. You may enter another date if desired. Pressing either the <Tab> or <Enter> keys will move the cursor to the next field.
Enter the amount deposited. Then enter a description for the money deposited, e.g., Deposit - Social Security, Deposit - VA. If you double click your left mouse button while the cursor is in the Description field, the Expense Look Up Table will appear. The word Deposit in on that list, and you can customize specific types of Deposits; the look up feature will save you some typing. Or, if you feel more comfortable with the keyboard than the mouse, pressing the F2 button while in the Description field will also bring up the Expense Look Up Table. The balance will be calculated for you automatically.
The button bar at the bottom of the screen has several options. You may scroll through your database using the Next or Previous buttons, or click on Residents to bring back up the list of residents in your database. This short-cut will allow you to record deposits from several residents.
Click on Save to record the entered information. If the entered information is not correct, click on Abandon to erase the last entry. Click on Close to return to the Resident Trust Fund Main Menu.
The companion feature to Deposit is Withdraw. The screens look very similar but with the opposite effect.
Click on the down arrow key to display a list of all residents. Highlight and click on the resident that is reporting the withdrawal. Click OK when the correct name is listed.
The cursor is in the date field with the current date displayed as the default. Type over the date to enter another date if necessary. Pressing the <Tab> or <Enter> keys will take you to the following fields. Enter the amount of the withdrawal and a description, e.g., Beauty Shop, Flowers, Books, etc. You may either enter a description or double click on that field to bring up the Expense List. From the Expense List, you only need to click on the expense type for this withdrawal to highlight it and then click OK, and it will be entered into the resident’s record. We will discuss adding different types of expenses to the Expense List later in this manual. Enter the check number of the transaction.
The balance will calculate automatically. If what you have entered is correct, click on Save. If not, click on Abandon and that record will be erased. Close will return you to the Resident Trust Fund Main Menu.
The other buttons at the bottom of the screen pertain to accessing other residents’ records. Using either the Next or Previous buttons, you may scroll through your resident database recording other withdrawals. If your database is large, or you just need to get to the other end of the alphabet, click on Residents. This will bring up the list of residents like you did when you initiated the Withdraw function. Highlight the name of the resident to record a withdrawal from and that patient’s record will be displayed.
The Resident Trust Fund program has a built-in feature that will allocate interest earned in the resident trust fund in an equitable manner. Click on Allocate Interest to record the interest earned and distribute it among the residents.
Enter the dates of this interest period. Pressing <Tab> or <Enter> will move you to the next field. Click on OK when finished or Cancel to return to the Resident Trust Fund Main Menu.
If you clicked on OK, the interest period dates are filled in and the cursor is now in the Enter Interest Amount field. Enter the interest accumulated for this period. Before allocating the interest, the program will inform you that all transactions before [date you entered as the end of the interest period] will be closed. You will be asked if you want to proceed. What this alert message means is that you should be sure that all deposits and withdrawals for the given period have been entered prior to allocating the earned interest. Interest is allocated to each resident based upon his/her daily average balance. Any outstanding deposits or withdrawals will have an effect on the daily average balance, and on the amount of interest to be allocated. Once you enter Yes to proceed, the program will fairly distribute the interest earned among all residents in the resident trust fund.
You will be shown an Interest Allocation Report. It summarizes the residents’ average daily balance and the amount of interest earned. To print out a copy of the report, click on the printer icon at the bottom of the screen or click on File (on the menu bar), followed by Print. Click on Close to return to the Resident Trust Fund Main Menu.
The Account Statement button will show you account activity, deposits and withdrawals, for any resident.
Click the down arrow key to display a list of all residents’ names in the database. Highlight the one you would like a statement for and click on it. Click on OK when the appropriate name is shown.
You will be asked for a statement period, that is what period of time you are looking for an accounting.
Enter the statement period dates, and click OK when finished. Clicking on Cancel will return you to the Resident Trust Fund Main Menu.
The Resident’s Account Statement will appear.
The statement is self explanatory. Transaction will indicate whether money was deposited or withdrawn, with the final balance being shown on the last line of the statement. Click on Close to return to the Resident Trust Fund Main Menu or Print to print out a copy of the statement and then return to the Main Menu.
Balance Report will give you an overall picture of your resident trust fund. Each resident and his or her balance will be reported.
Enter the date that you want an accounting through.
You will be shown the Balance Report.
There are several icon bar options at the bottom of the report.
Zoom (magnifying glass) will go through a series of three different sizes for viewing the report.
Print (printer) will print the report.
Close will return you to the Resident Trust Fund Main Menu.
The last menu option is Expense List. This is a list created by you of typical expenses or deposits that residents have.
Scroll down using your arrow keys or the <Enter> key to the end of the list. Enter any type of expense item you normally have. You may enter as many as you like by pressing the <Enter> key to accept the entry. Similarly, you may enter various types of deposits, such as Deposit - Social Security, Deposit - VA, etc.
At the bottom of the screen are two options—Search and Close. Search will allow you to search the list for any expense. You need to note, however, that the search function is case sensitive, that is, if the expense is typed in ALL CAPS, you need to type the word to search for in all caps.
Click on Close to return to the Resident Trust Fund Main Menu.
Exit
We have covered all of the menu options, with the exception of Exit. Click on Exit to quit the program and return to your Windows environment.
One other area of note is the items on the menu bar at the top of the Resident Trust Fund Main Menu. The menu bar is just another way to interact with the Resident Trust Fund program.
Under the File option, is the Exit command, the same command as the one initiated when you click your mouse on the Exit button.
Resident holds all commands pertinent to the resident, that is, Add New Resident, Modify Resident Information, and Change Social Security Number. If you need review on any of these topics, refer back to the earlier sections of this manual where those topics are discussed.
Trust Fund is where all activities regarding the trust fund itself are located. Under this option you will find, Deposit, Withdraw, Modify/Delete Transaction, Allocate Interest, Maintain Expense List, and Change Transaction Closing Date. All of these commands are discussed previously, except Modify/Delete Transaction and Change Transaction Closing Date.
Modify/Delete Transaction
Although it is possible to modify or delete transactions using the Main Menu buttons, the command Modify/Delete Transaction is a more direct method. Once you have selected Modify/Delete Transaction, you will need to select which resident’s transaction should be changed or deleted. Click on the down arrow to display all resident names. Select the appropriate one by highlighting it and clicking your left mouse button. Click OK when the correct name is shown. This will bring up the Modify/Delete Transaction screen. You can not modify the date of the transaction only the transaction, amount, description and check number. To edit the Date of a transaction you must delete the transaction and reenter the transaction with the correct date.
Scroll through the list of transactions. When the desired transaction is highlighted, click on the Delete Transaction button at the bottom of the screen. You will be asked if you want to delete the designated transaction—click on Yes or No, as appropriate. If Yes, the transaction will be removed from the database.
Next, Previous, and Residents are all methods of moving within the database without having to leave the Modify/Delete Transaction segment of the program. Next and Previous will both allow you to scroll through the database, but in opposite directions. Residents will bring back up the list of residents where you may select which patient file you need to interact with.
Close will return you to the Resident Trust Fund Main Menu.
Change Transaction Closing Date
The current transaction closing date will be shown. Enter the new transaction closing date. Click on OK when finished. Before the new date will become effective, a confirmation statement will appear on-screen, “All interest allocated after [date] will be deleted. Do you want to proceed?” Click on Yes or No as appropriate.
The only time that you will need to access Change Transaction Closing Date is on those rare occasions when you find a deposit(s) or withdrawal(s) that was not entered prior to allocating interest for that period. This menu option will allow you to “undo” an interest allocation.
The Reports menu option contains the following reports: Account Statement, Balance Report, All Transactions Report, Interest Report, Deposit History, Withdraw History, Asset Management Report, and Category Expense Report.
Account Statement and Balance Report are both available on the Main Menu and were discussed previously in this manual. Refer back to those sections if you need additional help.
You may choose to print any of these reports by clicking on the File menu option and selecting Print or by clicking on the printer icon at the bottom of the screen.
All Transactions Report
Enter the period for the desired report and click on OK. Cancel will return you to the Main Menu. The All Transactions Report will provide you with a complete activity listing resident-by-resident for the requested period.
Interest Report
For an interest report, you will again enter the statement period. However, for this report you may choose to include just the active residents or include all residents. Additionally, you may choose whether to sub-total the report on a by date or by resident basis. Active Residents is the default, as is Sub-total by Date. Click OK when ready. The interest report will be shown on-screen.
The report will give interest totals for each resident individually, followed by a grand total. Click on Close to return to the Main Menu.
Deposit History
Enter the period of time for the deposit history, select Active Residents or All Residents, choose between Sub-total by Date or Sub-total by Resident, and click OK. Again, the history report will be shown (same format as shown above in the Interest Report), but the information contained will relate to resident deposits. Close will return you to the Main Menu.
Withdraw History
Once again, you will enter the time period for the requested history. The report can include only the active residents or all residents, and be sub-totaled by date or by resident. When entered, the withdrawal history will be displayed. It is in the same format as the Interest Report shown above, but with the content being all withdrawals. In this report, you will also have a column depicting the check numbers for the withdrawals. To return to the Main Menu, click on the Close button.
Asset Management Report
The Asset Management Report is a mechanism designed to help you help your residents. Because of Medicaid’s strict enforcement of non-coverage for any patient who has $2,000 in liability, the Resident Trust Fund is able to monitor residents’ income. The Asset Management Report will provide the name, PID number, and account balance for any resident whose income is $1,600 or higher. This notification will allow facility personnel time to alert the patient’s responsible party, allowing preventive measures to be taken to ensure that Medicaid is not interrupted. Note that this report should only be run after you have taken out the facility payment if the resident deposits their entire income check or the balance will be skewed.
Category Expense Report
If you need to have a report detailing residents’ spending habits, select the Category Expense Report from the Report menu. In the report, you specify which patient you are inquiring about and what period of time.
The Category Expense Report will show you the resident’s name, social security number and PID number, as well as a description and amount of all withdrawals from the trust fund. Click on Close to return to the Main Menu.
Copyright 1999 Medeasy, Inc