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Funding options for contracts are set in the Funding Source Manager, where custom or unique funding sources can be created for RW funded contracts as well as non-RW funded contracts. HRSA defined funding sources are created by HRSA specifically for HRSA reports like the RSR, ADR, and EHE Triannual Reports. Additional funding sources can be added to count toward these reports, by setting those funding sources as RWHAP funded. In cases when services are paid for by non-RW funds and should be excluded from the RSR, adding custom funding sources can ensure that is the result. In many areas in CAREWare, the funding source option lists are based on funding sources from this list as well as whether or not those funding sources are active in contracts or the provider is set to be funded by that source.
There are essentially two places to denote how the provider is funded, under Provider Setup and under Contract Manager. Under Provider Setup, funding associated with the provider is set under Care Act Program(s). This establishes under which program the provider operates under, however has no impact on funding in regards to reports including HRSA reports. Under Contract Manager, each contract must have a specific funding source selected. By selecting a funding source, each service category active for the contract sets the provider to be considered funded by that funding source for the provider. The provider is considered funded by that funding source during the date span of the contract. Once the contract is ended, the provider is no longer considered funded by that funding source.
Example: A provider is set as Care Act Program(s) Part A. A user sets up two contracts, one is funded by Part A with a date span of 4/1/2023 - 3/31/2024. The user adds a second contract funded by Part B with a date span of 1/1/2024 - 12/31/2024. Even though the provider is a Part A program provider, as of April 2024, the provider and the services delivered for that provider is considered as Part B funded only as the Part A contract ended.
When this same scenario is set up using a RWHAP funded contract and a non-RWHAP funded contract, it can get a bit complicated when considering the impact of HRSA reports like the RSR.
Example: A provider is set as Care Act Program(s) Part A. A user sets up two contracts, one is funded by Part A with a date span of 4/1/2024 - 3/31/2024. That contract has Medical Case Management Services active for it. The user sets up another contract that is a non-RW funded contract, which has Medical Case Management services active as well. The intention is to be able to pay for the same type of services using two separate funding sources. The non-RW funded contract has a date span of 1/1/2024 - 12/31/2024. A user adds a new client with their first MCM service occurring on 5/1/2024. As the RW funded contract expired in March, the service is paid for through the non-RW funded contract. As the MCM services were funded by Part A during the RSR reporting period, all MCM services are now considered Part A funded for the provider in regards to the RSR. That service from May and the client are then included in the RSR for the 2024 reporting period.
To add a new funding source, follow these instructions:
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Click Administrative Options.
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Click Service/Contract Setup.
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Click Funding Source Manager.
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Click Add.
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Enter a name.
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Click Save.
Optional settings for funding sources:
RWHAP Funded - If checked the funding source counts as RW funded for HRSA reports.
Central Only - If checked, this funding source can only be edited in Central Administration.
Once a new funding source is added to the list it can be activated for a contract. Only funding sources active for a contract appear as an option when adding an eligibility status record to a client.
For more information on funding sources and how they impact contracts, click here.
