Part 4 - Iowa Medicaid Enterprise

RFP MED-12-001 | Technical ProposalIowa Medicaid Enterprise System Service Procurement | MMIS and Core MMIS Operations7.10 Banking PoliciesRFP Section 5.10Responsible handling of checks, money orders, and cash is a priority for Team Noridian. Ourprocedures ensure that all monetary items received are sorted, logged, scanned, and distributedaccurately using our proven procedures and automated workflows.Noridian, the prime contractor, has been logging,sorting, and scanning checks and money ordersfor the Iowa IME since 2005. During that time,Noridian established and documented processes, forms, and guidelines that cover the entire procedurefrom receipt to distribution. Those processes were audited by the Department in 2010, and externally witha Statement on Auditing Standards (SAS) 70 Type I audit in 2009, and a SAS 70 Type II audit in 2011.Each of these audits resulted in no findings and verified that Noridian met all requirements for checkhandling and distribution. In addition, Noridian routinely processes cash receipts and checks for itsMedicare lines of business using the same proven methods for check receipt, handling, and distribution.7.10.1 Sorting, Logging, and Scanning Checks and Money OrdersRFP Section 5.10, Requirement aTeam Noridian's approach to controlling checks, cash, and money orders provides for dual custody ofmail as it is being opened so that the receipt of sensitive items, such as checks, is handled with extra care.The dual custody process ensures that there are always two people within immediate proximity at alltimes when opening envelopes. This establishes control over all documents to ensure none are misplacedbetween opening and subsequent processing. Strict and specific disciplinary measures are in place forwhen this policy is not followed.Locked boxes are used for mail that contains checks. When an envelope is found to contain a check ormoney, both the opener and the partner are instructed to verify the number of checks and the dollaramount, initial the envelope with their count, and deposit the envelope and its contents into a locked box.No other action is permitted until a manager, supervisor, or designated authorized staff member is present.Managers or supervisors control the keys and oversee mailroom personnel when they retrieve the contentsof the locked boxes for daily processing. This includes supervising the scanning of the checks and allassociated correspondence, logging the details of the checks, and routing for proper processing based onthe post office box address to which the check was mailed. Once completed, the checks anddocumentation are returned to the lockbox, which is delivered to the revenue collections unit who isresponsible for making all deposits. All checks, cash, or money orders are processed and delivered to therevenue collections unit on the day of receipt. The flow for this process is shown in Figure 7-14.7 | 53