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 ???