Audit report, schedule of reimbursable costs and patient day statistics, Parkwood Developmental Center, Valdosta, Georgia, Medicaid provider no. 00142348A, for the year ended June 30, 1994, Georgia Department of Medical Assistance [June 30, 1994]

STATE OF GEORGIA DEPARTMENT OF AUDITS
254 WASHINGTON STREET
ATLANTA. GEORGIA 30334

AUDIT REPORT SCHEDULE OF REIMBURSABLE COSTS AND
PATIENT DAY STATISTICS PARKWOOD DEVELOPMENTAL CENTER
VALDOSTA, GEORGIA MEDICAID PROVIDER NO. 00142348A FOR THE YEAR ENDED JUNE 30, 1994 GEORGIA DEPARTMENT OF MEDICAL ASSISTANCE

PARKWOOD DEVELOPMENTAL CENTER - TABLE OF CONTENTS -

AUDITOR'S REPORT

V

SCOPE OF THE AUDIT

1

SCHEDULE OF REIMBURSABLE COSTS AND PATIENT DAY STATISTICS

2

NOTES TO SCHEDULE

3

SUMMARY OF FIELD AUDIT ADJUSTMENTS

5

EXPLANATION OF FIELD AUDIT ADJUSTMENTS

7

APPENDIX

MANAGEMENT COMMENT LETTER

11

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS-
2s4 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
March 21, 1995

Nursing Home Reimbursement Section Georgia Department of Medical Assistance 2 Peachtree Street, NW Room 27-208 Atlanta, Georgia 30303-3159
Ladies and Gentlemen:
We have audited the Nursing Home Cost Report filed with the Georgia Department of Medical Assistance under the Title XIX Medicaid Program by Lowndes County Health Services, Inc., d/b/a Parkwood Developmental Center for the year ended June 30, 1994, and have compiled the accompanying Schedule of Reimbursable Costs and Patient Day Statistics based on our audit. The Nursing Home Cost Report is the responsibility of the management of Lowndes County Health Services, Inc., d/b/a Parkwood Developmental Center. Our responsibility is to determine if the reimbursable costs and patient day statistics reported in the Nursing Home Cost Report are reasonable and allowable, in all material respects, in accordance with the federal and state laws, regulations, policies and procedures governing the Georgia Nursing Home Reimbursement Program. It is also our responsibility to report the results of our audit, including any required adjustments to the cost report data, to the Georgia Department of Medical Assistance.
We conducted our audit in accordance with the Nursing Home Audit Program approved by the Georgia Department of Medical Assistance. Our audit included examining and evaluating, on a test basis, evidence supporting the amounts and disclosures in the Nursing Home Cost Report. Our audit also included assessing the accounting principles used and significant estimates made by management. We believe our audit provides a reasonable basis for our report.
As described in Note 1 of the Notes to Schedule, the accompanying Schedule of Reimbursable Costs and Patient Day statistics was prepared to present the data necessary for the Georgia Department of Medical Assistance to determine Medicaid reimbursement and is not intended to be a presentation in accordance with generally accepted accounting principles, nor is it intended to be a complete presentation of the assets, liabilities, revenues and expenses of Lowndes County Health Services, Inc., d/b/a Parkwood Developmental Center on the basis described.
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In our op1.n1.on, the "adjusted totals" column in the accompanying Schedule of Reimbursable Costs and Patient Day statistics - which was compiled by us and reflects any adjustments to the cost report data required as a result of our audit - presents fairly, in all material respects, the reimbursable costs and patient day statistics of Lowndes County Healt~ Services, Inc., d/b/a Parkwood Developmental Center for the year ended June 30, 1994, on the basis of accounting described in Note 1.
This report is intended to be used solely in connection with the administration of the Georgia Department of Medical Assistance Nursing Home Reimbursement Program and is not to be used or relied upon for any other purpose.

CLV/ksh/by

Claude L. Vickers State Auditor

vi

PARKWOOD DEVELOPMENTAL CENTER SCOPE OF THE AUDIT
FOR THE YEAR ENDED JUNE 30, 1994
This audit was performed in order to determine if the reimbursable costs and patient day statistics reported in the Nursing Home Cost Report are reasonable and allowable, in all material respects, in accordance with the federal and state laws, regulations, policies and procedures governing the Georgia Medicaid Program, and to report to the Georgia Department of Medical Assistance (OMA) any adjustments to the cost report data required as a result of our audit.
In order to accomplish these objectives, we examined, on a test basis, evidence supporting the amounts and disclosures in the Nursing Home Cost Report, and assessed the accounting principles used and significant estimates made by management. Tested transactions and accounts were evaluated for compliance with OMA Policies and Procedures for Nursing Home Services and for compliance with federal laws and regulations applicable to the Title XIX Medicaid Program. Any adjustments to the cost report data required as a result of our audit are included in this report.
Our audit included a limited consideration of the organization's internal control structure sufficient to plan the audit. Our consideration for this limited purpose would not necessarily disclose all reportable conditions in the internal control structure. Accordingly, we do not express an opinion on the internal control structure. However, as a result of our audit, reportable conditions were identified in controls applicable to financial operations and in controls related to compliance with Medicaid policies, procedures, laws and/or regulations. These weaknesses are described in the management letter included in the Appendix of this report.
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PARKWOOD DEVELOPMENTAL CENTER SCHEDULE OF REIMBURSABLE COSTS AND
PATIENT DAY STATISTICS FOR THE YEAR ENDED JUNE 30, 1994

REIMBURSABLE COSTS

PER COST REPORT
AS FILED

OFFICE

FIELD

AUDIT

AUDIT

ADJUSTMENTS ADJUSTMENTS

ADJUSTED TOTALS

Routine Services

$ 637,455

$ (13,056) $ 624,389

Special services

2,445,459

(55,970) 2,389,489

Dietary

406,321

(11,484)

394,837

Laundry and Housekeeping

218,289

(19)

218,270

Operation and Maintenance of Plant

221,156

(389)

220,767

Administrative and General 374,822

(5,035)

369,787

Property and Related Expenses

225,149

35

225,184

Total Reimbursable Costs $4,528,641

$ (85,918) $4,442,723

PATIENT DAY STATISTICS

40,010

145

40,155

2

PARKWOOD DEVELOPMENTAL CENTER NOTES TO SCHEDULE
FOR THE YEAR ENDED JUNE 30, 1994
NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES ENTITY INFORMATION
Parkwood Developmental Center is a 110-bed long-term health care facility located in Valdosta, Georgia. The facility provides intermediate care services to resident patients that are mentally retarded. The facility was owned by Lowndes County Health Services, Inc., and operated as a component of Pruitt Corporation, a chain organization which filed a Home Office Cost Report with DMA for the year ended June 30, 1994.
BASIS OF ACCOUNTING The Nursing Home Cost Report and the associated Schedule of Reimbursable
Costs and Patient Day Statistics, hereinafter referred to as the Schedule, were prepared in conformity with the Principles of Reimbursement for Provider Cost published by the Secretary of Health and Human Services as modified by the provisions of Policies and Procedures for Nursing Home Services published by the Georgia Department of Medical Assistance. This basis of accounting required by the Medicaid Program differs from generally accepted accounting principles. Consequently, the information presented in this report reflects only the allowable reimbursable costs and patient day statistics and required for DMA to determine the healthcare provider's Medicaid reimbursement rate. This report does not reflect the provider's financial position or the results of its operations; it is intended to be used solely in connection with the administration of the Georgia Department of Medical Assistance Nursing Home Reimbursement Program and is not to be used or relied upon for any other purpose.
NOTE 2: OFFICE AUDIT ADJUSTMENTS The Office Audit Adjustments column on the Schedule is provided to show
the net effect of adjustments made during the office audit process. No office audit was performed prior to the cost report field audit and, therefore, no adjustments are shown.
NOTE 3: FIELD AUDIT ADJUSTMENTS The Field Audit Adjustments column on the Schedule is provided to show
the net effect of adjustments made during the cost report field audit process. The audit adjustments made as a result of this audit are shown on the Summary of Field Audit Adjustments and are explained in the Explanation of Field Audit Adjustments.
NOTE 4: LEASED FACILITIES The land, buildings and equipment used in health care operations were
leased from Health Maintenance Organization, Inc. The cost of this lease was $4.51 per available bed day for the period from July 1, 1993, to September 19, 1993.
3

PARKWOOD DEVELOPMENTAL CENTER NOTES TO SCHEDULE
FOR THE YEAR ENDED JUNE 30, 1994 The land, buildings, and equipment used in health care operations were leased from Neil L. Pruitt, a related party. The cost of this lease was $4.17 per available bed per day for the period from September 20, 1993, to June 30, 1994. An adjustment was made during the preparation of the cost report to increase the cost of the lease to $4.38 per available bed per day, the actual cost to the related party. NOTE 5: PROPERTY COST REIMBURSEMENT Records examined during the audit showed that the lease on the facility became effective on September 20, 1993. Because this property transaction occurred after June 14, 1983, the provider is reimbursed for property and related expenses under the Dodge Index system rather than historical costs.
4

PARKWOOD DEVELOPMENTAL CENTER SUMMARY OF FIELD AUDIT ADJUSTMENTS
FOR THE YEAR ENDED JUNE 30, 1994

ADJUSTMENT NUMBER

REIMBURSABLE COSTS

ROUTINE SERVICES

1

Related Party Costs

$

( 407)

2

Allocations from Home Office

(4,254)

3

Incorrect Expense Classifications

(8,395)

SPECIAL SERVICES

1

Related Party Costs

$

( 656)

4

Lack of Sufficient Documentation

(1,820)

5

costs Not Related to Patient Care

(53,494)

DIETARY

1

Related Party Costs

$

(7)

2

Allocations from Home Office

(1,310)

6

Fixed Asset Purchases Claimed as Expense

(611)

7

Excess Compensation

(9,556)

LAUNDRY AND HOUSEKEEPING

1

Related Party Costs

OPERATION AND MAINTENANCE OF PLANT

1

Related Party Costs

$

(1)

3

Incorrect Expense Classifications

765

4

Lack of Sufficient Documentation

(1,153)

ADMINISTRATIVE AND GENERAL

1

Related Party Costs

$

( 2)

2

Allocations from Home Office

(11,334)

3

Incorrect Expense Classifications

7,630

5

Costs Not Related to Patient Care

(541)

8

Expense Reimbursements

(788)

PROPERTY AND RELATED EXPENSES

2

Allocations from Home Office

$

4

6

Fixed Asset Purchases Claimed as Expense

31

(13,056) (55,970) (11,484)
(19) (389)
(5,035) 35

Net Adjustment to Reimbursable Costs

$ (85,918)

5

ADJUSTMENT NUMBER

PARKWOOD DEVELOPMENTAL CENTER SUMMARY OF FIELD AUDIT ADJUSTMENTS
FOR THE YEAR ENDED JUNE 30, 1994
PATIENT DAY STATISTICS

9

Increase in Patient Day Statistics

145

6

ADJUSTMENT NUMBER
1

PARKWOOD DEVELOPMENTAL CENTER EXPLANATION OF FIELD AUDIT ADJUSTMENTS
FOR THE YEAR ENDED JUNE 30, 1994

EXPLANATION

RELATED PARTY COSTS

Documentation examined during the audit showed that the provider paid for supplies and services obtained from related parties. Federal regulations provide that costs applicable to services, facilities, and supplies furnished by related organizations are includable in the allowable cost of the provider at the cost to the related organization. This adjustment is made to reduce reimbursable costs to the related party's cost. (HCFA 15-1000)

COST CENTER Routine Services Special Services Dietary Laundry and Housekeeping Operation and Maintenance of Plant Administrative and General

$

(407)

(656)

( 7)

(19)

(1)

(2)

Net Adjustment to Reimbursable Costs

$ (1,092)

2

ALLOCATIONS FROM HOME OFFICE

The provider was a component of a chain organization for the year ended June 30, 1994. Adjustments were made to the home office cost report filed in connection with the Medicaid Nursing Home Reimbursement Program. This adjustment is made to correct reimbursable costs to reflect the allocation of the adjustments made to the home office cost report. (HCFA 15-2150)

COST CENTER Routine Services Directly Allocated Costs Dietary Directly Allocated Costs Administrative and General Directly Allocated Costs Pooled Costs Allocation Statistics Administrative Expenses Non-Capital Related Interest Expense

$ (4,254)

(1,310)

$ (7,295)

(49) (4,983)

993

(11,334)

7

ADJUSTMENT NUMBER

EXPLANATION (continued)
Property and Related Expenses Pooled Capital Related Interest Expense
Net Adjustment to Reimbursable Costs

4 $ (16,894)

3

INCORRECT EXPENSE CLASSIFICATIONS

Documentation examined during the audit showed that some of the expenses were not classified in accordance with the Uniform Chart of Accounts prescribed by the Department of Medical Assistance for providers participating in the Medicaid Nursing Home Reimbursement Program. This adjustment is made to reclassify costs to the appropriate cost centers. (OMA Policies and Procedures, Appendix D)

COST CENTER Routine Services Ward Clerk Costs Operation and Maintenance of Plant Repairs and Maintenance Administrative and General Repairs and Maintenance Ward Clerk Costs

$ (8,395)

765

$

(765)

8,395

7,630

Net Adjustment to Reimbursable Costs

$

0

4

LACK OF SUFFICIENT DOCUMENTATION

Some of the expenses shown on the cost report were not supported by adequate documentary evidence. Federal regulations provide that cost information as developed by the provider must be current, accurate, and in sufficient detail to support payments made for services rendered to beneficiaries. This adjustment is made to remove the undocumented expenses from reimbursable costs. (HCFA 15-2304)

COST CENTER Special Services Operation and Maintenance of Plant

$ (1,820) (1,153)

Total Adjustment to Reimbursable Costs

$ (2,973)

8

ADJUSTMENT NUMBER
5

EXPLANATION (continued)

COSTS NOT RELATED TO PATIENT CARE

Expenses claimed in the cost report included payments which were not considered to be for patient care operations. Federal regulations provide that costs which are not appropriate or necessary and proper in developing and maintaining the operation of patient care facilities and activities are not allowable in computing reimbursable costs. This adjustment is made to remove the non-patient care expenses from reimbursable costs. (HCFA 15-2102.3, 2104.4; DMA Policies and Procedures Section, 1001.2 (k))

~
Advertising Dental Care Expenses Gifts for Physicians Physician Care Expenses

$

(433)

(18,948)

(108)

(34,546)

$ (54,035)

COST CENTER Special Services Administrative and General

$ (53,494) (541)

Total Adjustment to Reimbursable Costs

$ (54,035)

6

FIXED ASSET PURCHASES CLAIMED AS EXPENSE

Reimbursable costs claimed in the cost report included purchases of assets which are considered to be capital additions to property under generally accepted accounting principles. The Uniform Chart of Accounts issued by DMA provides for inclusion of such assets in property accounts. This adjustment is made to reduce reimbursable costs by the amount of purchased assets claimed as expense and to increase reimbursable costs by depreciation allowable. (HCFA 15-108; DMA Policies and Procedures, Appendix D)

COST CENTER Dietary Cost of Major Moveable Equipment Property and Related Expenses Allowable Depreciation Expense

$

( 611)

31

Net Adjustment to Reimbursable Costs

$

(580)

9

ADJUSTMENT NUMBER
7

EXPLANATION (continued}

EXCESS COMPENSATION

Reimbursable costs claimed on the cost report included compensation to employees which exceeded DMA maximum limitations. The Department of Medical Assistance annually calculates allowable salary ceilings for various positions as well as maximum fees allowable for medical and corporate directors. This adjustment is made to reduce reimbursable costs by the amount of compensation paid in excess of the DMA guidelines, plus related employer's share of payroll taxes. (DMA Compensation Ceilings; HCFA 15-906)

Position Title

Total compensation

Guideline Ceiling

Excess

Dietary Supervisor Payroll Taxes

$ 42,848 3,278

$ 33,971 2,599

$ (8,877) (679)

$ 46,126

$ 36,570

$ (9,556)

COST CENTER Dietary

$ (9,556)

8

EXPENSE REIMBURSEMENTS

Documentation examined during the audit showed that amounts shown on the cost report as revenues were from sales of materials and/or services, the cost of which were included in reimbursable costs claimed. Federal regulations provide that amounts received for discounts, allowances, refunds and rebates are not to be considered a form of income but should be used to reduce the specific costs to which they apply. This adjustment is made to reduce reimbursable costs claimed by expense reimbursements shown as revenues. (HCFA 15-800)

COST CENTER Administrative and General

$

(788)

9

PATIENT DAY STATISTICS

Census records examined during the audit showed that the nursing home had 40,155 patient days of service rather than the 40,010 shown on the cost report. The adjustment of 145 days has been made to correct the statistical information.

10

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
MEDICAID AND LOCAL GOVERNMENT AUDITS DMSION
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
MANAGEMENT COMMENT LETTER

MICHAEL A. PLANT
DIRECTOR (404) 656-2006

Georgia Department of Medical Assistance Atlanta, Georgia
and Management Officials of Parkwood Development Center

We have audited the records and documentation supporting the cost report filed by Parkwood Developmental Center in connection with the Medicaid Nursing Home Reimbursement Program for the year ended June 30, 1994. Our audit included a limited consideration of the organization's internal control structure sufficient to plan the audit. Our consideration for this limited purpose would not necessarily disclose all reportable conditions in the internal control structure. Accordingly, we do not express an opinion on the internal control structure.

However, as a result of this audit, conditions were noted that we believe

are weaknesses which should be addressed by management. In our audit we found

that:

.

1. An excessive dollar amount of expenses were not properly classified in accordance with the DMA Chart of Accounts.

2. Expenses claimed on the cost report were not properly offset with the assOcia.ted revenues.

3. Expenses claimed on the cost report _included items not related to patient care operations.

4. Transactions with related parties were not properly accounted for on the cost report.

5. Original documentary evidence supporting transactions was not maintained in an orderly fashion.

6. An excessive number, and amount, of audit adjustments were required to satisfactorily formulate an opinion on the Schedule of Reimbursable Costs and Patient Day Statistics.

As a participant in the Medicaid Nursing Home Reimbursement Program, the Provider has the responsibility of compliance with program policies and

11

procedures particularly with provisions of the Federal Provider Reimbursement Manual. Section 2304 of this publication states:
"Cost information as developed by the provider must be current, accurate, and in sufficient detail to support payments made for services rendered to beneficiaries. This includes all ledgers, books, records and original evidences of cost ( purchase requisitions, purchase orders, vouchers, requisitions for materials, inventories, labor time cards, payrolls, bases for apportioning costs, etc.) which pertain to the determination of reasonable cost, capable of being audited." The provider should take corrective action to resolve the audit findings mentioned above. This management comment letter is related to findings during an audit of the cost report filed in connection with the Medicaid Nursing Home Program by Parkwood Development Center for the year ended June 30, 1994. This letter and the related audit report are intended to be used solely in connection with the administration of the Medicaid Nursing Home Reimbursement Program.
GEORGIA DEPARTMENT OF AUDITS
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