DMAS Clarifies GoFileRoom Implementation for December 31, 2007 Cost Report Submissions

VHCA (4/4/08)

VHCA recently asked the Virginia Department of Medical Assistance Services (DMAS) for clarification regarding the initial use of GoFileRoom (GFR) for providers submitting cost reports for fiscal years ended December 31, 2007.  DMAS has responded that they encourage providers to utilize GFR as soon as possible for submitting cost reports, but DMAS and Clifton Gunderson (CG) will accept December 31, 2007 cost report submitted in the same manner as the past.  DMAS indicates that GoFileRoom is available for submission of cost reports effective April 21, which would mean that December 31, 2007 FYE providers would be able to utilize GFR to submit the reports.  It is not a requirement.  If a provider is submitting cost reports early, DMAS is not asking the provider to wait until April 21 so that they can use GoFileRoom.

DMAS recognizes the burden on providers and accounting firms with heavy cost report volumes related to December 31 submissions.  The Department does encourage these providers and accounting firms to adopt GFR at their earliest opportunity indicating that they will likely find it easier to learn to use GoFileRoom if they use it when training is fresh in their minds.  For this reason, DMAS is making every effort to go live with GFR immediately after facility training is completed the week of April 14.  Even for providers with a large workload of cost reports due at the end of May, DMAS recommends to either use GFR and see how it works or to use it for at least one or two cost reports.  A key objective in the roll-out of GFR is that providers and accounting firms will find it much easier to use than the current method.  Should initial efforts reveal unanticipated problems, providers and accounting firms can revert to the old method for submitting cost reports on time until problems can be addressed.

CG/DMAS intends to use GoFileRoom for all the reports provided to facilities including settlements and audits.  The first time around, DMAS plans to communicate by letter that the reports are available in GFR.  All future DMAS communications will be by email.  For providers and accounting firms not already using GFR, this approach should provide a gentle acclimation to the new system.

DMAS believes that the only outstanding implementation issue is whether an electronic (Adobe Acrobat PDF) version of the certification with signature will be accepted in GoFileRoom or whether providers will have to submit a separate signed certification statement by mail.  The Department intends to resolve this issue shortly and communicate to providers.