Table Of Contents - Sign In To RFMS
Resident Funds Management SystemONLINETable of ContentsTable of ContentsGetting Started . 1Getting Started . 4Overview . 4Contact National Datacare . 5Send Data . 5Service Benefits . 6What's New . 6RFMS Concepts . 7Direct Deposits. 7Facility Accounts. 7Facility Deposits . 8Petty Cash Fund . 8Reports . 8Resident Accounts . 9Withdrawals. 9Accounts . 10Checking Accounts . 10Checking Account Deposits . 10Checking Account Overview . 11Corporate Concentration Accounts . 11Facility Petty Cash Fund . 12Offsets . 12Ordering Checks . 14Overdrafts . 15Petty Cash/Care Cost Checking Account Reconciliation . 15Printing Checks . 16Trust Account Reconciliation . 18Signature Cards . 19Stop Payments . 20Using the Register . 20Voiding Checks. 21Wires and Electronic Funds Transfers. 22Resident Accounts . 23Burial Accounts . 23Change Resident Account Information . 23Freeze Accounts . 24Non-Transferring Accounts . 24Re-Open Accounts . 24Transferring Accounts . 25Un-Freeze Accounts . 26Close Accounts . 27Close Resident Account . 27Closed Account Transaction Report . 29Closed Account/Reclamation Timeline . 29Closing an Account for a Living Resident . 29Deceased Account Overview . 30Forfeiting Closing Interest . 30Releasing Decedent Funds . 31Open a Resident Account . 32Completing the Resident Account Application . 32How to Open a New Resident Account . 32Opening a New Resident Account on the Computer . 33Signatures . 34-1-
Resident Funds Management SystemONLINEReports . 34 200 Letter . 34 200 Notification Summary Report . 36Abandoned Property Report . 37A/R Summary . 37Bank Account Statistics . 38Batch Summary Report . 38Check Listing . 39Checking Account Statement . 40Close Transaction . 40Debit and Credit Transaction . 41Deposit Record . 41Deposit Transaction . 42Direct Debit Record. 42Direct Debit Rejects Transaction . 43Direct Deposit Enrollments . 44Direct Deposit Name . 44Direct Deposit Reclamation . 45Direct Deposit Status . 45Disbursements vs Offsets . 46Interest Paid . 47Message History Report . 48Offsets vs Disbursements . 49Reconciliation Reports Batch . 50Resident Account Family Statement . 50Resident Activity List . 51Resident Addresses Report. 51Resident Last Transaction Report . 51Resident Statement . 52Service Charge Transaction . 52Status Logs . 52Transaction Type Summary . 53Trial Balance . 53Trust Account Reconciliation . 53User Listing . 54Vendor A/P Listing . 55Vendor List . 55Vendor Outstanding Payables . 55Withdrawal Record. 56Withdrawal Transaction . 56Direct Deposits. 57Cancel Direct Deposit . 57Deposit Transaction Report . 57Direct Deposits Overview . 57Direct Deposit Timeline . 58Reclamations . 58Federal Government Checks . 59Determining Claim Number and Rep Payee Status . 59Federal Government Checks Overview . 60Minor Federal Government Agencies . 61Non-Federal Government Checks . 62Transactions . 63Custom Deposit and Withdrawal Description Codes. 63Direct Debit Transactions . 64Direct Debit Overview . 65-2-
Resident Funds Management SystemONLINEDirect Debit Timeline . 65Enrolling for Direct Debit . 66Entering Direct Debit Transactions . 67Making Resident Deposits . 68Facility Deposits Overview . 68Deposit Transfer Codes . 69Manual Deposit Record Forms . 70Initial Deposits . 71Cash Deposits . 72Deposit Corrections. 72Deposit Timeline. 74Deposits at Local Branch . 74Deposits Sweeps . 75How to Make a Deposit . 77Edit a Deposit Record . 78Making Resident Withdrawals . 78Withdrawals Overview . 79Withdrawal Timeline . 79Withdrawal Corrections . 80Automatic Care Cost Withdrawals . 80How to Withdraw Money From a Resident Account. 81Edit a Withdrawal Record . 82Manual Withdrawal Record Form . 83Rejected Withdrawals . 83Vendor Module . 84Pay Vendors Module . 84Recurring Records . 85Create a Recurring Record . 85Retrieve a Recurring Record . 86Transmissions . 87How to Transmit . 87Administrative Tasks . 88Communication . 88Manage Permission/Groups . 88Manage Users . 89Preferences . 89Export . 92Settings . 93Facility Listing . 93Change User Password . 93Adjusting Font Size . 94One-Write System . 95Loading the One-Write Peg Board . 95One-Write Overview. 95Setting Up the One-Write System . 96Ordering One-Write System Supplies . 97Using the One-Write System . 97Entering Deposits . 97Entering Withdrawals . 98-3-
Resident Funds Management SystemONLINEGetting StartedResident Fund Management ServiceWelcome to the Resident Fund Management Service (RFMS) Online Help system. It is designed byNational Datacare Corporation to assist you with all your financial needs. Please refer to thecategories to the left for all your inquiries.RFMS benefitsContact usOverviewONLINEThe Resident Fund Management Service (RFMS) is a financial service offered by National DatacareCorporation and a participating financial institution. It is a state-of-the-art, online fund managementsystem for managing your resident trust fund account.RFMS benefitsContact us-4-
Resident Funds Management SystemONLINEContact National DatacareContact National DatacareIf you have a question about RFMS Online, first look in this online help system. If you can't find theanswer, contact National Datacare. When you request support, you should have your RFMS facilityID on hand. Customer support is available from 8:00am-6:00pm (Eastern Time) Monday throughFriday. Click here for mailing addresses. National Datacare can be reached by:Telephone(800) 632-7367 or (703) 263-9080Fax(703) 263-2575E-mailsupport@nationaldatacare.comSend DataSend DataSend all resident fund related materials, including deposits, to National Datacare. Do not sendmaterials directly to the bank. This will only delay processing, as the bank will then have to forwardthe materials to National Datacare for proper handling. Do not mail and fax the same material toNational Datacare as it may be processed twice.SEND FIRST CLASS MAIL TO: (You have been provided a stamp with this address.)NATIONAL DATACARE CORPORATIONPROCESSING CENTERP.O. BOX 222430CHANTILLY, VA 20153-2430SEND EXPRESS MAIL TO:NATIONAL DATACARE CORPORATION14155 NEWBROOK DRIVE - SUITE 200CHANTILLY, VA 20151-2224-5-
Resident Funds Management SystemONLINEService BenefitsService BenefitsBenefits to the facility: Eliminates collecting and getting resident checks signed by using direct deposits.Improves cash flow by providing automatic care cost payments from monthly income.Provides for automatic personal allowance retention from income.Separates and never co-mingles resident and facility monies.Can be operated with on-line computer software or on a manual/mail-in basis.Prepares individual monthly resident statements for the facility.Handles medical assistance and private pay residents.Provides a complete audit trail and simplifies audits.Frees valuable staff time.Returns income checks to the source when a resident expires or transfers.Provides a uniform method of funds management to multi-facility corporations.Prepares, distributes and submits IRS Form 1099-INT for resident interest earned.Benefits to the residents: Provides individual interest bearing accounts.Eliminates lost, stolen, or mishandled checks with direct deposit.Provides easy access to their funds.Provides monthly/quarterly statements of their account.Provides for automatic pre-authorized payment of care costs.Provides bank security and FDIC insured accounts.What's NewWhat's NewWith RFMS now being on the Internet, your job is simplified. All you need is a high-speed Internetconnection and a web browser (Internet Explorer is recommended). Here are some of the benefits. No more transmissions: direct deposits and your transactions show up immediately. Your data issecure and private.If you have multiple facilities, you can manage them through this online service.Easily enter and manage transactions.Run any of the supported reports to view your facility's data.A designated facility/corporate administrator can create user accounts with specific access.See Also:Facility ListingManage Users-6-
Resident Funds Management SystemONLINERFMS ConceptsDirect DepositsDirect DepositsEach resident elects to have any or all monthly recurring payments direct deposited to his/heraccount by signing the appropriate direct deposit request form. When a direct deposit arrives at thebank, the full amount is deposited into the resident's account. If the resident has a transferringaccount, an automatic electronic funds transfer is made into the facility's Care Cost Account. Theamount transferred is the resident's care cost payment and is equal to the amount of the directdeposit minus the resident's monthly personal allowance amount (see Figure 1-1). Care cost fundsare available immediately to the facility. The facility can write a check or initiate an electronic fundtransfer to move the care cost money from the Care Cost Account to their facility operating account.A Deposit Transaction Report is sent to the facility each day there are direct deposit transactions.See Also:Direct Deposits OverviewFacility AccountsFacility AccountsThe facility opens one Resident Trust Account and one or more Disbursement Checking Accounts withthe participating financial institution. The Resident Trust Account is used to hold all the residentfunds. Each resident will have an individual sub-account within the Resident Trust Account. TheDisbursement Checking Account(s) are used as a depository to receive care cost payments and pettycash reimbursement payments from the resident sub-accounts. Usually two Disbursement CheckingAccounts are used, a Care Cost Account to hold care cost payments and a Petty Cash Account, tohold all other disbursement/reimbursements. A facility may choose to use only one disbursementchecking account that is a combined Care Cost/Petty Cash Checking Account. This manual willdescribe the two checking account system. Concentration Accounts are available for multi-facility-7-
Resident Funds Management SystemONLINEorganizations. Electronic fund transfers and wire transfers can be arranged from any Disbursement orConcentration Checking Account.ImportantIn contrast to a “traditional style” resident fund system in which disbursements are made directlyfrom the trust account, the RFMS system uses separate disbursement accounts. This means youmust do a transaction against the resident accounts to move funds into your disbursement accounteach time you write a check. This enforces good accounting practices and makes reconciliationseasier.Facility DepositsFacility DepositsChecks and monies received at the facility are deposited to the resident's account by completing aDeposit Record. If a resident has a transferring account, a deposit transfer code is used to indicate ifthe deposit is subject to an automated care cost withdrawal payment. See the deposit section for afull description on how to make deposits.Petty Cash FundPetty Cash FundA petty cash fund system is established at the facility to advance the residents personal spendingmoney (cash). Advances are repaid to the facility by withdrawals made from the resident accountsand credited to the Petty Cash Account.ReportsReportsIn addition to the deposit and withdrawal transaction reports, RFMS Online allows you to print anumber of other reports including a trial balance report, 200 letter and resident statement. Allavailable reports are covered in detail throughout this online help system.In addition to the reports available through RFMS Online, each resident receives an itemizedstatement monthly or quarterly from National Datacare. The statement shows all deposits andwithdrawals, plus any interest earned and paid. Resident statements are mailed in bulk to the facility.The facility receives monthly statements for their checking accounts and Resident Trust Account fromthe financial institution. IRS 1099 Interest Income forms are prepared and distributed to the facilityand the IRS in accordance with IRS rules and regulations.-8-
Resident Funds Management SystemONLINEResident AccountsResident AccountsEach participating resident opens an individual interest bearing sub-account within the Resident TrustAccount, hereafter referred to as a resident account. Each resident account is FDIC insured up to 100,000. The resident, or his/her legal representative, must sign an application to open a residentaccount and authorize the facility to assist them in making deposits and withdrawals to and from theaccount.There are three types of resident accounts within the RFMS system:1) Transferring - usually used for Medical Assistance residents. A transferring accountautomatically debits the resident's care cost payments from checks deposited during eachmonth (i.e. Social Security). The resident's account retains their monthly personal allowanceamount. Each state sets the personal allowance amount given to Medical Assistance residents.It may include fixed additional allowances such as insurance premiums. The allowance amountmay be different for each resident.2) Non-Transferring - usually used for private pay residents and residents who receiveSupplemental Security Income (SSI). A non-transferring account retains all deposits made tothe resident's account. Care cost payments will not automatically be debited.3) Burial - may be opened in addition to a non-transferring or a transferring account. The burialaccount can be revocable or irrevocable. It can also be interest bearing or non-interestbearing.WithdrawalsWithdrawalsWhen a resident requests cash for personal spending or bill pa
RFMS benefits Contact us Overview ONLINE The Resident Fund Management Service (RFMS) is a financial service offered by National Datacare Corporation and a participating financial institution. It is a state-of-the-art, online fund management system for managing your resident trust fund account. RFMS benefits Contact us
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