About Electronic Billing
Many service providers already bill us and are paid electronically. Under the provisions of AB104, the current budget trailer bill, regional centers are required to transition ALL POS vendors to the State’s electronic billing system by July 1, 2012. This means that vendors will no longer be completing and sending back paper invoices to the regional center, but will submit all of their billing through their computer via the Internet. In the long run, this will allow for faster invoice completion and processing, and the ability to get payments deposited into your bank accounts more quickly.
The only providers who will not be transitioned to electronic billing are those who receive vouchers such as for parent transportation and purchase reimbursement. All others will be required to bill electronically unless they can demonstrate that, as the law says, “submitting billings electronically for services represents a substantial financial hardship for the provider.”
HOW WILL THIS WORK?
Before the system can be set up, each provider will need to complete the application designed by the Department of Developmental Services to have access to the program. Each provider will need to complete a separate agreement with each regional center with which they do business. There is also a separate application so that funds from the regional center are electronically deposited (EFT) into your bank account when your claim is paid.
Each month, the service provider will log onto the E-billing program through the Internet at https://ebilling.dds.ca.gov:8360/login and find their Lanterman invoice(s). The provider will complete the invoice(s) online and submit them to the regional center. The regional center will then access the completed invoice(s) online and process the claim, which will result in an electronic deposit to the provider’s bank account.
For providers who serve multiple regional centers, you must log into each regional center’s individual login page to access, input and submit e-billing for that particular regional center.
Each provider will be able to decide which of their staff has access to the system.
HOW WILL THIS BE IMPLEMENTED AT LANTERMAN?
We plan to implement this system for all vendors (excluding parent voucher users) beginning this fall and extending through the spring. For those of you who have not yet received training and are not using E-billing with another regional center, we will be holding a series of mandatory meetings to provide an introduction and overview of the system. Those providers who have not received prior training must sign up for and attend the meeting of their choosing.
WHAT PROVIDERS NEED TO DO NOW
If you have not received training before, select a meeting to attend and confirm your attendance by e-mailing us at firstname.lastname@example.org or by calling Maria Louridas at 213.252.4956. Let us know how many of your staff will be attending.
Complete a separate E-billing and EFT application form and W-9 form for EACH VENDOR NUMBER and send the completed applications to us via e-mail at email@example.com or via mail to the Accounting Department at Lanterman Regional Center, 3303 Wilshire Boulevard, Suite 700, Los Angeles, CA 90010.
If you need to attend a training session, please send the application and W-9 form to us in advance of the meeting you will be attending. The information on the application should match the information shown in the W-9 form. If you already are set up for EFT with us, you need not complete that part of the application.
Once you have submitted the application, and have completed the training as noted above, we will notify you via e-mail when the electronic billing has been activated for you to receive electronic invoices.
We know that this represents a significant change for many of you and we hope to make this transition as easy as possible. Should you have any questions during this process, please contact your Accounting Associate.