Commonwealth of Massachusetts
Executive Office of Health and Human Services
Office of Medicaid
www.mass.gov/masshealth
MassHealth
Psychiatric Inpatient Hospital Bulletin 23
September 2012

TO:	Psychiatric Inpatient Hospitals Participating in MassHealth

FROM:	Julian J. Harris, M.D., Medicaid Director 

RE:	Annual Accounting for Personal Needs Allowances (PNA) 


Background
MassHealth requires that long-term-care hospitals account for the balances of 
personal needs allowances (PNA). This requirement is specified in the long-
term-care services regulations at 130 CMR 456.615.
		
Public psychiatric inpatient hospital providers that have MassHealth long-term-
care members as inpatients and submit an SC-1 form are also required to 
submit PNA forms to indicate that they either maintain or do not maintain a 
MassHealth member’s PNA funds.

Please Note: The information in this bulletin does not apply to private 
psychiatric inpatient hospitals. 
		

New for 2012
PNA forms are currently available online on a secure website. The new format 
enables the sharing of protected health information (PHI) and other sensitive 
data in a secure manner.

To access the forms and instructions needed to fulfill the annual requirement, 
go to https://secure.chcf-umms.org and do the following.

1. Enter your MassHealth provider number and location code as the Login ID.
2. Enter the default password of “1Welcome.”
3. Click the Login button. You will be prompted to change your password at the 
first login. Your new password must contain at least eight characters, which 
must include at least one alpha character, one capital letter, and one 
numeric character. The initial screen will display an instruction file containing 
details for filing. Please refer to these instructions when filing your PNA 
accounting.
		
 
Deadline for PNA Submissions
The PNA form seeks information about PNA funds managed by the provider,
including members’ names and MassHealth ID numbers, the amount of petty 
cash held in the facility for the members, the amount held in individual bank 
accounts for the members, the balance held in the trustee account for the 
members, and information about any other money being held for the members 
by the facility as of April 30, 2012.
	
Providers must also provide copies of bank statements and a reconciliation of 
the trustee account (if one is used) electronically. If electronic submission is not 
possible, faxed, or mailed copies will be accepted.
	
The reconciled bank balance must agree with the total PNA balance on the 
PNA form. If providers do not handle PNA funds for any members, they must 
state this on the PNA form.

All PNA filings should be dated and signed electronically by the administrator, 
under the pains and penalties of perjury, and submitted via the secure website.

The PNA forms must be submitted by the requested date each year. 
MassHealth will issue a provider bulletin or another issuance annually, 
informing you of any changes to the process or to establish the due date for the 
year.
		
  
Penalties
For 2012, if a provider does not submit the PNA form by October 31, 2012, or if 
the filing is incomplete and not reconciled to the bank statement, the provider 
may be subject to administrative sanction.
		

Questions
If you have any questions about the information in this bulletin or have difficulty 
accessing the website, please contact the MassHealth Financial Compliance 
Unit at PNAReview@umassmed.edu.