Administration and Financial Management
Rosie Miklavcic, RN BSN MPH, Director
275 E. Main St.
Frankfort, KY 40621
(502) 564-6663, ext. 4116
||Division of Administration and Financial Management
Division Mission Statement
To provide the governor, the Cabinet for Health and Family Services and the commonwealth objective research, analysis, advice and management assistance on policy, budget, financial, contract, procurement and economic issues to ensure the fiscal integrity and continuity of state government regarding the Department for Public Health and the 59 local health departments.
In Fiscal Year 2003, DPH expended about $235 million, 52.4 percent of which were federal dollars. Total expenditures for Kentucky’s state and local health departments totalled approximately $355 million from state and federal funds, local taxes, local agency funds and fees for services. One of four departments in the Cabinet for Health and Family Services, DPH has a staff of 350 at the state level divided among seven divisions.
The division also is responsible for daily operations of local health departments (LHD) across the state. This responsibility includes training and staff development, personnel management, public health nursing, medical records and forms management, reporting of clinical and community-based services, operating the online local health network, policy interpretation and the local board of heath nomination process.
The division is the primary liaison between DPH and LHD. It determines allocations of $120 million to LHDs to support local and state health initiatives and is responsible for coordinating training and education activities for the bioterrorism preparedness grant.
The Division of Administration and Financial Management provides resource support to DPH including the 350 Cabinet-level staff members and nearly 3,200 health department staff. The division provides budget and accounting support, payments, grant allocation and payments, permits and fee collection, procurement and contracting support. The division develops and oversees the DPH budget and local health department fiscal planning and administrative and management practices. It provides fiscal support to all 120 counties of the commonwealth. The division works in concert with the other divisions to plan, program, execute, manage and report the financial activities of the department and local health departments.
The division has orchestrated a statewide public health initiative to ensure compliance with the federal Health Insurance Portability and Accountability Act (HIPAA). As the state's lead agency on HIPAA, the division is responsible for planning and implementation of policy, procedural and technical changes to DPH and local health department operations as they relate to the privacy and confidentiality of identifiable patient information.
Administrative Branch Manager
(502) 564-6663, ext. 4105
The Budget Branch is divided into two sections: the State Budget Section and the Local Health Budget Section. The mission of this branch is to provide total financial oversight of the budgets of both the department and the 59 local health departments which is in excess of $480 million dollars.
State Budget Section
The State Budget Section is responsible for preparing the biennial budget for the department and implementing spending plans approved by the governor; preparing all budget modifications and realignments for the department and recommending them to the Governor’s Office of Policy and Management (GOPM); reviewing and analyzing revenue and expenditure data as it relates to the departmental budget in order to provide management with information to make policy and budget adjustments; preparing federal grant reports and budget presentations; providing budget information/data to the federal government, Cabinet, GOPM and the Legislative Research Commission; and approving required accounting elements for each department contract. This section also provides revenue account codes for refund checks received from vendors; approve inter-account documents; schedules and reviews encumbrance reports monthly; and prepares journal vouchers as needed. Additionally, this section approves and processes all payment and purchase requests through the state Electronic Management Administrative and Reporting System (eMARS) and serves as a liaison for assisting and informing department eMARS users with setup and security; information updates; troubleshooting and training.
Local Health Budget Section
The Local Budget Section provides technical and consultative assistance to 59 local health departments regarding general accounting, budget and financial statement interpretation and analysis, assurance of proper financial internal controls, minimum local taxation submission and approval, conducts on-site financial reviews, and audit oversight. The section also ensures the provision of financial training regarding regulations 902 KAR 8:170 and 902 KAR 8:165 to improve operations and fiscal accountability, and advise on any health department issues. This section reviews and approves annually the financial portion of the health department plans and budgets; reconciles bank statements for health departments under financial review; and coordinates audit reviews conducted by the Office of Inspector General.
This section also prepares projections of revenue and expenditures for all local health departments on a quarterly basis or monthly if needed; prepares annual LHD closeout reports; and provides special on-site technical assistance to health departments. This section processes Medicaid Preventive payments in the amount of $28.3 million to LHDs and HANDS remittance advices of $21.3 million; and prepares the cost center spread for posting of checks to local health departments.
||Contracts and Payments Branch
Administrative Branch Manager
(502) 564-6663, ext. 4124
The Contracts and Payments Branch is responsible for funding 59 local health departments throughout the commonwealth and insuring that state and federal funds are allocated and paid in accordance with Department for Public Health administrative policy and federal guidelines as well as adherence to mandated guidelines from the Finance and Administration Cabinet.
The Contracts and Payments Branch provides technical support to the 59 local health departments on allocations, payments and contracts as well as other state contracted public health vendors.
The Contract Section processes over 8,236 grant transactions totaling $146M annually to local health departments as well as develops 59 memoranda of agreement with the local health departments. The section creates five multi-provider agreements in the Electronic Management Administrative and Reporting System (E-MARS) for local health departments. The section develops more than 246 personal services contracts, memoranda of agreement, memoranda of understanding and modifications to universities and miscellaneous vendors annually. Staff are responsible for reviewing and processing the LHDs subcontracts in excess of $10,000, annually. Last year, more than 408 subcontracts were reviewed, tracked and processed by the contracts staff. In addition, the section tracks all contract personnel for the Department for Public Health.
The Payment Section is responsible for payments to local health departments totaling $142 million annually. The section processes more than 18,000 payments annually, distributes a semi-monthly electronic funds transfer report to the 59 local health departments and a monthly grants and payments report. The section reconciles the branch grants and payments database with eMARS; bills, tracks, and collects newborn screening and other fees from various providers totaling $2.8 million annually. The section is also responsible for all inventory, fixed assets, surplus property and all e-Mars fixed asset reporting for the entire Department for Public Health.
||Education and Workforce Development Branch
Shelly Canada, BS, MEP
Administrative Branch Manager
(502) 564-6663, ext. 4080
The Education and Workforce Branch is responsible for ensuring a well-trained, competent workforce at the state and local level. The branch is charged with preparing the workforce and its community partners of responders and receivers to respond to a bioterrorism event or other public health emergency. The branch supports these efforts through four units.
Learn more about Education and Workforce Development Branch programs.
||Local Health Operations Branch
Administrative Branch Manager
(502) 564-6663, ext. 4100
The Local Health Operations Branch is responsible for the administrative and technical support of the local health departments (LHDs). This responsibility includes managing medical records and forms, providing guidance to LHDs on the completion of Patient Encounter Form (PEF) entries, coding and reporting clinical and community-based services, and guidance on correcting third party billing errors for the Preventive Health Program. The LHO Branch also has responsibility with maintaining the DPH website; coordinating LHD contracts; and requests for security access to the Clinic Management System (CMS) and the Patient Services Reporting System (PSRS).
The Local Health Operations (LHO) Branch performs these responsibilities through the management of the LHO help desk. The LHO Branch uses the interpretation of policies, procedures, administrative regulations and statutes to provide assistance requested by the LHDs.
The mission of the LHO Branch is to provide quality assistance and support to help local health departments operate efficiently.
The LHO Branch and LHO Help Desk may be contacted by calling (502) 564-6663 and selecting Option 5 or by emailing the LHO Help Desk mailbox at LocalHealth.HelpDesk@ky.gov.
||Local Health Personnel Branch
Acting Human Resource Branch Manager
(502) 564-6663, ext. 4109
The Local Health Personnel Branch ensures that LHD employees and applicants receive the highest quality human resource services in the areas of employment counseling, applicant processing, maintaining and updating selection criteria, maintaining employee records, creation of job classifications and salary computations for all local health departments. The branch is responsible for the operation and maintenance of the personnel system for 56 of the 59 local health departments and their approximately 3,200 merit employees; providing support for the five-member Local Health Department Employment Personnel Council and recommending changes in the compensation and classification plan. The branch helps health departments recruit qualified employees by reviewing applications, processing personnel appointments, salary adjustments, reclassifications and promotions; and maintaining master personnel records and a register of applicants. The branch conducts regional training programs for local health department directors, supervisors and personnel specialists. Subjects include progressive discipline, employee performance evaluations, personnel regulations, sexual harassment and recruitment of qualified employees.
The branch is also responsible for reviewing/processing personnel documents and position actions; maintaining the central personnel files; implementing layoff plans; monitoring and assisting agencies in complying with the provisions of the Federal Fair Labor Standards Act; preparing and maintaining job classification and compensation plans for LHD employees covered by KRS 211, including the review of all personnel position actions, job audits, revision of class specifications and salary surveys, responsible for operation of a centralized applicant and employee counseling program for LHD employment; the LHD register program including the administration of layoff plans and coordination of outreach programs for recruitment of applicants. The branch is responsible for the design, development and implementation of strategic human resource projects consisting of maintaining the local health personnel website; and assists with problem resolution associated with data processing hardware and software.