Vendor Invoice Changes: Operations for Maui Regional Health System to Change on July 1

We are pleased to announce that Maui Health System (MHS) will assume operations of Hawaii Health Systems Corporation’s Maui Region facilities effective July 1, 2017.  Maui Health System will build on HHSC's heritage and remain dedicated to delivering high-quality, compassionate, patient- and family-centered health care and exceptional service to the people of Maui and Lanai.

The facilities affected include:

  • Kula Hospital & Clinic
  • Lanai Community Hospital
  • Maui Memorial Medical Center

These facilities will continue to operate as vital community hospitals, open to everyone regardless of insurance. MHS is supported by Kaiser Permanente’s industry-leading technology and substantial scale and operational experience. As a result, several support functions like AP will be provided by Kaiser Permanente. We have included guidelines below to outline upcoming changes for invoice submissions.

Guidelines for invoice submissions moving forward:

For goods and services delivered prior to July 1, 2017 to these three facilities, please send the corresponding invoices to:

Hawaii Health Systems Corporation, Maui Office
ATTN:  Accounts Payable
33 Lono Avenue, Suite 470
Kahului, HI 96732

EMAIL:  APMauiTransition@hhsc.org
PHONE:  808-873-3367

For goods and services delivered on or after July 1, 2017 to these three facilities, please bill to “Maui Health System – Kaiser Permanente” and include the following information on the invoice:

For direct invoices:

  1. The name and reference number (NUID) of the Kaiser Permanente employee who placed the order.
  2. The 18-33 character general ledger (GL) accounting string (for example: 2801-18800-9140-89510).

For purchase-order invoices:

  1. Include the full 15-digit purchase order number.  Be sure to include a dash between the first five digits and the last ten digits of the PO number (for example: 01234-0123456789).
  2. Be sure that the vendor name on the invoice matches the name on the submitted purchase order.
  3. Send invoices as attachments only (not html, links with passwords, or invoices in the body of emails).
  4. Send only one invoice per file attachment. One email may contain several file attachments.  If you need to send us 10 invoices for example, then each invoice must be its own attachment, resulting in 10 attachments in a single email.

Then send invoices to:

  1. Option 1 (preferred): Email invoices to MHS-AP-Invoice@kp.org
  2. Option 2 (not preferred): Send paper/hard copy invoices to:

    Kaiser Permanente Accounts Payable
    PO Box 12929
    Oakland, CA 94604

 

To pay you more quickly and accurately, we require our suppliers (both current and new) to take the following actions if you haven’t already done so:

  • Sign up for Automated Clearing House (ACH) payment - We can pay you through ACH, which lets us deposit the money we owe you directly into your bank account. The conversion to ACH will take approximately 2 weeks from the date the completed form is received. To enroll, please fill out the attached form, sign, scan, then email as an attachment to FSO-ACH@kp.org.
  • Enroll for electronic invoicing for submitting and viewing statuses of invoices – Please contact Kaiser-esettlements@kp.org.

For those already doing business with Kaiser Permanente, we look forward to having your continued support. For our new partners, we look forward to working with you.

Need Help?
If you have further questions or concerns, please call your current HHSC representative.  You can also email MHS-AP-Customer@kp.org (please do not send invoices to this email address). We will also be conducting 2 dedicated MHS Supplier Q&A sessions. Please see below for when and how to attend:

Monday, June 26th 11am to 11:30 AM (Hawaiian Standard Time)
Tuesday, June 27th 11am to 11:30 AM (Hawaiian Standard Time)

Below is the WEBEx link for both sessions. 
https://kponline.webex.com/kponline/j.php?MTID=m235342c5ed308d34183888cbc064f26f

For audio connection
Please dial:
1-707-256-2401 Access Code 806 696 527

 

 

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Contact the Compliance Hotline