Kidz Therapy Instructions for Using EnterClaims Preschool Services

Transcription

1 Kidz Therapy Instructions for Using EnterClaims Preschool Services

2 Overview of EnterClaims Quick Guide: Getting Started Page 3 Home Screen Page 4-7 My Information Page 4 Alerts Page 4 Important Dates Page 5 Compliance Issues Page 5 My Cases Page 6 Creating a Schedule Page 8-9 Weekly Calendar Schedule Page 8 Entering Attendance Page Weekly Calendar Attendance Page Fill from schedule Page Enter Attendance Manually Page 12 Attendance Warnings Page 14 Monthly Calendar Attendance Page Fill from schedule Page Add-Edit Attendance Page 16 Signing Attendance Page Set PIN Page 18 Sign Attendance Page 19 Unsign Attendance Page 22 Submitting Attendance Page Create Bill Page 24 Print Bill Page 26 Additional Information Page Therapist - Preferences Page 28 2

3 Quick Guide: Getting Started with EnterClaims Use the following quick guide to get started with EnterClaims If you have any questions regarding your enrollments, please contact your Kidz Therapy Scheduler [ ] Check your caseload (see page 6) [ ] Create your schedule (see page 8). If you provide services before 8:00am or after 6:00pm, you must first fix the Calendar by going to Therapist Preferences (see page 28) [ ] Enter your first week's attendance We suggest using the Weekly Calendar Attendance and Fill from Schedule (see page 11) [ ] Sign your attendance (see page 18) [ ] Submit your attendance (see page 24) 3

4 Home Screen The EnterClaims Home Screen includes an overview of helpful information: My Information Alerts Important Dates Compliance Issues My Cases My Information This will list your information that the office has entered into CLAIMS, including: Name Address Title License Number License Date Certification Number Phone Number(s) If any information listed is incorrect, please contact Human Resources at Alerts The office may reach out to therapists by sending information through alerts You will see a message "You have new alerts!" when a new alert has been sent Click the alert link to view the full message 4

5 Important Dates You may see important dates listed on your home screen to let you know about paperwork that is coming due or is overdue for your cases. This includes a description of the item due, the target due date, the child and service type the item is needed for. We are still in the Process of updating this, please ignore any old Dates. Compliance Issues The Compliance Issues section shows all of your missing or expired compliance items as they are being tracked by the office 5

6 My Cases The My Cases section will default to list all of your cases from the current and previous month To view Child Details, click a child's name The Child Details screen includes Child Information, Guardian Information, and a list of the child's therapies 6

7 To View Therapy Details, Click the Assignment Info for a case The Therapy Details screen includes specific therapy information such as dates, program, service type, and session frequency, important dates, and goals for that case You can also set Default CPT codes for each case These CPT codes will default onto all new attendances for this case To add default CPT codes to a case, select the CPT code from the drop down menu and click Add. Non-Medicaid billable services (SEIS, Parent Training, Coordination) should use NOCPT as their CPT code. Enrollment COLORS: You can set a specific color for each enrollment you have. This may be helpful for Special Educators to distinguish colors between SEIT and Parent Training sessions or Related Service Providers between services and coordination. To change or set colors go to Home and on the bottom under My Case, click on the enrollment under Assignment Info that you want to change. It brings you to Therapy Details. The last item on the left side says: Weekly Calendar Color: that is now set to green. You can make it any color you like. 7

8 Creating a Schedule To create a schedule, go to Therapist > Weekly Calendar Schedule To create a schedule on the Weekly Calendar Schedule screen Select a child and an enrollment from the drop-down menus Please note that it has the scheduled duration time next to the enrollment. For Related Services, this must match exactly what is on the IEP. For Special Education services, this will always preset at 60 minutes. You must change this to match the actual number of minutes you are providing (ex. 90, 120, 150). Click the time-slots on the calendar where that case should be scheduled To change a time or day once you have placed a session, click on the top bar (where it lists the service type) and drag that session to any other day or time. To remove a session from your schedule, simply click on the session in the calendar, click on remove and then OK. Click "Save" to save your schedule or any changes to your schedule Once you save your calendar you can change the day of the week and time, by clicking on the top bar (where it lists the service type) and dragging that session to any other day or time or by clicking on the session (below service type, the box that has child s name), changing the date and/or the time and click Update and OK. 8

9 Click on the top bar with service type to drag the session to any day or time. Click in the box with the child s name to go into the session to be able to enter your notes and all other required information. Note Session COLORS: You can set a specific color for each enrollment you have. This may be helpful for Special Educators to distinguish colors between SEIT and Parent Training sessions or Related Service Providers between services and coordination. To change or set colors go to Home and on the bottom under My Case, click on the enrollment under Assignment Info that you want to change. It brings you to Therapy Details. The last item on the left side says: Weekly Calendar Color: that is now set to green. You can make it any color you like. 9

10 Entering Attendance There are a few screens that you can use to enter attendance in EnterClaims: Weekly Calendar Attendance (recommended) Monthly Calendar Attendance Weekly Calendar Attendance Suggested Method This attendance entry screen displays a weekly calendar where attendance can be entered and edited To get to the Weekly Calendar Attendance screen, go to Therapist > Weekly Calendar Attendance " 10

11 On the Weekly Calendar Attendance screen, there are two ways to enter attendance: 1. Fill From Schedule To do this, click "Fill From Schedule This will fill all scheduled attendances that apply onto that week based on what you have entered in the Weekly Calendar Schedule It will prefill in the date and the time from your schedule. It will also preset the code for P. You must click into each session: If applicable, change Attendance Type Code (H, MU, CA, TA, etc.) CPSE Meetings use the P code and uncheck Attendance is Medicaid Eligible Holidays and absences require no further information except time and the code. If you see another child during that timeslot, please make sure to move that absence to a time when no other child is seen to avoid an overlap (ex. 6:00am). If an MU type code is selected, a Makeup For Date must be entered based on previously entered absences for the same enrollment, uncheck Attendance is Medicaid Eligible Parent Present and Parent Communication, if applicable CPT Codes, including the appropriate number of timed CPT codes Notes write entire session note here, must include activity, goal targeted and response of child Assigned Goals, if applicable Session Progress you must choose either Some Progress, Limited Progress or No Progress Attendance is Medicaid Eligible (uncheck for Make-Ups and CPSE Meetings) Click "Update" to save changes or "Remove" to remove the attendance You can change the day of the week and time for any session: click on the top bar (where it lists the service type) and drag that session to any other day or time. 11

12 2. Enter Attendance Manually To do this, choose the child and enrollment you wish to add. Then click the time-slot on the calendar to enter an attendance Add/Edit Attendance Entry You must click into each session: If applicable, change Attendance Type Code (H, MU, CA, TA, etc.) CPSE Meetings use the P code and uncheck Attendance is Medicaid Eligible Holidays and absences require no further information except time and the code. If you see another child during that timeslot, please make sure to move that absence to a time when no other child is seen to avoid an overlap (ex. 6:00am). If an MU type code is selected, a Makeup For Date must be entered based on previously entered absences for the same enrollment, uncheck Attendance is Medicaid Eligible Parent Present and Parent Communication, if applicable CPT Codes, including the appropriate number of timed CPT codes Notes write entire session note here, must include activity, goal targeted and response of child Assigned Goals, if applicable Session Progress you must choose either Some Progress, Limited Progress or No Progress Attendance is Medicaid Eligible (uncheck for Make-Ups and CPSE Meetings) Click "Update" to save changes or "Remove" to remove the attendance You can change the day of the week and time for any session: click on the top bar (where it lists the service type) and drag that session to any other day or time. 12

13 13

14 Attendance Warnings If there are potential problems with attendances being entered, EnterClaims will give attendance warnings when you click Save to save any attendance is entered. Attendance will not be saved, if any Warnings exist until you address them. A common Warning is being over session frequency or under session frequency. Under session frequency: This typically occurs the first and last week of attendance, if not a full week. Over session frequency: this will occur if you have provided a Make-Up or CPSE Meeting (so that is fine) Check to make sure that you have accounted for every scheduled session and are not: 1. Missing a session 2. Added in an extra session Potential problems include time conflicts between your cases or with other therapists for the same child, etc. These must be corrected. You may save the attendance (especially if you have added in your notes), then make the necessary corrections and resave. Even though you have clicked Save you must check off each warning then click OK With Warnings, before attendances will be Saved. HOLIDAYS AND TEACHER/THERAPIST ABSENCES: To Set all sessions in one day with a specific Attendance Code (ex. H or TA): Under Child s name, enrollment, Therapy ICD Codes, is the Attendance Code. Change Code to the Attendance Code you want to set for a particular day, then click on that day. It will ask if you are sure you want to change all the attendance codes for (that day) to H or TA. Click: OK Remember every session must include times. 14

15 Monthly Calendar Attendance On the Home Screen under My Cases, click "Attendance". In the Monthly Calendar Attendance screen, there are two ways to enter attendance 3. Fill From Schedule Always recommended To do this, click "Fill From Schedule" * This will fill all scheduled attendances that apply onto that week based on what you entered in the Weekly Calendar Schedule You must click on Details for each and fill in for each billable session: If applicable, change Attendance Type Code (H, MU, CA, TA, etc.) CPSE Meetings use the P code and uncheck Attendance is Medicaid Eligible Holidays and absences require no further information except time and the code. If you see another child during that timeslot, please make sure to move that absence to a time when no other child is seen to avoid an overlap (ex. 6:00am). If an MU type code is selected, a Makeup For Date must be entered based on previously entered absences for the same enrollment, uncheck Attendance is Medicaid Eligible Parent Present and Parent Communication, if applicable CPT Codes, including the appropriate number of timed CPT codes Notes write entire session note here, must include activity, goal targeted and response of child Assigned Goals, if applicable Session Progress you must choose either Some Progress, Limited Progress or No Progress Attendance is Medicaid Eligible (uncheck for Make-Ups and CPSE Meetings) Click "Update and Close" to save changes or uncheck the box in the date to remove the attendance 15

16 4. Enter Attendance Manually To do this, click the check box in top left corner of a service date on the calendar + This will allow you to type in session times + This also enables the "Details" button, which can be clicked to open the Add/Edit Attendance Entry screen to add more information, such as: You must click on Details for each and fill in for each billable session: If applicable, change Attendance Type Code (H, MU, CA, TA, etc.) CPSE Meetings use the P code and uncheck Attendance is Medicaid Eligible Holidays and absences require no further information except time and the code. If you see another child during that timeslot, please make sure to move that absence to a time when no other child is seen to avoid an overlap (ex. 6:00am). If an MU type code is selected, a Makeup For Date must be entered based on previously entered absences for the same enrollment, uncheck Attendance is Medicaid Eligible Parent Present and Parent Communication, if applicable CPT Codes, including the appropriate number of timed CPT codes Notes write entire session note here, must include activity, goal targeted and response of child Assigned Goals, if applicable Session Progress you must choose either Some Progress, Limited Progress or No Progress Attendance is Medicaid Eligible (uncheck for Make-Ups and CPSE Meetings) Click "Update and Close" to save changes or uncheck the box in the date to remove the attendance Click "Save" on the calendar to save all attendance changes and review any attendance warnings : For more information on attendance warnings, please see Page 16

17 17

18 Signing Attendance Set PIN To digitally sign attendances in EnterClaims, you will need to set a PIN for your account If you do not have a PIN set for your account, you will see this alert to set your PIN To set a PIN: Either click the "Please create your PIN now" or go to Maintenance > Set PIN On the Set PIN screen, type your PIN into the PIN Number field There is no minimum or maximum character limit Special characters can be used Click "Create PIN" to create your PIN Once your PIN is set, you will see the following message: Your PIN number can be updated at any time by entering a new PIN into the Set PIN screen 18

19 Sign Attendance To sign attendance, go to Therapist > Sign Attendance Once attendance has been signed, you will not be able to make any changes or correction unless you unsign your attendance. Please check your attendance carefully before signing it. On the Sign Attendance screen, you have the option to filter by child by typing the child's last name, or by date by using the Services from filter Attendances will be listed with all signing fields, including: Child name Attendance type Service Date Start and End Times Individual or Group Service Setting CPT Codes Log Notes To sign attendances: Check the box next to all attendances that should be signed To check off all boxes, click the check box to the left of the Child column Click "Sign Attendances" 19

20 On the Sign Attendance pop-up, you will see: A message confirming that you certify that the signed attendances are in accordance with Medicaid regulations The name and title you are signing with Your NPI number The date you are signing Enter your PIN and click "Sign Attendance" to finish signing 20

21 Once your attendance is signed, you will see a message that you have signed successfully Please Note: You must sign all of your sessions, including absences and holidays in order to create an accurate bill. You will not be able to sign sessions that are missing any of the required fields. So please make sure that all of your sessions are completely filled in. While absences and holidays do require session times, they do not a session note, 21

22 Corrections Unsign Attendance Once you have signed your attendance, you cannot make any changes to your sessions. You must unsigned the session you need to correct or delete. If you are notified that you have an error that must be corrected, you must first Unsign your attendance for that session. Attendance that is sent back to you after you have created your bill, will be automatically unsigned. Unsign Attendance If signed attendances need to be edited, you will first need to unsign the attendance on the Unsign Attendance screen To unsign attendances, go to Therapist > Unsign Attendance The Unsign Attendance screen lists attendances and signing fields, similar to the Sign Attendance screen. Only attendances that are not currently submitted on a bill will be listed on this screen. Please make sure to check your attendance carefully before Creating your bill. To un-sign attendances: Check the box by any attendances that should be unsigned and edited Click "Unsign Attendance 22

23 Review the Unsign Attendance message confirming that you had signed inaccurate attendance information and need to unsign to edit that information Enter your PIN and click "Unsign Attendance" to finish unsigning Once your attendance is unsigned, you see a message that you have unsigned successfully and your attendance can be edited 23

24 Submitting Attendance Create Bill To submit your attendance to the office, you must create a bill on the Create Bill screen Please note: Once you Create your bill, you will no longer be able to make any changes to your attendance, including unsigning it. You would first have to delete your bill, then unsign your attendance, make corrections, re-sign the attendance then recreate the bill. To create a bill, go to Billing > Create Bill On the Create Bill, you will see your attendances grouped by service month and by case You can filter by date range and by company to narrow your results Check off all cases that should be included on the bill Enter any bill notes (optional) Check to certify that the services provided are in accordance with the child's IEP Check to allow the agency to edit your bill by sending attendances back to you to edit. (always check this box) Click "Create Bill" Your billed attendances will no longer be available on the Create Bill screen You can now see your created bill listed on the Print Bill screen Other options: Preview Log Notes -This will print your attendances on applicable treatment log forms Preview Bill - This will preview the print-out for your bill without actually submitting attendances to the agency 24

25 Important! Once you have created one bill and you go to create a second bill (PS, then SA, or EI OSC bill), you must uncheck and recheck the I certify that the above services were provided on the dates and times indicated in accordance with the student IEP. The system keeps the check mark in the box, so it looks like it is already checked, but you have to uncheck it, so you can check it again. 25

26 Print Bill The Print Bill screen can be used to either print or delete a bill To print or delete a bill, go to Billing > Print Bill On the Print Bill screen, you will see your created bills for the current and previous month You can filter by date range and by company to narrow your results To print a bill: Check the bill you would like to print Click "Print Bill" Other Options: Print Cover Sheet - This will print just the first page of your bill to be turned in as a cover sheet Print Log Notes - This will print the attendances submitted on the bill on applicable treatment logs Delete - This allows you to delete a bill that has not yet been imported by the agency Allow Edit - Checking "Allow Edit" allows the agency to send back attendances to be edited. If this is not already checked, check it. 26

27 27

28 Therapist Preferences You can set preferences for your account to change displays on different screens in EnterClaims. To set preferences, go to Therapist > Preferences The Preferences screen lists several areas where preferences can be set: Area Preferences In this sect on, you can select areas where you would prefer to work by clicking each area Fields from My Information on the Therapist Home screen Show Address leave checked Show License Number leave checked 28

29 Show Session Times for Monthly Calendar: If this is checked, you are able to enter Session Times on the Monthly Calendar Attendance screen without opening the Attendance Details screen leave checked Show Attendance Details on First Click: If this is checked, the Attendance Details screen will open as soon as an attendance is added to the Weekly Calendar Attendance screen. Calendar Time: This controls the minimum and maximum time that show on the Weekly Calendar Schedule and Weekly Calendar Attendance screens. If your typical work day is 8:00am to 4:00pm. I would suggest setting it as 7:00am (for child absences) to 4:00pm. Any attendance you want to enter outside of these times can only be entered by clicking on a time within your calendar and then changing the time to the actual time of your session. Please note, once you save that time, that session will not appear on your calendar. Session can exist outside of what you see on the Calendar, they will appear on the Monthly Calendar and under Sign Attendance. Timeout Duration: This allows you to set the amount of time EnterClaims can be left idle before it logs you out automatically Home Screen Attendance Mode This allows you to select whether the "Attendance" button in the My Cases section on the Therapist Home screen sends you to the Monthly Calendar Attendance screen or the Single Attendance screen leave as Monthly Calendar Minutes per Timeslot: This sets the number of minutes per timeslot listed on the Weekly Calendar Schedule or Weekly Calendar Attendance screens typically 15 minutes 29

30 30