ClearTrack Medicaid. Sign-in and Main Menu

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Barrie Preston
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1 Sign-in and Main Menu UserID and Password Each user must have their own unique ID and Password. Contact your CSE office, and provide them with your Qualifications, License number, and NPI number so the ID can be created. and Click here to Login Page 1 of 8

2 Choose District and enter your UserID and Password ClearTrack Medicaid Work on Medicaid All things Medicaid, including Reports, are under the Work on Medicaid option. Page 2 of 8

3 Provider Claim Entry Claiming Calendar Work on Monthly Service Forms Icons notepad, notepad with pencil, red e-pen, green e-pen, red A, i, G/O, RS, Trash Can Calendar navigation Messages There are no records to display for this date claim has not been entered Page 3 of 8

Student has no billable services on this date service not on IEP at all If there s no Create new session or Create Missed Session buttons, call your CSE office Record a session Create new session to

Session Information CPT codes Providers only have access to the SED/SSHSP-approved CPT codes for their own profession. There are many other CPT codes that are not claimable under SSHSP. http://www.

4 Student has no billable services on this date service not on IEP at all If there s no Create new session or Create Missed Session buttons, call your CSE office Record a session Create new session to enter a therapy session, billable or not. Indicate Do Not Bill if not billable. Create Missed Session to record student or provider absence, etc. Session Information CPT codes Providers only have access to the SED/SSHSP-approved CPT codes for their own profession. There are many other CPT codes that are not claimable under SSHSP. ClearTrack will automatically identify Group/Individual based on CPT code. Setting Setting should make it possible to identify a street address where the session occurred. XYZ Elementary School is sufficient, but Public School is not. Session Notes All Claims must have a session note. Nurses dispensing medication may check the documentation on file box indicating the Medication Administration Record (MAR form) is the session note. Page 4 of 8

Electronic Signature Provider must select a 4-digit Signature PIN. Once set, the PIN cannot be viewed or altered at all. We suggest using the last 4 of SSN so it is easy to remember.

5 Electronic Signature Provider must select a 4-digit Signature PIN. Once set, the PIN cannot be viewed or altered at all. We suggest using the last 4 of SSN so it is easy to remember. ClearTrack support cannot do anything to help a user who forgot their signature PIN, except remind them of this suggestion. If the user cannot remember their signature pin, the UserID must be deactivated and a new one created. This may create confusion, so the user should choose a PIN they can remember. This is an e-signature requirement. A checkbox has been added for Medicaid providers when mass signing claims: 'Display incomplete claims that are not available for signing'. This is to help locate claims that should appear but don t. Once signed, claims cannot be altered Claim may be deleted with Trashcan until it has been sent to Medicaid. Once sent, claim may not be altered or deleted. Supervisory Documentation Supervisors may now enter the following Types of Supervision: Initial Face to Face Office Discussions Periodic Face to Face Page 5 of 8

6 Periodic observation Quarterly observation Routine visit The Following Methods of Contact can be entered: In Person Phone US Mail Other An Electronic Signature has also been added for these entries. Initial Face-to-face ClearTrack will not allow other supervisory activities until the Initial Face-to-face date has been entered. The initial face-to-face encounter may apply to multiple services of the same type on the same IEP. Periodic supervision Time (hours) may be entered on USO (LCSW/LMSW) supervision entries to document the required Two hours per month. Mass Sign Supervision Documentation may be mass-signed in the Teacher Interface. When selecting multiple supervisions, click the checkbox for the sessions(s) to be signed, the system will confirm the # of claims that were successfully signed. Co-signatures UDO claims all must be co-signed. This may be done with Mass Sign. Claims are not visible to supervisor until complete and signed by provider. Medicaid Provider Claim Report with Include providers under my supervision option may help explain why a claim does not appear on the Countersign screen. Page 6 of 8

7 Supervisor may attach a Supervisor Note to claim when co-signing Multiple Associated Services Supervisory encounters may be attached to multiple IEP services (of the same type) in cases where the student has more than one service listed on the IEP. This occurs if the student has Group and Individual, or if the student receives 12-month services. Supervisory encounters are valid for all services for that specific student / provider / supervisor / service type combination, as long as the services are all listed on the same IEP. Check the appropriate boxes under Associated Services Medicaid Reports Medicaid reports are found under Work on Medicaid Run a Medicaid Report Not the same menu as other TI reports Billing Code Report Lists available CPT codes to the provider, based on their qualifications Medicaid Pending Report Lists Student Name, Session Date, Status and CPT Code Options are Student and Date Range Page 7 of 8

Medicaid Provider Claim Report ClearTrack Medicaid Date range Claim Status Choose one or more (or leave blank to Select All ) Not Billable Not Co-signed - Not Signed Not Verified In Review Conflict

8 Medicaid Provider Claim Report ClearTrack Medicaid Date range Claim Status Choose one or more (or leave blank to Select All ) Not Billable Not Co-signed - Not Signed Not Verified In Review Conflict Ready to Bill Do Not Bill Options Include Signatures Includes Date/Time stamp for e-signatures Include Missed Sessions Reported Missed Sessions will be merged-in with claim details Print Evaluations Only Reports only Evaluation sessions for the selected date(s)/student(s) Print One Student per Page Forces a Page Break between students so no page will contain more than one name. Useful for creating paper records. Student Filtering/Selection One or more students may be selected. Leave blank for Select All Claims/Students UDO/USO Include all providers under my supervision Allows supervising providers to report the status of all claims including those performed by providers they supervise. Useful for determining why supervisor cannot see claims for co-signature. Page 8 of 8

SSG MAXCAPTURE User Guide

SSG MAXCAPTURE User Guide Revision 7/27/09 These materials may not be reproduced in whole or part in any form without permission from Sivic Solutions Group, LLC Table of Contents 1 Overview of Service