Service Provider Changes to Third Party Billing Activity

Service Provider Changes to Third Party Billing Activity Logs 2 -1 -2018

DHS Requirement 2 -1 -2018 Effective February 1, 2018, school districts will be required to document start and end times for each IEP or IFSP healthrelated service covered under Medical Assistance (MA), including MA covered initial evaluations, reevaluations and assessments. The school district must have this information readily available if Minnesota Health Care Programs (MHCP) or CMS requests it. This documentation is necessary to accurately reflect the actual amount of face-to-face time the service provider spends with the child.

Requirement continued…. The documentation requirement applies to the following IEP health-related evaluations, assessments and services: Physical therapy Occupational therapy Speech-language pathology and audiology Mental health Children’s Therapeutic Services and Supports (CTSS) (A-H only bill for MH evaluations & assessments, not MH service) Nursing Personal care assistance Interpreter services

Service Provider Activity Log Changes Service providers will continue to choose “Add Activity” on the Activity Log page

New Field

You must enter a valid start time using the colon: 9: 21 ( you then select AM or PM)

Note that the End time will auto-fill when you enter a start time and # of minutes. You still need to enter a progress code and a description of your skilled service.

Nursing: Sample Activity Log If service is given more than once/day, make a separate entry for each administration or procedure on the same student. Minutes will combine for billing one encounter/day but end times will be accurate. Combining minutesservice end time is wrong. You can copy and paste your notes for each entry if desired.

Speech: Sample Activity Log You can continue to change the group size when logging on multiple students but you will need to document on each student (initials) to describe your skilled service and different start and end times if necessary.

OT: Sample Activity Log Once the start time is entered, the end time will auto-fill once you click anywhere else on the screen.

PT: Sample Activity Log

Entering Evaluations Entering evaluations for billing requires greater specificity in the Notes section due to the end time auto-fill and the way that the 3 evaluation components may be completed over several days and time periods. Question 1: What if I do the assessment/testing, file review and write-up on 3 separate days? Answer: DHS has asked us to record evaluation billing as one single entry for all 3 components of the evaluation. Since they now require start and end times we have to do a work-around and use the notes section for the accuracy of dates and times of the evaluation components. (See next slide)

OT Evaluation Billing Sample

Mental Health Eval

Nursing Eval Sample

You will then submit your entry and be able to view your entries on the log history page as before. Hover your mouse over the activity section to get a quick read of your note.

Sample of OT evaluation language- search log history page and hover the activity.

Tracking evaluation time: Google calendar Tracking your evaluation time on your google calendar can be a valuable tool for recording specific evaluation start and end times for an audit. Since the true accuracy of logging your evaluation time will need to be in the notes section, you will need to rely on accurate notes in your calendar. Be sure to record 1) which student you worked on 2) what component of the evaluation and 3) start and end times. Ask for assistance from your peers, Bill Underwood or Matt Dobrzeniecki regarding your Google calendar. Remember, keep your note brief but accuracy is important for DHS audits. We will be subject to audits or review for entries after 2/1/18.

Notification: DPRS Activity Logs will require start and end times beginning on 2/1/2018. You will be notified by email if this date changes due to system downloads problems.

I DON’T WANT TO!!!! Thank you staff for your patience and for the excellence that you give in every detail of your work! We APPRECIATE YOU!!!!!