This lesson is intended to be helpful for system admin who wish to see the process of billing for providers. This lesson will provide a detailed walkthrough of how to create and log an Encounter with a single student.
For ISE Only Users select Medicaid -> Provider Case Load
For Multi-product Users (DnA & ISE or ISE and ISI, etc.) select Special Ed -> Provider Case Load
NOTE: Those that have the ability to Search other providers (as System Admin do) will need to choose a provider by following the step below.
1. Utilize filter options to narrow search. Enter a few letters up to an entire Last Name, First Name, Role, and/or Site.
2. Click the Search button.
Note: Depending on the search specificity more than one Provider may appear. See the next step for information on how to Choose a Provider. In most cases, the Choose a Provider screen will not be available. Unless you are an administrator or have special permissions, you may only have access to your own Case Load.
Select the desired Provider by clicking on his/her name.
Note: Clicking the provider's name will automatically redirect you to the Provider Case Load screen where you can view all of the Active and Inactive students on your Case Load.
Add Encounter
Click the Green Plus Icon to add an encounter for the respective student.
Note: Clicking the Green Plus Icon will automatically redirect you to the Edit Encounter page.
If the student has multiple Program/Support Services, from the Drop Down menu select the appropriate Program/Support Service for which you wish to create an encounter.
Note: ONLY Program/Support Services that are both written into the student's IEP AND the Provider has permissions tied to his/her role will appear in the Drop Down menu.
From the drop down menu select the Service Type.
Note: ONLY Service Types for which the provider's role affiliation has permissions will be available to select from the Drop Down menu. Also, depending on the selection made in the Service Types drop down menu, a variety of required fields will automatically appear. See the following steps for information on how to complete these fields.
Monthly Progress Note
To add a Monthly Progress Note:
1. Select Monthly Progress Note from the Service Type drop down.
2. Using the Date Picker identify the Service Date.
3. From the Drop Down menu, select the student's Progress (i.e., No Progress, Slight Progress, Moderate Progress, Achieved, Not Applicable).
4. Add Treatment/Comments by typing information into the provided field.
5. When finished, depending on how your circumstance click either Save, Save and New Student, or Save and New Encounter.
Note: Save and New Student is useful for logging encounters for several students in one sitting. Also, Save and New Encounter is useful for logging multiple encounters for the same student either for back-billing or other purposes.
Service Types Associated with a Medical Area
To create an encounter associated with a Medical Area (i.e., Designated Case Management, IEP/Eval, Individual or Group Therapy, etc.):
1. Select Service Type from the Drop Down menu.
2. Using the Date Picker identify the Service Date.
3. From the Drop Down menu, select the student's Progress (i.e., No Progress, Slight Progress, Moderate Progress, Achieved, Not Applicable).
4. From the Drop Down menu, select the Medical Areas that are appropriate for the service(s) provided the student. An additional, optional Drop Down is available to add more than one Medical Area.
5. Add Treatment/Comments by typing information into the provided field.
6. When finished, depending on the circumstance, either click Save, Save and New Student, or Save and New Encounter.
Note: Save and New Student is useful for logging encounters for several students in one sitting. Also, Save and New Encounter is useful for logging multiple encounters for the same student either for back-billing or other purposes.
Next Steps
Once you are comfortable adding single student encounters through the Medicaid tab, you may want to explore adding multiple student encounters for students receiving services in groups (e.g., social skills groups, speech therapy groups, etc.). Adding multiple student encounters (group encounters). For more information on how to create groups and add multiple student encounters, see the "Case Load Management" chapter in this manual.