This lesson is intended to be helpful for providers who wish to bill Medicaid for their services. This lesson will provide a detailed walkthrough of how to create and log an Encounter with a single student. If you wish to create multiple encounters (i.e. for students in a group), see the "Create Group Encounters" lesson in this manual. For more information on how to create a Group, see the "Create, Edit, and/or Delete Provider Groups" lesson in this manual.
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: Based on a user's permissions, additional links may be available. For those users with limited permissions, simply clicking the Medicaid tab will open the Provider Case Load screen.
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.
In addition, 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.
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.
To create an encounter associated with a Medical Area (i.e., Crisis, Evaluation, Individual or Group Therapy, etc.):
1. Select Service Type from the Drop Down menu.
2. Select the Diagnosis/Treatment from the Drop Down menu.
3. Using the Date Picker identify the Service Date.
4. From the Drop Down menu, select the student's Progress (i.e., No Progress, Slight Progress, Moderate Progress, Achieved, Not Applicable).
5. 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.
6. Add Treatment/Comments by typing information into the provided field.
7. When finished, depending on the circumstance, either click Save, Save and New Student, or Save and New Encounter.
8. Depending on what Service Type is selected you may be required to add Start and End Times.
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.
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.) by adding multiple student encounters using group encounters.