CPSE PORTAL SUPERVISION BILLING ERRORS
Listed below are several billing errors that will appear as “problems” when submitting billing in the Portal if the required Supervision is not completed. Included with each error are instructions on how to correct the issue as well as the correct screen/menu to use.
(If you are a supervising clinician, you will use the Caseload Maintenance Menu. If you are a Billing Admin, you will use the Medicaid Menu. The Supervision menus are identical for each menu.)
First supervisor meeting date required to submit supervision
This error indicates that the Face-to-Face meeting date has not been entered for a particular enrollment.
Entering the Face-to-Face date will allow billing to move forward. The Face-to-Face meeting dates can be entered from the Supervision>Enrollments Needing First Visit>Missing Report. Click the Add Meeting Date link at the end of the row for the correct enrollment, enter the date in the Date of First Meeting Column and click Update at the end of the row.
Billable attendance cannot occur prior to first face-to-face meeting date
This error message indicates that there are attendances that occurred prior to the initial Face-to-Face Meeting date. These sessions must be marked as, “Does not Meet Medicaid Requirements” on the session note because any provided sessions that occur prior to the first observation meeting cannot be billed to Medicaid. Selecting, Does Not Meet Medicaid Requirements, can be completed by the therapist or the billing admin.
There is a selection box on the session note template (just under the CPT Code entry) that the therapist can check (highlighted in yellow) if the session does not meet Medicaid requirements.
If the session has been signed/cosigned, the attendance must be unsigned, corrected and then resigned/cosigned.
If the attendance is on a voucher, it must be removed from the voucher.
Go to Lookup>Child Lookup – Search for the child and click Details at the end of the row.
On the Enrollments Tab find the specific enrollment for the child.
At the end of the row is an Attendance link. Click on the link.
Click the Details Link at the end of the row for the specific attendance.
Click the Edit Button (in the Billing Box).
Check the “Does Not Meet Medicaid Requirements” selection box.
You will need to ReCalc the voucher after completing this process.
Supervised attendance requires Supervision Plan
This error message indicates that there is an attendance for a supervision enrollment where the therapist and co-signer have not been assigned to a Supervision Plan.
To create the Supervision Plan go to either Caseload Maintenance or Medicaid> Supervision>Supervision Plans.
Filter for County, Provider, School Year – Click Retrieve
Select the Service Provider and Supervisor from the drop-down and click the Add link at the end of the row.
Click the Details link for the Plan that you just created.
If a signed attendance exists for the service provider/supervisor you can click the Auto Create Enrollment Plans button.
If a signed attendance does not exist, you will click the Add a Supervision Plan for an Enrollment button and select the enrollment(s) that require a Supervision Plan for the specific service provider/supervisor.
No Signed Attendance (Manual Selection Process)
Click the Add Supervision Plan for an Enrollment button.
A list of service providers/supervisor will appear on the left. A list of children that can be added to the Plan will appear on the right. Select the correct enrollment to add to the plan and click the Create Supervision Plans Button.
Signed/Cosigned Attendance (Auto Create Option)
Click the Auto Create Enrollment Plans Button. If signed attendances exist, the supervision/Enrollment Plan(s) will be created.
Now you will need to click the Add/View Face to Face Meeting Dates links to add each observation Date.
Some attendances have not been assigned to the Supervision Plan.
This error message indicates that a Supervision Plan exists for the therapist/cosigner, but the enrollment/ESID # is not assigned to the Supervision Plan.
There are two screens to add the enrollment to the Supervision Plan.
1) If an attendance exists that is signed and co-signed, go to Supervision>Enrollments Needing First Visit, Filter for County, Provider, School Year>Click the Missing Radio Box and click Retrieve. A list of Missing Plans/Meeting Dates will populate. Select the specific child/enrollment that is not attached to the Supervision Plan and click the Add link (at the end of the row in the Supervision Column).
Then click the Add Meeting Date Link to add the Face-to-Face date and click Update.
2) Go to Supervision>Supervision Plans, click the Details link on the Supervision Plan Listing for the specific therapist/supervisor. This will bring you to the screen where you can add the enrollment to the Supervision Plan. There are two options:
If an attendance exists that is signed and co-signed, you can click the Auto Create Supervision Plans button to create the Plan and then enter the Face-to-Face date, OR
If there is not a signed attendance in the Portal, you can click the Add a Supervision Plan for an Enrollment button, select the specific service provider/supervisor on the left and then select the checkbox for the specific enrollment on the right that you need to add to the Plan. Click the Create Enrollment Supervision Plans button and then enter the Face-to-Face date.
“DOES NOT MEET MEDICAID REQUIREMENTS”
For Supervision purposes, the “Does Not Meet Medicaid Requirements” status must be selected on a session note for the following reasons:
Any attendances that occur prior to the initial face-to-face meeting date must be marked as “Does Not Meet Medicaid Requirements.”
If there are provided sessions prior to the Face-to-Face meeting date that are not marked as “Does Not Meet Medicaid Requirements,” the billing provider will receive the following error message: “Billable attendance cannot occur prior to first face to face meeting date” See Item two above for how to correct.
If a substitute provider services a child for a service provider or supervisor of an existing Supervision Plan, the session(s) should be marked as “Does Not Meet Medicaid Requirements” unless a Supervision/Enrollment Plan is created that includes the substitute provider and an initial face-to-face meeting occurs and then recorded.
If a Supervision/Enrollment Plan and Face-to-Face meeting date is not entered for the substitute provider, and the session is not marked as “Does Not Meet Medicaid Requirements,” the billing provider will receive the following error message: “Supervised attendance requires Supervision Plan” Please see number three above for the steps to create a Supervision Plan.