Error Message | What it means | Potential Causes | Resolutions |
Attendance was moved between enrollments after the voucher was created. Voucher must be recalculated. | Attendance was moved between enrollments after the voucher was created. | Attendance was moved between enrollments after the voucher was created. | The voucher must be recalculated. Click the "Recalc" button on the Voucher Details page. |
Billable attendance cannot occur prior to first face-to-face meeting date | Provider Entered the first face-to-face and there are attendances before that date that are not marked as Does not meet Medicaid requirements. | Provider entered attendance before the first face-to-face date. | The attendances before the first face-to-face need to be marked as "Does not meet Medicaid requirements". |
Co-signer not valid for cosigning | The person listed as the co-signer does not have valid credentials entered in the CPSE Portal for the specified service type and service date. | The co-signer does not have the credentials required to co-sign. Credentials may be out of date and have not been updated, the therapist could be co-signing on the wrong note. | The provider needs to add a person record/invite the provider with valid credentials, or update existing credentials. |
County has not approved cosigner credentials | The county has not approved the credentials of the therapist | The county has not approved the credentials of the therapist | Contact the county (or if the county is Full Service Medicaid, contact the Medicaid department) to approve the credentials |
Details of Prescription/order not entered for enrollment | A prescription may have been uploaded but the details have not been entered, or it is not attached to an enrollment. | A prescription may have been uploaded but the details have not been entered, or it is not attached to an enrollment. | Enter the details of the prescription or attach it to the enrollment. |
Duplicate / Overlapping attendance for enrollment/service date | There are multiple attendance for the same enrollment and service date. | Two or more sessions were entered for the same date and time | The therapist will need to review and remove/delete the duplicate session. |
Duplicate CPT Codes for Attendance | There are two of the same CPT code on the session note | The therapist entered two (or more) CPT codes, likely because there are two (or more) units of that CPT Code. | In CPSE Portal you can enter a number of units for timed CPT Codes. If you are using more than one unit of a CPT Code, enter the CPT Code once and then enter the number of units that are needed. |
First Supervisor meeting date required to submit supervision | Trying to submit supervision but there is no first face-to-face date entered. | There is no first face-to-face date entered in the CPSE Portal | The first face-to-face date needs to be entered |
Group CPT code used for individual session/group of 1 | The provider used a group CPT Code for an Individual session | Likely 1 or more children in the group session were absent, leaving only one child to provide service to. | The therapist will need to use an individual CPT Code for this session. |
Group Enrollment is missing # of children in Group | The Group session note does not have the number of children in the group. | Either attendance was imported or the county changed the attendance to GRP after attendance was entered. | Correct the session notes in the outside software if the note was imported, or have the county change the enrollment back to IND. |
Individual CPT code used for Group session | The CPT code attached to the session is specifically for individual sessions. | The therapist used an Individual CPT Code for a Group session | The therapist will need to use a Group CPT Code for this session. |
Minutes specified on CPT Codes exceeds session duration | The minutes of the session do not equal the number of minutes for the CPT Codes assigned to the session. Ex. 30-minute session has 3 units of a 15-minute CPT code assigned. | The duration of the session was less than the minutes of the CPT Code that was used. | The therapist should ensure the time on the session note is correct, the therapist should ensure that the CPT code is correct. The therapist may need a different CPT Code. |
Missing a full diagnosis (ICD) code | There is a session(s) on this voucher whose ICD code(s) isn't specific enough. | The provider put in an ICD code that isn't specific enough when they entered the note | http://support.cpseportal.com/kb/a339/missing-a-full-diagnosis-icd-code.aspx |
Missing CPT Code | There are sessions on this voucher that are missing a CPT Code. | The provider did not enter a CPT code when they entered the note. | The therapist will need to edit their session to add the CPT Code. |
Missing Diagnosis | There are sessions on this voucher that are missing an ICD code. | The provider did not enter an ICD code when they entered the note. | The therapist will need to edit their session to add the ICD Code. |
Missing image of Prescription/order for enrollment | The image of the prescription is missing | The image of the prescription was not uploaded properly or at all. | Upload and attach the prescription to the enrollment |
Missing Service Location | The service location on the session note is missing | The therapist did not enter the service location | Enter the location on the session note, the location should be the address where the service took place, the location box is a text box that the therapist can type into. |
Missing Service Setting | The service setting on the session note is missing | The therapist did not enter the service setting | Enter the setting on the session note |
Missing Session Notes | There are session(s) on this voucher that are missing session notes (The big box for comments about the session). | The provider did not type any notes about the session when they entered the note. | The therapist will need to edit their session to add notes in the "Session Notes" box. |
Missing signature information | There is no person record of the therapist who co-signed the session note. | No person record is associated with the signature. Most likely an uploaded record. | The agency needs to create the therapist person record or invite the therapist to the CPSE Portal. |
Missing time in / time out | There are sessions on this voucher that are missing either or both Time-in and Time-out information. | The provider may have manually cleared out the time in/out after a session is created. Or it may be a technical problem where that information did not come through during the attendance upload. | The therapist will need to edit their session to put back the Time-in and Time-out information. |
Missing/Invalid License for co-signer | The co-signer does not have a valid license entered into the CPSE Portal. Either the license is missing or it is not a 6-digit license. | The license does not exist (not entered), or the license is not a 6-digit license. | The co-signer needs to enter a 6-digit license number in the CPSE Portal/ |
Missing/Invalid License for service provider | The service provider does not have a valid license entered into the CPSE Portal. Either the license is missing or it is not a 6-digit license. | The license does not exist (not entered), or the license is not a 6-digit license. | The service provider needs to enter a 6-digit license number in the CPSE Portal. |
Non-verified credential exists | One or more of the therapist's credentials are not verified. | The therapist may have multiple credentials. | The therapist needs to verify their credentials. |
Non-verified license exists | The therapist's license is not verified. | The therapist may have made changes to their license(s). | The therapist needs to verify their credentials. |
Not Co-Signed | The session is missing a co-signature. | Credentials may have expired and need to be verified or the session is actually missing a co-signature. | If the therapist has to correct credentials that do not need a cosigner, the attendance can be rechecked (Attendance > Attendance missing co-signature). If the therapist needs a cosigner, remove the session from the voucher and have the session co-signed. (Check PSY/CSL to ensure the therapist's license is able to bill PSY to Medicaid.) |
Outside Enrollment Dates | The session is outside the enrollment dates of the enrollment it is assigned to. | Enrollment dates changed after attendance was entered. | Move the sessions that are outside of the enrollment date to the unmatched enrollment or new enrollment. |
Overlapping Attendance for service provider | The providing therapist has attendance entered where the date/time overlaps. | The therapist has entered two sessions that are overlapping. | The therapist needs to determine what the correct times are for the sessions that overlap and then correct the session notes. |
Rescinded | The enrollment was rescinded by the county. | The county rescinded the enrollment. | You cannot bill sessions on a rescinded enrollment. There may be a new enrollment to move the attendance to, if not it can be moved to an unmatched enrollment. |
SEIT Units x minutes does not match total minutes | The total time calculated by time-ins and time-outs does not match the total time calculated by the number of sessions times how many minutes per session. | One or more sessions on that voucher have the wrong number of sessions. For example, a session may have lasted 60 minutes according to time-in and time-out, and the provider should put 2 units of 30-minute sessions, but instead, they only put 1 unit or 3 units. | Edit the number of sessions to the correct amount in the voucher details screen. There is no need to unsign the notes to make this edit. |
Service Provider does not have the credentials to sign for this service | The therapist's credentials are not capable of providing the service that the therapist has signed for. | A common example is that a Physical Therapy (PT) enrollment is uploaded as a Parent Training (PNT) enrollment (or vice versa). If this happens the PT who has entered and signed for all of the PT session notes on the PNT enrollment will receive an error when billing. | If the enrollment needs to change contact the County (or district if eSTAC's). If the sessions were actually entered incorrectly they need to be unsigned and then the enrollment dropdown can be changed to the correct enrollment. |
Untimed CPT code combined with timed CPT code | There is a session(s) on this voucher that has a combination of untimed CPT code and timed CPT code. | The provider entered the CPT codes wrong when they entered the note. | If one of the CPT code(s) is incorrect, the provider needs to edit the note so that it only has untimed CPT codes or only has timed CPT codes. |
Untimed CPT Code has more than 1 unit | There are session(s) on this voucher that have an untimed CPT code with more than one unit. | The provider entered the CPT codes wrong when they entered the note. | The provider needs to edit the note so that all untimed CPT codes only have one unit. |
Voucher need to be recalculated | There are technical issues with the amounts on this voucher that require recalculation. | Something changed after the voucher was created. (# of Units, minutes per unit, or rate) | Click the "Recalc" button in the voucher details screen. [DO NOT click "Recalc" if the attendance is from CLAIMS or other software, they need to instead get the latest rates in their software and re-upload attendance] |