simple management training guide - …therapylog.typepad.com/direct_services_resources... · simple...

Simple Management

Training Guide

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Simple Management Quick Reference GuideProvider Resources…………………………………………………………………………………………………………….4

How do I change my password?.................................................................................................................................................5

How do I build my caseload?......................................................................................................................................................6

How do I keep my caseload accurate?........................................................................................................................................7

How do I delete a student on my caseload?................................................................................................................................8

How do I change IEP service minutes?......................................................................................................................................9

How do I edit IEP/Eval dates?..................................................................................................................................................10

How do I enter a new IEP?.......................................................................................................................................................11

How do I enter goals?...............................................................................................................................................................12

How do I enter student benchmarks?........................................................................................................................................13

How do I copy goals to a new IEP? ...................................................................................................................................14-15

How do I associate goals to an IEP?........................................................................................................................................16

How do I delete a goal or benchmark?.....................................................................................................................................17

How do I know who is Medicaid eligible?...............................................................................................................................18

How do I create a billing record for Medicaid eligible students?.......................................................................................20-24

Evaluation and Re-evaluation information……………………………………………………………..........…………...25-28

How do I copy appointments?.............................................................................................................................................29-31

How do I move an appointment?..............................................................................................................................................32

How do I print my lesson plans?..............................................................................................................................................33

How do I document an appointment?..................................................................................................................................34-35

How do I access goal information?...........................................................................................................................................36

How do I print or save a graph?................................................................................................................................................37

What do colors on the calendar indicate?.................................................................................................................................38

How do I check the billing record for accuracy?................................................................................................................39-41

How do I correct the billing record?...................................................................................................................................42-43

Adequate Documentation……………………………………………………………………………………………….. 44-46

How do I create a Month-End Billing Documentation Record?..............................................................................................47

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Training Objectives:

1. Learn how to create a caseload.

2. Learn how to keep your caseload accurate

and up to date.

3. Learn how to enter information accurately

and steps to correct mistakes.

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Provider Resources

4

Under the Therapist Tools tab you will find a Provider Resources button. This

button is a link to staff contact information, training documents, and training videos

How do I change my password?

5

1. Click

2. Click

3. Click

4. Enter new password.

5. Click

How do I build my caseload?

*Student names are submitted on a student roster from your administrator.

Contact_______________________, if you cannot find a student on your

caseload.6

When searching for a student with a common last name you may have to enter the full last name, followed

by a comma and a space, before typing the student’s first name. You may also search for a name by using

the Student ID, this may be helpful when a student has a hyphenated name or uses a nickname.

1.1 Click

under tab. 1.2 Click

1.3 Type the last and first name

of a student on your caseload.*

Make sure to highlight and click

on the student so the name

populates in the student box

before going to the next step.

1.4 Record minutes

as documented on

the IEP for your

specific service. Defaults to week but you

have other choices in drop

down menu.

1.5 Click

How do I keep my caseload accurate?

• By adding and deleting students as your

caseload changes.

• By changing minutes to reflect the current

IEP.

• By updating IEP date.

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How do I delete a student on my caseload?

If you delete a student from

your caseload, the student’s

information remains archived in

the system. If necessary to

reinstate the student, the student

record will be available when

you add them to your caseload.

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1. From the Caseload page, select

the student and Click Delete.

2. Click

How do I change IEP service minutes?

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1. From the Caseload

page, select student and

click Edit.

2. Enter minutes.

3. Click

How do I edit IEP/Eval dates?

Re-Eval Date is not required for Medicaid billing. This information may be

required by your district’s administrator. Notes:

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*Note: IEP dates are only able to

be edited for 365 days.


page, click IEPs/Goals.

3. Enter month, day and

year OR use calendar to

select date.

2. To make a correction to the IEP

date or Re-Eval date, Click ,

located next to the IEP date that

you want to change.

4. Click

How do I enter a new IEP?

Re-Eval Date is not required for Medicaid billing. This information may be required by your

district’s administrator. Notes:

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2. Click

This will display a listing of IEP

dates entered by therapists and

administrators.

3. Enter month, day and

year OR use calendar to

select IEP initiation date.

4. Click



How do I enter goals?

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3. Enter the Goal number, this number should be the same number that appears on the IEP.

4. Type or copy & paste the goal from the IEP.

5. The entry of GLE and Target % is optional.

6. Select Goal Type (OT, PT, ST)

7. Assign a diagnosis code from the drop down.

8. Click *NOTE if the goal number is already taken you will receive an error message indicating the goal number is already in use.



2. Click the date of the

IEP that you want to

add goal(s) to.

How do I enter student benchmarks?

13

2. Enter the benchmark number and

benchmark. The entry of GLE and

Target % are optional. Each benchmark

must have a different number and

should be the same number that appears

on the IEP document. *

1. Click

*NOTE if the benchmark number is already taken you will receive

an error message indicating that number is already in use.

3. Click

4. To correct an

error click

5. Click to

save changes.

To hide or open benchmarks re-click

button.

Once all goals are associated with the IEP date or all new goals and

benchmarks have been added click to select another

student.

How do I copy goals to a new IEP?Step 1: Select goals to duplicate

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1. Select the IEP date with the

goal(s) that you would like to copy.

Once you create a new IEP, the new IEP

date will show in the “IEPs by Date” box.

4. From the dropdown, select the

IEP date that you wish to copy the

goals to.

All selected goals will appear in the “Duplicate Goal

List”. Here you must number the goals before you

can duplicate.

5. Click

2. Select goal(s) you would like to copy.

In the header you can check the box to copy all

goals or you can use the check boxes next to

each goal to copy individually.

3. Click

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To make sure a number is not used more than once

click on the “Target IEP Goal List” tab to see what

goals are currently on that new IEP. If a number is

already taken re-number the goals on the “Duplicate

Goal List” appropriately.

If you select a number that is already in use an error

message will appear. If a number is already taken re-

number the goals on the “Duplicate Goal List”

appropriately.

How do I copy goals to a new IEP?Step 2: Duplicate Goals

Edit the goal(s) on the New IEP, if edits

are necessary.6. Click

How do I associate goals to an IEP?

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3. Click ‘Associate to this IEP’.

2. Select the IEP to which you

want to associate goals.

1. From the Caseload page, click

IEPs/Goals.

4. Enter the Goal number, this number should be the same number that appears on the IEP.

5. Type or copy & paste the goal from the IEP.

6. The entry of GLE and Target % is optional.

7. Select Goal Type (OT, PT, ST)

8. Assign a diagnosis code from the drop down.

9. Click *NOTE if the goal number is already taken you will receive an error message indicating the goal number is already in use.

How do I delete a goal or benchmark?

For audit record purposes,

Therapylog will not allow you

to delete goals or benchmarks

that have associated data or

information.

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1. Click next to

the goal or benchmark

for which you want to

delete.

2. Click

How do I know who is Medicaid eligible?

➢Students highlighted in yellow and green are Medicaid eligible.

➢You should enter data for all students highlighted in yellow and green.

➢If administrator has entered the One-Time parental consent information,

student will be highlighted in green.

➢Therapylog automatically runs student Medicaid eligibility with MO

HealthNet (MHD) weekly to determine eligibility.

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Students highlighted in green

are Medicaid eligible and

One-Time consent has been

signed.

Students highlighted

in yellow are

Medicaid eligible.

Introduction to Simple

Management FeaturesSimple Management is a comprehensive system for therapists to keep all their

scheduling, lesson planning, data and therapy notes in one place. The system

automatically retrieves the information required to file a claim for direct services for

Medicaid eligible IEP students.

Simple Management is a therapy tool that allows you to:

►Schedule all events on your calendar.

►Document student attendance.

►Enter quantitative information and activities for all students on your caseload.

►Create a printable graph that shows student progress.

►Create and print lesson plans.

►Document therapy sessions.

►Print a detailed record of your data, documentation, and student progress.

►Create reports to assist with IEP planning and reporting. 19

How do I create a billing record for Medicaid eligible students?Step 1: Schedule Therapy Sessions and/or Appointments

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1.1 Access the calendar from

Calendar at the top, right-side of each page

or

Home Page:

1.2 Schedule therapy sessions and/or

appointments on your calendar by

clicking on the number in the

shaded date box.

1.3 Click the shaded area

next to the time you want

to schedule.

Each line on the schedule

represents 15-minute intervals.

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How do I create a billing record for Medicaid eligible students?Step 1[cont.]: Schedule Therapy Sessions and/or Appointments

1.4 Select Location.

1.5 Confirm date, start and

end time.

1.6 Select Service.*

*See next page for detailed

service code information.

Reoccurring services can be setup from the

scheduling page. Weekly, monthly, and yearly

repeat options are available. You can also repeat

the service on specific days. This feature also

allows you to end repeating services after a

certain number of occurrences

How do I create a billing record for Medicaid eligible students?

Step 1 [cont.]: Schedule Therapy Sessions and/or Appointments

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*Service Codes in drop down box are discipline specific. See below for

complete list of BILLABLE Service Codes.

Physical Therapy Service Codes

-Gait Training

-Manual Therapy

-Neuromuscular Re-Education

-Orthotic Training

-Prosthetic Training

-PT Evaluation (High)

-PT Evaluation (Moderate)

-PT Evaluation (Low)

-Self Care Management Training

-Therapeutic Activities

-Therapeutic Exercises

-Wheelchair

Management/Propulsion Training

These codes apply to individual

treatment.

Occupational Therapy Service Codes

-Cognitive Skills Development

-Neuromuscular Re-Education

-OT Evaluation (High)

-OT Evaluation (Moderate)

-OT Evaluation (Low)

-Self Care Management Training

-Sensory Integration

-Therapeutic Activities

-Therapeutic Exercises

-Wheelchair

Management/Propulsion Training

These codes apply to individual

treatment.

Speech/Language Service Codes

-Behavioral and Qualitative Analysis of Voice &

Resonance

-Eval of Lang. Comprehension and Expression

ONLY

-Eval of Speech Sound Production

-Eval of Speech Sound Production w/ Eval of Lang

Comprehension and Expression

-Evaluation for Prescription of Speech-Generating

AAC Device, 30 Additional Minutes

-Evaluation for Prescription of Speech-Generating

AAC Device, First Hour

-Eval for SPEECH-Generating Augmentative and

Alternative Communication Device, First Hour

-Evaluation of Fluency

-Speech/Language Therapy-Group

-Speech/Language Therapy-Individual

These codes apply to group and individual

treatment.

Services that are NOT billable

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Physical Therapy

Co-Therapy

Collateral

Group Therapy*

IEP Meeting

Individual Student Planning

Non-Billable Group

Pre-Screening

PT Consult Only

Review of Existing Data Meeting

RTI – Group

RTI – Individual

Screening Meeting

Staff Consultation/Training

Staffing (reporting results)

Substitute/Student Teacher

Therapeutic Procedure(s) (GROUP)

(Non-Billable)

Unlisted Modality/Direct

Unlisted Physical

Medicine/Rehabilitation Service

Occupational Therapy

Co-Therapy

Collateral

Group Therapy*

IEP Meeting


Non-Billable Group

OT Consult Only

Pre-Screening


RTI – Group

RTI – Individual

Screening Meeting




Therapeutic Procedure(s) (GROUP)

(Non-Billable)


Unlisted Physical


Speech/Language Therapy

Co-Therapy

Collateral

IEP Meeting


Instruction in Academics

Non-Billable Group

Pre-Screening

Programming/Modifying/Training of

speech generated device ONLY


RTI – Group

RTI – Individual

Screening Meeting




Therapeutic services for use of non-

speech generating device, incl. prog.

and mod


Unlisted Physical


*Be sure to select ‘Group Therapy’ if seeing more than one student in the

same time period.

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How do I create a billing record for Medicaid eligible students?Step 2: Enter Student and Therapy Session Information

If the service is in the future, entering

goals/benchmarks and activity is optional. If you

want to add that information click the link below

the students name. The foals/benchmarks and

activity field will appear. To complete scheduling

click submit.

If the service is in the past the documentation fields will now be

displayed. Enter the goals/benchmarks and activity, rate the progress,

then enter comments. To complete documentation click document. (If

signatures are enabled for your district sign at the bottom of the page

before clicking document.)

2.1 Click ‘Add Student’ and type

the first and last name of a student

on your caseload.*

2.2 Select target goal/benchmark

for session.

2.3 Type activity. If all students in

group are completing the same

activity, click:

2.4 Click

Evaluation and Re-evaluation BillingTherapist should follow the steps below to create a billing record for evaluations.

Initial Evaluation Billing

In order to create a billing record for an initial evaluation, the following rules must be met:

The Initial Evaluation must result in an IEP

The student must be Medicaid (MO HealthNet) eligible

The student must be entered on therapist’s caseload

*Only time spent evaluating students may be billed. Time spent scoring evaluation, writing evaluation report, or discussing evaluation

results are not billable activities.

Recommended process for entering Initial Evaluations in Therapylog.com:

Keep a record of Initial Evaluations. This record should contain the following information:

Name of student, Start Time, Stop Time, Notes

Keep a record of students evaluated that resulted in IEPs.

At the end of the month, therapist should add students that received initial IEPs to their caseload.

Re-Evaluation Billing

In order to create a billing record for a re-evaluation, the following rules must be met:

The student must have a current IEP documenting service in the area being assessed.

The student must be Medicaid (MO HealthNet) eligible.

The student must be entered on therapist’s caseload.

*Only time spent evaluating students may be billed. Time spent scoring re-evaluation, writing re-evaluation report, or discussing re-

evaluation results are not billable activities.

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How do I enter an evaluation?

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1. Add student to your

caseload (see page 6), if

entering an initial evaluation.

2. Click IEPs/Goals.

3. Click if entering an initial evaluation.

Select current IEP date if entering a reevaluation.

4. For initial evaluation,

enter date parent signed the

Notice of Action and click

save.

How do I enter an evaluation? [cont.]

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5.Number goal

according to

discipline:

20 – ST Eval

25 – AAC Eval

30 – OT Eval

40 – PT Eval

6. Create a goal indicating

discipline specific

evaluation: Speech/Language

Evaluation, OT Evaluation,

PT Evaluation.

7. Select diagnosis code

which corresponds to area(s)

of concern in RED.

8. Click save.

How do I enter an evaluation? [cont.]

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9. Select location, date,

start and end time, and

appointment type.

10. Select

Service Code.

11. Add student.

12. Select

evaluation goal.

13. Enter

assessment

name(s) in

activity field.

14. Click

Submit.

How do I copy an appointment?

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1. Click

2. Enter date.

3. Click

How do I copy appointments for an

entire day?

30

1. Click

2. Enter date.

Automatically populates to a

week from original date.

3. Click

How do I copy a week?

31

If you have a week that will repeat

throughout the school year, you can

copy that week by clicking the copy

week button on the calendar page.

Copying will start on the following

week by default. Enter the date you

would like the copying to end and

click copy.

2. Enter date information.

3. Click

How do I move an appointment?

32

1. Click

2. Enter date.

3. Click

How do I print my lesson plans?

33

From the Calendar page, click:

or

Example of Detailed Lesson Plan: Example of Condensed Lesson Plan:

How do I document an appointment?

34

1. After therapy session has occurred,

click on name of student to document

session.

Click to change

appointment information or service

information.

2. Enter appointment information.

If signatures are enabled for your

district sign the bottom of the page

before clicking ‘Document’.

3. Click

or1. From appointment page, click

You must enter

quantitative data if

you plan to use the

graphing feature to

create graphs.

‘Add file’ feature allows you to attach

files saved on your computer/device to

the appointment.

How do I document an appointment?

35

A list of appointments that need

to be documented are also

located on your Home Page.

Click the student link to

document the appointment.

How do I access goal information?

36

Details Tab provides the Goal,

Benchmarks, and Activities

entered for the therapy session.Click Goal Info or

Benchmark Info.

Progress Graph Tab displays

graph data within a requested

time frame.

Prior Notes Tab provides dates,

benchmark information,

comments, and progress ratings

for previous therapy sessions.

The solid black line represents the goal

and each benchmark will have separate

assigned color, which can be found in the

legend. The solid red line represents the

goal’s target line, with a thinner black

line representing the goal’s trend line.

Each benchmark will have a trend line.

How do I print or save a graph?

37

1. Place curser on graph.

2. Right click.

3. You will have the following

options:

Print chart

Copy data to clipboard

Save as JPEG Image

Save as PNG Image

Save as PDF Image

The solid black line represents the goal and each benchmark will have separate assigned color, which can be

found in the legend. The solid red line represents the goal’s target line, with a thinner black line representing

the goal’s trend line. Each benchmark will have a trend line.

What do the colors on the calendar indicate?

38

A green appointment indicates an appointment that has not

been documented.

A purple appointment indicates that the appointment is

complete and can be accessed by your reports.

How do I check the billing record for accuracy?Step 1: Go to My Reports

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1.1 From any page, click Home

in the top, right-hand corner.

1.2 Click

under Therapist Tools tab on

the home page.

How do I check the billing record for accuracy?Step 2: Select and Create a Customizable Report

2.1 Click

Customizable Report.

Information entered by therapists remains in Therapylog

for 72 hours. Run The Customizable Report within 72

hours to correct mistakes before your therapy

transactions are bundled for claim submission to MHD.

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2.2 Use the controls to customize your report and Click

How do I check the billing record for accuracy?Step 3: Use Weekly Notes to Review Report for Accuracy

3.1 Check your report to make sure that all information is accurate.

Your report will look like this:

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How do I correct the billing record?Step 1: Go to Your Calendar

• If you see an error on The Customizable Report, you can

correct the error through your calendar.

• You can access your calendar page two ways:

From The Customizable Report page click on

Calendar at the top, right-side of the screen.

or From your home page, click

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2.1 Click on the gray box

that contains the date to

correct.

2.2 Click to unlock

appointment.

How do I correct the billing record?Step 2: Locate and Correct the Error

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2.3 Click to edit the appointment .

If the therapy transaction has been paid, the district will need to request that the transaction

by voided. Please send email to your District’s Direct Service Administrator with service

date, service time, therapist name, and student’s name of the transaction(s) to be voided.

2.3.A Adequate Documentation

All services provided must be adequately documented in the medical record. 13 CSR 70-3.030, Section (2)(A) defines

“adequate documentation” and “adequate medical records” as follows:

Adequate documentation means documentation from which services rendered and the amount of reimbursement received

by a provider can be readily discerned and verified with reasonable certainty.

Adequate medical records are records which are of the type and in a form from which symptoms, conditions, diagnoses,

treatments, prognosis and the identity of the patient to which these things relate can be readily discerned and verified with

reasonable certainty. All documentation must be made available at the same site at which the service was rendered.

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13.4 Special Documentation Requirements

For physical, occupational and speech therapy services, the MO HealthNet Division requires that the following

documentation be included in the recipient’s medical record:

• Participant’s complete name;

• Participant’s date of birth;

• Date service was provided;

• actual treatment provided for the participant (more than “treatment given”) on the specific date of service;

• individual or group therapy;

• the setting in which the service was rendered;

• time service was delivered (e.g., 4:00-4:15 p.m.);

• The name, title, and signature of the therapist who provided the service;

• the plan of care must include treatment, evaluation(s), test(s), findings, results, and prescription(s)/referrals;

• documentation for the need of the service(s) in relationship to the participant's treatment plan;

• The participant's progress toward the goals stated in the treatment plan; and

• official Individualized Education Plan (IEP) or Individual Family Service Plan (IFSP) when billing therapy services

documented in an IEP or IFSP.

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Documentation Rubric

Adequate documentation requirements state that services must be readily discerned and verified with reasonable certainty. According to MHD, therapists

must state level of progress toward the goal relative to the completed therapy session each time.

_____participant’s complete name;

_____participant’s date of birth;

_____date service was provided;

_____individual or group therapy;

_____the setting in which the service was rendered;

_____time service was delivered (e.g., 4:00-4:15 p.m.);

_____the name, title, and signature of the therapist who provided the service;

_____Actual treatment provided for the participant (more than “treatment given”) on the specific date of service:

1. Defined activity (Lesson plan) such as:

-flash cards to elicit target sounds

-Q and A ‘wh’ questions with therapist initiating the questions

2. Progress relative to therapy session

-Every session requires an indication of progress relative to that day’s therapy session (progress, minimal progress, etc.)

3. Student response

-Notes to include how the student responded (ex. student responded without hesitation or student struggled with answering “when” questions or

student’s behavior was disruptive during therapy) or conditions of response (responded with cues; responded following peer modeling; responded

with assistance or without assistance, etc.).

4. Periodically provide quantitative data (not required every time).

5. State any use of assistive technology in notes.

The student’s complete [medical] record must also include:

_____the plan of care must include treatment, evaluation(s), test(s), findings, results, and prescription(s)/referrals;

_____documentation for the need of the service(s) in relationship to the participant's treatment plan;

_____the participant's progress toward the goals stated in the treatment plan; and

_____official Individualized Education Plan (IEP) or Individual Family Service Plan (IFSP) when billing therapy services documented in an IEP or IFSP. 46

How do I create a

Month-End Billing Documentation Record?

47

2. Click Month-End Billing Documentation Record.

This report should be printed each month for each

student on your caseload that was Medicaid eligible for

all or any part of the month. According to MO

HealthNet Division, each session must be initialed

and each page signed by the rendering provider.

This report contains fields for all the MO HealthNet

requirements for adequate documentation that must be

maintained in the student’s medical record for 5 years

after the date of service.

NOTE: If using the electronic signature feature for

iPad/tablet this report will be stored electronically.

1. Click

under Therapist Tools on the Home page or

the Reports link at the top right of the page.

simple management training guide - …therapylog.typepad.com/direct_services_resources... · simple...

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