FAQs & Overview

Overlapping clock times:

• A provider’s clock times can never overlap with themselves.
• Provider’s direct therapy clock times cannot overlap with each other.
• What can overlap with therapy? FSC, IFSP Dev, Transition, Intake, Screening, Evals, Consult with anything except therapy in the same discipline as the Consult (ie. PT Consult and PT therapy).

ICD-10 codes for intake/evals:

• Intakes can use Dx code Z04.9 if there isn’t a more appropriate code based on observation, medical records, referral, etc.
• By the Evaluation a medical or developmental diagnosis code should be used, the HIT team will update any misused codes to Z00.71 (eligible) or Z00.70 (ineligible) if the Provider has not updated the DX for the kiddo to something more specific.

What to do if appointments need to be moved/amending notes after it’s already been posted:

• If you need to move or amend a note after it’s been posted, HIT should always be the first email/message/call to see if it’s possible.
• If a claim was created from the note, it cannot be unposted.
• If needed, some things can be fixed with a Claim Correction Ticket, like the DOS, DX, CPT, number of units, location.
• Documentation can be changed even if the note is already posted, by double clicking the note and choosing the amend/correct option.
• HIT can update your case if the wrong one was picked, just let us know.

What to do if appointments need to be moved/amending notes when they are signed but haven’t been posted:

• HIT can help providers move a note if the wrong date was selected on the Scheduler for a signed note, it has to be manually done, and the old note voided or deleted. If the note was created On Demand in the chart, the DOS can be changed by just amending the note!
• Very important to note that if you are changing the Note Type you must remove any clock times that you’ve input onto your note before the change. Not doing this creates ghost charges that we have to manually remove on the ledger side, we cannot remove these incorrect charges on your notes after you sign them.

What locations to use:

• Putting the location of the visit in the subjective of your note is incredibly helpful for finding errors in location codes and preventing a task asking for clarification when two providers have put different codes on collaborative visits.
  1. Home (including caregiver homes)
  2. Office- visits at PIC.
  3. Childcare Center
  4. Community- visits around the community like the library or the Dome.
  5. Clinic Visit- visits at another medical provider’s office.
  6. Correspondence- visits done via email, or without the child present (like medical record review).
  7. Group
  8. Phone Call (including texts)
  9. Tele- visits done via Zoom.
  10. Program for Infants- should never be used

What our abbreviations mean:

• TCM – Targeted Case Management, once per month billing for FSC, non-billable Eval’s, IFSP’s, Intakes and Screenings
• CTB – Consent to Bill, needed at least once per year in order to bill our services. Even if CTB is declined, we need this filled out by families.
• MCD – Medicaid
• CLN – Call Log Note