Direct Service Log Instructions

July 2011

Entering Filemaker Pro through the Tri-county Website:

Click on: Filemaker Pro:

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Before entering your service logs, make sure you have the correct student.

  1. Check the student’s date of birth – use the arrow keys because there may be more that one student who has the same 3 letters in their name.
  2. Check the message board for important information that pertains to this student.
  3. Check for the Medicaid #, if no number, go to the next student.
  4. Choose the correct month of services you will be entering.
  5. Choose the correct year 2010-2011 if not all ready chosen.
  6. Click “Save” or move to the next screen.

If you feel a student has an active Medicaid number and it is not listed, please give me a call @ 790-2323 or 201-8468 or e-mail I will need the student’s full legal name and date of birth. Also, their Soc. Sec. # would be helpful.

Before leaving this screen – do the following!

Check all information for accuracy

  • Date of Service
  • Procedure Code
  • Type of Service
  • Service Type
  • Diagnosis Code
  • And record pertinent information in the Note area

Above the rows where you entered your logs there are 3 areas to record additional information

  • Signature Date – enter the date you are entering your logs
  • Place an “X” in Form is final and ready for invoicing – Do NOT put an “X” in this area until you are 100% ready for me to invoice. By the end of the 1st week following a month, I will begin printing invoices. At that time, you will not be able to make any changes.

If you are supervising a Social Worker Intern or an individual waiting for their credentials to arrive, and/or entering Health Aide service logsit is important the supervisorsname and credentials are included in “Service Log Approval and Reviewed by”.(Do NOT use commas)

Once you have checked your log for accuracy, and you are ready to go to the next student, click on “Student Data” – it will take you to the prior screen where you can choose “Enter Find” and begin entering information on the next student.

If this is the last day you will be serving a student, record the date last scene in the NOTE area.

Helpful hints and pertinent information:

  • When you have selected a student, you will see information in the Note area. Following are some explanations:

a)Screening Record only – this indicates the student received vision and hearing services only and there is no IEP attached. Click on the up/down arrows until you find the correct file for this student.

b)DHS. PR, or ALL KIDS with 9 digit Medicaid # - indicate a student does not currently have an active Medicaid number but check this student monthly because information changes daily.

c)Multiple Students w/same name – check date of birth – use the arrow key to go to the next student

d)ALL KIDS #1 or TPL (Third Party Liability) students are billable as long as the Medicaid # is listed under the Date of Birth.

e)CK071210 – indicates the students Medicaid # was checked with the State of Illinois on July12, 2010

  • When January begins and you need to enter servicelogs prior to January (i.e. Nov and Dec) you have to manually enter the previous year. If you enter the month and day, then tab to the units, the date bill appear as 2011 instead of 2010.
  • If you are unsure how to calculate the units – click on “Units” above the column of units you will get detailed information.
  • If you are entering service logs and the screen has not changed, click in the blue area to the right of your screen and it will refresh your screen.
  • Web Users; the reason the SAVE buttons are so important, if you are interrupted during the entries or lose your internet connection, the information will only be saved from the last time you clicked “save”.
  • If you have entered a blank row at the top of your service logs or you have entered wrong information and need to delete a row, click on “Delete” at the right of the row that needs deleted.

If you are finished for the day, have saved your information and ready to exit Filemaker Pro, click on “Exit Application” or click on the Red X.

12 FFS Service Log Instructions