Direct Service Log Instructions Using Filemaker on Your Computer

June 2012

Click on FileMaker Pro from your computer.

If you have duplicated a line that you do not need, click on the Delete Button before exciting this screen. The blank lines (that do not have a date and units listed) will not allow me to print the service log.

Before leaving this screen – do the following!

ü Check all information for accuracy

o Date of Service

o Procedure Code

o Type of Service

o Service Type

o Diagnosis Code

o And record pertinent information in the Note area

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

o Signature Date – enter the date you are entering your logs

o 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.

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

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 Also, in this area there is CK with numbers to let you know the date this student was check to see if he/she has a Medicaid number. If this date is over 6 months, and you feel the students does have a working Medicaid number give us a call at (618) 790-2323 with the student's legal name, date of birth and SS# if available and Robin or Rhonda will gladly recheck the number for you with HFS.

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

d) CK 071212 – indicates the students Medicaid # was checked with the State of Illinois on July12, 2012

· When January begins and you need to enter service logs 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 2013 instead of 2012. (This feature is only available if you have Filemaker Pro on your computer.)

· 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.

13 FFS Direct Service Log Instruct Filemaker on your ComputerPage 3