GAYLE E. KLIGMAN THERAPEUTIC RESOURCES
RELATED SERVICE
BILLING INSTRUCTIONS
FOR
SCHOOL AGE
PRIVATE PAY
Related Service Billing Contact Information:
JoAnn Caradonna: School-Age Assistant Billing Coordinator
Billing Fax Number: 516-747-1833
Billing Phone Number: 516-747-9030
E-mail:
Website: www.kidztherapy.com
Related Service Providers
ATTENDANCE
□ Check each student’s IEP for start and end dates. You will not be paid for any services rendered before the start date or after the end date.
□ School-Age & Private Pay students cannot be seen on Saturday or Sunday, unless it is designated on their IEP.
□ If a student’s IEP states group services, but you can only see the student individually, you must notify the SA Schedule Coordinator and GEK Billing Coordinator. You cannot bill for individual sessions, (and will not be paid the individual rate) unless you have written authorization from our office.
HOLIDAYS
□ School-Age students cannot be seen when the School District has a Holiday or other School Closing event. (Therapists must check with the School District to find out when those closings are).
□ Private Pay students cannot be seen on KIDZ Therapy’s Calendar Holidays. These days are: Thanksgiving Day, Christmas Day, New Year’s Day, President’s Day, Memorial Day Independence Day and Labor Day.
CSE/TEAM MEETINGS
□ You can bill for the full duration of each CSE meeting a student has throughout the school year, by entering an “S” on the treatment log for that student only on the day of the meeting. Write “Attended CSE Meeting for Student’s Name” in the Treatment Logs.
□ If you must cancel another student’s session to attend a CSE meeting, you enter “TA” on the treatment log of the student whose session was cancelled. Write “TX cancelled to attend another student’s CSE Meeting” on the Treatment Logs.
□ You must remember to put the CSE meeting on your bill.
ABSENCES
□ If any student misses 5 consecutive sessions you must fax a Notification of Non-delivery of Service Form within 24 hours to the billing fax number.
MAKE-UPS
□ Write MU on Treatment Log. Include what session date you are making up.
□ Make-ups are District specific. Please know your District or contact the billing department.
□ Make-ups must follow the same rules as regular attendance sessions. (ex. no weekends, holidays, school closing dates or outside of IEP dates)
DISTRICT SPECIFIC
□ There are many District specific guidelines. Please check with the billing department anytime you begin services in a new School District. This is especially the case with the Hewlett-Woodmere and Massapequa Districts. If you have taken a case in either of those Districts and have not received the memorandum, contact the billing department so it may be sent to you.
CREATING YOUR INVOICE
□ All billing should be typed. If not, it must be neatly written and include all the information and same format as the enclosed Sample Bill.
□ Every student on your bill must be listed in alphabetical order.
□ DO NOT bill for multiple months on one invoice, send separate bills. Billing will not be accepted if submitted more than 60 days after the last day of service.
□ Billing for evaluations should include the name of the student and the date of the evaluation.
□ You must use the GEK Monthly Attendance Sheets and Treatment Logs for School age and Private Pay.
□ The Monthly Attendance Sheet has a column for Group sessions. List students in alphabetical order. Be sure to fill out completely including session frequency (2x30). If student is seen 1x30 individual and 1x30 Group use 2 lines. Use separate Monthly Attendance Sheets for different Services (ex. Play Therapy; Parent Training).
□ You must fill in the entire Treatment Log. Be sure to include service type, location (school/home/community), District (School District that is writing the IEP), session frequency (including group or individual), all signatures, dates of session, start and end times, and codes (P, MU, H, CA, TA, S, etc.). You must account for all scheduled dates, be sure to indicate Student absent or Therapist absent if a session is missed. If a Student is absent but you are not notified in advance, please note that on your Treatment Log. If a child receives both individual and group services, you must use 2 separate log notes.
□ Every scheduled session on your Treatment Logs must have a parent or other authorized “verifying witness” signature.
□ Services billed on your invoice must reflect the sessions documented on the Treatment Logs.
□ If you do not see a student for an entire month, do not leave the student off your bill. Always enter the student’s name and indicate why the student was not seen that month.
□ Keep a copy of the invoice for your records.
SUBMITTING YOUR INVOICE
□ All billing is due on the 3rd of the month, regardless of what day of the week it falls on.* This includes your invoice, Treatment Logs and attendance sheets. We send out your check on the 19th of every month regardless of what day of the week it falls on.
*If your bill is received after the 3rd of the month, (ex. the 4th) your check will not be sent out until the 19th of the following month.
□ The FAX # for all Billing is 516-747-1833. We will not accept any billing that is faxed to any other number. All other correspondence should be sent to 516-877-0998. Our email address is for School Age Related Services and Private Pay billing.
□ All Treatment Logs must be sent in with your bill. We will NOT accept a bill that does not have the Monthly Attendance Sheet and all the Treatment Logs completely and accurately filled in. These all must be received together by the 3rd of the month.
□ If “Notes on Session” on Treatment Log is not filled in, that session will not be paid.
□ Sessions missing signatures will not be paid. If you are still waiting for signatures, send us copies of those Treatment Logs and send the originals when you have the signatures.
□ No additional sessions will be accepted once billing is received.
All forms are available on our website: www.kidztherapy.com under
Therapist Log In.
Updated 7/26/12