KIDZ THERAPY SERVICES, LLC
RELATED SERVICE PROVIDER
BILLING MANUAL FOR
NassauCounty
EARLY INTERVENTION
Billing Contact Information:
Billing Fax Number: 516-747-1833
Kidz Therapy Phone Number: 516-747-9030
Preschool & EI Billing E-mail:
Sharon Kjellgren: Preschool Billing Coordinator
AllEarly Intervention Related Service forms are available on our website:
Click on “Provider Forms”
Nassau County – Early Intervention Related Service
ATTENDANCE
Check the child’s service authorization for start and end dates; and for the number of authorized sessions. Call the Early Intervention Department if you did not receive the Authorization Number or the IFSP.
You will not be paid for any services rendered before the start date or after the end date.
EI services end the day before a child’s 3rd birthday; unless the child has had their CPSE meeting thru their school district and has qualified for services. It is your responsibility to check that the parents have elected to remain in EI and not transition into CPSE.
Early Intervention children can be seen on Saturdays and Sundays. Only one session may be provided for each service type. (ex. cannot have two speech sessions in one day).
New Authorization’s:
Anytime there is a new authorization number you must start a newtreatment log. You can not have sessions with 2 different authorization numbers on the same log note.
You must fill in the entire treatment log:
NassauCounty Early Intervention Program
Nassau County Department Of Health
Daily Notes/Attendance Sheet
INFORMATION REQUIRED ON TOP OF TREATMENT LOG:
Put child’s name on the top of every page (this includes 2nd page). Be sure to also include Child’s Date of Birth, Age, IFSP Period, Service Type, Location, Frequency, Duration, # Authorized Sessions, the Authorization # and ICD-9 Code. Fill in the Provider/Agency Name, Provider (Your Name) and Profession Title (Your Title).
SESSION NOTES:
Fill in the date of session, the time of session, get the Parent/Caregiver signature after each session, fill in the CPT Code (s) and session #’s.
Write in a session note, sign your name as it appears on your License and include your License Initials.
There are limited number of sessions on an authorization, count each session provided and enter the session #.
You must account for all scheduled dates.
You must sign the bottom of the treatment log and include your license initials.
MISSED SESSIONS:
If a session is missedbe sure to indicate Child absent or Therapist absent.
As per Best Practice you are to offer a make up for any missed sessions. Be sure to document this on your session note: “Make Up Offered” and “Parent Declined” or “and scheduled”; or “Make up could not be scheduled”
Early Intervention make-ups can only be scheduled during the current IFSP period. If they cannot be scheduled during the current IFSP period, then those make-ups are forfeited.
You are required to have the parent/caregiver sign for the absence at your next session.
ABSENCES:
You cannot bill for any absences.
You must account for every absence on the treatment log and document that a make-up session was offered to the family.
If any child misses 3 consecutive sessions you must fax a Notification of Non-delivery of Service Formwithin 24 hours to the Ongoing Service Coordinator, submit a copy with your billing.
MAKE-UP’S:
There are no make-up sessions for family vacations and scheduled agency closings. See Kidz Therapy Calendar on website.
Write MU on Treatment Log. Include what session date you are making up.
Make-up’s must be done within 2 weeks after the missed session. You may not do a make up before an absence.
Sessions rescheduled during the same week are not considered absences and make-ups.
If a child is seen 5x per week, no make sessions are allowed.
Early Intervention cannot do a makeup the same day as a regular session.
You may provide more than one make-up a week.
Early Intervention make-ups can only be scheduled during the current IFSP period. If they cannot be scheduled during the current IFSP period, then those make-ups are forfeited.
HOLIDAYS:
EI children can be seen 365 days a year. EI week runs Sunday through Saturday.
RECOMMENDATIONS FOR SUPPORT, EDUCATION, AND GUIDANCE FOR PARENTS:
All correspondence between you, the service provider, and the child’s parent, teacher, and/or caregiver must be recorded on the bottom of every page of the treatment log.
There must be at least one communication after every 4 sessions (conversation, phone call, letter and/or note).
You must also document communication with at least another team member, EIOD, Kidz Therapy or parent every month. This must be recorded on the bottom of Page 2.
Therapist and Parent (or other verifying witness) must sign for each session.
After each session, you must sign your full name as it appears on your license as well as provide your professional credentials (ex. MA,CCCSLP, OTR, PT, etc.).
Be sure to also sign and write your License Initials at the bottom of the treatment log.
PAPERWORK REQUIRED FOR BILLING:
Your Billing Invoice
The Kidz Monthly Attendance Sheet
Your Treatment Log Notes
08/26/13