INSTRUCTIONS
FOR
SCHOOL AGE
PRIVATE PAY BILLING
Related Service Billing Contact Information:
JoAnn Caradonna: School-AgeBilling Coordinator
Billing Fax Number: 516-747-1833
Billing Phone Number: 516-747-9030 ext.125
E-mail:
Website:
Related Service Providers
ATTENDANCE
□Check eachstudent’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 students cannot be seen on Saturday or Sunday, unless they have a waiver on their IEP.
□If a student’s IEP states group services, but the student cannot be grouped, pleasefill out an “Inability to Group Form & fax it to SA Schedule Coordinator. You cannot bill for individual sessions, (and will not be paid the individual rate) unless we written authorization from the district.
HOLIDAYS
□ School-Age students cannot be seen when the School District has a Holiday or other School Closing event, including snow days. (Therapists must check with the School District website to find out when those closings are).
□ Private Paystudents 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
□ Fill out & sign “CSE or Program Review Form” or “CSE Initial Recommendation Form”
when attending a meeting. Please make sure a district personnel attending the meeting
signs the form as well. Fax to SA schedule coordinator (Laurie or Emily)immediately after.
□You can bill for the full duration of each CSE/Team meeting, please note it on the child’s treatment log as an “S” also fill in the times of your attendance. Write “Attended CSE Meeting for Student’s Name” in the activity section of 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 invoice as a separate line item.
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 (516)747-1833.
MAKE-UPS
□ Write MU on Treatment Log, make sure to include which missed date you are making up.
□Make-ups are District specific. Please know your District or contact the billing department.
A few districts have restrictions on Make-ups. (Time limits)
□Make-ups must follow the same rules as regular attendance sessions. (ei. no weekends, holidays, school closing dates or outside of IEP dates)
DISTRICT SPECIFIC
□There are a few Districtsthat have their own 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.
□Mostdistricts do not give any flexibility on schedule changes or IEP deviations. Please review each child’s IEP carefully and make sure you schedule the child for the exact frequency/duration that’s stated on the IEP. For example if a child’s IEP states 2x30 weekly, you must service the child two thirty minute sessions on 2 different days you cannot service him/her 1x a week for an hour. If you cannot service the child as stated on the IEP please contact District personnel and let you service coordinator know immediately.
LOG NOTES
□ All headings for each child should be prefilled (see attached word doc.) so it can be used throughout the school year. Be sure to include all required information.
□ If providing P/T or O/T services make sure you have a current copy of the RX on file BEFORE you start providing services. Prescriptions are only good for one year. Please make note of the date on the heading.
□Speech, Psychology and Social Work must have a “Referral Form” that is filled out annually by the provider and sent to your Service Coordinator. Please see website for the latest form.
CREATING YOUR INVOICE
□The monthly invoice should be done on a word or excel file. If not, it must be neatly written and include all the information and same format as GEK SAMPLE INVOICE on the website. Make sure the number of sessions noted on your invoice match the sessions provided on the treatment logs.
□Everystudent on your bill must be listed in alphabetical order.
□DO NOT bill for multiple months on one invoice, send separate bills for each month. 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.
□Fill in the entire Treatment Log,be sure to include service type, Location(Name of 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.
□Eachscheduled session on your Treatment Logsmust have a parent or other authorized “verifying witness” signature. A child/therapist absence does not require a witness signature only the provider must sign.
□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 your originals and submit a copy to my attention.
SUBMITTING YOUR INVOICE
□SCAN and email your invoice along with all required documents to . You can also FAX your Billing to 516-747-1833.Please include a coversheet to my attention JoAnn Caradonnawhen sending your fax.
□All Treatment Logs as well as the attendance calendar must be sent in with your bill.Please make sure all Treatment Logs are completely and accurately filled in. These all must be received together.
□Logs are required to have witness signatures for sessions that are given including P, MU, T, S, and TM with sessions such as CA, TA or H only require your signature.
□Corrections must be provided within 48 hours of request in order for billing to be completely processed and full payment made.
All forms are available on our website: under
Provider forms.
Any questions please feel free to contact me at 516-747-9030 ext.125
8/31/2016