In the system you have the ability to set the Medicaid Claims Billing Requirement for CTDS ID for School Services. The instructions below will guide you through the 6-part process.
1) Make CTDS Required for a Funding Source
- Open the Funding Source you wish to work with.
- Select the Funding Source(s) that require a CTDS Number when the Place of Service is 03.
- Check the box on the right-hand side for Is CTDS Required.
NOTE: This will indicate that this Funding Source requires the CTDS ID be present on the claim when the Place of Service is 03-School. This is regardless of whether the payer is Primary or Secondary. If this box is not checked, the CTDS will not be sent. This will need to be completed for each agency where the Funding Source exists that requires the CTDS ID.
- Click Save & Close in the top left.
2) Create State CTDS Identifier Type
- Go to Settings > Customized Lists.
- Select Identifier Types under List Name, then click Add under Selected List Value.
NOTE: If the Allow Value Edits box is not checked you will not be able to add this identifier.
- Enter State CTDS as the Name (if it is not already present). The Code must be CTDS exactly as written here or it will not work. (Description can be "State CTDS identifier".)
- Click Save in the top left corner when finished.
3) Enter the Special Identifier for a School
- Go to the Schools list and double-click on the school to Open it.
- Click the Special Identifier icon next to AKA in the Address Information to Add its State-assigned CTDS identifier.
- Enter the Type and ID/Number/Code. No check box is required. Click OK when finished.
NOTE: When updating the CTDS ID under the Special Identifiers for the school, make sure that there are no windows open showing the Contract and Service Locations. If there is a window open showing the Service Locations for the Contract, please close that window and reopen it to refresh the data. This will ensure that the CTDS ID is available for the Service Location and is correct and matches the one in the School’s Special Identifiers.
- Click Save & Close in the top-left of the School.
4) Add Location Identifier for Client Contract
- Navigate to Clients. Select the Client and double-click to Open it.
- Go to the Contracts tab and click Add in the Service Locations section.
- Add their School and click Save & Close.
- Enter the Location Special Identifier for the school under Service Locations.
NOTE: Make this the Default if most of the service is provided at this school.
- Click Save & Close in the top-left when finished.
IMPORTANT: Be sure to add all Funding Sources for this Contract, including Secondary Funding Sources under the Add’l Funding Sources box in the Contract. This is necessary so that when the claim is sent to Secondary, the School CTDS number is pulled from the Services Location on the Contract.
5) Schedule Appointment for Client
- When scheduling the appointment, make sure the appointment Location is correctly selected as the School where the services are being performed.
- Verify that the POS is set to 03-School.
- During the claim process, the system will add the CTDS Identifier if the POS is 03 School and the CTDS Address Identifier exists.
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6) Prepare Claims
IMPORTANT: If services are performed at multiple different schools, the claims should be split so that only one school is submitted per claim. If multiple schools are submitted on a single claim with a CTDS Identifier present, the system will use the last entered CTDS ID/Number/Code.
- In Step 3 of the Claim Preparation Wizard, it is best practice to group claims with the same Place of Service.
- Under Claim Line Item to Claim Grouping, check the box for Place of Service. (All charges need to have the same POS in the claim.)
- The CTDS ID will be submitted in Box 19 Additional Claim Information of the CMS1500 Paper Claim and/or in Loop 2300 NTE Segment for ANSI 5010 837 Professional Claims.
NOTE: The format is 0B followed by the 9 digit school ID. For example, 0B078912101 where 078912101 is the CTDS ID/Number/Code.