Adult BH HCBS End User Training for New Customers - Your Responsibility - HCBS Setup

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After we have completed your setup:

• Verify Procedures (CPT).
• Verify Visit Types.
• Complete Service Code Threshold setup.
  • Create Thresholds with all set to 0 Units.
• Confirm Programs are set up correctly.
  • Each new program should begin with HCBS.
• Complete Clinic Options settings.
• Update all Access Levels.
• New HCBS Forms require permissions in the Form Tab.
• 2nd User Access Tab > enable new Service Thresholds tab.
• Default Users must be set up.
• Confirm new Programs were created.
  • Users must be added.
• Update Program/Billing Default tabs:
  • Billing Info
  • Billing Info 2
  • General
  • Adult BH HCBS
    • Note: Each New HCBS Insurance requires:
      • Insurance Info tab > check the box for Medicaid.
        • This sends the Rate Code.
          
          
• Insurance Info tab > check the box for Bundle same day procs in My Billing.
  • This bundles procedures by Rate Code.
    
    
     
• Set up / Create New Charts
  • One for each HCBS Service Type / Program.
    • Hint: Create ONE chart and utilize the ability to copy an entire chart to another program.
  • Instructions are included later in this document.
  • We created all the required entries in your eCR instance for each possible HCBS service. You need to properly set up eCR to only include those HCBS Services, Procedures, Visit types etc. that your agency provides.

1. Your first step will be to inactivate the following items as appropriate.
   • Programs (Administration 🡪 Programs)
   • Procedures (Administration 🡪 Procedures)
   • Visit Types (Setup 🡪 Visit Types)
   • Service Thresholds (Setup 🡪 Service Thresholds)
2. Tell eCR what progress notes you are using for the HCBS Programs.
   • Individual Note
     • For the HCBS programs, the progress note setup is slightly different than what you may be used to. You are NOT adding a progress note at the Visit Type level. You are adding the form (HCBS_IPN) Adult BH HCBS Individual Progress Note to your chart.
   • Group Note
     • Under Setup > Billing/Program defaults >General tab, Set the Group Note to HCBS_GN.
       • This must be set for each HCBS program / Service your agency provides.
     • Add the Group Note (HCBS_GN) to your chart using Administration 🡪 Form Manager.