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Guidelines for Billing
Non-Billable Logs
Providers can add comments that are not part of a student service log in the Service Portal. If an IEP has not been finalized, non-bIllable logs should be created to document a service. A non-billable log will not be sent to DPHHS for reimbursement, but remains permanently in the Service Portal records.
Non-Billable logs are created using the
Service Log Wizard. Instead of choosing a service code, choose NoProc-NonBillable from the drop-down menu. Notes can then be added in the comments section. A detailed explanation of how to create a non-billable log can be found
here.
A student with a Medicaid number will show as bold in the Service Portal. You should use the service code and not a non-billable log for non-Medicaid students with IEP directed services. This will allow services to be reimbursed should eligibility change.
Progress Reports
Progress notes should summarize the service comments and indicate the student's progress toward medical status, IEP goals, and changes in treatment plans with rationale for change.
Evaluations
Evaluations can be billed for a student only once each year per service type. This can be tricky since most evaluations occur over several days and sessions. Before adding an evaluation to the service portal, wait until the evaluation is complete, a primary disability has been determined, and the IEP finalized. The total time for an evaluation should be logged for the final evaluation day. Specific dates and session times can be included in the comment section of the log.
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