1. BHCS, LLC December 2015 1

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3.  Tally Sheet  Progress Notes How or where do I get these forms?  Emailed to you when you accept a case  On the company website “back office” at www.bhcsct.org or http://www.bhcsct.org/user www.bhcsct.org http://www.bhcsct.org/user 3

4.  Tally sheets and accompanying progress notes are due EACH Monday by noon for work completed in the previous week. THESE NEED TO BE SUBMITTED WEEKLY & NOT LATE! Please Note: if documentation is returned to you for corrections, you NEED to make corrections and resubmit NO LATER THAN Wednesday at noon 4

5.  ALL progress notes are due WEEKLY on Monday by 12 noon and anything submitted after this (late) will not be processed until the next billing period  ALL progress notes that are submitted on time but require corrections have until Wednesday at 12 noon to be resubmitted otherwise they will not be processed until the next pay period 5

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7. AND CHECK, DOUBLE CHECK & TRIPLE CHECK FOR COMPLETENESS AND ERRORS You don’t want to look like this OR do this to your BHCS, LLC payroll staff, right? 7

8.  Email all documents to avonoutpatient@bhcsct.org by each Monday at noonavonoutpatient@bhcsct.org  It is preferred that all documents are submitted via email in a Word document format, but PDF is also acceptable  You may fax tally sheets only to 860-482-0737 but you cannot fax progress notes  Tally sheets and progress notes can be sent together in the same email Please Note: Progress notes must be in a Word doc or PDF format and must be emailed-faxed progress notes are not accepted. Only tally sheets may be faxed. DO NOT SEND PROGRESS NOTES OR TALLY SHEETS IN TIF PEG FILES OR PHOTO GALLERY OR IPHONE PICS. THESE MUST BE SENT IN WORD DOC OR PDF!!!!! 8

9.  You can put multiple dates of service (as long as it is all for the same case/client) within the same month on one tally sheet (DON’T PUT 2 DIFFERENT MONTHS ON ONE TALLY SHEET!)  Your tally sheet should have dates for one month at a time only (e.g. all November dates on one tally sheet and all December dates on a separate tally sheet)  Each case (client) has to be on a separate tally sheet 9

10.  BHCS, LLC staff at avonoutpatient@bhcsct.orgavonoutpatient@bhcsct.org  Please Note: Payroll calendars are on the back office and indicate pay periods and pay dates 10

11.  Please be sure to double and triple check your tally sheet and progress notes prior to submitting them to ensure everything is correct BE SURE THAT PROGRESS NOTES DATES MATCH EXACTLY TO YOUR TALLY SHEET DATES  If there is an error, you will receive an email explaining what is wrong or missing and you will need to make corrections and resubmit as soon as possible BUT NO LATER THAN WEDNESDAY BY NOON 11

12.  Dates on tally sheet do not match up to dates and on progress notes  Missing a progress note for a date of service noted on tally sheet  Top of progress note not completely filled out (EVERY section must be filled out)  Coding errors – incorrect codes for services rendered  Not indicating the correct amount of hours to units ratio  Incorrect diagnosis (DX) 12

13.  NOT SUBMITTING YOUR TALLY SHEET AND PROGRESS NOTES IN A TIMELY MANNER EACH WEEK This will not only delay your payment for the work you did but also creates issues for the billing staff in the office. IT CANNOT BE STRESSED ENOUGH THE IMPORTANCE OF COMPLETING YOUR TALLY SHEETS & PROGRESS NOTES ON TIME & SUBMITTING WEEKLY BY MONDAY AT NOON 13

14.  Taking a smart phone picture and sending the progress note via photo-these are legal documents so this is not acceptable  No tiff formats or google shared docs- progress notes must be Word or PDF format 14

15.  All email subject headers need to be labeled with dates of service and client’s first name and last name initial; Also, label it Autism Program 15

16.  Use “Save As” and title the document using client first name and last initial and date. Example: “johndprognote5-1”  Be sure to “Save As” to a word doc or pdf file 16

17.  Make sure you fill out EVERY part on the top  Fill out date of session  Fill out Clients name  Insurance type  Diagnosis (DX)  Type of insurance  Type of code(s)  Write narrative of session 17

18.  Put date of session  Clients first and last name  Insurance type- Medicaid, Anthem, etc.  Diagnosis (primary only)  If there is a co-pay or co insurance put what was given if anything.  Type of session circle which code you are billing under. 18

19.  This is where you write your observations, quote things that have been said, comment on quality and nature of interactions, note progress toward goals or lack there of  There should be at minimum a paragraph of notes about the visit here-not just one line  Examples are greater detail on how to write a progress note are provided in documentation training (see back office)  No handwritten progress notes accepted, this looks unprofessional 19

20.  Remember these are legal documents and can be subject to subpoena  Ensure they are accurate  Ensure they are written professionally  Ensure you have used proper spelling and grammar  Ensure they are factual statements and not opinions  Can only be submitted in Word or PDF format 20

21.  Are subject to audit by Medicaid or other agencies  Are audited periodically on an internal basis by BHCS, LLC to ensure compliance with all requirements, rules and regulations  Are checked by BHCS, LLC billing staff when they come in to ensure there are no errors & will be sent back for correction if there are errors  Should never be falsified as this is fraud and illegal 21

22.  What happens in any job or your full time job if you turn in your time card late? You will not be paid in a timely manner  Same scenario with consulting work (self- employment): Late billing means late payment  Late billing creates logistical issues & back log in the office (you are not the only provider for whom BCHS does billing)  Late billing creates issues over at Medicaid or the payment source 22

23.  When you initially start working for BHCS, LLC your first paycheck can take up to a month to be issued After that your pay will be:  Two times per month per payroll calendar on back office (if you submit tally sheets on time) 23

24.  All tally sheets and accompanying progress notes MUST be submitted each Monday by noon (for the previous week’s work)  Any needed corrections MUST be made and resubmitted by Wednesday at noon  Per requirement, BHCS, LLC billing department sends the billing out weekly so if there are no denials every thing is paid with in a months span of time. 24

25. BHCS, LLC 2015 25