KIDZ THERAPY SERVICES, PLLC
RELATED SERVICE PROVIDER
BILLING MANUAL FOR
SuffolkCountyPRESCHOOL
Billing Contact Information:
Billing Fax Number: 516-747-1833
Kidz Therapy Phone Number: 516-747-9030
Preschool Billing E-mail:
Sharon Kjellgren: Preschool Billing Coordinator
All Preschool Related Service forms are available on our website:
Click on “Provider Forms”
Suffolk County – Preschool Related Services
ATTENDANCE
Check the child’s IEP for start and end dates. The school year runs Sept. 1 to June 30. No services can be started without an IEP received from Kidz Therapy Services. If you did not receive an IEP, or there are any errors or discrepancies on the IEP, you must call Kidz Therapy.
You will not be paid for any services rendered before the start or after the end dates on the IEP.
The Summer Session runs July 1 to August 31 and only allows for 6 weeks of services (ex. 2x45 = 12 sessions; 3x30 = 18 sessions). You must check the child’s IEP for the exact start and end dates (ex. July 5 to August 13).
Preschool children cannot be seen on Saturday or Sunday, unless it is designated on their I.E.P.
Children must be seen as indicated on their IEP. If a child is approved for 3x30, the child must be seen 3 times for 30 minutes, not 2 times for 45 minutes. Any changes to the delivery of services must be changed on the IEP first.
If a child’s IEP states group services, but services can only be individually, you must notify the PS Schedule Coordinator and Kidz billing Coordinator. You cannot bill for individual sessions, (and will not be paid the individual rate) unless you have written authorization from our office.
CPSE PORTAL
All Preschool services must be entered electronically using the CPSE Portal (see Attachment A-Portal Instructions).
All billable sessions must be entered under Weekly Calendar.
All absences (teacher and/or child) and other non-billable sessions, (ex. 2nd cpse meeting) are entered in the Portal under Activities.
All correspondence between you, the service provider, and the child’s parent, teacher, and/or caregiver must be recorded in the CPSE Portal under Activities – Activity Management. There should be at least one communication each month (conversation, phone call, letter and/or note).
If you are the designated Coordinator of Services, you may bill for one half-hour per month. You must enter one session each month in the CPSE Portal under the COR enrollment.
SUFFOLK COUNTY PS CONFIRMATION OF DELIVERY OF SERVICES
This form is prefilled and printed from the CPSE Portal.
You must account for all scheduled dates, be sure to indicate Holiday, Child absent or Therapist absent if a session is missed. All sessions and absences require a signature.
Write in each Date of Service, Start Time, End Time, Session Code (P, CA, TA, MU, S). Sign and Date bottom of form.
HOLIDAYS
Preschool children cannot be seen on days that their school district is closed (whether or not their preschool is open). You must follow the child’s school district calendar.
ABSENCES
You cannot bill for any absences.
You must account for every absence on the SC PS Confirmation of Delivery of Services Form.
You are required to have the parent/caregiver sign for the absence at your next session.
Absent notes for every Child and Teacher Absence must be included with your billing. Fill out completely, sign and have parent sign.
If any child misses 5 or more consecutive sessions you must fax a Notification of Non-delivery of Service Formwithin 24 hours to the billing fax number. Holidays and school breaks do not count as part of the 5 consecutive missed sessions.
MAKE-UP’S
Write MU on SC PS Confirmation of Delivery of Services form. Include what session date you are making up.
Make-up’s must be done within 10 business daysafter the missed session. You may not do a make up before an absence.
You may provide more than 1 make up a week.
Sessions rescheduled during the same week are not considered absences and make-ups.
Make-ups must follow the same rules as regular attendance sessions (ex. No weekends, holidays, or outside of IEP dates).
SESSION PROGRESS:
You must check off one of the following for each session:
PROGRESS (CHECK ONE): □ Progress □ Limited Progress □ No Progress
CPSE MEETINGS
You can bill for one 30-minute CPSE meeting per child, per school year (September 1~June 30), by entering an “S” on the SC PS Confirmation of Delivery of Services form for that child on the day of the meeting. Write only “CPSE Meeting” in the notesection in the CPSE Portal.
CPSE meetings do notcount as part of their services for that week.
CONFERENCE DAYS:
Services can be provided on Superintendent’s Conference Days since it is counted as one of the 180 mandated days.
SNOW DAYS:
If a school district cancels school because of a snow day or another emergency, the provider can decide if they want to provide services or make up the session. If the child’s services are provided at the child’s preschool and the preschool closes, services cannot be provided on that day, but they can be made up in accordance with regular make-up rules.
MEDICAID:
We are Medicaid compliant in all of our services, session notes and other documentation.
A Medicaid Parental Consent form must be obtained for every student whether or not they are receiving Medicaid.
Prescriptions are required for all OT and PT services. Referrals (or Scripts) are required for all ST and Counseling services. Scripts are needed before you begin services.
Prescriptions must include doctor’s signature, license, and NPI number. Medicaid now requires all doctors who sign prescriptions to be enrolled in OPRA(order/prescribe/refer/attend). We are now checking for that.
ICD10 codes are required on your session notes in the Portal. Please contact Kidz Therapy if you are not sure of the ICD10 code.
All Prescriptions and Referrals state “in accordance with the IEP”. If there are any changes to the frequency or duration in the IEP, a new script (or referral) must be obtained.
CPT Codes: all Related Services require CPT Codes. OT & PT services require one CPT code for every 15 minutes of service; ST and Counseling have one CPT code per session.
Sessions must be provided in their entirety.
All Providers must have NPI numbers.
PAPERWORK REQUIRED FOR BILLING:
Your Billing Invoice
Suffolk County Preschool Confirmation of Delivery of Services Form(s)
For Absences:
Verification of Absence and Make-up form for Teacher Absences and Child Absences
Notification of Extended Non-Delivery of Services (For Five (5) or more Consecutive missed sessions) holidays/school breaks do not count.
9/2016