Day Rate Attendance Record

DAY RATE ATTENDANCE RECORD

This function in Clinical Management for Behavioral Health Services (CMBHS) provides the user the place to document a client’s presence and participation in a Residential Service or other service that are billed on a day-rate basis and generate a claim for the service. These claims are also called Institutional Claims. Day rate attendance is documented on page CLM067.

 

CMBHS will generate a Day Rate Attendance Record for each day a client is receiving services based on the Service Begin and Service End documentation.

Before You Start

• The CMBHS user must be assigned a role in CMBHS that provides Write access to the Day Rate Attendance Record page to document on this page.
• Your organization determines your billing schedule and who will use the Day Rate Attendance to select the clients and service dates for billing purposes.
• At the time of publication of this document, DSHS requires that providers use the Day Rate Attendance Record for the following Substance Abuse services: Residential Detoxification, Ambulatory Detoxification, Intensive Residential, and Supportive Residential services.
• Review your DSHS Contract to verify the services that must be documented on a Day Rate Attendance Record.

SPECIAL INSTRUCTIONS FOR NorthSTAR SERVICE PROVIDERS:

Many of the NorthSTAR services are documented by service providers both in Progress Notes and on the Day Rate Attendance Record. The clinical aspects of the service encounter are documented in the appropriate type of Progress Note. The Day Rate Attendance Record must also be completed to inform billing process for the NorthSTAR BHO.

If you have questions about the services you provide and how they should be documented in CMBHS, contact either the CMBHS Help Desk at 866 806-7806 or the person at the NorthSTAR BHO designated to assist you with matters such as this.

Business Rules for the Day Rate Attendance Record

• When the client has a Begin Service created for a service that requires use of a Day Rate Attendance Record, a Day Rate Attendance Record is created for the client.
• The Day Rate Attendance Record can be accessed by going to the client’s Client Workspace, and scrolling down toward the bottom of the page to the Document List.
• If you use the Day Rate Attendance Record to document a client’s attendance and participation in a service for billing purposes, you can and in some cases, you must, also create a progress note for a specific client. The progress note should automatically display as non-billable

How to Document Attendance on a Day Rate Attendance Record

• CMBHS will create a Day Rate Attendance Record for the client after you create a Begin Service for a service that requires use of a Day Rate Attendance Record.
• The document can be accessed by going to the client’s Client Workspace, and scrolling down toward the bottom of the page to the Document List, until you locate the Day Rate Attendance Record for the date you need. Highlight the record and CLICK ON the View button.
• The document will open for viewing.
• After the document is open, you may CLICK ON the Edit button to enter information into the record.

How to Search for a Day Rate Attendance Record

• These instructions are to assist the location of a Day Rate Attendance Record when you are not in the Client’s Workspace or if you do not have access to the workspace..
• From the Administrative toolbar at the top of the page, hover over the Provider Tools menu item, and when Day Rate Attendance Record displays, CLICK ON it.
• The Day Rate Attendance Record page will display.
• This page allows you to search for Submitted or non-submitted Day Rate Attendance Records using a date range, location, client number or service type.

• Enter the search criteria for the client and/or service dates you want to bill.
• When the “Show All” checkbox is selected, all Day Rate Attendance records for the Location (submitted and non-submitted) will be displayed.
• To create a claim for this client for this day, select the “Yes” radio button and CLICK the “Submit” button.
• You will get a confirmation message that the record was “Successfully Submitted”.

How to Submit a Day Rate Attendance Record

• The submitted Day Rate Attendance record will create a claim which can now be viewed on the “Pending Claims” page under the Business Office menu on the Administrative toolbar at the top of your screen.
• When the “Pending Claims” menu item is selected, the Search Pending Claims page will display.
• Current"Pending Claims" can be located by using any combination of the data fields available on the Search Pending claims page. After filling in the search criteria,CLICK ON the “Search” button. Any pending claims during the time period.
• Review each pending claim for accuracy. Also, if the bottom left of the screen shows multiple pages, you must review each page before CLICKING ON the “Submit Claims” button.
• Select the appropriate Contract from the dropdown list in the Contract field and the system will check mark the “Submit Claims” box indicating that the claim(s) will be submitted for payment.
• Remember, if the “Financial Eligibility Number (FE#)" Column is blank, the client does not have a valid Financial Eligibility and the claim will not submit for payment.
• You will get a confirmation message that the claim was successfully submitted.

• CAUTION: If the “Financial Eligibility Number (FE#)" Column is blank, the client does not have a valid Financial Eligibility in his/her CMBHS record and the claim can not be submitted for payment. 

• NOTE: Also, if the bottom left hand-side of the list, you see blue numbers such as 1, 2, 3, 4, 5, … this indicates that there are multiple pages, you must review each page beforeCLICKING ON the “Submit Claims” button.

 

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