- How much will it cost me as an independent provider to use the SimpleIsUs software?
The subscription fee is $27.00 per month with no set-up fee and no contract requirements. The subscription is on a monthly basis. The subscription fee covers all updates and technical support. Payments are made through PayPal.
Charges for electronic claims submission are separate. You can join FreeClaims by going to the following link: https://secure.freeclaims.com/docs/join.asp
We have established a relationship with Anvicare (FreeClaims) for the submission of electronic claims as an intermediate level clearinghouse. Please refer to their pricing schedule for detailed information. The fee is dependent on the number of claims submitted and the “Payor”.
http://www.freeclaims.com/docs/viewpayorlist.asp
(Currently they charge 15 cents per claim for Louisiana Medicaid claims.)
- How much will it cost if I am an Agency with multiple independent providers to use the SimpleIsUs software and the Agency Management Tool?
The subscription fee for each provider is $27.00 per month with no set up fee and no contract requirements. The subscription fee for the Agency Management Tool is $40.00 per month. You will need to subscribe to both software programs. The subscriptions are on a monthly basis and cover all updates and technical support. Payments are made through PayPal.
- I am an “Agency” and employ several early intervention providers. How can I use this technology to capture their billing? How can I use the software to ensure my providers are meeting the documentation requirements?
Each provider will have their own software for the creation of session notes and monthly reports. A bill cannot be created unless a note has been completed. In this way, the Agency can be assured that a session note was created for each billed session.
The provider will send their “batch” of claims to a secure server which is accessible only by their agency. The agency will then access all batches from their providers utilizing the “Agency Management Tool”. The Agency Management Tool will compile the providers’batches into one batch file. The Agency then can either print the batch of billing to the CMS 1500 or submit the batch of billing electronically.
- How long does it take to get set up?
The process for establishing a subscription takes about 10-15 minutes. The provider will complete a subscription form, pay for the first month using PayPal, and download the software. This will allow the provider to begin to create a database using information contained on the Authorization Forms and the IFSP of each child. Once the database is complete, you are ready to create documentation and billing through the software.
- Do I have to bill electronically?
No. You can print your claims on the CMS-1500 Forms to submit. You can also print to the Part C Authorization Forms to keep as a paper file. Agencies will need to subscribe to the Agency Management Tool to facilitate collecting and managing provider claims for printing. If you decide to submit electronically, you will need to subscribe to FreeClaims for electronic submission.
- What is the benefit of billing “electronically” versus “paper” billing?
When you bill electronically, you are reimbursed within 5-7 days while paper claim payments take up to 30 days. Electronic billing will save time in bill preparation (no signatures required). It eliminates the cost of envelopes, postage, paper forms,and ink for printing. Considering the time savings and material costs, it is most likely cheaper to bill electronically.
FreeClaims is a web-based medical claims clearinghouse. FreeClaims receives HCFA-1500 claims electronically from anyone who bills via HCFA-1500 forms. Please view link for detailed information.
http://www.freeclaims.com/docs/whatisfreeclaims.asp
- How will the billing information I collect in the SimpleIsUs software get sent to the clearinghouse if I submit claims electronically?
The SimpleIsUs software is a practice management software that will collect all the data required for billing at the time that you create a session note. When you are ready to bill for the services (daily/weekly/monthly) you will go through the simple steps in the SimpleIsUs software to create a “batch” of claims. Then, you will login to the FreeClaims website to upload the“batch” for claims processing.
- What paperwork do I need to fill out to submit claims electronically to Louisiana Medicaid?
In order to submit claims electronically to Louisiana Medicaid you will need to fill out the following forms:
- Provider’s Election To Employ Electronic Data Interchange of Claims For Processing In the Louisiana Medical Assistance Program (EDI Contract).
- Medicaid Electronic Media Limited Power of Attorney (EDI Power of Attorney).
- EDI Annual Certification of Electronically Submitted Medicaid Claims (current year).
All instructions and forms can be found on pages 49-59 of the Fall 2007 EarlySteps Provider Training Packet.
- Will I have to go through a testing process for electronic billing?
Yes, but SimpleIsUs can help with the testing. After you join FreeClaims, you will receive information and will be asked to send a test batch of actual claims. Meanwhile, you will continue to send paper claims so that your cash-flow is not interrupted.
Once your testing is completed with FreeClaims and you move from “test” status to “production” status, claims will be processed electronically for reimbursement.
- Are we allowed to bill more than one time per month?
Yes, you can bill as frequently as you like. The fee for electronic billing is based on the number of claims submitted, not on the frequency of claim submission.
- Is the SimpleIsUs software HIPAA compliant?
HIPAA compliance is at the forefront of our business design. SimpleIsUs has an ongoing commitment to ensure that we build features into our program that will allow our clients to gain and maintain compliance with the Privacy and Security rules. We have implemented enhancements to facilitate support for the user in maintaining the privacy of patient data and the security of access only by the authorized user/users.
Software users should create retrievable exact copies of electronic media used to store files(discs, CD's, memory sticks, etc) and safeguard as you would a paper document. Additionally, we suggest that if you sell, give away, or dispose of a computer containing healthcare information that you back up the data and uninstall the program. If you are a user that will create paper documents to submit billing and to transfer health record information, you are not required to support standardized transactions and identifiers. If you are submitting claims electronically, the clearinghouse will translate the claims into standard format for HIPAA compliance.
We do not encourage e-mail transmission of PHI (Public Health Information) without subscribing to a secure electronic e-mail provider that supports encryption and that authenticates the identity of the recipient of such message.
- Does the SimpleIsUs software meet the requirements of Early Intervention and Medicaid?
The SimpleIsUs software contains the “Louisiana State” specific forms that have been outlined for use in the Provider Manual. However, it is the early interventionist’s responsibility to ensure that the descriptions of services entered by the provider in the daily notes and monthly reports are detailed enough to meet the requirements of the Early Intervention Program and Medicaid. The software will prompt the user when required fields are not completed so that paperwork is accurate and complete.
- Can I use the SimpleIsUs software to document and bill for services outside of Early Intervention?
No. The software will not support this capability. However, this is a function that we hope to offer in the future.
- What happens if the paperwork requirements or forms are changed by the State?
As you know, Early Intervention is in a constant state of evolution. We anticipate there will be changes and will provide updates to the software in order to keep up with the demands of the early intervention system. Our team performs routine research initiatives to gain insight into how other states are managing their early intervention system and this has given us the best information about things to come.
- How do I get parent signatures on the forms?
The software requires Windows XP or Vista; therefore, you will be able to print out your forms that require signature at your home/office. On your next scheduled visit to the child's home, simply bring the paper form to be signed.
- Which providers do you have SimpleIsUs software available for?
We have software available for Speech/Language Pathologists, Occupational Therapists, Physical Therapists and Special Instructors. The software for the therapy disciplines comes pre-programmed with a set of commonly used modalities/skills/descriptions for quick and easy entry from a list of pull downs.
- Can I take a laptop/tablet PC into the home?
Absolutely! The home environment is simply an extension of your office, it just happens to be the place where services are provided. You should view your automated system no differently than you would your manual 'paper' system. Completion of your documentation in the home is best since it allows you to review with the parent what you did in the session and suggestions for the week.
Additionally, the new procedure for completion of Monthly Reports is for the provider to review the progress toward the outcome with the parent/caregiver in the home and to complete the summary in their presence and with their input.
- What if my computer crashes?
It is recommended that 'best practice' is to create reliable exact copies of the files you will be creating, then store them in a safe, secure location as you would paper files. This simply means that you should periodically backup your files to a disc, CD, or memory stick, etc. and safeguard that media appropriately against unauthorized use/viewing.
- I don't use a computer often. How easy is the SimpleIsUs software to use?
The software is extremely friendly to the user. We even named the program for its simplicity, SIMPLE-IS-US. Included in the software is a user's help document to guide you through the entire process from start to finish. We have also created multiple prompts to prevent you from clicking out of a screen before saving your information or deleting in error.
In addition, we have user notes on the Main Menu screen that tell where information can be found.
- What type of operating system is required to run the program?
The SimpleIsUs software requires Windows XP. Windows XP Tablet Edition, or Vista.
- Can I customize the program to meet my style and area of specialization (so that the documentation sounds like me)?
Yes! This was another major focus area for the development of the SimpleIsUs software. One of the creators of the software is a therapist and a provider of early intervention services in Louisiana. We know how important it is to create notes the way you feel most comfortable and using the verbiage that meets your personal style.
All of the pre-programmed modalities/skills/descriptions can be edited. You can create additional sets that focus on your area of expertise such that the software program becomes a completely custom tailored package that parallels your treatment style.
- Does SimpleIsUs offer technical support?
The software contains a “HELP” document with step by step directions to guide you through all the functions of the program. Users that require additional support can contact us via e-mail if they are unable to resolve their problems using the “Help” document. When the above options are exhausted, users can call for technical support and there is no charge for this service
- I am a Provider outside of Louisiana. Can I use the software?
SimpleIsUs was developed following the Louisiana Early Intervention program guidelines for their state EarlyStep program. The daily session notes and monthly progress report are specific to Louisiana as well as the billing to Medicaid of Louisiana and Part C.
However we welcome the opportunity to accommodate other states. We will be happy to evaluate the development work and let you know how long it will take to bring your state on-board. Please contact us using the Request Interest in Specific State
- Do I have to use FreeClaims as my clearinghouse for electronic submission?
Yes. We have completed our testing with them and they have completed the necessary programming to receive claims from SimpleIsUs software. We are not able to assist or provide technical support for testing your electronic submission with another clearinghouse.
- Will SimpleIsUs work on VISTA and WINDOWS 7?
Yes.
