Direct Data Entry User Manual
Contents
1. You are currently authorized to view reports for 6 location s at this time Select a Provider Location and PAA from the drop down list Optional Search Criteria Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual VII Who to call for help Contact your PAA for assistance with the application VIll Menus a Invoices menu Invoices PAA Administrator and PAA Operator Roles Invoices Provider Operator Role e Displays sub menus Invoice Status and e Displays sub menu Invoice Status Work as a Provider e Data displayed will vary according to the e Data displayed will vary according to the option selected from Invoice View option selected from Invoice View e To enter an invoice these Roles must work on behalf of a provider Select a Provide et Location and PAA from he ch opto list 41 Prefened Sources Locator 0 112282 PAA G am de i 1 ef e Iran Wie vcra ri Peres brewed Recorra by DDA ira Submited in UUS ae Denese Urne Fever e A oe Linder Fires w h Hemitance Advice i invades Win irevoces in Progen e 2 Prep p da EE z f Imre Hecereed by UDA Ta wih Hrediancs Arte a A Ina Subasi fe ODIA e e ie Racial paa d i ol imo Human FW LECETET ID Promo Aami O Salectam mecen Under Meer T T a a a linia Linda Fan h Amine Cubre Pr LA a i zur f une n ma2. 244223 OGG Diel Sua 474523 1F H04 06 pelao Lema Hato ter Chaimi Linra b Remove Invoice e Toremove an entire invoice before submitting click Remove Invoice button Form error Sade lovee CARE Frowkder Hightngale Home Cane Localion ID 2112 Agency FAA G heroico Ro brenice Todd pi H Coed all Coal E inace Sommers a iret Pansibai LILES rE ai ha H Coaramend abosi ds ire Heine Aad Semwesein c Edit Detail lines 1 Detail line Row Count The first 20 rows of billing detail is displayed Click the Next button to show the next 20 rows Click the Previous button to show the previous 20 ee 20 rows rows 1 20 of 30 Next ES Click the drop down next to row count to display additional rows Up to 10 000 rows can be displayed wv Page 13 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual X Edit an Invoice con t c Edit Detail lines con t 2 panie Units Rate for Checked Line s To edit the unit or rate for a line s click the Update checkbox for the specific line client n the New Unit s or New Rate text box enter the revised value Click Update Units Rate for Checked Lines button Confirmation will be generated by the system Changes to Units Rate for selected Consumers were made as requested vym Md La Hew Units EN Before Row Comm 2 si rae 1s Sl e eet El Eda Delete lem Date Sewice Coda Info ste Unit
3. VII VII Xl XII XIM XIV Direct Data Entry DDE User Manual Table of Contents SVStEMTEQUIS menl S ee aida 1 FOW 10 LOGIN aeee E EEEE 1 Session TIMEOUl En Ali 1 FOrgotien pass WO lituana dd 2 Forgotten USC Name da 2 Initial Login Screen and User RoOl8sS cccccoocccnccconccnccccnccnncnnononcononnnnnononnnnnonnnnnonononcnnnononness 2 ar Thefour Role Ds id o 2 vvnosto Call TOF nel tii 3 A nn o eure anaes 3 A uae besseres a 3 D REDONS MENU lese ee 3 Maintenance mentar ai et 4 A Piar A cate eco eee nneciataseees Ones 5 A 5 IIVOICS E DUY aaron o a eens 6 a Start New Invoice PAA Administrator or PAA Operator Role ccccccoonccncccconccnnccconononoss 6 b Start New Invoice Provider Operator Role ccccccccsseeseeeeeeeeeeeeeeeeeeeeeeeaaeeseeeeeeessaaeseeeeeeees 8 Cl ENIERNEW INVOICE co 9 EQ IN INVOlCE iodo lio ocasional iodo 13 a Search Detalles nuera lit 13 DJ Remove INVOICE uste lacio lll 13 SUBMIT ca 16 IHVOICE STAlUS WS serien 18 a INVOICES DY Sta was un seen 18 PP 18 ANVOICE VIEWS AVAA DIS ecicsintinmit lince oil is 19 O 19 a MVA AI eee o 19 BD SeanChlnvOlCe Report o o a o 20 6 Gonsumer and Service Lists o ees 20 Download EDI Reports AllRoles ae ae 22 a Reports Available for Download uuss024040000B00nnnnnnnnennnnnnnnnennnnnnnnennnnnnnnnennnnnn nennen 22 b Select Provider Location sita ee 22 e Oe een eee eee
4. ANT Coanipanion Cert display the entire list and clear the text box ppowers yahoo com ppowers yahoo com ppowers yahoo com ppowers yahoo com ppowers yahoo com paa6adt yahoo com Welcome Aiii reaper you ae logged on amd ween king as a PAA Operador Use rm are Harve Julie Fleck Julie Fleck Julie Fisch Julio Flock Julie Fleck Julie Fleck Ja FICA i i mp EIFE angela Falling Ann Be Oreetal Ann Health Care Eor t s Basi Nursing Gare ine Belh A Fern ety J Sharp Nida Alliac n jfleck yahoo com jfleck yahoo com jfleck yahoo com jfleck yahoo com jfleck yahoo com jfleck yahoo com ifleck yahoo com Work Plone 614 555 8024 014 9578823 HTA 55520073 Hid 445 8079 014 554 9929 694 535 0920 ALE PEE Ei r 614 655 5555 14 535 5454 614 555 5555 514 5445 5554 614155555855 614 555 5555 614 555 5555 614 55 5554 61415554555 11405555565 61415555555 61445555555 114545555 3 To Search enter a search string in the Search Text text box and click Search Click Reset to Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry con t Start New Invoice PAA Administrator or PAA Operator Role con t 4 Once a Username is selected the application will indicate the Username you a working on behalf of Ex Welcome 6dbrownadmin you are registered as a PAA Administrator working on behalf of 6vkorteprov Welcome
5. 2652 09 AUG 06 na cae Service N O 2 0 00 report total Update Units Rate for Checked Lines Delete Checked Lines 104 0 00 Page 14 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual X Edit an Invoice con t c Edit Detail lines con t 4 Edit an Individual Line Click edit next to the individual client line to change any of the elements service code units amount or service date The client consumer cannot be changed Invoice information for the individual consumer line will appear Updates Wind ide Los Chachesl Lines Deke Checka Lama How Unis Search ETE TA fue coma 23 Daleba Client ile Candee Cade inio Py Update Uais Ampuni Alled Lammers 3 a Joa oe ounie TER ARY 87 AAW ALTERE MARY 875152 0200 05 Cerco 0 SSA Social WoriCounseling a BAROM JULIE F 60783 30 46 08 MEA OOTESLIA Service Code To change the Service Code click the list icon and select the correct service code from the dialog box Click submit Hesse Imruc on Sula ira Provider Areca Adult Gay Care Loco 1 knute AADCAJODA hroice bokal Y realice Comunes Consimrei Semice Code MARY ALTIERE 875152 Enhanced ABZ 17 3 Dar Im nee Plis Bme Me Enhanced ADS 1 2 Dan UD 1 2 Dave SS101UA N ADS Transportation Round T np UOM Round Trips T2025UA05 toh Enhanced ADS 15 min UOM 15 Minutes 5510004 an Intensive ADS 1 day UOM 1 Dave SSI02UAU3 G
6. 6dbrownadmin you are registered as a PAA Administrator working on behalf of 6vkorteprov WORK AS MYSELF Work as a Provider Select a Provider Location and PAA from the drop down list anc Start a New Invoice 5 Select the correct provider location ID e Click the list icon next to Select a Provider Location and PAA from the drop down list to generate the list of Authorized Location s for this user The first ten rows of names will appear If necessary click the Next button to see the next ten names e Or in the text box type any characters s of the provider or location ID Select the location from the list that populates A https rocci109 0dn stato dh Ue TIIT Sea ER rd Pee 001127951 1663034 760505 m LON BEHALF PRO ONE el Eiri Angela Rollins Location 1054378500 in PAA 6 Ann Mecrystal Location ID 15424490 in PAA 6 bil aain yon aa egiara as a PAA Admintatr aa wea king on bahai of pbeckntas Awa Heath Care Servicas Location D 4122441 In FAA WIDE AS BEDLI Best Hw sing Lane Inc Location ID 076429 in PRA 6 MN Beth A Fey Location 1 458 PA mi FAR di Retty d Sinn jr Lecan ID 18451226 in PARE ate Hida Allison Location ID 175300145 m PAA Feat Hingabe Hame Care Location ID 411942 in PAA 6 Nina Jackson Location IO GATES In FAR G Y Raita spaki Location ID 21460442 m PAR 6 Pros 10 Meat 6 To search for a Location ID type the first characters of the name in the text b
7. Date s Atleast one Service Date must be selected from the calendar Click Previous to display the previous month click Current to display the current month and click Next to display the next month Date s can be selected by Clicking the check box under the date to select an individual day or days Clicking the name of the week Sun Mon etc to select all those days for the month Clicking the month to select all the days in that month Date s can be de selected by Clicking the checkmark on the individual date s Clicking the name of the week Clicking the month september 2006 SUN MON TUE WED THU FRI SAT SUN MON TUE WED THU FRI SAT 230 31 01 02 03 04 05 Cr 28 29 SO 31 01 02 Oyo 06 OF O8 08 10 11 12 03 05 OF OF 08 09 a d ja a ja le o 13 I 14 15 16 17 18 7 19 10 11 12 13 14 15 16 z0 21 22 23 24 25 26 17 118 18 20 21 7 25 29 50 31 MUA 24 25 26 27 25 23 30 10 Comment about this line item f necessary type a comment about this service code Limit of 512 characters Comment about this line item Create a comment about this service code 43 of 512 11 Add Service s After consumer s service code date s and comments are selected entered click Add Service s This will populate the Detail Lines section and a confirmation will be generated by the system Detail record s added successfully
8. Detail record s added successfully Provider Best Nursing Care Inc Location ID 50136429 Agency PAA 6 Previous Current Next Invoice Best082006 Invoice Total 0 00 Detail Count 0 August 2006 invoice Comments SUN MON TUE WED THU FRI SAT Best Nursing Care services for August 2006 l cite 01 02 03 04 05 Consumer Service Code Passthru Units Amount BOLTON DAVE 350078 SMITH E Personal Care Service E N 5 06 oz 08 og 10 11 12 Comment about this line item Y MY IM M Y 13 14 15 46 17 18 19 Create a comment about this service code 27 28 20 30 31 MANO A Page 11 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry con t Enter New Invoice con t 12 Detail Lines Detail Lines section is group and sorted by consumer Lipia Uia Has lo Caco Lo Chaban Chao Lina META TA lute iai Sica Lada inte Hiiren inert fon peut Hille Larra PASSPORT Hamemaker S21 LA PASSPORT Homemaker THOR ua PASSPORT Petona Care 0204 04 THT PASSPORT Personal Care ROA Tangia DO rico Code Iml i odo Ilirii Omme rein PASSPORT Homamakar 62130114 200000 13movos PASSPORT Homamakur OG NOW 05 PASSPORT Personal Care S500 A TV TOLIA PASSPORT Metgorud Care O A Tiii 1340 05 PASSPORT Personal Care TOTU PASSPORT Personal Care _ T
9. Total 10 00 Delta Con 18 roce Sonnets Darien Service Coda Panwa lipia Amount Samica Ome MARY ALTIERE 875152 Personal Care Service H 4 GE Coman aboti Bhia i Asa lips dll ske Jaska Limni Term i harkai Linas Ha inini ah Diii ili Edi Mataia Apani Barrica Code hmla PT En Unie Amoom filled Commenm ALTIERE MARY 875152 rra PAMONA Care Genice MA AA Tata XI Submit Invoice e User is logged in as a Provider Operator a PAA Admin or PAA Operator working on behalf of a provider location a Once all charges are entered and edits changes confirmed click Submit Invoice Hemore Iroa Sua noe Provider Nightingale Home Care Location ID 411947 kmwolce HC Imselce Total 0 00 rende Coiranems b A dialog box will appear asking the user to certify that the information contained in this invoice is accurate Click Ok to submit the invoice or click Cancel to cancel the submit invoice process The user will be brought back to the Invoice Information screen http soccl109 odn state oh us 7777 o By clicking on Ok below you certify that the information contained in this invoice is accurate to the 1224 best of your knowledge and that all units of service reported herein were provided in accordance with the conditions of this contracte Cancel Page 16 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual XI Submit Invoice con t c T
10. box e Invoice Number Agency Location ID Status and Received Date are searched SPORTS tera HATE ab la ee 15 Welcome Gabr owned you e registered as a PAA Addis aioa working om behai of eh HAN AS MTEF imolcs Mumbai Agency Loemisn if Sarita Coun 123541189 LOADED 1390 48 410257 4123252 412252 EFF Pi 67430076 m2232 war Submited IF c Consumer and Service Lists The user must either be logged in as Provider Operator or be working on behalf of one to view the Consumer and Service Lists 1 Click the list icon next to Location ID by PAA to generate the list of Authorized Location s for this user The first ten rows of names will appear If necessary click the Next button to Page 20 see the next ten names To search for a Location ID type the first characters of the name in the text box Click Search 2 Click the Location ID name to select it fa Ponts Baw MAT Y httociiseccl O9 0dn slato oh usilile A 1 Proferted Sauces Location ID 412257 in PAS 6 ABA Services Ine Location I 10326260 in PAA 6 Abbie Home Services LLC Location 167439076 in PAR 6 Location WD 1220 2462 in Abe Waahh Ca ine Plus Location ID 13240930 inPAAG IT Actes Day of Columnists Location M 91099159 m PAA 6 ActiSryte Inc Location ID 21769304 in PAA 6 Au Ali Loc adios ME 14004755 a PAR G soarch ZUM 19 MAY D06 21 APR 06 13 00 06 09 MAR 06 MeFED 06 a A fh iP
11. in Progress list once the Add Service s button is clicked and remains in Invoices in Progress status until submitted e Data is saved every time an action modification is made to the invoice e Toremove an entire invoice before submitting click Remove Invoice button e To submit an invoice click Submit Invoice button Submitted invoices cannot be edited 1 From the Invoices screen select the correct authorized provider location 2 Click Start a New Invoice The blank Invoice Entry screen will appear BY YOILLS LOA Voice Fay Provider Bent Murting Care int Location I 50130428 Agency PAA 6 Previous Carora Men ioia Ineice Total 49 00 Detail Coma 1 August 2006 broie Comments Comer Passau Units AH E H one a Plies n ein Oot 512 Al Sirus edly 3 Invoice Enter an invoice number Character limit is 10 characters 4 Invoice Comments If necessary enter a comment to describe the invoice 5 Consumer IONCESTANAS _ invosci un Click the Consumer list icon to populate a list of consumers The Submit nsumers i r ifi Use dl and shift to select individuals or groups A ni ee A is a Consumer with an active Service Plan the Location ID selected por _D is a Consumer with an Inactive Service Plan The letter A after a name is a r Briime Jane 250831 A Provider 41 Friei ned bi Haza HE consumer with an active Service eee Il Dap Geneva 2
12. 89688 A Lwhday Teresa 349264 D Plan These consumers are le ne Koen eee T sorted first Uneme Laura 210 D The letter D after a name is a Consume dead ai consumer with an Inactive Service u Sula Plan E T 1 us LA T fi m Use CTRL to select individual consumer s or SHIFT to select a group of consumers Click Submit to select the consumer s Or type any part of the consumers first or last name or consumer number Select the consumer from the list that populates Page 9 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry con t Enter New Invoice con 6 Service Code Click the Service Code list icon to populate the list of available Service Codes Select only One Service Code and click Submit Or type the first characters s of the service code description or the service code number Select the service code from the list that populates Displayed will be a description of the service code unit of measure service code number and if it is a Passthru or not ON or OY Welcome Gjlleckpi rs you ae logged on al workin ao a Pride Ogee abot I mtp fsocci109 0dn state oh us 2777 Client Se fe OIX L t ii DO 5013479 E co AAA do invoice Tatal 0 00 o Serica Code Persona Care erre UDH 15 Mirate TI AM N w A Herrn ET Er E HH Harea Serrice UCM 15 Mires 551 HU ah 7 Passthru The user cannot change the Passthru code The
13. ABest082006 pdf e Activity Summary Status of report of invoice submitted Naming convention AS invoice number entered in Invoice Entry section Ex ASBest082006 pdf e Remittance Advice Remittance Advice reported generated from PIMS e Reports by Type last 90 days Displays a score card of reports available for download for the last 90 days b Select Provider Location 1 Inthe text box type any characters s of the provider or location ID Select the location from the list that populates Or click the list icon next to Select a Provider Location and PAA from the drop down list to generate the list of Authorized Location s The first ten rows of names will appear If necessary click the Next button to see the next ten names To search for a Location ID type the first characters of the name in the text box Click Search 2 Click the Location ID name to select it Click Go htipsfeoccl109 odn state oh us 7777 Search fo ER Visitas darvireporteaniy A Qualry Home Heakl Services Location Ib 43004078 in PAA G A 1 Pretend Somces Location D 1122523 im PAA ABA Sanco ic Location ID 10326 260 In PAN 6 Abble Homme Seniors LLC Location D 67438076 in PAA amp Abbe Health Cara Inc Fhrs Location 0 13240815 0 PAA G ANT Companion Seriot Location D 1154112010 PAA 6 hie all ine Locate ID 412147 in PAA G Page 22 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manua
14. Click on acolumn heading to sort data in ascending or descending order e Click an invoice number to view the details or to finish an invoice in progress a Invoices by Status e The Invoices by Status score card is displayed at the bottom of every Invoice View e The table will list the status of all invoices for the PAA Administrator and PAA Operator Roles e The table for the Provider Operator Role will list the status of all invoices for their Authorized Location s Invoice Status Invoices Received by ODA Invoices Under Review with Remittance Advice Rejected Invoices Invoices Submitted ta ODA Invoices with Remittance Advice Invoices in Progress Invoices Under Review b Filter the List e The Filter the List Below to Only Show Invoices Submitted After a specified date is available with all Invoice Views except Invoices in Progress e To filter the list click the Calendar icon to display the calendar e Select a date Click the forward back icons to go forward back a month or click the drop down arrow next to the month or year to change the month or year Click Close to close the dialog box without changing the date e Click Go A filtered list will display based on the date selected http V soccl109 odn sta EIER Filter the List Below ta Only Show Immlces Suhmimed Afters In bb 4 006 w b A Humber FAA a i0 Frowider Hama invoice Tatal i 2 Law lipdale Usdaiad BES Tee ates PAA 8 5801738439 Best Nur
15. E INVOICE TO THE PAA IN PAPER FORM AT NO TIME SHALL A PAA ENTER AN INVOICE INTO THE DDE APPLICATION FOR A PROVIDER UNTIL RECEIPT OF THIS PAPER INVOICE 1 From the Invoices screen click Work as a Provider Either button will bring you to the Username and provider location list MAINTENANCE INVOICES INVOICE STATUS WORK AS A PROVIDER A REPORTS Welcome 6dbrownadmin you are logged on and working as a PAA Administrator I Work as a Provider Il MORA STAG Page 6 2 Inthe Company column look for the correct provider location select the Username If necessary click a column heading to sort the information in ascending or descending order BYC S Pours AAM Ad in WORE AA A Pe Ve A Yii mine fll own er ae leal on al ee ag ar PAR As i CETE Frork hana iho Depa ony Roar hapa iy DE STE ar ppowersrepoils Gpo A de Mpe A ge i Cody Co be E LL z Lata Gppow rr poda ENT Van rsa kore Vanessa Kora Vanessa Kore Vanessa Kore Van cs Kore Pula Powers Paula Powers Paula Pow ds Paula Powers Paula Powers Paula Powers Puas adi Adi Be Oui Home Heath Kanadas a a Sayants Labra A Fate Rimeride Adui Day Care Ruin A mynd vkorte yahoo com vkorte yahoo com vkorte yahoo com vkorte yahoo com vkorte yahoo com vkorte yahoo com vkorte yahoo com Cambridge Homo Hall Caredkeurney Ppowers yahoo com Candate deal LEADSE Lalurra D Stato Tuneia Shakhonts ena Ch CEA
16. a Select an Invelee to View Mozilla Firefox Fle EM Yer Go Boole Joo He a up E en de 1 etortfpcedl 0h od state oh ur ITTI F pet Bieter MEP S MAA E Ara TS avec rot cosumiis SiS List COWL A CD PORTS DOWIE OAD i HEPORI Y Wielc He H You ate currently authorized to view reports for 1 loc Select a Provider Location dvd PAA tr din Tad if rowel 1 3 el Inwoice Mumbo Agen cy Location IE 5iatis Hecatbtrod Dale lmbico Tolal Optional Search Criteria 011004 PAR G 411254 ara 12 SET 01 43 982 41 j c Maintenance menu Maintenance PAA Administrator Maintenance PAA Operator and Provider Operators Roles e Displays sub menus Change My Password e Displays sub menu Change My Password and User Maintenance Change my Parword Morilla Firefox Change my Parword Morilla Firefox Ele pH Yew Ge nsh ook Heb Ee EN ew Go Firm Jk He e BP F d O oid od state ch use 7777 hp ER APS LA A p CHANT MT TOU ans about to change the password for 6dbrownadmin Tou aro abot io change the password for 6dbrownadmin Oh Password Ohi Password ES How Password ES Mew Password E Confirm Password Gone rearen Page 4 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual Vill Menus con t d Print All Roles e The Print button converts the information on the page to a printer friendly view 1 Lera Gradi Haap Moria Firedor Ele de ye Go Bookmar
17. an Intensive ADS 172 day UOM 172 Daye SSTOTUAUS tt Intensive ADS 15 min UOM 15 Minutes 557100014107 tay 405 Transportation One Way Trip UOM 1 Way Trip TZ003U4 cap Enhanced ADS 1 Day UOM 1 Daye 5510204 cat Oo 512 New Units Amount Enter a new unit s or amount Service Date Click the Calendar icon next to the date text box to display the calendar Select the correct date Click the forward back icons to go forward back a month or click the drop down arrow next to the month or year to change the month or year Click Close to close the dialog box without changing the date Flaum eee Irie oe ot in Pravila High t B EE clio jm E l i lingale borra vi FR cl LERE Eit P hnvedce NGC082006 ql IE brajice Comments E la is mE Consumo MARY ALTIERE 875152 Commen abroad Elis lie om Coment dono chanana Page 15 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual X Edit an Invoice con t c Edit Detail lines con t 4 Edit an Individual Line Click Cancel to cancel the updates Click Apply Changes to apply the updates The system will return a confirmation Your changes were applied to the selected detail line Your changes were applied to the selected detail lines Hemara Lawes Suba live Provider Nightingale Home Care Locallon DH 411043 Ayency FAAR hrobe amp N SCHADE breoite
18. ca m Pipes Int mah Perdida Ada Pl pd A tee te ho palta Ruset erty N bid rime Rare b Reports menu Reports PAA Administrator and PAA Operator Roles e Displays sub menus Invoice Report Consumer List Services List and Download EDI Reports e You must either be logged in as a Provider Operator or be working on behalf of one to view the reports and use the Consumer List Services List and Download EDI Reports sub menus e Click on the Work as a Provider button to change who you are working on behalf of 3 Select an Imwolse to View Mozilla Firefox Go Borobia DP a 17 Hipatia OA Ae OA Page 3 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual Vill Menus con t b Reports menu con t e Click the Work As Myself button to logout of the provider location you are working on behalf of iC enscurmor Lai By PAA Mozilla Firefox Ele Eat yew g Esmas Job Heb Qu fs x en delo 17 retoifisocdi05 odin state ob us 7777 pled hip LOSE ORR PL ON DOHA Pego ON E GL MC PORTS PT EPEA VOC AIPORT CONSUMEA LEE DRAVCE LEST DOW DAD EDIREPODATE Reports Provider Operator Reports Provider Operator Role Reports Only Role e Displays sub menus Invoice Report Consumer List e Displays sub menu Download Services List and Download EDI Reports EDI Reports 3 Fla port Doesnlead bozilla Firefex Fe EE few p pootmawks Jo ep al Ba E a en _ Ripi
19. ee eee eee et eee eee eee 23 a DOWN ee ee 23 Created by The Ohio Department of Aging Revised 01 04 2007 Rev 2 Direct Data Entry DDE User Manual Date Updated Contributors Update Author 09 15 2006 Initial Version ODA IT Dept 01 04 2007 Program Changes ODA IT Dept PEO MOS E E E PO TO E O E Created by The Ohio Department of Aging Revised 01 04 2007 Rev 2 Direct Data Entry DDE User Manual Direct Data Entry DDE will replace the Data Entry Module DEM currently used by many Pre Admission Screening System Providing Options and Resources Today PASSPORT providers to enter and submit PASSPORT Information Management System PIMS invoices to PASSPORT Administrative Agencies PAAs System requirements The minimum PC requirements to utilize the DDE application are 512mb system memory and an operating system capable of running one of the following browser versions or higher with JavaScript enabled Mozilla 4 0 Mozilla 5 0 MS Internet Explorer 6 0 Gecko 20060728 Firefox 1 5 0 6 How to Login a Open a browser b In the address bar enter https dde age ohio gov c Press enter This site can be bookmarked d Enter your user name and password provided to you by your PASSPORT Administrative Agency Press enter Username and password are not case sensitive If prompted by the browser to save password decline e Once logged in change the password for the account by clicking on the Maintenance button a
20. et COLUMBUS OH Services List Welcome Gfleckpioy yl age lege on ond vda king ae a Provider Oper mar Location 0 by BAA m Row Goa 2 i Service Code Desctiptian S55165LJA Manor home Medication pi Lima Saal Minor Home Modibcaton 310 Anii S5T165UB Choss Ermit Access A aptabonea 1 uni TIigasalla ME Repair Tigao Hi HorrAmbutalory Fins ibam Click hara to dawn yor Senraces Lint to a gpreddsheel da a CS de Page 21 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual XIV Download EDI Reports All Roles e The PAA Administrator and PAA Operator Roles must work on behalf of a provider location to display the information on this page e The Provider Operator Invoices and Reports and the Provider Operator Report s Only Roles display is limited to their authorized location s e A table of reports available for download for the last 90 days will display mPay ANT FHEAE i y E OAD LE POT Welcome Gppowe a pora you age logiped on acl working au a Provider Oper aoa Voki Ate diiy eddy Mite dea reports Tor T locations al thats Tinie Select a Proda Location and PAA trom the drop down list m Optional Search Crideaia Mapa Type Coun Aca Summary Claim Acid dgridnt Rnembinco Adicn Pagan tota a Reports Available for Download e Claims Acknowledgment Report of rejected claims Naming convention CA invoice number entered in Invoice Entry section Ex C
21. he user will receive a confirmation from the system The invoice has been successfully Submitted to the ODA PIMS system The details of the invoice will be displayed The ierolce has been successfully Gubmited lo the ODA PIMS selem Generada a Lanne MPAA A NGCOS2006 FAA Location ID kree Taa petai Caa ai RH Tia Die Wack ion dern rota Dee ikrai apo 411943 Bi a 1H oy reins lirate Corriente ngng kneice Statics Imoice Submilied lo ODA Sernice Coda Info Amount Billed PL 20 00 0 00 0 00 20 04 0 00 Und SMITH EILEEN 347890 Personal Cars Borich 1101908 Fecal WoktCounnling Sonic GN ISLA Sorel WorkiCounseling Ger te GO1SSLA Social WonrCounsaling Samica GOSS Sotal WarkiGCountnling Borat GN 5404 IPOD 04 30 16 ALI0 06 E 10 AUG 08 Charm tatae BESSIE LARRY 7191215 serice Code Into Social running Ternita GI SSL Eee running Serii G01 S404 Amauni Billed 0 00 20 04 Data FALSCH 00 46 08 BESSIE LARRY 7191215 i Serwice Code E Descriplian mial Units aimi Amount Hillod 01554 Social WorkCoun salino Sense Tot 04 Personal Gare service d Coversheet e Click Generate a Coversheet button to create the PASSPORT Invoice for Direct hilo 109 cel elas oh rin i O 801 1747319 Your session wil expire in 00 60 00 PASSPORT laralee For Direret Services Services coversheet e Click the browser s print button to send to printer e Click the browser s back butto
22. ion 1 15474450 In PAR 6 Ari s Health CMe Seres Location 10412244 Mm PAA 6 Fest Han sing Ci Ist Location BF STIG in PAA G Barh Al Fany Location ID 23920362 in PAA 6 Hetty J Shap Location ID 16491786 in PAA 6 gear Nida Allison Location 17530015 in PAA 6 ua Might Hot Cand Latii E 111043 In PAA 6 Preciado Aa Dal Mina Jackson Location MD 80114400 in PAA E and Fass Spivakos Location ID 216942 E PAA 6 Vieira Geckos ou ae lagi on dnd weed kin as Pride Oper ated 2 To search for a Location ID type the first characters of the name in the text box Click Search Click the Location ID name to select it BEIVDIETE MPFOnTE Bra MALCI ee dep Hirer Aru Ding E hile Hors Care Location did PARO Pias a 3 Click Start a New Invoice Proceed to Section IX c Enter New Invoice INVOICES REPORTS MAINTENANCE INVOICE STATUS Welcome 6jfleckprov you are logged on and working as a Provider Operator Select a Provider Location and PAA from the drop down list Nightingale Home Care Location ID 411942 in PAA 6 H anch Start a New Invoice Page 8 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry con t c Enter New Invoice e User is logged in as a Provider Operator a PAA Admin or PAA Operator working on behalf of a provider location e An invoice draft is automatically saved in the system and added to the Invoices
23. ir site and must work on behalf of a provider location to display the Provider s consumer list service list and to download EDI reports The Provider Operator s display is limited to their authorized location s e Click a column heading to sort data in ascending or descending order a Invoice Report e Click the Reports button to display Invoice Report e The first 30 rows will be displayed Click Next to see additional data or click the drop down arrow to select more rows to be displayed Click the previous button to go back 30 rows 1 Modi Agency Locabion i Siete Hecemrend Dale Page 19 Wie AMA JANE PJCDDE MARY MM Y PJC CCPA PEIEE MEY 200 MITEA 412353 117352 100376260 1041660 412305 Ja 412011 Eraser 104131563 104331363 this fF 412173 Submitted Submiisd REJECTED Submited WIP wir Submited Submited Submitted Submitted Submitted Subrnidrd Subritied AL ra ne nin Mia nal IHAUJT 06 155 JUL 06 LER il 17 JUL 06 Ot JAG LAO FF G8 Created by The Ohio Department of Aging 01 04 2007 Rev 2 bl Mol 442 3 1 ol dd 21 150 of 442 ld AA 191 2100 442 E 2d 270 of dade 70 SD al ao Bea ol day EN i AZ II FO of dd He Ruf a 114 00 0 00 ELERE Direct Data Entry DDE User Manual XIII Reports con t b Search Invoice Report e To Search enter a search string in the Search text box and click Search Click Reset to display the entire list and clear the text
24. ks ook He q i 5 K mn de EA A Pp Sd ee ce gm dur A Bl AA I PCC STATUE mire Aa A SPA Welcome 6dbrownadmin you are logged on and working as a PAA Administrator FEST DARYL FRA E 13541188 ADT Comparos Denia fest FAA E 17541138 ADTACompareos Bere Ele bk em dl Bein jeb ck de E O E tesi ode ta ae 7779 pc DO cue ie Printer friendly view Tore Hi tite Fii a Lal ifs Freie Mattia ligan ME IA PAR by Las ura la MARCH 2002 412252 Al Prefoired Sources 13103041 DEEP TEST DARYL 1Sa ATICO paci n orto 400 1AL6 06 TEST 13241164 ADTIComparion Sonder i 30 46 06 LKD FRF 131341188 pTCiompsninn Sar ca a z JAg DARA 93841100 AD TICompaci n Gerace M AUuG 00 e Logout All Roles e Click Logout to end the session i Alert Ar invite l Mi Moria lilii Eb GE Yes Ga Puri Meh tb JP i gt a M en J hip Peed AE ood ee jt a bee af CHEI BAe Y FL E Welcome 6dbrownadmin you are logged on and working as a PAA Adminisirator Page 5 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry To enter an invoice you must be logged in as a Provider Operator a PAA Administrator or PAA Operator working on behalf of a provider location a Start New Invoice PAA Administrator or PAA Operator Role THE PAA SHALL ONLY ENTER AN INVOICE ON BEHALF OF A PROVIDER ONCE THE PROVIDER HAS SUBMITTED TH
25. l XIV Download EDI Reports All Roles con t c Search 1 Enter a search string that is contained in the Filename or Date timestamp in the Optional Search Criteria text box Ex Enter 2005 12 16 to find all reports that have a creation date of December 16th 2005 2 Click Go Click Reset to clear the search text box and display all reports available ATT Welt one ipod LEO FOU ate boedo ron A a Prod Operated Vou at Com dota cc o de porta Lor footie a ot thi Mima Select a Provider Location ard PAA from tie di op don Bet Optional Search Criteria as tal A IE ALU Summar Remkiance Advice Clan Arge 20060014 AST Toner ka p no data found d Download a Report e The reports are in PDF format In order to view the report Adobe Reader must be installed A free download is available here http www adobe com products acrobat readstep2 html 1 Click on the Filename or the Date of the report 2 Follow the browser s instructions to either Open or Save the report Page 23 Created by The Ohio Department of Aging 01 04 2007 Rev 2
26. n to return to the submitted invoice details Praorider KOTWOLLE DBA Mame Y ssting Angels of Central Ohio Provider Moi 22404357 Provider Leranion 55470334 Agencr D PAA S Amount Senice Description ille Dur FASSPORT Hume aka PASSAT Personal Care Tatals Agency intemal Use Onk Approved Document Daie Amit Page 17 Fri Ss Bare S007 17 14 54 Insoler Me GEE AKA I DDE Inveice ID 163 Agency Suter Ose Canty Amount Paid Dur Unir DDE Vea 11 4 ARTIE Any AO PTEN Amo llos an Amoo Pd Se penad frei be fe med dl ein al cree ll 1 aoe De tonel EEM placa ar ci Baum ud ET PorTaL Meere MORAL ELLE Soe a Saz md Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual XII Invoice Status Views e Click the Invoices button to display the Invoice Status screen e User is logged in as a Provider Operator a PAA Administrator or PAA Operator or PAA Administrator or PAA Operator working on behalf of a provider location e The PAA Administrator and PAA Operator Roles can view all invoices and view Provider invoices by working on behalf of a provider location The Provider Operator s view is limited to their Authorized Location s e Invoice Views Available Invoices Received by ODA Invoices Submitted to ODA Invoices Under Review Invoices Under Review with Remittance Advice Invoices In Progress Invoices with Remittance Advice and Rejected Invoices e
27. nd then click on Change Password f If the user attempts to login with an invalid password and exceeds the number of attempts allowed by the system the account will be disabled Contact your PAA administrator regarding your account status Me Dh Pe ee fa ie QA E Cl sr ee oy Lara i Er res 4 a i dr You are logging into the live production website for the Ohio Department of Aging s DDE online invoice entry application Lites are ponme di SA rra Lee dee ara ee Choe a EA pad A dc Pe AU a ATT mi bE REA E PA AR E AA E FP gee gee Ls Pl C oa ee ee a dl E Cs ge ed el e rn A biie iaa da De al e po Session timeout The user s session will timeout after 60 minutes of inactivity If for a period of time you leave the DDE application alone or perform actions ex scrolling entering data reading a downloaded report that does not generate a call to the server the application logs you out and you will be prompted to log in again A timer will appear on the screen and count down to inform the user when the session will expire Ex YOUR SESSION WILL EXPIRE IN 00 59 48 Page 1 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IV Forgotten password a Type in your User Name then click Forgot my password link b The password will be sent to the email address associated with the User Name profile A deactivated account cannot request their password to be reset V Forgo
28. oru 02 aE 0 08 4404 08 ital Catia Sue 214523 y sL do ino PASSPORT Nomen ake SEA E PASSPORT Homemaker ae 374573 EON 881301 ji Diuibpl Bue 274523 Upa Leda Has jor Chari Lina Mists hackad Lima 13 Next steps Repeat steps 5 thru 11 to bill additional service s for a consumer s on same invoice Edit the invoice before submitting Proceed to X Edit an Invoice Stop and finish the invoice later Once the Add Service s button is clicked or when an action modification is made to the invoice an invoice draft is saved and added to the Invoices in Progress list See Section XII Invoice Status Views To submit the invoice proceed to Section XI Submit Invoice Page 12 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual X Edit an Invoice e User is logged in as a Provider Operator a PAA Admin or PAA Operator working on behalf of a provider location a Search Detail Lines e To conduct a search enter the text or date in the Search text box The Client Date and Service Code Info columns will be searched e Click Search The system will return the result of the search e Click Clear to clear out the results of the search and display all detail lines of the invoice liar Lira Falo lor Charkmi Lina bein Cherchal Lines Hive Ural Plena Rale Capreh 274493 E CT Oe Ts PALEDORT Homornakel 351 LA PASSPORT RATT 551 I LIA Dipi Sua
29. ox Click Search Click the Location ID name to select it eel et i Pow Gs DA T E LALA sri u A acme a a a a a aa a i a a MaM umaa wi hipio oin state oh Pee Search Pa EA Seach Cio bt owas yl ae eate df OPA Anat aot working on behal of Gracia WOE AS MSL Niika rota Locala MEANS m PAA t a T t Dois Welcome 6dbrownadmin you are registered as a PAA Administrator working on behalf of 6jfleckprov WORK AS MYSELF Work as a Provider Select a Provider Location and PAA from the drop down list Nightingale Home Care Location ID 411942 in PAA 6 ang Start a New Invoice Page 7 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry con t b Start New Invoice Provider Operator Role 1 From the Invoices screen click the list icon next to Select a Provider Location and PAA from the drop down list to generate the list of authorized provider location s The first ten names will appear Click the Next button to see the next ten names If a Location ID is missing contact your PAA to have it added Or in the text box type any characters s of the provider or location ID Select the location from the list that populates httpcffesecl109_odn state_oh us 1777 Search VE X ze a HOITAA TRIER 0 Seach Chose eras ML EA A Angela Rolling Location ID Se rs m PAR 6 ET AA An Wier stal Locat
30. ro Created by The Ohio Department of Aging 01 04 2007 Rev 2 28 748 00 427 695 00 128 369 00 122 817 00 40 00 33 470 48 Direct Data Entry DDE User Manual XIII Reports con t Consumer and Service Lists con t 3 Click Go A report of Consumers or Services specific to the location ID will display The Consumer list will display Consumer Name Consumer Number Address City State and Zip The Services Lists will display Service Code and Description Click a column heading to sort data in ascending or descending order 4 Click Next to see additional data or click the drop down arrow next to row s X XX to select more rows to be displayed Click the Previous button to go back 5 To download the report click Click here to download your Consumer List to a spreadsheet as a CSV file Follow the browser s download instructions The file can be opened in Microsoft Excel AAA TT Veen DUWE CAD LO REPORTS ee tah aaa yea ae a Ar a PAA Amia waki on belii ot aa Consumer List Wk aa a Proweles Locallon iD iv PAA Rew Cami 20 E rial 4D od Diet Next Comumar Marne os i id i ee 41 GD ol 187 GCOHKA ROSETTA 1 1734 E Main Strang P ot Ter a il 100 of Th CUKALI ARMETT SSI TIJ E Main Street 101 1200 167 cB i5 gt Phi 1231 1400 167 HAAHIM EILINA 110912 1234 E Main Street rin Lean AAA ia iaia we HGBEFU BETTY 00608 1234 E Main Street 1161 1679 167 HOVE MARIE 3371 1934 E MainStre
31. s oian Mille Comments elii m FRASIER CECIL 80515 OR AUG O6 Personal Caro Samica THOTSUA N r 2 0 00 edn a HOLLAND PHILLIP P 2652 06 SEF 06 Personal Cane Semice TIBIA fr 10 00 HOEKE JUDITH 36032 OF AO Personal Care Service TITILA i a 0 00 pine UsdafHale lo Lhecked Lis heise Chscked Lines Hei Vii How Rio Search MEA BIT Row Count 20 ii 1 20050 se Next Edit Delete Client Deia Sendes Code Info Updai Une mann Billed Comments ei L FRAZIER CECIL 80515 7 ALUG 06 Personal Care Semice TIO1 SA 3 40 00 mit a HOLLAND PHILLIP P 2652 I6 S5EP 06 Personal Care Bordoi T1IOTELIA L 3 20 00 HOFES JUDITH 36032 Ur ARROB Pers n l Care Serie 11017A 1 3 0 00 3 Delete Checked Lines To delete a line s from the invoice click the Delete checkbox for the specific line client Click Delete Checked Lines button to remove the line s from the invoice Delete Client ee Updat Units mount Billed Comments edit RAZIER CECIL 80515 07 AUG 06 i Before Personal Care AN T1019UA Personal Care Service T1019UA edit iM OLLAND PHILLIP P 2652 04 SEP 06 edit OLLAND PHILLIP P 2652 05 SEP 06 report total Update Units Rate for Checked Line Edit Delete Client Date TC 3 Updat Units mount Billed Comments edit O FRAZIER CECIL 80515 07 AUG 06 After N O 3 0 00 edit O HOLLAND PHILLIP P 2652 07 AUG 06 et Service N O 2 0 00 edit HOLLAND PHILLIP P
32. sing Care Ing 5000 Eplsckgn 41 SEP 08 NGC 02006 PAA E 411194 Nighteigale Home Care 02 00 Cdbrawroper 12 SEP 06 Filter the List Below to Only Show inmices Submimed Anar iirc E Ge a VUpdalod 411843 Nightingale Home Care 000 Edbrimn par 12 SEP 06 1 1 Invoice Humber PAA Location Ib Frowider Name invoice Total Lasi Update Page 18 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual XII Invoice Status Views con t c Invoice Views Available e Invoices Received by ODA Displays invoices received by ODA PIMS PASSPORT system e Invoices Submitted to ODA Displays invoices sent to ODA PIMS PASSPORT but not yet acknowledged as received e Invoices Under Review Displays invoice under review by an ODA agent or a process No remittance available e Invoices Under Review with Remittance Advice Displays invoices under review by an ODA agent or a process Remittance advice available for a portion of the invoice e Invoices In Progress Displays invoices in progress not submitted to ODA The user is able to select an invoice and make edits and changes Invoices stay in progress until submitted e Invoices with Remittance Advice Displays invoices paid with remittance advice available in DDE e Rejected Invoices Displays invoices rejected in full by case manager Xill Reports e The PAA Administrator and PAA Operator Roles can display all invoices for the
33. tten User Name Contact your PAA for a forgotten User Name VI Initial Login Screen and User Roles Once logged in the initial screen will vary depending on your Role ID The screen will indicate in green text your login Role ID Ex Welcome 6vkorteprov you are logged on and working as a Provider Operator a The four Role IDs Page 2 PAA Administrator Controls accounts created under specific PAA and can perform data entry and view reports for provider operators within PAA PAA Operator Performs data entry and view reports for provider operators within PAA Provider Operator Invoice and Reports Performs data entry and can generate reports for their authorized locations in a PAA Provider Operator Reports only Generates reports for their authorized locations in a PAA e PAA Administrator amp PAA Operator Initial Screen E Ey Wr dEl rete prsoccit08 cd state ot uae TFT ksi i penr 200 307 14904 14970704720 M0 MY OCLG SLECHITS MABE LNANLI AP PPP PAPA Per rer rer errr re lim E Wok aa oul MO ecer o e Provider Operator Invoice amp Reports Initial Screen Aami eiddi ija r i Gt ihe Po me rd Urol Select a Pedder Location and PAA Tram te drop dora He ana Dinit a Hre rn WARE WH yrii in ayas e Provider Operator Reports Only Initial Screen REPORTS MAINTENANCE DOWNLOAD EDI REPORTS LOGOUT Welcome 6ppowersreports you are logged on and working as a Provider Operator
34. value is based on the Service Code selected If you attempt to change the Passthru code an error will appear http soccl109 odn state oh us 7777 You cannot select Passthru it is here as display only Ib is based on the value you selected for Service Code 8 Units Amount When the service code is a non passthru Passthru N then a whole number positive or negative is entered Amounts do not appear for non passthru services Amounts will be applied when the PASSPORT agency receives the invoice When the service code is a passthru Passthru Y enter the appropriate dollar amount for the passthru services If an incorrect value is entered an error message will appear Units Amount must be entered as whole numbers positive or negative Partial units decimals or fractions are not permitted by rule Please correct the Units Amount field and then resubmit Piosbler Besl Mursing Cane ing Location Ib 501938429 kranke Ertl mea 1d 501 00 irks Conn Dai Miro Cane tenida fot Agua 2006 COn HUDSON JACQUELINE 455371 e Hansard Minnie 186319 MCCRANEY BUSHRA 593605 ROSEBUD VIRGINIA 285413 hr hen ee SABATINO GEORGE 41953 Personal Care Service WALKER BARBARA 185331 e KUTSCHBACH ELISH 194568 e MARTIN HELEN 116421 E Page 10 Created by The Ohio Department of Aging 01 04 2007 Rev 2 Direct Data Entry DDE User Manual IX Invoice Entry con t Enter New Invoice con 9 Service
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