Home

AuthentiCare Louisiana

1. Client Provider Worker Payer Assignment Show All Claims Consumer Test2 M 2 CMC LA Test Provider Bj Test Worker3 Eg Current Payer For Client se Total Claims 1 Service Date Time Amount Date Time Tots Calculsted Amount PAS PM A 5 00 PM 00 15 12862015 M 5 15PM 0 00 Tetal Authorizsd Amount Activity Codes 10 16 ex 3 5 8 TELE a Mileage Click bere 1 more service s Travel Time Delete All Total Lines 1 Tote Claims 1 Tote Amount 20 00 Total amp uthonzed 0 00 Delete Add Limes Above Add Lines Bellows Move Up Mowe Down Note Client s phone was disconnected for non payment of bill Note Data eo e Edit the information about the claim as necessary e Click Save to save your changes OR click Cancel to cancel your changes and return to the Claims page February 27 2015 121 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction The Claim Acknowledgement page displays with a successful save message at the top if you clicked Save 12 3 ADDING AN INDIVIDUAL STANDARD CLAIM There are situations where the provider may need to add a claim using the web For example The worker was unable to use the IVR from the client s home phone not working client refused the worker forgot to use the IVR 1 Click Create in the menu bar and select New Claim OR 1 Click Claim Standard adjacent to Add New gt in the Claims
2. ccceccceeeceeeceeeeeeceeeteeeceeeceeteeeeeeesaeees 84 INSTRUCTIONS FOR UNTEN 84 CHAPTER 11 AUTHENTICARE MOBILE APP unnennrnnnnvnnvnnnnnnnnnnnnnnnnnnnnnnnnnnnunnunnnnnnnnnnnnnunnenn 87 EG EEE NE E E EE EA TEA 87 11 2 APPLICATION CONTROL iscsistassccdseccsuacs edtuaddasicesiatadanndiatdansdc entuadtesisuiadindannddatdanniolaateoadions 87 Tr PRO DER SEP eds ended spidere teuhcedsyeetundstauses 88 11 4 WORKER SETUP 20c 2ccccecccecceeccceescecceecccecccecscecccesscecccecscecsoeesoesscerscessoesseescoessoessoeess 89 11 5 ENABLING SERVICES FOR MOBILE cccesecccccceeeeeeeeeseceeeceeeeeeeeeseeeeeeseeeeeueeeeeeeeeseeenaans 91 11 7 WORKERS DOWNLOAD AND INSTALLATION OF THE MOBILE APPLICATION cccccceeeeeeeees 92 11 8 HOGGING Nauen 92 11 9 USE OF THE AUTHENTICARE MOBILE APPLICATION arenonenonnnnnannnnnnnnnnnanennnennnnnnnnnnnennnennnen 94 11 10 EXPLANATIONS EEE EEE 95 CHAPTER 12 MANAGING CLAIMS unnnnunnvvnvnnnnnnnnnnnnnunnnnnnnnnnnnnunnnnnnnnnnnnnunnunnunnnnnnnnnnunnuene 115 12 1 SEARCHING AND VIEWING CLAIMS see 115 February 27 2015 3 AuthentiCare Louisiana DHH X DEPARTMENT OF oe First Data HEALTH AND HOSPITALS b gt yond the transaction 122 EDITING A CLAIM CLAIMS CORRECTION ccc cece cccttvcncaacscancadtdvcucnceicctasalovecpacsesteccteevecd 121 12 3 ADDING AN INDIVIDUAL STANDARD CLAIM cc cccceeeeceeeeseeeceeeeeeeeseeseseueeseeeseeseseeesaeens 122 12 4 GROUPING CLAIMS ceiantinitenci
3. mm 200 SUE DE SAHTE Lao La Flac a se brt 1 6 jr Se FRIE DE ZAHTE Lo La Flac ua Ter Tonen oer Sr te 206 RUE GE ZAHTE L FL ACES La Flax LA Tr Tone snKKdE Phone Desorption 2225522 Use your assigned ID and PIN plus your e mail address and a password you choose to register for access to the website Email Address Password Confirm Password LA AdminAssistant LA Administrator __ User Roles Rights Add Claims Edit Claims E View Claims m Delete Claims Edit Clients View Clients Add Workers Edit Workers View Workers ai Register Cancel e Choose an Administrator Role or a Sub Role from the list When you choose the sub role the screen will refresh to display the list of rights for that sub role on the right See Appendix A 4 for a description of the functions each sub role can performed Available provider sub roles February 27 2015 19 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction o LA Administrator o LA AdminAssistant o LA Payroll Billing o LA HumanResources o LA _Payroll Billing HumanResources o LA Scheduler Coordinator o LA ClaimsMgt1 o LA ClaimsMgt2 o LA IntakeReferral e There can be only one sub role per email address If the person needs to be assigned to more than one sub role he she will need to be added again with another email address Enter a
4. Add New gt Worker Search gt cot Pictures graphics or icons can also be used as hyperlinks If the cursor arrow changes to a hand then there is a link In the example below the graphic does not change in appearance but a pop up box indicates what the hyperlink does and the arrow changed to a hand gen hyperlink f pg tese Ever 417 Web applications use a Web browser The Web browser has the ability to maintain the Web addresses of your favorite websites to add an address to your favorites to enter a Web address also known as a URL to go back to the previous page to go forward to the next Web page assuming you have viewed it previously to reload or refresh the current page and to cancel the loading of the current page 6 Google Windows Internet Explorer TERK ar or vs En Ww Favorites Took ken Foward Web address eles Sop Sop eS 3 fa i BG BARLE C Took Total Protection i GInfo a Identity Guard Web applications can use breadcrumbs to assist in navigation As the name suggests this provides you with a history of the Web pages you used in getting to your current February 27 2015 12 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction page in the event that you wish to return to any of the previous Web pages The Web pages identified in the breadcrumb
5. February 27 2015 21 AuthentiCare Louisiana DHH HEALTH AND HOSPITALS 2 DEPARTMENT OF Provider Entity Settings E Indkater a required Tek IC 1413852271452 ry First Data b gt yond the transaction Entity Addresses Phones FPE mmm Address Type Other de Rian fides Densoipthe 10855355 EE fulness Line 1 500 RUE DE SANTE LA Address Line 2 LAPLADE Compan Fie ORC LA Test Prowicer City La Pisce Hou State Lo wip 7OOSS0000 Fite 2214 Sender Birth Cate Email Address Type Other Begin Date Adress Desorption 12231307 End Dat Address Line 1 S00 RUE DE SANTE Langu Aure Line 2 LAPLADE Status Arihye TOY La Pisce State LS F FOSEN x Emaii Hnn asr cam Emal SE EO EE Address Type Other mmezage CO Address Dencription 1353535 NFI finesse Line 1 S00 RUE DE SANTE Adarra Line 2 LAPLACE Oy La Place Provider Services Sete LA wip 700830000 Tanon Code Travei Time Mobile Enabisd Wee St Mo Other 385 552 7000 cratic Phone Description 1255255 Registered Users Add User penn LA Acim nistreator 0125 2015 O LA Acdm nktrabor 012772015 O You are returned to the Provider Entity Settings seco Aidssage in the top left hand corner informs you that the registration was completed successfully The user you just registered displays in the Registered Users section of the Provider Entity Settings page specifying the email address the sub
6. Worker Dashboard Exceptions Dashboard Entities Claims Place your cursor on Dashboards in the Main Menu and click on Worker Dashboard The Worker Dashboard displays with real time information about the scheduled events for the current day CMC LA Test Provider January 27 2015 Provider Nos 141852727136 12 22 PM Test Worker 485736 07 00 AM d O Late or Missed Test Worker 221484 05 00 PM CONSUME 5565665655566 O Scheduled _ Test2 EEG EG G Het Due February 27 2015 34 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction Each column has a sort option By default the Worker Dashboard displays the scheduled events in ascending alphabetical order of the worker s last name To change the order of the sort click on the arrow in the column name on which you wish to have the information displayed For instance if you click on the up arrow in the Worker ID column the information will be sorted in ascending worker ID order CMHC LA Test Provider January 27 2015 Provider No 1418522136 12 24 PH Consumer Late or Test Worker 485736 07 00 AM Test 666660606060606060606 Missed Test Worker 221484 05 00 PM Conn GGGGGGGGGGGG Scheduled s l Test i Mot Due The Status column displays one of the following three statuses e Checked In on Time This means the worker checked in between 120 minutes prior to the scheduled event start time and1
7. Address Type Othe P Address Description 13953835 NPI Address Line 1 500 RUE DE SANTE Address Line 2 LOPLOCE EG City La Pisce Provider Senos gt Stabe LO zip 7O0S80000 Phone Tro Fionn uber Moni Enabled We Mo Othe 9853 652 7000 Met ting EN ds n Se Phone Desorption 19553255 Number Devks Bd Saget Registered Users Perth User e Click the email address of the User whose password needs reset Registered Users User Name Role rn Enabled Delete E E e The Password Reset Page opens You can create a new password or unlock a User here Make the password edits and click Update Password February 27 2015 26 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction Email Address jwc test amp provider com User Full Name CMC LA Test Provider Password Confirm Password User Must Change Password User Account Disabled O Update Password Cancel LA Administrator LA GlaimsMgt1 LA_ClaimsMgt2 F HT L HumanResources LA IntakeReferal Edit Clients L Payroll Billing View Clients LA Payroll Billing HumanResources i Add LA Scheduler Coordinator Edit Workers User Roles Resktral Name Type Registrations CC LA Test Provider 141852213B Provider Update User Cancel A message appears under the toolbar that the User s password setting has updated successfully Home Create Reports S
8. 9 159m LTFOS 2 Worker Test Wokken Cilent Consumer Test3 Wi 9 15pm 10 00pm ADHC LTPCS 3 Worker Test Worker2 Client Consumer Test5 M T00am 5 15am FAS FM Worker 5 00pm 6 15pm LTPCS Worker Sc1Spem 10 00pm ADHC LTPCS 3 Worker Test Worker Cilent Consumer TestS M e Double click on an event to display the Scheduled Event page and see the details of the event February 27 2015 65 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction Scheduled Event This is a recurring event Do you want to edit only this occurrence or the series L B t this occuresnos a Edit thee series Date Start Time End Time Duration 10 00 PH DO 45 DOLE 2DL5S Rescuer every 1 week on sunday ll Monday O Tuesday ll Wednesday O Thosday Friday LU Saturday 1 Pre atter W Endby 12312015 M Authorizations 4 oOo Od Client Consumer Test5 M Provider CMC LA Test Provider Primary Worker Test Worker2 Backup Worker Service ADHC LTPCS 3 Service Period vs kiy Address Home l S012 Anywhere Lane Anytown L 706802 e Click Eventscheduling in the top left corner of the page to return to the calendar or click the Back button on the browser e Click the left and right arrows in the date display bar to view the week before or the week after this date z Niew Monthly Weekly Daily 9 1
9. PPENDIX A2 2 OBSERVATION CODES Code Observation to Report Recent emergency treatment due to improper medication administration or side effects 84 86 Swelling of legs or feet oo 89 Increased Level of Pain S O 90 Increased Anxiety Level Recent falls o 6 o 8B a gt Recently admitted to hospital New problems with forgetfulness Recently in emergency room February 27 2015 189 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction APPENDIX A 3 CLAIM EXCEPTION CODES A 3 1 CRITICAL EXCEPTIONS Claims with Critical Exceptions cannot be submitted for payment until the identified problem has been corrected Wait for authorization to be provided from Louisiana DHH staff AuthentiCare will Code Exception Definition What do I need to do automatically recalculate when a valid authorization is A1 Authorize entered C5 Calculate All data needed to calculate Verify what information is the claim is not available missing If the check in or out Usually means that the time is missing see Section check in time or check out 12 2 for claims correction time is missing If an instructions Authorize exception occurs it will trigger the Calculate exception as well A3 Authorization All authorized units were arver vs staff Exhausted used before this claim was i a f P ig units can Before Claim calculated Hede authorization If
10. The Status is marked as Complete next to the client name on the Home Screen If the Capture QR Code option is selected the worker will need to rescan the client s ID card prior to check out If the ID Not Available option is chosen the worker will proceed to the Check Out screen and will not need to reenter the client s ID number 4 Non Scheduled Limited Service Zone Visits Once at the client location select the Manual Check In button on the Visits screen After successful login the first screen you will see is the Visits or Home screen The current date will appear at the top Check In Within a Limited Service Zone you will be presented with the screen giving the options to Capture QR Code or choose ID Not Available If the client has a QR card Select Capture QR Code Refer to Section 2 Limited Service Zone for instructions on QR Card reader scanner If there is no QR card available Tap the ID Not Available button You will be taken to a Check In screen where the client ID number must be entered to submit the check in If the client s location is consistently unable to receive network coverage the worker may select the Request ID Card checkbox and a card request will be submitted with the visit s check in Check Out Once you are ready to check out tap the Check Out icon next to the client s name You will be presented with the Check Out screen Tap the Submit Check Out button Since you are wit
11. Time amd Attendance Report Lie i S TCompl t d 2 17 PH Worker By Provider Report Li ey POLS Dompete o 13 FM 2 Click Delete Selected Reports if you want to permanently remove the report February 27 2015 140 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH ry First Data AND HOSPITALS b gt yond the transaction View Reports Refresh Delete Selected Reports Name Submit Time Status El Suthonza tion Report 1285 7015 Completed 10 20 PM EI Tim sure Atterndenoe Report 1 26 72015 Completed 2 17 FH O Worker By Browser Report 1 26 2015 Completed 2 13 PH The Report page displays and the report is no longer listed in the View Reports section Reports are automatically deleted three 3 days after they are created 13 4 USING REPORT TEMPLATES Instead of creating the same report at the end of each week month or quarter providers can save time by creating a template for the report The Calendar Report is being used as an example for this section 13 5 CREATING REPORT TEMPLATE Click on a report name from the list provided in the Create Reports section of the Report page Report Templates Delete Selected Templates View Reports Refresh Delete Selected Reports O Name Submit Time Status EF Authorizations Report 128 2015 Completed 10 20 PM El Time and Attendance Report 1 26 2015 Completed Create Reports r 9 17 PM C Worker By Provider Report l 26 2015 Completed Authorizations p 9 13 PM AuthentiCa
12. Workin Kaia Teal Morer ed Corman so a a fag Jii se ciH 13 6 15 THE REMITTANCE ADVICE REPORT The Remittance Advice Report lists for providers who upload their 835 Remittance Advice into AuthentiCare This report is a useful tool for providers for reconciliation of claims confirmed exported and paid The Remittance Advice Report has required filter criteria of Payment Dates and a choice from the selection of Group By February 27 2015 171 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Remittance Advice Report Indicates a required field Report Name Remittance Advice Report Description Payment Dates ma Client Provider ALL Provider Medicaid Id 4LL al Worker Service Group By Sort 1 T ooo BE ReportType s V sel O por O csv O ee Save As Template Run Report came An example of the Remittance Advice Report header and sort RR First Data AuthentiCare amp Remittance Advice Report beyond the transaction Report Date January 26 2015 06 57 51 PM Total Records Returned 0 Filtered By Payment Date Range Payment Date Range 1 1 2015 1 31 2015 Provider Id ALL sorted by Provider Medicaid Id ALL DateOfSernice RenderingProviderName Workerld Case Manager ID Worker ID Services Client ID 13 6 16 THE REMITTANCE DATA LISTING REPORT The Remittance Data List Report provides remittance advi
13. and Exception Provider Group By v Client Sort Provider z Exception Client Exception Provider v Additional filter criteria include Payer Client Provider Worker and Service If desired you may also select sort criteria which include Start Date Provider Client Worker and Service This determines the order of the data within the group selected in Group By Sort 1 Summary Only Client Id Service Client Name ReportType s YIPDF Excel Csv IXML An example of a Claim Details report E gt First Data AuthentiCare Claim Details breromell the Erarcicerthon Consumer Tests W 7711111111 Total Number of Claims 4 Total Amount 41 58 Provider CMC LA Test Provider 1412522138 Total Number of Units 32 Claim Worker Senice Semice Typs Galm Stat Claim End Total Aut Total Auh Export Dale Exceptions Payer Mame Unite Unita Amount Amount ESD Test Worker3 730453 LTPES J TirmeB ed 01012015 01012015 E 18 43 18 45 C11 Fee For Sami LTRGST MSUN 05 00 PM 07 00 PM E82 Test Worker3 730263 LTPCS2 TimeB ed 01082015 DSN B 2 18 43 4 62 AS CLELE Fee For Service ILTPOST 101904 5 00 PW 07 00 PM 661 Tesi Worker3 730263 LTPCS2 TimeB ed O01UT72015 D1072015 B 18 43 18 45 C11 Fee For Service ILTPOAST 101904 05 00 PM 07 00 PM E83 Test Worker3 730263 LTPCS2 TimeB ed 11092015 D1TS2015 B a 18 43 0 00 AJ CLELE Fee For Service ILTPOST 101904 506 PM 07 06 PM Humber of Claims 4 Total Amount
14. 1 Navigate to the AuthentiCare Louisiana DHH website at httos www authenticare com LADHH The Welcome page displays Case managers register for access from the Welcome page 2 Click Register for Access Welcome to the AuthentiCare Solution Please enter your AuthentiCare email address and password to access the system Register for Access Email Address Password Submit The Register page displays Register Use your assigned ID and PIN plus your e mail address and a password you choose to register for access to the website Entity Type vi gt De PIN Email Address Password Confirm Password Register Cancel Select Case Manager from the drop down menu for Entity Type Enter your Case Manager ID for ID Enter the 5 digit PIN provided to you DE Enter an Email Address This email address serves as a user name and IS not used to contact the case manager It does not have to be a valid email address but it must be in the format of an email address For example a case manager with an agency called A Provider Inc may wish to type in the User Name kbaprovider inc com February 27 2015 16 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction 7 Enter a Password The Password must be 6 or more characters and at least 1 special character or number When choosing a password avoid common words or dates such as a
15. 765 01 15 2015 01 03 PM 01 15 2015 06 03 PM 10 Week Of Service Period Total Claims Units Used 01 18 2015 01 24 2015 1 10 13 6 4 BILLING INVOICE REPORT The Billing Invoice report gives a list of claims for each service date along with the billing status and amount With this report providers have documented what was submitted each day and then monitor the Remittance Advice to ensure that each claim was adjudicated as expected The Billing Invoice Report as displayed in the screenshot below has several filter criteria Claim Type Claim Dates and Exception are all required when running the report Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Select the Claim Dates from Current Day Current Week Current Month Current Quarter Current Year Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy February 27 2015 150 AuthentiCare Louisiana DHH DEPARTMENT OF pp HEALTH ga First Data AND HOSPITALS b yond the transaction ReportType s Hleor O bwa Ocse O xml The Billing Invoice Report requested in PDF looks like this Page ida Fa First Data AuthentiCare Billing Invoice Report Berei the banks tes Report Date March 02 2015 12 57 51 PM Filtered By Dale Range Clalm Type
16. AND HOSPITALS b gt yond the transaction 13 5 2 EDITING A REPORT TEMPLATE 1 Click the hyperlink on the name of the report Er First Data beyond the transaction Home Create Reports Scheduling Dashboards Visits Administration My Account Report Tem plates Delate Selected Templates Lo ai E Calendar Re The Calendar Report page displays Calendar Report Indicates a required field Report Name Calendar Report Description Effective Dates Current Month l Event Authorization Payer Client Provider CMC LA Test Provider Primary Worker Service Include Edited Events Only Sort 1 Scheduled Start Sort 2 Authorization sl Sort 3 Client Name el ReportType s V Por Excel L csw LIXML Save As Template Run Report February 27 2015 144 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction 2 Edit the Calendar Report page as desired 3 Click Save as Template 13 5 3 DELETING REPORT TEMPLATE 1 Click the checkbox to the left of the name of the report template you wish to delete 2 Click Delete Selected Templates if you want to permanently remove the report template The Report page displays In this example the Description was modified and it now displays under the name of the Report Template After the delete function the page displays and the calendar report template deleted is no lon
17. Provider Worker Procedure Code User Option Sort By Member s Last Name Include Inactive Claims KON Clear February 27 2015 129 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS The Confirm Billing page displays a minimum of 1 claim to a maximum of 300 claims not oe First Data b gt yond the transaction yet confirmed for billing AuthentiCare Louisiana DHH First Data beyond the transaction Confirm Billing January 28 2015 O Check All Uncheck All O Approve Billing for Claim 707 Provider Worker CMC LA Test Provider 141852213B Test Worker2 485736 Client Consumer Tests W 7777777777777 Claim ID Service Authorization Start End Rates Units Amount aa a JE Jan 28 2015 Jan 28 2015 Arctualkormal 4 ArctualNormal 9 24 Oo D1SUN oi Yormal 2 100 i 2 om LTPCS 2 LTPCSTIOISUN 77777777701 01 00 00 PM 02 00 00 PM Hormal2 3100 Authorizedkormal AuthorizedNormal 9 24 Exceptions Critical Billing has not been confirmed for this claim Informational This claim does not hawe a matching event Total Claims 1 Total Actual Amount 9 24 Total Authorized Amount 9 24 Total Units 4 Humber of Claims to be Confirmed 0 1 attest that services were delivered and received consistent with the Individual Service Plan and I have provided and or approvec this payment request in accordance with the Program regulations I understand that payment and satisfa
18. WorkerEligibility Fenn gre Testa pers g 681 ConfirmBillingForClaim EventMatching WorkerEligibility nn gr pe papier a g e Note the columns displayed in the search results o ID Identifies a claim o Status o Displays as NoExceptions or InfoExceptions if the claim has been sent for payment or is ready to be sent OR February 27 2015 116 AuthentiCare Louisiana DHH Di DEPARTMENT oF F Fyrst Data AND HOSPITALS b gt yond the transaction o Displays the name of the critical exception if there are any The critical exceptions are Authorize Calculate AuthExhaustedBefore AuthExhaustedOn IneligibleWorker DuplicateClaim ConfirmBillingForClaim OverlappedWorker OverlappedClient OverlappedService and UnenrolledProviderServices You could see any combination of these critical exceptions listed under status o Client ID Identifies the client who received services o Client Name Identifies the client who received services o Date Range he date or dates of the service This indicates if a claim spanned more than one day e Claims are automatically listed alphabetically by client last name Click the column heading if you wish for the search results to sort using a different column than the default Click the heading once to change the sort to descending order for that column Click the heading again to change it to ascending order for that column e Position the cursor over the Information icon to display an a
19. back to you or if it does not recognize the phone number you are calling from you will be asked to enter the client s assigned ID number followed by the pound sign You will also be asked to select a service If you select one of the shared services shared by 2 shared by 3 participants you will be prompted to select the additional client s that you have served AuthentiCare will then repeat back your name your agency s name the client s name additional client name s if shared service and the service you provided If this is correct press 1 If the information is not correct press 2 and you will be able to correct the information to finish the call After confirming the information you will be told that the check out was successful at the IVR will state the time At this point you will be instructed to press 2 to end the call or you can just hang up What do I do if I forget my worker ID Call your supervisor who has the number on file the client is not being Call your supervisor If the phone you are calling from recognized from the phone I is the new number of the home phone land line or cell am calling from for the client then your Supervisor can add itas a registered number for the client checked in but forget to Call your supervisor and let the agency know what check out client you were serving and the time you left the client s home forget to check in lf you are near the beginning of
20. rrrnnrrnnnrrnnnrennrrnnnrrnnerennvrnnnrernerennrennnrennerennnennnrennersnneennn 168 13 6 15 The Remittance Advice Report cccccccsecceeeceeeseeeceeeseeeseeeseeeseeseeseeeseeesaeees 171 13 6 16 The Remittance Data Listing Report arvnnrnnnnnnnnnnnnernrnnnnrnnnnnnnennnennnennnennnennnennnnn 172 February 27 2015 4 AuthentiCare Louisiana DHH X DEPARTMENT OF oe First Data HEALTH AND HOSPITALS b yond the transaction 13 6 17 The Time and Attendance Report cccsecccseecseeeceeeeceeeceeseceuseceeesueessueeseeesaas 173 13 6 18 Unauthorized Location REPON scissisisscisiinan a 176 13 6 19 Unauthorized Phone Number Report rrnnnennnnnranennnnrvnnrnnnnennnrnnnnrnnnnennnnnnnnennnnennn 178 13 6 20 The Worker Activity RENO tcsscssctasacsconsacanctasacunonsandsciasandnonesaeinebsuandeansandandosanduons 181 13 6 21 Workers by Provider REDOMt cccceecesseeceeeeceeeeseeeseeeeseueeseeeseueeseeeeeeesueesseesaes 183 CHAPTER 14 ONGOING USER SUPPORT AND TRAINING vauvnevnrnnvnnnnnnnevnennennnnnnnnnnenne 186 APPENDIX AT SERVICE CODES Leese 187 A 1 1 SERVICE CODES FOR AGENCY DIRECTED SERVICES runnnnnnnnrnnnnnnnnrnranennnrnnnnrnnnnennnnn 187 APPENDIX A 2 ACTIVITY AND OBSERVATION CODES FOR SELECTED SERVICES 188 APPENDIX A 2 1 ACTIVITY CODES scccccnncsetesesdicuccancte tessa dianecnneeeniecdaanncaeeetvnastianscemeitertianecets 188 APPENDIX A2 2 OBSERVATION CODES svenn 189 APPENDIX A 3 CLAIM EXCEPTION
21. 27 2015 57 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction CHAPTER 7 MANAGING CLIENT INFORMATION Members are referred to as clients in AuthentiCare Client data sent by SRI is imported into the AuthentiCare system State administrators verify the client list and confirm that a correct address and correct telephone number s are provided unless the client does not have a phone Providers are also to verify clients telephone number and address and have access to add additional phone numbers and addresses as needed e Search for the client you wish to edit according to the instructions in Section 4 3 The Client Entity Settings page displays Chent Entity Settings Entity Addresses Phones Indicates a required field ID 5555555555555 PO Address Type tome Enn pi Baars cree Leary Address Lime 1 5675 Anywhere Lene Last Mame Consume Address Line 2 Company Manmre E City Arytow rn E SS S555 State LS Zip 70802 FID Lomgitwdes Gender Female Latitude Birth Date 76 Email Address Begin Date Disable Learn Flode CI End Dater Language rstsn SEIE SSeS Phone Type Phone Nomber Home el 225 555 6555 Delete _ DOW Waiver LTM Payer Assignment Fee For Service ID Card Number ne Status Medicaid ID 5555 Registered Users HKH oe ME Add Mote a Note Data ie ee Hee em V
22. Account Custom Links Logout as acr_test provider com The Main Menu on the tool bar across the top of the page allows the user to navigate to different pages to perform different tasks The Main Menu functions are discussed in detail throughout this manual The options on the main menu differ depending on the user s role and appear on every page in the system All users have a Custom Links option on the tool bar that links to sites or information that is outside of AuthentiCare These links include Louisiana Electronic Visit Verification Website Louisiana Medicaid Provider Support Center AuthentiCare Louisiana DHH User Manual and AuthentiCare Mobile App Download February 27 2015 30 AuthentiCare Louisiana DHH HEALTH I First Data AND HOSPITALS b gt yond the transaction a First Data Authenti Care beyond the transaction Louisiana DHH prrseeereneenssessnnnnnnrnnnnnesnnnnnnenner Louisiana Electronic Visit Verification Website Louisiana Medicaid Provider Support Center the AuthentiCare Solution AuthentiCare Louisiana DHH User Manual our AuthentiCare email address and password to access the system Authenticare Mobile App Download ACCESS Email Address Password The Home page is divided into three sections Entities Claims Add New gt Worker Add New gt Claim Standard Add New gt Claim Express Search gt Go Claim Search Type Confirm Billing View Services
23. Amount Date Time Total Calculsted Amount Date PAS PM 2 1298 3015 hl 5 00 PM 00 15 FRF 11202015 kai 5 15 PM Activity Codes 10 15 ex 3 5 8 Mileage Click here 1 more service s l T I Time Delete All Total Limes 1 Tots Claims 1 Tots Amount 0 00 Tote Authorized 20 00 Delsts Add Limes Above Add Limes Belew Move Up Mowe Down Mote Client s phone was disconnected for non payment of bill Note Data The amount for the claim what displays on the right side of the screen is not computed until the claim is saved February 27 2015 124 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction The Claim Acknowledgement page displays Successfully saved ClaimIDis ID 679 Print r E First Data AuthentiCare beyond the transaction Louisiana DHH Claim Acknowledgement January 26 2015 Client Provider Worker Consumer Test2 M 6666666666666 CMC LA Test Provider 1418522136 Test Workers 730483 Payer Assignment Fee For Service Claim ID Service Authorization Start End Rates Units Amount f i Jan 26 2015 Jan 26 2015 T DA 1 AGAI A101 z a 679 PAS PM CCWASS126UH 66666666101 45 00 00 PM Er Exceptions Critical Billing has not been confirmed for this claim Total Claims 1 Total Actual Amount 00 Total Authorized Amount 00 10 Click Done or New Claim Click Done if you do not need to enter
24. Authorizations Report Indicates a required field Report Name Authorizations Report Description IInclude Claim Details Summen Only At least one of the date ranges must be selected Effective Dates Last Update Dates Payer Client Provider Worker Case Manager Service High Need ReportType s Por O Excel Licsyv OOXML Save As Template Run Report The Authorizations Report can also be sorted which means that the information returned on the report is grouped by whatever sort selection is made For instance if Client is chosen then all of the authorizations for that client are grouped together Below is a screenshot of the Sort options available on the Authorizations Report ReportType s Pl Service February 27 2015 147 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction An example of the Authorizations Report Fa First Data AuthentiCare Authorizations Report beyord the transaction CMC LA Test Provider 141852213B Worker Any Cllent Service Service Type Start End Total Authorization Unter Ament Consumer Test M PAS PM COWASS138UH TireBased 01012015 12312015 10 Sbaobobot 101 Consumer Test M LTPGS ILTPOST1IDTSUB TireBased 01012915 12312015 10 S6565656207 566 praia eS E Consumer Test2 W LTPGS 2 LTPOSTIDTSU MM Tire Based 01012015 DE 302015 ID TTTTTTT TIDA PTTTTTT TT erry Consumer Teste M ADAG LT
25. Claim Dates Payer Fixed Date Range Current Day Current Week Client alar Current Month Provider ast Week Last Month Worker Select the Exception from the list of information and critical exceptions or choose All Exceptions Exceptions I Critical Exceptions II Informational Exceptions I Incomplete uthorize Calculate i an Exception PPP gt Additional filter criteria include Payer Client Provider Worker and Service lf desired you may also select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service and Export Date This determines the order of the data Sort 1 Service Date Check In Time Claim Number Summary Only Client Id Client Name Worker ID Worker Name ReportType s Service Export Date An example of the Provider Activity Report February 27 2015 170 AuthentiCare Louisiana DHH 2 DEPARTMENT OF pr First Data HEALTH AND HOSPITALS b gt yond the transaction Page 1 of 1 F Prst Data AuthentiCare Provider Activity Report Report Date January 25 2015 08 53 25 PM Dild Filtered By Date Range Galm Type Provider ID Senke Exception Date Range 2015 01 01 iv 2015 01 31 Se l Sort by DateOrservice LastName WorkerName Provider ld 1478522136 ene Case Manager it Worker Id Senke All Client ID Exepton All Provider el BS Prowkder Mame GMC L Test Provider Fiaker bd GES
26. Data Pri Poli Double click on an event to see the details and display the Scheduled Event page Scheduled Event This is a recurring event Do you want to edit only this occurrence or the series Edit ths occurs part the seres Date Start Time End Time Duration 802015 10 00 FM 0 45 DL 601 5S OUs rdsy Sl Montay O Tuesday E wetnesday Cl Trosdsy Hl Ffradsy C Setertey eon O Erd siter oumenas S End by 12 31 2015 er Authorizations sessssssic1 Ell Client Consumer Tests M Provider CHC L Test Provider Ei Primary Worker Test Workerz 25 Backup Worker amp Service ADHC LTPCS 3 Service Period Cancel e Click Eventscheduling in the top left corner of the page to return to the calendar or click the Back button on the browser February 27 2015 67 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction e Click the left and right arrows in the date display bar to view the day before or the day after this date Calendar View Monthly Weekly Daily 9 2 SEARCHING FOR SCHEDULED EVENTS IN THE CALENDAR After an event has been scheduled you are able to search for this event in the calendar AuthentiCare provides a variety of options for searching for an event in the calendar e Navigate to the Event Scheduling page Authorizations Event Scheduling Search Schedules Date Client Provi
27. EN EE Feb 06 2015 Feb 06 2015 633 PAS AM CCWASS126UF 55555555101 11 00 00 AM 12 00 00 PM Exceptions Critical Billing has not been confirmed for this claim The service is overlapping with certain other services Informational This claim does not have a matching event Total Claims 1 Total Actual Amount 00 Total Authorized Amount 5 00 iiiaae Print the page using Print e Click Done to return to the Home page February 27 2015 120 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction Before claims can be confirmed for export providers must attest that services were delivered and received consistent with the Individual Service Plan If the attestation box is not checked providers receive an error message in the top left hand corner of the Home page Please check bling confirmed verbiage chent Provider Worker Payer Assignment Claim 10 694 12 2 EDITING A CLAIM CLAIMS CORRECTION In most situations claims are created by workers calling from the client s home Workers may forget to check in or check out when arriving at or leaving a clients home They may choose the wrong service in error and fail to correct it while on the phone In such situations the provider is able to edit the claim by completing or correcting it e Search for the claim you wish to view according to the instructions in Section 12 1 e The Claim page displays
28. Joe Home 7 Barnwell Street Shreveport LA 71118 513 290 2010 Service ADHC LTPCS Activity Code Select Activity Code vw Observation Code Select Observation y Code Submit Check Out Select the Activity Code and Observation Code and tap OK and tap the Submit Check Out button The screen will indicate that a check out is in progress will display the Check Out successful notice on the Check Out Confirmation screen February 27 2015 100 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction Visits Today s Visits 03 01 2015 Check Out Successful Brown Joe Home 7 Barnwell Street Shreveport LA 71118 513 290 2010 Service ADHC LTPCS Activity Code Transferring Observation Code Difficulty with walking balance or transferring Actual Check In Actual Check Out 7 38 PM 9 14PM To return to the Visits screen select the AuthentiCare icon amp or tap the back button and view the Status as Complete next to the client name on the Visits Screen an aar Visits aia Today s Visits 03 01 2015 Action Status Brown Joe Home 7 38 PM to 9 14 PM omplete Brown Linda Ca Joss Check In 8 30 PM to 9 30 PM Manual Check in 2 Check in or Check out for a scheduled appointment while the worker is within a Limited Service Zone If you get to a client visit location and you are
29. Last H me Test Corn p riy Niger SSM 100010001 FID Gerder arna s Barth Date 15251957 bi Entity Addresses Phones Add Address Erm al Adress Begin Date C m enamate am see jm babes oct ha l Work Hours Ertel Werker ID Simt me End Time DendeaCust Sun m ee Mhehe Erbe 0 yee SE a bian coy Modbdile Locked O yes Gt wo it m P ssi Wed ma Mieke piker umber Device ID Fri tk OK Orc Prise Provider CMC LA Test Provider G This page provides information about the worker that is required for scheduling and capturing service activities via the IVR and mobile This information is entered and maintained by the provider 4 5 VIEWING CASE MANAGERS If you click on a case manager the Case Manager Entity Settings page displays February 27 2015 41 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction CaseManager Entity Settings Entity Addresses Phones Indicates a required field ID 011001 PIN First Name CaseManagerl Middle Name Last Name PMTest Company Name SSH FID Gender Birth Date Email Address Begin Date End Date Language Status Active Note Data No note data was found Audit Data This page provides case manager information associated with the client This information is provided by SRI via import to AuthentiCare system February 27 2015 42 AuthentiCare Louisiana DHH DE
30. Service Exception Total Records Retumed 31 Date Range 3 1 2015 to 13 V2015 ie sie Claim Type All Clams Provider ki d Comune Test HoErpta LTRCST Taal Mors Sri 75004 ar iii Di ET Ei 2 LOLS AMA 10100H MEDICAID Comune Test niese LTPOST Tea Mot 200P cat i DEN 19014 eta VSL AAA 10104 MEDICAID Fit Comune Taal bb bbStiti Sacer nisse q LTPEST Teel Mom DIF 489 cat i je arte SL AAA E Ei idir MEDICAID gti ai 10 14000060 181 10182000 ines CAS EFH am Ega Da5 LOUSMA iil idii Sis MEDICAID February 27 2015 151 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 13 6 5 CALENDAR REPORT The Calendar Report lists all scheduled events for a selected time period The report can be filtered to include only events related to a particular client worker or service The report can be generated by the day by the week or by the month The Calendar Report as displayed in the screenshot below only requires a filter criteria for Effective Dates which include Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy The appointments by default are displayed in Central Time Calendar Report Indicates a required field Report Name Calendar Report Description Effective Dates gt Event Authorization Payer el Cli
31. a claim using the web for the same client worker service combination 12 Click Claim Express adjacent to Add New gt in the Claims section of the Home page The Claim page displays It is pre populated with the name of the Provider of the user currently logged in Enter the Client Worker and Service as for a single claim entry and click Next 13 A list with 10 blank rows where you can enter date time will appear Prowider CMC LA Test Provider Payer Assignment Fee For Service Client Consumer Tests W Worker Test Worker3 Service LT PECS 2 Add Rows Start Date Start Time Duration End Date End Tine fuctiwiby Codes Mote eq TET Phone D C No new phone 171 201585 er 5 00 PM 02 00 FFR 1 1 2015 ar 7 00 PM i ex 3 5 6 Start Date Start Tinte Curation End Date End Tine Activity Codes Note 10 11 Phone D C No new phone 5 00 PM 02 00 7 00 PM E exc 3 5 6 Start Date Start Time Duration End Date End Tine fuctiwiby Codes Note Phone DC Mo new phone 17 2015 ser 5 00 PM 03 00 HF 11772015 w 7 00 PM koser x 3 5 Start Date Start Time Duration End Date End Tine Arctivity Codes Mote a foal Phone DC No new phone 192015 5 06 PM 2 00 FER VNDOIS 7 06 PM f x gt 3 5 8 Start Date Start Time Duration End Date End Tine fectinwrby Codes Note February 27 2015 127 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction 14 There is an Add
32. and click Go Services and Authorizations Service Authorization Search Type Service Authorization ID Scheduling Status v Service Type v Authorization Start v Authorization End v Client Provider Worker Payer Service Period Procedure Code The search results display all authorizations which match the search criteria entered on the Home page February 27 2015 59 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction Authorizations Event Service ID Service ID Client Provider Worker Payer Effective Dates Actions Period CMC LA Test Fee For EEE Unit 66666666201 il ae 5 pao Provider Service Weekly fe fa Remaining 0 Ge ad bar 1418522138 FFS l i i Pa LTPCS 2 LES SEE LS 01 01 2015 Units 77777777701 pl Provider Service Weekly monn rest LTPESTIDISUN 7777777777777 1418522138 FFS 06 30 2015 Ry sp CMC LA Test Fee Fi KAT Veske ADHCLTPCS Consumer Test4 W Saas ey Weekly 01 01 2015 w Remaining ADHCT1019UB 8888888888888 1418522138 FFS 06 30 2015 10 18 E ce CMC LA Test Fee Fi SE NE LTPCS3 Consumer Test4 W seas en anelsen Weekly 01 01 2015 4 Remaining A LTPCST1019UP 8888888888888 445555138 FPS 09 30 2015 10 rd f CMT LA Test Fee For PAS AM Consumer Testi M 01 01 2015 Units i l r i Te 1 Remaining tO frcwASS126UF 5555555555555 t risen m d
33. are hyperlinks and by clicking on them you will be returned to that Web page First Data AuthentiCare beyond the transaction Louisiana DHH Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout NN A nnn T O O oo MMMH AuthentiCare Search Link Hover Text additional information is displayed when the mouse cursor is placed over the hover link This functionality is utilized in AuthentiCare to provide additional information rather than having to navigate to another page in the application to get the same information Claims ID Status Client ID Client Name Date Range j f 679 ConfirmBillingForClaim GE Onn NOE teen a 682 AuthExhaustedOn ConfirmBillingForClaim EventMatching 7777777777777 a pa e WorkerEligibility Claim ID 679 EG cor ae hi Provider CMC LA Test Provider 141852213B EE EE tees _ wor mn me TE EEA Worker Test Worker3 730483 WorkerEligibility Filing Source Web 680 ConfirmBillingForClaim EventMatching WorkerEligibility 7777777777777 DateOfService 01 26 2015 05 00 PM 01 26 2015 05 15 PM Status Service PAS PM CCWAS5126UH Time Based 681 ConfirmBillingForClaim EventMatching WorkerEligibility 7777777777777 Unit Amount CustomData ActivityCodes 16 10 Exception Billing has not been confirmed for this claim Note Client s phone was disconnected for non payment of bill First Data Privacy Policy There are also several icons unique
34. care for one participant before moving on to provide care to another participant unless it is a shared service Monitoring the Overlapped Claim By Worker Report enables the user to identify participants whose care may be compromised as well as workers that may have forgotten to check out from one service before beginning to provide another service to the same or another participant This report is also helpful in determining patterns for specific workers that may need targeted training retraining or reminders of program requirements and expectations The Overlapped Claim Report by Worker as displayed in the screenshot below has several filter criteria Claim Type and Claim Dates are required when running the report February 27 2015 165 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Overlapped Claim By Worker Report Indicates a required field 3 Report Name Overiapped Claim By Worker Report P Description Claim Type l Claim Dates m Payer pr Client p Provider CMC L Test Provider Worker Overlap Service ie ReportType s bleor Obra Ocse Ox Save As Template Run Report Cane Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only Specific Claim All Active Claims or All Inactive Claims If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type ees All C
35. events that are late or missed This page is available from the menu bar to the Administrator role and to the following sub roles AdminAssistant and Scheduler Coordinator e The Late Missed Visits Report Refer to Chapter 12 Reporting for more information February 27 2015 79 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction e An email is sent to the email address on the provider s record and on the case managers record each time an event is late and or missed Examples of these emails are included below Example for Late Visit Email Alert This is an AuthentiCare late visit notification High Need client Yes Worker Worker 1 Test 076285 for provider HFC 010647042A was scheduled to provide service PAS 3 CCWAS5125UP on 02 19 2015 at 11 15 AM An AuthentiCare visit is considered late when the service is not provided within 15 minutes of the scheduled start time To view this scheduled event in more detail login to the AuthentiCare website at httos www authenticare com LADHH Event aspx eid Please do not reply to this email as it is intended for notification purposes only Example for Missed Visit Email Alert This is an AuthentiCare missed visit notification High Need client Yes Worker Worker 1Test 076285 for provider HFC 010647042A was scheduled to provide service PAS 3 CCWAS5125UP on 02 19 2015 at 11 15 AM but missed the appointment An AuthentiCare vi
36. in that morning s file submission If it is determined that there is an error in the claim that requires a correction you can make those corrections using the procedures outlined in Section 12 2 12 1 SEARCHING AND VIEWING CLAIMS e Click the Claim radio button in the Claims section of the Home page e Enter search criteria in any of these fields if desired You can also choose to filter claims and confirm billing by date or user name log in as shown at the bottom of the screen If you do not enter any search criteria all claims will be listed e Click Go February 27 2015 115 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Claims Add New gt Claim Standard Add New gt Claim Express S Claim Search Type Confirm Billing View O Confirm Billing Bulk Claim ID En Claim Status Claim Start Claim End Service Authorization ID Client Provider Worker Procedure Code User Option C Include Inactive Claims ET EET The Claims page displays with the results of the search up a maximum of 300 claims Claims ID Status Client ID Client Name Date Range 679 ConfirmBillingForClaim 6se6666666666 ONsumen Teste pre se 582 AuthExhaustedOn ee ap im EventMatching 2977777777777 Cons r Test3 Pa nie 4 683 AuthExhaustedBefore mn den im EventMatching 2777777777777 Cons m Test3 Seni a 690 ConfirmBillingForClaim EventMatching
37. missed If a worker is scheduled for an event on a regularly occurring day off AuthentiCare displays a warning message alerting the scheduler to this conflict The scheduler may choose to change the event or to save it even though a conflict exists AuthentiCare scheduled warnings are meant to assist schedulers but not prevent the scheduler from scheduling an event with a conflict This chapter is designed to help you schedule non recurring and recurring events Additionally it helps you search for an event view an event maintain events and acknowledge a missed event when a worker misses a scheduled event 9 1 USING THE CALENDAR AuthentiCare allows you to view your calendar of events by the month week or day This section describes the three views e Select Scheduling from the tool bar Home Create Reports Scheduling Dashboards Vista Adruniatreaton My Account Custom Linka Logout e The Event Scheduling page displays with the calendar Event Scheduling create New Event Search Schedules Date Client Provider Worker Service M B CMC LA Test Provider Bj pe D Zoga February 27 2015 63 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction By default the calendar is displayed in monthly view with events in Central Time 1 1 MONTHLY The Monthly view of your calendar enables you to view all of the events scheduled for your agency for
38. one month at a time This is the default setting and the view you initially see when navigating to this page e Position the cursor over the event and a pop up box with additional detail displays 5 15pm PAS PM Worker Test Worker3 Client ene Pas Virker Ta Vili Chert Crama TaN elo ADA LC 3 Wink Tent Virke Chant Cras Tate riker PAN N Vind Tet odin ert Cara Tal N elon ADA LTS Vili Teal enti lent Corau Tania aem renn verker Tet tio cle Veske Tent Warr Cher Cumar 515pm 5 45pm Ke g a Merker er Bil LTPES 2 Virker Trot Virkicrd Chord Comme Told W PAS PM Worker Test Workers Client Consumer Test M e Double click on an event to view all of the event information Scheduled Event Date Start Time End Time Duration Event 1 22015 05 15 PM 05 45 PM 00 30 O Rec mrng Event OL Z8 amp 2015 Authorizations 66666666101 Client Consumer Test M ea Provider CMC L Test Provider 25 Primary Worker Test Workers W Backup Worker pe Service PAS PM Service Period v askt Address Hom l 5789 Anywhere Lane Anytown LA 70502 e Click Eventscheduling in the top left corner of the page to return to the calendar or click the Back button on the browser e Click the left and right arrows in the date display bar to view the month before or the month after this date February 27 2015 64 AuthentiCare Louisiana DHH HEALTH Ie First Data AND HOSPITALS b gt
39. or expired 194 ry First Data b gt yond the transaction What do I need to do No action required You may want to check with the worker to understand why the client s phone was not used You may also want to see what other phone number in AuthentiCare this matches such as another client s home Double check the client s phone number to make sure it is correct No action required You may want to check with the worker to understand why the client s location was not matched Update the co ordinates on client s record if incorrect No action required You may want to check with the worker to understand why the client s location was not matched Update the co ordinates on client s record if incorrect Request for a QR Card if the client does not already have one Contact Louisiana DHH personnel AuthentiCare Louisiana DHH HEALTH AND HOSPITALS Code Exception QR Card data does not match the client Authorization Exhausted on Claim 2 DEPARTMENT OF Definition The claim was filed by scanning the QR code scan but the data returned does not match the QR card data for the client on the claim Indicates the authorization was exhausted authorized units used up while this claim was being calculated ry First Data b gt yond the transaction What do I need to do No action required You may want to check with the worker to understand why the client s QR card did not matc
40. search be performed to determine if the worker has already been added For details on searching refer to section 4 4 e Click Create in the menu bar and select New Worker OR e Click Worker adjacent to Add New gt in the Entities section of the Home page Entities AddNew gt Worker E February 27 2015 47 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction The Worker Entity Settings page displays The Worker Entity Settings page is similar to the Client Entity Settings page Worker Entity Settings Entity Addresses Phones iere een IC Add Poe First Name Hilddle Aim i at soa Holidays Days Off Compar Fis SOR FIC Gender Lil manome __ samme ET EEE j aea emoe OOO Language lal Work Hours Status acte a Stet Time End Time OO Cust Sam mE Eternal Worker ID ion a E Bowe Enabled 0 Tex 3 kn Tue Moble Locked oye T mio Wied a Paseo Thu a Worker Must Change Password oa Bon phone number Sat a Device ID Office Phone Paper Arsignment Add Power Save Create Another save cancet First Data Privacw Polk e Enter the worker s First Name and Last Name e Select the worker s Gender from the drop down box e Enter the worker s Birth Date in mm dd yyyy format e lf the provider chooses an External Worker ID can be entered Many providers already have an ID number for their workers and want to
41. section of the Home page 9 Claim Search Type Confirm Billing View Confirm Billing Bulk The Claim page displays It is pre populated with the name of the Provider of the User currently logged in 2 Enter the Client ID full name or partial last name and click the Looking Glass icon to find the client Then select the client from the list provided Client Provider Worker Payer Assignment hvem All Claims mi Current Payer For Client Consumer Testi M 5555555535555 Tete Clsims 1 Service Total Calculsted Amount 0 00 Tete Authorized Annvount 0 00 Total Units I Chick here 1 more services rd D Mileage Trawel Time Total Lines 1 Totes Clsim 1 Tots Amour 0 00 Totsl 4uthorized 0 00 Delete All Delete Add Lines Above Add oes Bellow Mowe Lip Move Down Note Data February 27 2015 122 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction 3 Enter the Service ID full name or partial name and click the Looking Glass icon to find the service Then select the service from the list provided Client Provider Worker Payer Assignment Consumer Test4 W CMC LA Test Provider 24 Test Worker2 Current Payer For Client Service Gi ADHC LTPCS ADHCT1019UB ADHC LTPCS 3 ADHCT1019UP LTPCS LTPCST1019UB Click here 1 more semie s Total lines 1 Total Claims 1 Tote Amount 0 00 Total Aut
42. the screenshot below has several filter criteria Claim Type Claim Dates and Exception are all required when running the report February 27 2015 176 AuthentiCare Louisiana DHH HEALTH Ie First Data AND HOSPITALS b gt yond the transaction Unauthorized Location Report Indicates a required field Report Name Uneuthonzed Location Report D egge deity 8 asmone Payer Provider CMC LA Test Provider Worker Case Manager Service ReportType s Mlpor O eee Dcsv OD XML An example of The Unauthorized Location Report February 27 2015 177 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction Page 1 of 1 F FirstData AuthentiCare Unauthorized Location Report Report Date January 26 2015 08 06 58 PM Fitered By Date Range Clam Type Provider ID Service Date Range 112015 to 17312015 Sort by DateOtSenice Consume Name VWorkerkame Provider Id 1478522138 Total Records 5 Case Manager ki Worker ki aim Type All Claims Service All Exception All Prowkder Id 1418522138 Provider Kame CMC LA Tact Provider Worier Id 730423 Worker Hama Tect Worker Claim Tient ID let Hame Barvioe Emeptore Dabo Chem in Check Out Unie Chesk In Chek in Chem Out Chem Out Number Sarvloe Location Location LooLatttude LoaLonghude Lattude Longitude 680 Tri Consumer Tests W LIFCSTIMNS C1 ELLE vans 00 Pa 7 00 PM a maea nomon aoro umom UN
43. to AuthentiCare that you will see on the Web pages These include Schedule Event icon used on the Authorizations page to schedule an event for the authorization Looking Glass icon provides the ability to look up values for fields linked to other existing data in the system Information icon provides the ability to display more detailed data when you place the mouse over the icon hover text Entity icon provides a link to view the associated data for the value displaying in a certain field Exceptions icon provides an ability to view the exceptions on a claim February 27 2015 13 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Run Report icon provides the ability to run a report from a previously created report template oe First Data b gt yond the transaction 1 7 USING THIS MANUAL This manual is designed to provide the information you need to use AuthentiCare Each section within a chapter provides step by step instructions Each section may also have one of the following boxes Notes The information provided in these boxes is intended to assist and further explain the material It may include an Important tip or hint to using the system Important The information provided in these boxes highlights specific rules that are critical to the proper functioning of the system Caution The information provided in these boxes highlights actions that if taken in the syst
44. to change the sort to ascending order for that column Click the heading again to change it to descending order for that column e Position the cursor over the Information icon to display a pop up to view more detailed information Entity Search Results ID Name User Type Delete Selected Pee FPP PE EF Consumer Tests W Client a Gero Q999 Consumer Tests M Client i Additional Kaka 3 Information OO00000006060600 Consumer Test2 M Client ID 277373777777777 RER Consumer Test W Client Eg Full Name Consumer Testa IM 7890 Anywhere 5555555555555 Consumer Testi M Client a Home Address Lane Snytown LA FOROS 141852271368 EMC LA Test Provider Provider im Home Phone 225 555 8888 730483 Test Worker3 Worker gg ork Address Work Phone 485736 Test Worker2 Worker a Date of Birth 03 24 1968 Effective Date 221484 Test Worker Worker EM start 01 01 1300 Effective Date End 12 31 2099 Medicaid ID Terre tee oo we Email SSN Tieemmeoo wo First Data Privacy Poli FRUEN Status Active e Click the ID number in the first column next to the entities name to view the Entity Settings page The Entity Settings page that displays is dependent on the type of entity 4 2 VIEWING PROVIDERS If you click on a provider that Provider Entity Settings page displays February 27 2015 38 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH ry First Data AND HOSPITALS b gt yond the transaction Provider Entity Settings
45. twelve passwords you have used e Re enter the password in Confirm Password e Click Submit The AuthentiCare Home page displays with a confirmation that you successfully changed your password ai l Home Create Reports Dashi 2 5 PROVIDERS MANAGING USERS 2 5 1 PROVIDERS ADMINISTRATOR ACCESS TO RESET PASSWORDS e If an employee of the provider has been locked out of the AuthentiCare system the provider Administrator can reset the password for the employee e Navigate to the Provider Entity Settings page by entering the name of the provider or some portion of the name in the Entities Search gt field and click Go February 27 2015 25 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Entities Add New gt Worker Search gt CMC LA Test Provider Go The Provider Entity Settings page displays with the information about this provider Provider Entity Settings Entity Addresses Phones Indkates a required reid Br 1418577135 rE Address Type Other picker Address Descripton 1055225 EE Address Line 1 S00 AWE DE SANTE EH E Address Line 2 LAPLACE Company eee ORDO LA Tast Srovider NER T Otte LA aie 7O06GS0000 Add Address iss ra E ET Address Type Other EET Begin Lat Acie Descriptken 1222120 End Dat Address Line 1 S00 RUE DE SANTE i Address Line 2 LAPLACE Status Lothe Oy La Pisos Sate LA pr TO06GS0000
46. yond the transaction Calendar View Monthly Weekly Daily 9 1 2 WEEKLY The Weekly view of your calendar enables you to view all of the events scheduled for your agency for one week at a time e From the Monthly view click a day in the week you would like to view e Click the Weekly link above the calendar Calendar View Monthly Weekly Daily The week schedule that includes the day you selected displays January 26 February 1 Tarn 215m PAS PH Woden Test Woie Clant Consumer Test M Seltom 5 15pm LTFOS Woden Test Worta Clant Consumer Ti M Sigm 100000 ADH LTFOS 3 Moran Tast Woie Clank Consumer Test M Open 2 15pm LTPES 2 Worker Test Woie Clant Consumer Tests W Tuesday enar 27 Tila Slam FAS Fl Worden Test Wick Cllant Consumer Test M Eign 10pm ACHO LIFCS 3 Woie Test Worted Clerk Consumer Test M Sipa 61550 LIPCE Worter Test Woner Client Consumer Teste M Spm iiom ADS LTFOS 3 Wren Tast Woroerd Clank Consumer Tess M Sunday February OL e Position the cursor over the event and pop up box with additional detail displays S 15pm 5 45pm PAS FM Worker Test Workers Cilent Consumer Test M T7 00am 5 15am FAS PM Worker Test Worker Cilent Consumer Testz M 00pm 9 15pm LTPCS 2 Worker Test Workers Cilent Consumer Tests W S00pen 6 155m LTPCS Worker Test Votter Cilent Consumer Test M 9 15pm 10 00pm ADHC LTPCS 3 VWoeker Test Wotte Client Consumer TestS M S00pm
47. 1 27 2015 01 27 2015 Consumer Test Missed osioopm 06 15pPMm Test2M post Worke AEE You return to the Home page which displays a message in the upper left hand corner that the missed visit codes have been saved successfully Home Creste Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successfully updated late and missed visitis codes February 27 2015 82 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 10 THE AUTHENTICARE IVR Much of the functionality and data described in Chapters 2 through 9 leads to in home workers using the Interactive Voice Response IVR to record services provided for the client by calling in from the client s home when service begins and calling out from the client s home when service is completed Each worker has a 6 digit worker ID number that identifies him her as a worker for a specific provider That worker ID is recorded in the IVR each time the worker makes a call Important If a worker works for more than one provider he she is assigned a different number for each provider Caution workers to make sure they use the correct Worker ID for each client visit 10 1 IVR FLow The IVR available in English and Spanish is designed to capture the information required to create a claim for the service being provided Section 10 3 below walks the worker step by step through wha
48. 1 DAILY The Daily view of your calendar enables you to view all of the events scheduled for your agency for one day at a time From the Monthly view click a day you would like to view or from the Weekly view click a day you would like to view e Click the Daily link above the calendar Calendar View Monthly Weekly Daily February 27 2015 66 AuthentiCare Louisiana DHH Mean Ie First Data AND HOSPITALS b yond the transaction The day displays in hourly increments alendar View Monthly Weekly Daily co PAS PM Worker Test Worker3 Client Consumer Test2 M LTPCS 2 Worker Test Worker3 Client Consumer Test3 W oo ADHC LTPCS 3 Worker Test Worker2 Client Consumer TestS M 2014 First Data Government Solutions LP All Rights Reserved All trade ade names referenced in this material are the property of their respective owners marks service Marks and tra First Data Privacy Policy e Position the cursor over the event and a pop up box with additional detail displays calendar View Monthly Weekly Daily PAS PM Worker Test Worker3 Chent Consumer Test2 M LTPCS 2 Worker Test Worker3 Client Consumer Test3 W i ADHC LTPCS 3 Worker Test Worker Client Consumer Test5 M 9 15pm 10 00pm ADHC LTPCS 3 Worker Test Worker2 Client Consumer Test5 M 4 local 2014 First Data Government Solutions LP All Rights Reserved AN tr ademarks service marks and trade nam First
49. 13 6 6 CLAIM DATA LISTING REPORT The AuthentiCare Claim Data Listing Report gives a provider the ability to download claims data as needed for use in the back end systems As with the other AuthentiCare reports the provider must select report criteria on the criteria pages The Claim Data Listing Report is a report that lists by provider and worker all services performed during a given time period and the total dollars billed The report has a column for external worker ID for the provider specific worker ID if used by the provider The report also has a column for claim create date and the report can be sorted by that date This report is a useful tool for Louisiana DHH monitoring or for the provider who needs to know the services delivered by their workers for a specified time period The list report is a very simple format with a row of column headings followed by a list of data rows so that it is easily integrated with other back office systems February 27 2015 153 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction Claim Data Listing Report Indicates a required field Report Name Claim Data Listing Report Description l At least one of the date ranges must be selected Claim Type Service Dates Billing Dates Payment Dates Claim Creation Dates Payer Client BEE oOo Provider CMC LA Test Provider Worker
50. 15 minute units therefore the message indicates that the event will exceed the total units allowed on the authorization February 27 2015 71 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b yond the transaction Event Acknowledgment beh 0 Ths event will esos the totsl umts allowed on the suttormzaten Start End Jan 27 2015 5 00 AM Jan 27 2015 9 15 AM Recurrence Hare Client Provider Primary Worker Backup Worker Consumer Test M 6666666666566 CMC LA Test Provider 1218522138 Ti Worker 221484 Nom Authorization Service b66666662701 LTR LIPCSTiOisuebe e Click Change to return to the event and change the information OR e Click Accept to accept the event with the conflict OR e Click Discard to discard the event and return to the Scheduled Event page Messages you may receive when scheduling an event This event will exceed the total units allowed on the authorization This event occurs outside the effective dates of the authorization This event falls on the worker s day off The status of the primary worker is inactive or the event date Is outside the effective date range The status of the client is inactive or the event date is outside the effective date range This event falls outside the range of the worker s assigned business hours This event falls outside the range of the backup worker s assigned business hours This event falls on a provider holiday The sta
51. 2 2 for instructions on logging into AuthentiCare For all case managers each case manager must complete the registration process to establish his her user account in AuthentiCare First Data will provide to the Case Management provider branch manager a list of case manager IDs and PINs for distribution to the individual case managers Refer to Section 2 1 1 for further instructions 2 1 1 REGISTRATION FOR CASE MANAGERS ONLY The Case Manager role in AuthentiCare has the following options e Case Managers can search view and run reports on any client in their caseload no matter who provider branch or individual is providing services for the client e Case Managers cannot do any data entry in AuthentiCare Case managers must register on the first visit to the website Registration creates a user account which consists of an email address that serves as a user name anda password The following information is needed to register e The case manager s ID 6 digits e The 5 digit PIN auto generated by AuthentiCare for that case manager February 27 2015 15 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction After the implementation of AuthentiCare new case managers can only be enrolled by file transfer from Louisiana DHH Their enrollment will automatically generate a PIN First Data will send the PIN to the Case Management Provider so the case managers can self register
52. 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction 8 Enter the office phone number This is the number the worker will dial when they choose Call Office from the menu button within the mobile application 9 Select Save Worker Entity Settings Trndrabes required fred IDs 771454 PIA EEE First Mame vigrker Last Mame Test SSM 1000100011 FID Gender lel Email Address Begin Date 1125 2014 ar enanas Status awe hal February 27 2015 Entity Addresses Phones Holidays Days Off hand E i AuthentiCare Louisiana DHH o X HEALTH ras First Data AND HOSPITALS b gt yond the transaction 11 5 ENABLING SERVICES FOR MOBILE Currently any service that is enabled for the IVR will be enabled for Mobile If you believe a service should not be mobile enabled please contact EVVHelp la gov Creating Mobile Messages Providers with AuthentiCare admin access have the ability to create messages for workers through Mobile Messaging 1 Log into the AuthentiCare Web application at AuthentiCare Online 2 Select the Administration function at the top of the screen f First Data AuthentiCare beyond the transaction Louisiana DHH Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout DE 3 Select Mobile messaging from the Administration drop down menu 4 Enter the worker ID Not
53. 2 Test Workers 5 00PM TOP mirai LIPGST Fee For Senke L d F 681 TITTTTTTTETTT Consumer Test3 720863 Test Workers 5 00PM TPM marai 5 gadd Fee For Service Ag 683 TITTET Consume Testa THE Test Womed 5 06PM TJJEPM mayai 4 oO Posh Fee For Service ci God TITTET Consume Testa 730262 Test Womed 5 068M TJEPM miya D ped Fee For Service E1 Bod Hii Consumer Tests 730262 Test Worker 5 06PM TJOEPM muya D md Fee For Service Iz 683 TITTET Consumer Test3 THE Test Womed 5 06PM TJJEPM mayai a oO roll Fee For Service Ci 675 G55665666 Consumer Test 720262 Test Workers 5 00PM 5 15PM meai 0 oO oa Fee For Service 13 6 11 LATE AND MISSED VISITS REPORT The Late and Missed Visits Report lists all late and missed visits for a selected time period The report can be filtered to display information relating to a particular client worker service or event The Late and Missed Visits Report as displayed in the screenshot below only requires filter criteria for Effective Dates which include Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Additional filter criteria include Event to report on a specific event Status Late Missed or Completed Late Authorization Payer Client Provider Primary Worker and service By default the appointment times are displayed in Central Time Februa
54. 3 participants you will be prompted to select the additional client s that you are going to serve AuthentiCare will then repeat back your name your agency s name the client s name additional client name s if the service is shared and the service to be provided If this is correct press 1 If the information is not correct press 2 and you will be able to correct the information before you finish the call After confirming the information you will be told that the check in was successful at the IVR will state the time At this point you will be instructed to press 2 to end the call or you can just hang up Instructions to Check out for IVR 1 Dial 1 800 337 1022 from the client s touch tone phone Enter your worker ID number followed by the pound sign when prompted Press 2 for Check out Voice Verification You will be asked to speak your first name last name and worker ID into the phone this assumes that you have previously enrolled a voice print 5 You will hear the prompts to enter an Activity Code At least one Activity Code has to be entered before February 27 2015 84 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH ry First Data AND HOSPITALS b gt yond the transaction continuing You will hear the prompts to enter an Observation Code At least one Observation Code has to be entered before continuing Note f you failed to check in the IVR will read the client name s
55. 41 58 Consumer Test M 6666666666666 Total Number of Claims 1 Total Amount 00 Provider CMC LA Test Provider 1412522138 Total Number of Units 0 Chaim Worker Service Service Type Claim Start Claim End Total Auth Total Auth Export Dale Exceptions Payer Name Unite Unita Amount Amount 679 Test Workers 730263 PAS PM Timef esd 01282015 OVS a 0 00 0 00 Ci Fee For Service OCWASS 126UH 05700 Ph 05 15 PM Humber of Chane 1 Total Amount 00 13 6 8 CLAIM HisToRY REPORT The Claim History Report lists the detail of changes made to a claim or group of claims for auditing purposes For example a claim was confirmed for billing and there is a need to know who confirmed it February 27 2015 156 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction Claim History Report Indicates a required field i Report Name Claim History Report Description Claim Claim Dates Eal Payer J Client Provider CMC L Test Provider Worker pr Service p Waiver Sort 1 l s l m ReportType s Blepr O Bva Ocse O xM Run Report The Claim History Report as displayed in the screenshot only requires a filter for Claim Dates which include Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Additional filter criteria include Claim
56. 5 FFS EN Sor nos Consumer Test CM LA Test Fee For inks 7777777770141 Peni io oe Wi Provider Service Week praedae A smaining 5 5 T777777777777 14158527176 FFS g i Consumer Testi O T LA Test Fee For Lines 66666565661014 Fi ae ey M Provider Service Weeks pie Lr aoa Remaining 5 S6 G6666 6650 6 141852271735 FFS Consumer Test Test p ADHC LTPCS 3 ah En S fsa fil DL DL D015 Units aooggggg1 01 LADHCT1O1SUP MH Service Weekh 12 31 2015 Remaining 4 PEPE EN 14158527175 FFS j The Scheduled Event page displays Scheduled Event Date Start Time End Time Duration Authorizations BEGGE HOL a Client Consumer T t2 M Ba Provider CMC LA Test Provider Bi Primary Worker pe Backup Workers p Service LTPCS Service Period yj2 it Address Home l 6789 Anywhere Lane Anytown L 70802 The Authorization ID number is populated below the Authorizations field Additionally the Client and Service are completed since you navigated to this page from the Authorizations page The Provider is populated based on the provider agency associated with the current log in e Enter the Date of the event or select a Date from the drop down calendar e Enter Start and End Times Start and end times must include AM or PM The Duration is automatically calculated by AuthentiCare February 27 2015 70 AuthentiCare Louisiana DHH 2 DEPARTMENT OF Ta First Data HEALTH AND HOSPITAL
57. 5 minutes after the scheduled event Start time e Scheduled Not Due This means the event is scheduled to occur later in the day based on the current time in AuthentiCare e Late or Missed This means either the worker checked in late between 15 30 minutes after the scheduled start time of the event or the worker did not check in within 30 minutes prior to the scheduled start time of the event Each of the data items displayed on the Worker Dashboard is a hyperlink e Clicking on the worker name or worker ID will take you to the Worker Entity Settings page This allows you to view the information about the worker Refer to Section 4 4 for further information e Clicking on the scheduled check in time will take you to the Scheduled Event page This allows you to view the information about the event Refer to Section 9 2 for further information e Clicking on the actual check in time if there is one will take you to the Claim page This allows you to view the information captured for the claim Refer to section 12 1 for further information e Clicking on the client name or client ID will take you to the Client Entity Settings page This allows you to view the information about the client for whom the event is scheduled Refer to Section 4 3 for further information February 27 2015 35 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 3 3 EXCEPTIONS DASHBOARD Place yo
58. 52 7000 Pinse Deeper 1955325 Registered Users User Hame Rok Reghe Or Erab Deke be LA OL Z35 2015 E FI e Verify the existing data is correct Update the Email Address as needed This is where AuthentiCare will automatically send alerts for missed and late visits Unlike the email address you use for your user name AuthentiCare uses this address to automatically send an alert if a worker IS late checking in for a scheduled service and or if a worker does not check in at all to provide a scheduled service missed visit There can only be one email address but it can be an individual or an address that distributes the email to multiple employees within your agency e Request Schedule information be entered e Providers may choose to update the Holidays Days Off for the agency These are days that the agency does not provide services to clients not days that the office is closed o Toaddasingle day Type in the Date OR choose a date from the calendar then click Add o To add a date range for a multi day agency closure Enter a From Date and To Date OR choose the dates from the calendars and then click Add February 27 2015 44 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Holidays Days Off e A provider may choose to update the Work Hours These are the hours that workers from the agency may provide services for clients and
59. 555555555555 PINK FFF First Mame Testi Middle Name M Last Name Consumer Company Mame E Soh 5555 FID Gender Females Birth Date 7 6 1545 Email Address Begin Date End Date Language English Status ctr Waiver a Payer Assignment F For Service Medicaid ID 5555 save Delete Note Note Data dd ry First Data b gt yond the transaction Entity Addresses Phones Address Type Address Line 1 Address Line 2 City State Longitude Latitude Disable Learn Mode Add Phone Hoar l Delete 5675 Amrher Lane Sonny town LA Zip 70602 DI Phone Type Phone Number Hamx 225 2555 6656 Delete ID Card Number Status Registered Users This page provides client information required for claims processing scheduling and using the IVR mobile device The Provider Administrator user can add additional client address and telephone information via the Web The Home address of the client received from SRI should not be edited as the updates made via web will be over written by the import 4 4 VIEWING WORKERS If you click on a worker the Worker Entity Settings page displays February 27 2015 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Worker Entity Settings Trrdkatbes required frekd I 22145842 First Marne viearker Middle Hare Holidan Days Off
60. AuthentiCare Louisiana X DEPARTMENT OF HEALTH AND HOSPITALS User Manual ED drenere by rm First Data Version 1 0 X DEPARTMENT OF oe First Data HEALTH AND HOSPITALS b yond the transaction Table of Contents DOCUMENT HISTORY HP 6 CHAPTER 1 INTRODUCTION nuvnunnrnnnnnnnevnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnunnunnnnnnnnnnnnnnnnnnnnnnnnnnnunnee 7 1 1 COMMON TERMINOLOGY ACRONYMS rrrrarennnnenanrnnanennnnnnanennnnennnennanennnnnnanennnnennnennanennnennnne 7 2 OVERVIEW TM Even 9 1 3 ORGANIZATION OF THE DATA rnnnnnnnnnnnnvnvnnnnnvnvvvrrrrrnnnnnnnnnnensnssssvevennnnnvrrrrrrnnnnnnnnnnnnnssssseenee 10 14 AUTHENTIGARE USERS wcdetecacedtovececctenccedshovacedetenscedslowscedotenssedsloveceietenscedsbovacetstensuacstowdes 10 gt EN ea E E cued sadssiGagaus ad eeetgal 11 1 6 USING THIS WEB APPLICATION ccscccsecceeecseecaeecaeeceecaeecanesaeecaeesaeesaeesaeesaeesaeeseeesaeees 12 kr SING TENNE 14 CHAPTER 2 GETTING STARTED Luse 15 2 1 FERNER Ur 15 2 1 1 REGISTRATION FOR CASE MANAGERS ONLY ccccccccccesssseceeeeeeeeceaeesseeeeeeeess 15 2 1 2 ADDING NEW USERS ccccccccccccecccececeeece cece eeseeeseeeseeeseeeseeeseeeseeseeseeeseeeseeeges 17 2 2 LOGGING INTO AUTHENTICARE vr 22 2 3 LOGGING OUT OF AUTHENTIGARE rarnrnanennnnonanennanennnnnnnnennanennnnnnanennnnennnennunennnnennnennunennnnnn 23 24 NN NN 24 2 5 PROVIDERS MANAGING USERS cccscccecccecccecceeeceeeceescau
61. CODES uvnunnrnnnnnnnevnennnnnnnnnnnnnennnnnnnnnnnnnnnnennnnnnnnnnnnnenn 190 PRAN CRITICAL EXCEP TIONG sd 190 A 3 2 INFORMATIONAL NON CRITICAL EXCEPTIONS rrmuuvnnnvrrrnnnnnnnnvvnnnnrrrnnnnennsnvnnnnrrrnnnnnnnsnee 192 APPENDIX A 4 DESCRIPTION OF PROVIDER SUB ROLEG sscccccecceceeeeeeeeeeeseeaeeeeeeeseeeeeeees 195 APPENDIX A 5 SERVICE PLAY BACK ORDER ON THE IVR ccceccsecececececeseceseeeeeeeseeeseeseeeees 197 APPENDIX A 5 1 OAAS SERVICES AGENCY DIRECTED SERVICES cccecececececececeeeeeseeeseeeees 197 February 27 2015 5 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction DOCUMENT HISTORY This document is controlled through the Document Management Process To verify that the document is the latest version please contact First Data Client Support at AuthentiCare Support firstdata com Date Version Responsible February 27 2015 First Data Initial Submission February 27 2015 6 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 1 INTRODUCTION The Louisiana Department of Health and Hospitals DHH utilizes AuthentiCare Louisiana DHH for eleven 11 OAAS specific services provided to participants assessed as eligible to receive one or more of the services provided through Louisiana DHH providers Providers of selected services procedures are required to use AuthentiCare to capture
62. Claims may be entered into AuthentiCare by the IVR Web or mobile device Client The Louisiana DHH participant is Known as client throughout this manual and is the person receiving Louisiana DHH services February 27 2015 7 AuthentiCare Louisiana DHH HEALTH 2 DEPARTMENT OF oe First Data AND HOSPITALS b gt yond the transaction Term Acronym Client Support Services IVR Late and Missed Visit Alerts Meaning Use Client Support Services is the First Data help desk established to assist AuthentiCare users Contact information for them is located in Chapter 14 of this User Manual For those providers who use the Scheduling functionality in AuthentiCare an event is a visit scheduled in advance for service to a client The company that operates AuthentiCare Louisiana DHH The Interactive Voice Response system used by AuthentiCare contains pre recorded information for worker interaction via touch tone phone when calling a designated toll free number For more information see Chapter 10 of this User Manual For events that are scheduled in AuthentiCare if the assigned worker does not check in within a specified threshold the associated provider and support coordinators can receive late and missed email alerts letting them know of this situation Missed Visit Reason Codes Mobile Device Service February 27 2015 A dropdown list of reasons to be selected by the provider when an Authent
63. Data b gt yond the transaction B C D E E G H J K Client Billing Client Name I Client ID SSN Gender DOB Language Status At Risk Medicaid ID Diagnosis Program Consumer Test2 M 6666666666 666666666 Female 07 10 1980 English Active 666 Consumer Test3 W TiTtttttit Tititiiii Female 03 24 1968 English Active Consumer Test5 M 9999999999 999999999 Female 02 10 1980 English Active 13 6 10 EXCEPTION REPORT Served by another person living in the home M Team Assignment Case Exceptions are used to readily identify claims that do not meet the business rules established for the program Exceptions can be informational to alert the user that a criterion was not met i e check in phone number does not match authorized or can be critical which prevents the claim from being exported for adjudication i e no authorization for service The Exception Report is structured to identify exceptions for a single client or for multiple clients with the same exception The Exception Report as displayed in the screenshot below has several filter criteria Claim Type Claim Dates and Exception are all required when running the report select from the Exception list which exceptions you want returned in the report Hold down the Ctrl key to select more than one type of Exception Exception Report Indicates a required ted Repat Rome Exo pibon Foot B s Criiptbken i ReportType st F ror O cea D osv O gt Feb
64. Delete Add Lines Above Add Lines Below Move Up Move Down Delete All Cancel Note Data No note data wes found Audit Data View Audit Data I attest that services were delivered and received consistent with the Individual Service Plan and I have provided and or approved this payment request in accordance with the Program regulations I understand that payment and satisfaction of this claim may be from Federal and State funds and that I may be prosecuted under applicable Federal or State laws for any false claims statements or documents or concealment of a material fact Any misuse of funds may result in being fined or penalized including but not limited to my repayment of claim I understand that by selecting the option Confirm Billing I am agreeing to submit the claim for payment Info Exceptions or non critical exceptions do not prevent a claim from being processed but serves as a notice of some problem associated with the claim creation which may warrant further investigation e g a check in from a phone number not associated with the client These exceptions are informational only and are listed in Appendix A 3 If a worker checks in more than 120 minutes prior to the start time for the scheduled event the claim indicates an Event Matching Info Exception For example if the event was scheduled from 11 00 AM to 11 30 AM and the worker checked in at 8 59 AM AuthentiCare IS not able to match th
65. ER 11 AUTHENTICARE MOBILE APP The AuthentiCare Interactive Voice Response IVR solution has been an integral part of collecting claim information real time and providing assistance with accurate reporting Current changes in technology have allowed homes to move away from landline service and gravitate to complete wireless home phone systems In anticipation of this AuthentiCare has created a mobile application for workers to use when landline access is not available This application closely mimics the capabilities of the IVR application and has the ability to base its validation process on the location of the worker using GPS technology The following details the steps required to set up jurisdictions providers and workers for mobile application usage 11 1 REQUIREMENTS e A provider with AuthentiCare administrative access e Active AuthentiCare providers and workers with current Worker IDs e Android phone with data network access Currently not available for iPhone e Android phone with GPS e A network available for login 11 2 APPLICATION CONTROL You can select Yes for mobile enabled to verify that your agency is enabled to use the mobile application e The following are settings that can be controlled at an application level o Use of a Consumer ID card with QR Quick Response code functionality 2 DEPARTMENT OF HEALTH AND HOSPITALS 110000000414 nate 4 29 2012 EDDIE MILNER First Data AuthentiCare Th
66. Entity Addresses Phones temme nende pes PIN Address Type Other First Pame kd Pame ae Densciptkher 10888285 Addres Line i 500 AUE DE SAKTE fades Lines LAPLADE Company Fie ORC LA Tet Prowicer aie Sot Lo ae FOSS Fab 3313 render Birth Date EG Address Type Other Begin Cate Address Dersonriptkom 1222120 End Date fakes Line 10 500 SUE DE SANMTE L aregusg Aurbeires s Line 2 LAPLADTE Stater Ath Ohy La Piece 3S ote LA Zip POOSSOOo Address Type Other Address Resorption 19553895 HPI Address Line lb S00 UE DE SANTE z Aadress Line 2 LAPLADE TOY La Pisce Provider Serskoes lt State LA Hip T7O0SB0000 Trave Time OE Fone Tro FPihom Kumiber Mobile Enabled Wes St bo Other S25 552 7000 Mersin SEH85 a Phone Denoriptien 155355 Aum Device Bd ogre Registered Users This page provides information regarding the provider the services the provider is enrolled to provide the provider s workers address and phone information holidays and work hours This information is data scoped restricted to match the rights of the user who is logged in A provider can only see information specific to his her agency 4 3 VIEWING CLIENTS If you click on a client the Client Entity Settings page displays February 27 2015 39 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Client Entity Settings Indicates a required field ID 5
67. FFS Fee For Service FF3 Foe For Servi FFS Fee For Service FFS Fee For Service FFS Fee For Service FPS Fee For FPS Fam For FS Service Period Effective Dates 01 01 2015 12 31 2015 01 01 2015 06 30 2015 01 01 2015 06 30 2015 OL DL 2015 09 30 2015 01 01 2015 12 31 2015 01 01 2015 12 31 2015 01 01 2015 18 31 2015 01 01 2015 12 31 2015 Additional Information e Click on the ID hyperlink in the ID column to view the authorization The Authorization Settings page displays February 27 2015 61 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Authorization Settings Indicates a required field Service Information Service ID Name Description PAS PAS ID Client Provider Worker Effective Date Start Effective Date End Service Period Authorization Number Diagnosis Qualifier Diagnosis Code Total Units Grand Total Units Rate Payer Assignment Submitted Units SRI Blocked Units High Need Override PostAuthInserted Note Data COWA5S5S125 Time Based 55125 Service Type Procedure Code 12340002001 Client 1 Test Test Provider 234000255 ADHC BY 11 1 2014 10 31 2015 Weekly 123400020 10 560 2 7 900 Note the fields associated with the units on the Authorization Page e Total Units Number of uni
68. GENCIES e Enter a name partial name or ID in the Search field and click Go Fntities AddNew gt Worker If nothing is entered in the Search field then all entities will be returned in your search results Finding just one client or worker in the list will take longer than searching for one entity e The search results display all Entities which match the search criteria entered on the Home page If there is only one entity that matches the search criteria entered then that entity is displayed immediately rather than the Entity Search Results page Entity Search Results ID Name User Type 4s Delete Selected 7777777777777 Consumer Tests W Client i 7909900990999099 Consumer Testo M Client g 55000000006006 Consumer Test2 M Client a 3585588 Consumer Test4 W Client g SSIS S55559 Consumer Testi M Client g 141852213B CMC LA Test Provider Provider a 730483 Test Worker3 Worker g O 485736 Test Worker2 Worker g o 221484 Test Worker Worker g i February 27 2015 37 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction e Note the columns displayed in the search results o ID Click this link to go to the Entity Settings page for this entity o Name identifies the name for the Entity o User Type Identifies the type of Entity Provider Client or Worker e Click the column heading for the search results to sort using a different column Click the heading once
69. If you select Fixed Date Range you must specify a from and to date mm dd yyyy February 27 2015 174 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Claim Type Claim Dates Payer Client Provider Worker ry First Data b gt yond the transaction Fixed Date Range Current Day Current Week Current Month Last Week Last Month Select the Exception from the list of information and critical exceptions or choose All Exceptions Exception All Critical Exceptions All Informational Exceptions All Incomplete Authorize Calculate m Additional filter criteria include Payer Client Provider Worker and Service lf desired you may also select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service This determines the order of the data Sort 1 Sort 7 Sort 3 Summary Only E Client Id Service Date Check In Time Claim Number Client Name Worker ID Worker Name ReportType s Service February 27 2015 Export Date 175 AuthentiCare Louisiana DHH Di DEPARTMENT oF F Fyrst Data AND HOSPITALS b gt yond the transaction An example of the Time and Attendance Report Page ini Fa First Data AuthentiCare amp Time and Attendance Report eect thes branes bas Report Date January 25 2015 09 17 44 PM OPE Filtered By Date Range Clalm Type Provider ID Servic
70. K Tap the Submit Check Out button You will be taken to the Unable to Determine Your Location screen and you will again have the option to Capture QR Code or select ID Not Available If the Capture QR Code option is selected the worker will need to rescan the client ID card prior to check out If the ID Not Available option is chosen the worker will proceed to the check out screen and will not need to re enter the client s ID number Upon check out February 27 2015 103 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH oe First Data AND HOSPITALS b gt yond the transaction submission the application screen will indicate that a check out Is in progress and is queued for completion The Check Out information is stored on the phone and a push is done when the phone detects it is back in a cellular service zone The status will show as Queued until the phone pushes the Check In Check Out information to the application Then the status will read Complete Check in or Check out for a non scheduled appointment while the worker is in a Standard Service Zone Once at the client location select the Manual Check In button on the Visits screen Check In e If GPS location information is associated with a client When checking in the client s name and the location description should appear on the Non Scheduled Visit screen with the text Your location corresponds with the following client If you
71. LS b gt yond the transaction The Unsubmitted Claim Status section provides information on the number of claims that fall into the following categories Ready to export This gives the number of claims that have been confirmed by the provider but have not yet been submitted for adjudication These claims may have informational exceptions but they do not have any critical exceptions In the next routine system export these claims will be submitted Click on the List button to view these claims on the Claim Search Results Refer to Section 12 1 for more information Needs Confirmation This represents the number of claims that are ready to be confirmed for billing to allow submission for payment In other words the only critical exception on these claims is billing confirmation Once a claim has been confirmed for billing it will be moved to the ready to export group Click on the List button to view the Confirm Billing page where providers can confirm these claims Refer to Section 12 6 for more information Critical exception This represents the number of claims with one or more critical exceptions in addition to billing confirmation A critical exception means the claim did not pass one of the system edits that are based on Louisiana DHH business rules These exceptions prevent the claim from being confirmed for billing and exported Click on the List button to view the Claim Search Results which will list these claims and provi
72. LTH Ie First Data AND HOSPITALS b gt yond the transaction 9 4 EDITING AN EVENT The user Is allowed to edit the event up to the point where the appointment enters a status of Late OR someone checks in for the appointment When information changes for an event AuthentiCare allows you to make adjustments up to the last minute The following instructions discuss editing an event Date Time Client and or Worker e Click on Scheduling from the Main Menu on the Home page S 155m 5 45pm PAS PM Worker Test Workers Cilert Consumer Test M 7 amp 15am PAS FM Worker Test Worker2 Cilent Consumer Test M SO0pm 915pm LTP CS 2 Worker Test Workers Cilert Consumer Test3 W 5 615pm LTPOS Worker Test Viorker Cilent Consumer Test2 M en 10 00pen ADHO LTPOS 3 Worker Test Vic Cent Consumer Test M S 1Sgen LTFOS 2 Worker Test Wokken Ctlent Consumer Test3 Vi 9 15pm 10 00pm AD LTPCS 3 150m 10 00pm ADHOC LTFOS 3 Worker Test Worker Cilent Consumer Tests M S 150m 10 005m ADHC LTPCS 3 Worker Test Worker2 Cilent Consumer TestS M e Find the event on the calendar that needs to be changed use Search or various views available to do so Double click on the event on the calendar to display the details in the Scheduled Event page Scheduled Event This is a recurring event Do you want to edit only this occurrence or the series a B lit ths occurence 4 Edit the sarjas Date Start Tim
73. N IVR Shared Supports 2 Participants SEMA ME TRE Web PAS 3 COWAS5126UF IVR Web IVRWeb PASAM AM Cu IVR Web ald oee o PM LTPCST1019UB 019UB IVR Web IVR Web LTPCS Web LTPCS 2 Web LTPCS 3 ADHCT1019UB IVR Web ADHC LTPCS ADHCT1019UN IVR ADHC LTPCS 2 Participants Web ADHC LTPCS 2 ADHCT1019UP IVR ADHC LTPCS 3 Participants Web ADHC LTPCS 3 February 27 2015 187 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction APPENDIX A 2 ACTIVITY AND OBSERVATION CODES FOR SELECTED SERVICES APPENDIX A 2 1 ACTIVITY CODES Activity Code Activity Services Bathing 1 AL gt 12 Dressing 1 Al gt 13 Grooming A gt 14 Transferring 1 Al gt 15 Ambulation A 16 Toileting 1 AL gt 17 LightHousekeeping Al gt 18 Food Preparation and Storage Al 19 Shopping A gt 21 Medication Reminders Al 22 Assist To Sched Med Appts Al gt 23 Assist To Arrange Med Trans A 24 AccompanyToMedAppts Al gt 25 Protective Supervision CCW services 7 ae ae Assistance to access transportation LTPCS Services Supv Assist w Health Tasks Bed mobility LTPCS Services 29 Escort for Assist w Comm Tasks 30 Extension of Therapy Services CCW services 11 12 13 14 15 16 17 18 19 21 22 23 24 25 26 21 28 29 February 27 2015 188 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction
74. OSPITALS ras First Data b gt yond the transaction Client Provider E Worker Payer Assignnvrernt Consumer Test M CMC LA Test Provider BY Test Worker Cu rrent Payer For Client Service Date Time Aunt Date Timme ADHC LTPCS 2 By 1 28 2015 01 00 PM 00 45 FR 1 28 2015 1 45 PM Activity Codes 11 10 ex 3 5 8 Mileage Chick here 1 Travel Time marnm senrikoe Total Lives 1 Total Claams 1 Tote Amount 0 00 Totsl Authorized 0 00 Delete Add Lines Above Add Lines Below Delete All l Cancel Mowe Up Move Down Motes Worker did not check out until 15 minutes later Original time reduced by 15 minutes 2 Add any note information in the text box provided When finished hit Save IMPORTANT The save button saves the claim details and the note AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 13 REPORTING AuthentiCare includes robust reporting capabilities to assist providers and State Administrators in managing and monitoring clients workers schedules and claims Reports are available 24 7 via the web and information is current as of the time a report is created A variety of sort and filter criteria are available to create unique reports reflecting the specific information needed A user may filter information to produce a report which displays information related to a partic
75. PARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 5 MANAGING PROVIDER INFORMATION 5 1 EDITING PROVIDER INFORMATION The Provider data is imported using a custom import process developed for AuthentiCare Louisiana DHH e Since each provider organization can have more than one office and each office can have multiple Medicaid IDs assigned to it there is a need to setup a unique ID to identify a provider office e The ID generated will be in the format of FID Tax ID System Generated Letter representing a zip code e A Provider is defined as a collection of Medicaid IDs where the FID and zip code are the same e A separate address will be maintained for each Medicaid ID record in the AuthentiCare system for a given Provider ID The address gets inserted updated as the Medicaid ID records associated with a given Provider ID gets imported e On the web claims and authorizations are processed by this Provider ID e Each provider can only access information relative to the agency with which he she is associated When first signing on to the AuthentiCare system the Provider Administrator user must view his her agency s information in AuthentiCare to verify that it is correct If it is not correct the Provider Administrator should contact Louisiana DHH personnel so that corrections made will then be forwarded to AuthentiCare Questions and corrections can be emailed to EVVHelp la gov A provider can edit ce
76. PCS 2 TireB3asey 01012015 12312015 1D 99999099101 29909000509999 ADHECT 1015 UP 13 6 2 AUTHORIZATIONS REPORT WITH CLAIM DETAIL The Authorizations Report with Claim Detail is the same as the Authorizations Report described in Section 13 5 1 however in addition to the authorizations any claims associated with those authorizations are also displayed This report provides information on the number of units remaining in the authorization based on the number of units for which there are claims The filter and sort criteria are the same as the Authorizations Report without Claim Detail but you must check the Include Claim Details checkbox Authorizations Report Indicates a required field Report Name Authorizations Report Description Vil hnelude Claim Details CI Summary Only At least one of the date ranges must be selected Effective Dates Current Month l Mmm BE Ja reek 13 6 3 AUTHORIZATIONS UTILIZATION The Authorizations Utilization Report lists all the authorizations and the summary of claims filed using those authorizations with the count of units used up for a given time period The claims are grouped by the service period The report can be filtered to include only authorizations for a particular client or service It can be sorted to display the authorizations in a certain order February 27 2015 148 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the
77. Rows button on each screen that allows you to add as many rows as needed 15 When you have entered all the data o If you click on the Save and Continue button it will save the claims and present the first Express Claim screen where you can enter another client worker and service combination o If you click on the Save and Exit button you will return to the Home page 12 6 DELETING A CLAIM lf a claim was added in error then it should be either edited or deleted Once the claim is confirmed for billing it cannot be deleted 16 Click Delete All on the Claim page Client Prowider Worker Payer Assignment Claim ID 67a Consumer Test M ey OCMC LA Test Provider w Test Worker3 ey Current Payer For Client Filed On Web Service Date Time Anrount Date Time Printer Fri ndhr RAS PM eg 1286 2015 hl 05 00 PM 00 15 FFF 1598 2015 hull 05 15 Pv Show All Claims Total Clsims 1 Activity Codes 15 10 ex 3 5 8 Total Calculated Amount 0 00 Mileage Click here 1 morm service Tete Authorized Amount _ Travel Time Total Units oO Total Lines 1 Tote Clsam 1 Tote Amount 0 00 Tote Authored 0 00 Total Hours DOLLS ry Critical Exceptions Delet Add Lines Above Add Limes Below Mowe Up Mowe Down O Billing Confirmed Note Save Hote Data Date 01 26 7015 05 20 PM User acr test provider com Client s phone was disconnected for non payment of bill The system asks you to confirm the delet
78. S b yond the transaction Scheduled Event Date Start Time End Time Duration Ewent 5 00 AM 0 15 AM 01 15 Recuming Event 1127 2015 Authorizations BE HOL a Client Consumer Test M Provider CMC LA Test Provider RA Primary Worker Test Worker Backup Worker gt Service LTPCS Service Period 22k Address Hama l 6789 Amreher Lane Anytown LA 70602 When a worker visits a client one time or a variety of times not in a normal repeated schedule this is considered a non recurring event For these types of events proceed to Step 4 When a worker visits a client on a regular basis at the same time of the day this is considered a recurring event Refer to Section 9 3 3 for further information e Enter the Primary Worker You may enter the worker ID a full name or partial name Then click the Looking Glass icone select the worker from the list displayed You may leave this field blank if you do not know who will be conducting the service e Enter the Backup Worker if applicable ne a worker ID full name or partial name and click the Looking Glass icon dl e Click Save If AuthentiCare discovers scheduling conflicts or issues a message displays at the top of the page advising the user of the conflict In this example the event scheduled for January 27 2015 exceeds the total units remaining for this authorization The authorization for this event has 0 units remaining and the event scheduled requires 5
79. Service m m m ReportType s excel Opor Ocse Cem Save As Template dene Run Report An example of the Claim Data Listing Report B C D E F G H J K M N External Client Billing Team Case Case Manager Date of Claim Id 1 Provider Id Provider Name Worker Id Worker Name Worker ID Client Id Medicaid ID Client Name Assignment Manager Id Name Service Service 680 141852213B CMC LA Test Provider 730483 Test Worker3 TITTI TTT Consumer Test3 W LTPCST1019 01 01 2015 682 141852213B CMC LA Test Provider 730483 Test Worker3 TitTtttitTTIT Consumer Test3 W LTPCST1019 01 05 2015 681 141852213B CMC LA Test Provider 730483 Test Worker3 Titttttittiit Consumer Test3 W LTPCST1019 01 07 2015 683 141852213B CMC LA Test Provider 730483 Test Worker3 77777770777777 Consumer Test3 W LTPCST1019 01 09 2015 679 141852213B CMC LA Test Provider 730483 Test Worker3 6666666666666 Consumer Test2 M CCWAS5126 01 26 2015 CLAIM DETAILS REPORT The Claim Details Report lists all claims in AuthentiCare for the time period specified The report can be filtered to include only certain types of claims for example claims that have been exported for billing or only claims for a particular client worker and or service It can also be sorted to display the claims in a specific order The Claim Details Report as displayed in the screenshot below has several filter criteria Claim Type Claim Dates and Group By are all required when running the report Februar
80. Services other than shared services should never be overlapped Exceptions will be added to all the claims that overlap for the same worker Refer to Section 12 2 claims corrections for the steps needed to have one claim deleted and monitor worker for re education There should not be any overlap of claims for the same recipient for any service by multiple direct service workers at the same time Refer to Section 12 2 claims corrections for the steps needed to have one claim deleted AuthentiCare Louisiana DHH HEALTH I First Data AND HOSPITALS b yond the transaction Code Exception Definition What do I need to do O3 Overlapped The service is overlapping There should not be any Service with certain other services overlap of a given service with certain other services For example e Clients cannot receive PAS from the a m p m delivery method on the same calendar day as other PAS service delivery methods If the claims for the two different service types exist on the same day then both claims should have this exception If both the a m and the p m sessions are provided there must be at least a four hour break between the two sessions between a m service check out time and p m check in time Multiple sessions of a m or p m services cannot be provided for a given client on the same calendar day Refer to Louisiana DHH policies for service deli
81. Successful notice February 27 2015 109 AuthentiCare Louisiana DHH HEALTH Ie First Data AND HOSPITALS b gt yond the transaction Visits alla Today s Visits 03 01 2015 Brown Mary Home 7 Barnwell Street Shreveport LA 71118 513 290 2009 Service LTPCS 3 Actual Check In Scheduled Check Out 11 11 PM Horton Patrick Home Check Out Check Out Once you are ready to check out tap the Check Out button you will be presented with the Check Out screen If the client has multiple locations then the worker will have the ability to select the location of the checkout from a drop down These are location within the client record 29 a Visits H Today s Visits 03 01 2015 Brown Mary Home h 4 7 Barnwell Street Shreveport LA 71118 l 1513 290 2009 Service LTPCS 3 Activity Code Select Activity Code Observation Code Select Observation v Code Submit Check Out Tap the Submit Check Out button The worker will have the ability to select the Activity and Observation codes for each client checked in for the Shared service All the clients checked in for the Shared service will be checked out at the same time The screen will indicate that a check out is in progress and you will then see the Check Out Successful notice February 27 2015 110 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction
82. T OF F Fyrst Data AND HOSPITALS b gt yond the transaction o Modify a claim that was incorrectly entered by the worker using the IVR or mobile device Review and confirm claims for billing prior to their submission for payment o Acknowledge and provide an explanation of missed visits o View reports of real time information to assist in record keeping and management e Louisiana DHH personnel State Administrators use the secure website to monitor services being provided to clients e The Support Coordinator Case Manager uses the secure website to monitor the care being provided to clients in his her caseload AuthentiCare helps to reduce paperwork and gives the user tools to assist in managing staff resources and service delivery through access to real time information via Internet Explorer preferred browser at any time 1 5 SECURITY AuthentiCare maintains extensive security protocols to protect the information available via the website while at the same time making it readily available to authorized users There are two levels of security controlling access to the data The first level of security is dependent on the role that the user has in the system The roles in AuthentiCare are Provider Administrator User State Administrator User and Support Coordinator Case Manager Each Provider can designate sub roles within their agency Each sub role has the ability to perform specific functions within the system See Appendi
83. a Tus m oi Pasenarcrd Wad ee a Worker Must Change Password Devit ID Fri a ooi Ofe Phire ont m rt e Click Delete e The system asks you to confirm the deletion By clicking OK the worker is permanently deleted from the system If you do not wish to proceed with permanently deleting the worker then click Cancel Windows Internet Explorer Eg P re you sure you want to delete this February 27 2015 52 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction e Click OK to permanently delete this entity Return to the Home page A message displays in the upper left hand corner confirming the deletion Home Creste Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout If the worker you attempted to delete had any other relationships in the system then an error message will display informing you that the deletion was not completed Home Creabe Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout t Worker Entity has Event Dependency so Entity cannot be deleted k OR e Enter a name partial name or ID in the Search field and click Go Entities Add New gt Worker EN The Entity Search Results page displays with the results of your search Entity Search Results ID Name User Type Delete Selected A FITTTTTTTTTTT Consumer Tests W Clie
84. advises the worker that he she is checked in as of the time the contact was initiated e When the worker completes the service the worker calls the same toll free number or uses the GPS enabled mobile device to check out The worker is advised that he she is checked out as of the time ending the contact e From that telephone mobile device interaction AuthentiCare creates a claim After the provider reviews and approves confirms it the claim is submitted electronically for adjudication February 27 2015 9 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction e Claims are submitted for processing in the early morning of each week day In situations where the IVR system cannot be used example the phone is out of order and the worker does not have a mobile device or in situations where the worker makes an error example forgets to check out the worker notifies his her supervisor and provides the missing information about the visit The provider enters the visit information into AuthentiCare via the Web thus creating a claim for the service provided 1 3 ORGANIZATION OF THE DATA The data in AuthentiCare is organized under four main areas e Entities includes people or agencies that are involved in providing care as well as individuals receiving care In AuthentiCare the Entities are Providers Workers and Clients e Services those procedures defined
85. al filter criteria include Payer Client Provider Worker and Service lf desired you may also select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service This determines the order of the data Sort 1 v ReportType s February 27 2015 180 AuthentiCare Louisiana DHH Di DEPARTMENT oF I Fyrst Data AND HOSPITALS b yond the transaction An example of the Unauthorized Phone Number Report Page 1 of 1 Fi FirstData AuthentiCare Unauthorized Phone Number Report Report Date January 26 2015 08 08 22 PM Fitered By Date Range Claim Type Provider ID Service Date Range 2015 01 01 to 2015 01 31 Sort by DATE OF SERVICE LastName WorkerName Prowader ld 1418522135 Total Records 5 Case Manager ki baa FETT eid COTE Test3 LTP ESTIDTS C1 E1 E TANS 50PM 7M OA UR TT EEZ Tillie Commer Tea LTPCETIDTS AZ C1 ELG SSNS SOPH TOOM TT URN bat ZANAT Commer Test LTPCETIDS C1 E1 ENS SPM TOOM A TT UR G83 FIT CONTE Test3 LTP ESTIDTS AJ C1 E1 E 1425015 SIEPM TIH TT URN E79 BREESRSESE Consumer Test GOMASSTE Ti GS 500PM 5154 O 55 UH 13 6 20 THE WORKER ACTIVITY REPORT The Worker Activity Report is used for monitoring purposes or can be used by providers to determine workers activities for a given time period Much like the Provider Activity Report the Worker Activity Report has great detail and can be used to validate workers service a
86. ana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction The default Def hours are the work hours of the provider and AuthentiCare automatically checks the circles in the column labeled Def for each day To see the hours set for the provider click on the link icon next to the provider s name Clicking this icon displays the Provider Entity settings page Provider CMC LA Test Provider Save cancel Delete Add Note o To enter hours that differ from the provider s work hours for one or more days of the week e Check the circle in the column labeled Cust for Custom e Enter the Start Time and End Time in the fields provided Be sure to indicate AM or PM for each entry Work Hours Start Time End Time Def Off Cust Sun oo0o Mon 3 00 PM 7 00PM O O Tue 9 00AM _ 12 00PM 0O 00O OQO Oo o o o To establish ongoing days off for example if the worker never works on Monday or Tuesday e Check the circle in the column labeled Off Work Hours Start Time End Time Def Off Cust OO O O O O O O 00O 0000 0O February 27 2015 50 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction e Click Save Create Another at the bottom of the page to save the worker and create another worker OR e Click Save to save the worker and return to the Home page A successfu
87. and Authorizations Confirm Billing Bulk Claim ID Search Type dt cear 0 Authorization Service Claim Status bd Authorization ID Claim Start Service Type Claim End Authorization Start Service Authorization End Authorization ID Client Client Provider Provider Worker Worker Payer Procedure Code Service Period User Option Procedure Code Include Inactive Claims os clear e Entities Entities is a broad category within AuthentiCare that designates people and agencies involved in the caregiving experience including o Clients the participants served by AuthentiCare Louisiana DHH o Providers each provider agency o Workers those employed by a provider agency February 27 2015 31 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction e Services and Authorizations This section of the Home page allows the user to perform detailed searches for existing services and authorizations by clicking on Go e Claims While most claims are created using the IVR phone system or the GPS enabled mobile device designated provider sub roles can also create claims using the website All claims whether they were created using the IVR mobile device or the website can be viewed from the website Providers may perform detailed searches for existing claims from the Home page Refer to Chapter 12 Managing Claims The Search and Create functions are des
88. and bill for services provided to Louisiana DHH participants who are known in AuthentiCare as clients See Appendix A 1 for the list of included services AuthentiCare is a web based electronic scheduling tracking reporting and billing system that e Automatically captures and invoices accurate services provided to clients e Provides the ability to automate scheduling time and attendance billing and reporting functions e Assists in identifying and responding to unmet client needs missed and late visits and e Provides Louisiana DHH data to assist in making policy decisions regarding the delivery of services 1 1 COMMON TERMINOLOGY ACRONYMS Users must be familiar with the terms and acronyms used in AuthentiCare in order to take full advantage of the functionality and follow the instructions in this User Manual These include Term Acronym Meaning Use 837P The 837 Professional P is the electronic billing file of confirmed claims that AuthentiCare submits each weekday morning on behalf of each provider Providers will be reimbursed for services rendered on their current payment schedule Authorization Record submitted to AuthentiCare that identifies the provider s and service s authorized for a particular participant A specific date range and number of authorized units are also defined Claim Each episode of service captured in AuthentiCare is known as a claim Each will have a unique AuthentiCare claim number
89. any other new claims The Home page displays after clicking Done Click New Claim if you need to enter additional claims The Claim page displays AuthentiCare checks for duplicates at the time the claim is saved If there is another claim for the same client service worker combination where the service times check in and checkout are within 10 minutes of the same times a Duplicate critical exception will be noted February 27 2015 125 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 12 4 GROUPING CLAIMS Client Provider Worker Payer Assignment Consumer Testa M g 4 CMC LA Test Provider eg Test Worker3 eg Current Payer For Client a Service Time Amount Date Time Date PAS PM Y 12682015 5 00 PM 00 15 1262015 5 15PM Activity Codes 10 16 f x 3 5 8 Mileage Click here 1 more service s Trawel Time Delete All 3 B a P Cancel Total Lines 1 Tote Clsims i Tote Amount 20 00 Tote Avthorzesd 20 00 Delete Add Lines Above Add Lines Below Mowe Up Mowe Down Mote E Client s phone was disconnected for non payment of bill Note Data Add another service to the original claim by selecting the box Click here more service A field opens for another service and a field opens to add activity codes for that service Client Provider Worker Payer Assignment Consumer Test M Rl CMC LA Test Provider BY Ge Cur
90. ary 27 2015 106 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Refer to Section 2 Limited Service Zone for instructions on QR Card reader scanner If there is no QR card available Tap the ID Not Available button You will then be taken to a screen where you may enter the client s last name or Client ID to search for the client The response will bring back only clients for which your provider is authorized to perform services and the location description on their client record If the client entered has multiple locations associated with their client ID the worker will have the option to select the location description which matches the location where they are performing the service TETE snusen a Today s Visits 03 01 2015 Non Scheduled Visit Client Last Name Visits OR Client ID enter client id If the client entered has multiple locations associated with their id the worker will have the option to select the location description which matches the location where they are performing the service February 27 2015 107 AuthentiCare Louisiana DHH HEALTH AND HOSPITALS DEPARTMENT OF ras First Data b gt yond the transaction Visits f Today s Visits 03 01 2015 Select client name to Check In or select Client Not Listed Brown Mary Home Brown Mary Location Not Listed Client Not Listed l 1 After selectin
91. b gt yond the transaction Select the Claim Dates from Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Claim Type v Claim Dates v Payer Fixed Date Range Current Day Current Week Chent TE Current Month Provider 3ct Week Last Month Worker If you wish you may change the selection for Overlap This automatically defaults to All but you can change it to Clients or Services Additional filter criteria include Payer Client Provider Worker and Service lf desired you may also select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service This determines the order of the data Sort 1 ReportType s Work An example of the Overlapped Claim by Client Report February 27 2015 164 AuthentiCare Louisiana DHH HEALTH AND HOSPITALS b gt yond the transaction DEPARTMENT OF ras First Data Page 1 of 3 FistData AUthentiCare Overlapped Claim By Client Report Berra Huk branar Report Date March 02 2015 11 44 25 AM Filtered By Date Range aim Type Service Service Date Range 20172015 to 2028 2015 Sort by Check lnOrder _astWame WVorkerMame Prowider Id Case Manager Id ii Total CwerLaps Retumed 13 S Worker ki Claim Type Al Clai Service All Cent ld Exception Prowide
92. believe the location description does not match where you are performing the visit you will also have the option to select location not listed E Today s Visits 03 01 2015 Your location corresponds with the following client Visits Select the name to Check in or select Client Not Listed Brown Mary Home Client Not Listed February 27 2015 104 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH ry First Data AND HOSPITALS b yond the transaction Tap the client s name on the screen The standard check in screen will appear with the client s name address and phone number E Today s Visits 03 01 2015 Brown Mary Home 7 Barnwell Street Shreveport LA 71118 Visits 513 290 2000 Service 1 service selected Ww PAS Submit Check In Tap Select Service to view the services that can be provided This list of services is sent to your phone upon login and includes all of the services the worker s Provider is registered to perform The services the worker is authorized to have performed will appear highlighted and with an A next to the service name Select Submit Check In e If there are multiple clients at a single location When multiple clients are associated with the same location such as multiple family members with different last names or facility based care you will be prompted to enter the client s last name February 27 2015 105 AuthentiCare Louisiana DHH HEALTH fa
93. by Louisiana DHH for reporting through AuthentiCare are listed in Appendix A 1 e Authorizations specify the tyoes and amount units of service that providers are pre authorized to provide to the clients e Claims signify each occasion a service was provided to a client by a worker Also known as a visit this does not always equate to a claim submitted Under certain pre defined circumstances several visits may be combined to create one claim for billing purposes Each claim created in AuthentiCare has a unique claim number 1 4 AUTHENTICARE USERS The user of AuthentiCare is assigned one of several different roles This User Manual is designed to provide each user regardless of role with the ability to maximize use of the system on a daily basis The client is the heart of any in home and facility care system but the one with agency directed services does not interact directly with AuthentiCare Louisiana DHH Those who do have active roles in AuthentiCare are e The Worker who calls the IVR or uses a GPS mobile device to check in upon arrival at a client s home and again to check out after completing services e The Provider Staff who use the secure website to o Manage worker information o Schedule workers visits to clients homes for clients designated as High Need o Add claims for services where the use of the IVR or mobile device was not feasible February 27 2015 10 AuthentiCare Louisiana DHH DEPARTMEN
94. capture that information here e Enter additional information in the appropriate fields if desired Provider is automatically populated with the name of the provider that corresponds to the user who is presently logged into AuthentiCare and creating this worker Do not use the Add Provider button Enter the following schedule information if desired February 27 2015 48 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Holidays Days Off Friday January 01 2010 12010 TEN ES From Date To Date Entering details in this section causes warning notices to display if the provider attempts to schedule a worker for a planned day off For details on scheduling refer to the Chapter 9 Scheduling e Providers may choose to add Holidays Days Off for each worker to assist with scheduling o To add a single day Type in the Date OR choose a date from the calendar then click Add o To add a date range Enter a From Date and To Date OR choose the dates from the calendars and then click Add Holidays Days O Monday January 26 2015 e Providers may choose to Work Hours for the worker o To apply the default hours to the worker no change is needed Work Hours Start Time End Time Def Off Cust CION OOO OOO 00O 00O o o o oO February 27 2015 49 AuthentiCare Louisi
95. ce reporting on the AuthentiCare web so that the provider can examine paid claims and understand check amounts This report includes information from the 835 Remittance Advice upload to AuthentiCare by providers February 27 2015 172 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction Remittance Data Listing Report Indicates a required field z Report Name Remittance Dasta Listing Report Description Payment Dates ll Client p Provider ALL ae Provider Medicaid Id 4LL el Worker s Service Sort 1 l l l ReportType s Geo Opor Ocse Clem Run report f cance The Remittance Data Listing report is oriented around the Payer claim number and not the AuthentiCare claim number and around payment date not claim date The intent is to support drill down of a payment received to the individual claims included in it Claim reports should still be used to research the payment status of an individual claim The Remittance report offers the similar sort and filter criteria as the other provider reports but some criteria that are not relevant are omitted Note that the date range selected is the Payer payment or processing date not the date of service The Remittance Data List Report is only available in CSV and Excel formats 13 6 17 THE TIME AND TTENDANCE REPORT The Time and Attendance Report is a useful tool for the providers who need to k
96. cheduling Dashboards Visits Administration My Account Custom Links Logout CMC LA Test Provider 2 5 2 PROVIDERS ADMINISTRATOR ACCESS TO DISABLE ACCOUNTS lf an employee of the provider has left the company and that person had access to AuthentiCare it is critical that the User account Is disabled immediately Because you can log in to AuthentiCare anywhere you can access the Internet a former employee would still have access to your agency s information Only someone with the Administrator role can disable an account Navigate to the Provider Entity Settings page by entering the name of the provider or some portion of the name in the Entities Search gt field and click Go Entities Add New gt Worker Search gt CMC LA Test Provider The Provider Entity Settings page displays with the information about this provider February 27 2015 27 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Provider Entity Settings Indicate a required Tek Company Fame OHT LA Test Provider 2213 End Date Email pingar cam Provider Services 525 an Travel Time O Mone Enabled Yes 3 ko Met aging Enabeed a Humber Device Id Assignment e Select the User to be disabled Registered Users Role Entity Addresses Phones Address Type Other Rea Address Descriptkem 10558355 Address Une i SOO RUE DE SANTE Tillty La Place Stabe LA Zip 7O0SB0000 T A
97. child s name a birth date or an anniversary Strong passwords use a combination of numbers letters and symbols For instance instead of using the dog s name Rover as a password choose r0v3R In this example a zero is substituted for an o and the number three is substituted for the letter e An exclamation point is added at the end This combination creates a strong password that is easy to remember 8 Re enter the password in Confirm Password This password is used in the future along with the email address to access the website so it is important to write them down and store them in a secure place The completed Register page displays Register Use your assigned ID and PIN plus your e mail address and a password you choose to register for access to the website Entity Type CaseManager m masse PIN fess Email Address Test provider com sis Password eesse Confirm Password pa 9 Click Register The Home page displays upon successful registration 2 1 2 ADDING NEW USERS AuthentiCare allows providers with the Administrator role to create additional user accounts referred to as sub roles including another user with the Administrator role February 27 2015 17 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Important A State Administrator User cannot add another user To add a new State Administrator User
98. contact AuthentiCare Support firstdata com Upon successful completion of logging into AuthentiCare the Home page displays Entities Claims Add New gt Worker Add New gt Claim Standard AddNew gt Claim Express Search gt EN Claim Search Type Confirm Billing View Services and Authorizations Confirm Billing Bulk Claim ID Search Type Paget co O Authorization Service Claim Status x Authorization ID Claim Start Service Type Claim End Authorization Start Service Authorization End Authorization ID Client Client Provider Provider Worker Worker Payer Procedure Code Service Period User Option Procedure Code Include Inactive Claims EIKE EIKE Enter the name of your provider or some portion of the name in the Entities e Search gt Entities Add New gt Worker Search gt Click Go The Provider Entity Settings page displays with the information about this provider February 27 2015 18 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Provider Eritity SettGrgs mikate required Tek Ir 1223 3233 PIF mm E Company hame O LA Tomi oir a i i E Email fee Soo Mot Enabled gt Yea SS sa uci Derr Le Click Add User The Register page displays Register ry First Data b gt yond the transaction Entaty Addrescses Pieter Ades Type fades Line 1 Oy Gate Address Line 1 oar ee TMS
99. cribed in more detail throughout the manual 3 2 PROVIDER DASHBOARD In addition to the Home page AuthentiCare includes a Provider Dashboard where information is presented in a graphical format and provides easy navigation to the source data represented in the dashboard The Provider Dashboard is only available to users who have the Administrator role and the sub roles of AdminAssistant Payroll Billing or Payroll Billing Human Resources in the system Place your cursor on Dashboards in the Main Menu and click on Provider Dashboard gt First Data AuthentiCare beyond the transaction Louisiana DHH Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Provider Dashboard Worker Dashboard Entities Exceptions Dashboard Claims The Provider Dashboard displays with real time information TMC LA Test Provider January 27 2015 Provider No 14185221386 11 54 AM Claim Dates Current Month l Unsubmitted Claim Status amp Claims Unsubmitted Chains 5 4 Ready to 44 2 1 Needs 1 O Confirmation 14 vil Rea dy to Needing Critical Criel 7 Export Confirmation Exception Exception _ 0 00 50 00 HA Today s Schedule Status Today s Schedule Status DEE Late Os Mased Frasen Met Dut ES Checked In On Time Checked In Scheduled auo TN Onco EN February 27 2015 32 AuthentiCare Louisiana DHH DEPARTMENT OF HEALTH Ta First Data AND HOSPITA
100. cseceeceeceeeeseeeeeeeeeeseneenseneaess 47 SE ADON A WORKER EE 47 6 2 DENNE 51 eS EDITING WOR ERO errn E E EEE EE EEE 54 6 4 SUSPENDING INACTIVATING END DATING A WORKER rrrrrrrnnnnnnnrrrrnnnnrvrvvrnnnnvnrrrrrnnnnnnnnnnnn 55 CHAPTER 7 MANAGING CLIENT INFORMATION nannannennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnneen 58 CHAPTER 8 SEARCH AND VIEW AUTHORIZATIONS uvnnnrnnrnnnnvvnennnnnnnnnnnnnennnnnnnnnnnnnunnenn 59 CHAPTER 9 SCHEDULING csisiiisiiurasin ERRE aR 63 J ENE 63 LT MONTHLY Leese EAEE EAEE 64 D2 WERK ee en E E 65 GS E D E E E E E E E 66 9 2 SEARCHING FOR SCHEDULED EVENTS IN THE CALENDAR 0ccccccccceeecceeeeeeeeeeeeeeeeueeeeeeees 68 9 3 SCHEDULING AN EVENT vronennnnnnanennnnnnnnnnnanennnnnnanennnnnnnnsnnanennnnnnanennnnennnnnnanennnnnnnnennnnennnnen 69 9 3 1 Scheduling an Event Using the Authorization arrrrnnrrnnnnrnrnnnrnranrnrnnrennnnennnnnennnnen 69 932 Schedunhga R Curind Event esicsecjencscutceesacerdennscutsesceurcaunecndecesaaeremneseeennintiennaeiens 73 9 4 EDITING AN EVENT eeaunnvrrrrnnnnnnvrvvnnvnrrrnnnnnnrssvnnnnrrrnnnnnrsssennnnrrrnnnnnnnsssnenevrrnnnnnsesseseneerrvnnnsn 76 9 5 CANCELLING AN EVENT DELETING samenes 78 9 6 ACKNOWLEDGING MISSED VISITS vrrrrrnnnrrrrvvvvvnrrrrnnnnrnrevvnnnrrrrnnnnenrsrenerrrrrnnnnserssvennnrrrnnnen 79 CHAPTER 10 THE AUTHENTICARE IVR rvnennennnnnnnnnnevnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnunnenn 83 TOD NR 83 10 2 WORKER INSTRUCTIONS FOR USING THE IVR
101. ction of this claim may be from Federal and State funds and that I may be prosecuted under applicable Federal or State laws for any false claims statements or documents or concealment of a material fact Any misuse of funds may result in being fined or penalized including but not limited to my repayment of claim I understand that by selecting the option Confirm Billing I am agreeing to submit the claim for payment Confirm Billing 21 Click Check All Uncheck All at the top of the page to select all displayed claims for confirmation OR 22 Click the checkbox adjacent to the claim you wish to confirm AuthentiTCare Louisiana DHH First Data beyond the tramsacthon Confirm Billing January 23 2015 O Check AN Uncheck All Approve Billing for Claim 707 Client Provider Worker Consumer Tests W F777 77 7777777 Choc LA Test Provider 1418522136 Test Worker2 485736 Claim ID Service Authorization Start End Rates Units Amount i laa aa cal pg Jan 28 2015 Jan 28 2015 ag an Arctuallormal 4 ArctualNormal 59 24 707 LTPCS2 LTPOST1O1SUN 77777777701 01 00 00 PM 02 00 00 P Mermal2 3100 2 rkorizedormal4 Autborizedtormal 9 24 Exceptions Critical Billing has not been confirmed for this claim Informational This claim does not have a matching event Total Claims 1 Total Actual Amount 9 24 Total Authorized Amount 9 24 Total Units 4 Humber of Claims to be Confirmed 0 ElI attest that services
102. ctual amount paid may be different e Click on the Entity icon adjacent to the Client Provider Worker or Service if you wish to view the respective record for the entity e Note if there are any Exceptions February 27 2015 117 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction e Position the cursor over the Exceptions icon to view the pop up that displays the exceptions for the claim if there are any When business rules are not met a claim is marked with an exception Exceptions are classified as Critical or Info Critical Exception example Client Provider Worker Payer Assignment Consumer Test2 M CMC LA Test Provider Bj Test Worker3 Current Payer For Client Service Date Time Antrount Date Tinte PAS PM eg 1 28 2015 kr 05 00 PM 00 15 FFF 120 2015 sr 05 15 PN Activity Codes 15 10 fer 3 5 8 Mileage E Click here 1 more sawios Travel Time Total Lines 1 Total Claims i Total Amount 0 00 Total Authorized 0 00 i ti Delete Add Lines Above Add Lines Below Mowe Up Mowe Down Consumer Test M Billing has not been confirmed for this claim Note Delete All Cancel Note Data Date 01 26 2015 05 20 PM User acr_test provider com Client s phone was disconnected for non payment of bill Audit Data O I attest that services were delivered and received consistent with the Individual Service Plan and I hawe provided and or a
103. dditional Information pop up about the claim Claims ID Status Client ID Client Name Date Range 679 ConfirmBillingForClaim EGEBEGEEBEGER See 01 26 2015 A ay l Additonal Information ates AuthExhaustedOn ConfirmBillingForClaim EventMatching WorkerEligibility EEE Claim ID 679 rer G Provider CMO LA Test Provider 1418522138 asz AuthExhaustedBefore ConfirmBillingForClaim EventMatching 9595957377777 Worker Test Workers 730483 WorkerEligibility Filing Source Web 680 ConfirmBillingForClaim EventMatching WorkerEligibility 7777777777777 DateOfService 01 26 2015 05 00 PM 01 26 2015 05 15 PM Status Service PAS PM COWNASS126UH Time Based 681 ConfirmBillingForClaim EventMatching WorkerEligibility 7777771777777 Unit Amount CustomD ata Activity odes 16 10 Exception Billing has not been confirmed for this claim Hote Client s phone was disconnected for non payment of bill e The Claim page displays and includes the Client Provider Worker Service Check in date and time Check out date and time and the time Amount if required The box on the right side notes whether the claim was created via the IVR mobile device or web and identifies the calculated amount which takes the total time after applying rounding rules and computes the dollar amount using the rate identified on the authorization This is the amount that AuthentiCare submits for payment When the claim is adjudicated the a
104. ddress Line 00500 AWE DE SANTE Oty La Pisce Obes LA Tr 700680000 Addrecr Type Other ao E Address D scriptket 193535935 E Addrers Line i SOO RUE DE SANTE Oty La Pisce T Gae LA Ap 700680000 ras First Data b gt yond the transaction E der com LA Ao ministratbor 01 27 3015 El O Registered Enabled Delete On der com LA Administrator 01 26 2015 jwe_test provider com LA Administrator 01 27 2015 e Click the Enabled box and the check mark will disappear Registered Users st provider com LA Administrator 01 26 2015 e Click Save provider com LA Administrator 01 27 2015 El E Registered enabled Delete a A o You are returned to the Home page which displays a message that the provider was saved successfully February 27 2015 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successfully saved Provider CMC LA Test Provider ID 141852213B This user will no longer be able to log into AuthentiCare Do not click the delete check box to disable the user That will hamper the functions in AuthentiCare that automatically track by user name email actions that were taken in the system 2 5 3 STATE ADMINISTRATIVE USERS lf a user should no longer have access to AuthentiCare contact First Data Client Support Serv
105. de a link to the claim so that details about the exception can be viewed and addressed The Today s Schedule Status section provides information for the events scheduled for the current day only if the provider is using the scheduling functionality of AuthentiCare Refer to Chapter 9 Scheduling for further information The information in this section of the dashboard is divided into the following three categories Checked In On Time This represents the number of events visits where the worker has checked in on time as defined in the schedule Dependent upon the service reflected on the claim on time is defined as checking in during a set window of time prior to the scheduled event start time and a set window of time after the scheduled event end time For further information about these events click List to view the Worker Dashboard which will display all events identifying the worker the check in time and the check out time if the visit has been completed Refer to Section 3 3 for further information Scheduled Not Due This represents the number of events scheduled for later in the day To view these scheduled events click List to view the Worker Dashboard which will display the scheduled events and the worker assigned to each event scheduled to occur later in the day Refer to Section 3 3 for further information Late or Missed This represents the number of scheduled events where the worker either checked in Late betw
106. der Worker Service v G Test Provider1 pe EH EN Time Zone EST v Calendar View Monthly Weekly Daily El view Events Central Time Sat Sun e Enter at least one of the following search criteria to locate event s in the calendar e Each search criteria field is described below a Enter a Date mm dd yyyy or click the down arrow and select the date from the calendar then click Search Event Scheduling Create New Event Generate Report Search Schedules Date Client Provider Worker Service v Test Provider pe EH Search J Clear Time Zone EST v The calendar displays events from this date forward b Enter the Client ID full name or partial name and click the Looking Glass icon to find the client and then click Search The calendar displays all the events scheduled for this individual February 27 2015 68 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction c Enter the Primary Worker ID full name or partial name and click the Looking Glass icon to find the worker and then click Search The calendar displays all the events scheduled for this person d Enter the Service name or partial name and click the Looking Glass icon to find the services and then click Search The calendar displays all the events scheduled for this Service for your agency e By default the Time Zone is set to CST which displays all the even
107. desired The following example is from clicking the Adobe pdf icon February 27 2015 139 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Fa First Data AuthentiCare Authorizations Report beyond the transaction CMC LA Test Provider 141852213B Worker Any Client Service Saris Type Start End Total Authorization Unitta Amount PAS PM OCWASS125UHi TimeBased 01012015 3 12312015 10 66666666101 LTPCS LTPCST1079U8 TimeBased 01012015 18312015 10 86666666201 LTPCS 2 LTPCST1IO1SUN TireBased 01012015 06302015 ID FrTTTTTTIDI Consumer Tesis M ADHE LTPGS TireBased 01012015 18312015 10 99999999101 29999909099999 ADHCT1019UP 3 3 DELETING A REPORT FROM THE VIEW REPORTS SECTION mesk 1 Click the checkbox to the left of the name of the report you wish to delete Report Templates Delete Selected Templates View Reports Refresh Delete Selected Reports O Name Submit Time Status E Authonzation Report 1286 2015 Completed km 10 20 PM C Time and Attendance Report 11 26 2015 Completed Create Reports Tt 9 17 PM O Worker By Provider Report 17265 2015 Completed B 13 PH Authorizations Clicking the checkbox next to Name populates a checkmark in the checkboxes for all of the reports listed in the View Reports section NE Reports Refresh Delete Selected Reports Na Submit Time Status Hante Authorizations Report 1 26 2015 Completed 10 20 PM
108. does not reflect the office hours of the agency o To apply the default hours 12 00 AM to 11 59 PM no change is needed Work Hours Start Time End Time Def Off Cust Sun 12 00 AM 11 59PM C C o To enter specific service hours for one or more days of the week o Click the radio button in the column labeled Cust for Custom o Enter the Start Time and End Time in the fields provided Be sure to indicate AM or PM for each entry Work Hours Start Time End Time Def Off Cust Sun 12 00 AN IM Mon 8 00 AM 8 2 00 AM 1 11 59PM C C opm C Ce 59 Ph Oo 9 9 o To establish days of the week for every week that the agency s workers do not provide services for example on Sunday o Check the circle in the column labeled Off February 27 2015 45 AuthentiCare Louisiana DHH HEALTH I First Data AND HOSPITALS b gt yond the transaction Work Hours Start Time EndTime Def Off Cust Sun CoC Mon 8 00 AM 8 00 PM Tue 12 00 AM 11 59 PM Entering details in this section causes warning notices to display if the provider attempts to schedule a worker for a time that falls outside of the agency s work hours However providers are not prevented from scheduling a visit outside normal work hours Refer to Chapter 9 e Click Save pe v Kg Add Note A successful save message displays at the top of the page indicating the provider informa
109. e Click this icon to open the report as an XML file Like the CSV file this format may be useful in sending information to another source such as a data warehouse February 27 2015 138 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b yond the transaction The column headings in the View Reports section are hyperlinks that change the sort order of the reports that are displayed in this section Click the hyperlink once to change the view to ascending order based on the values in the column chosen Click the hyperlink again to change the view to descending order based on the values in the column chosen 2 Click Open if you wish to open the report in a new window or click Save to save the report to a storage location such as your hard drive or a network drive You will not see this if you choose the Adobe pdf option to view your report File Download Do you want to open or save this file Mame Calendar Report 20100128101318 xls iH Type Microsoft Office Excel 97 2003 Worksheet 51 3KB From ext fdgs com Always ask before opening this type of file i While files from the Internet can be useful some files can potentially ee harm your computer If you do not trust the source do not open or save this file What s the risk The appropriate application starts based on the format you selected and the report is displayed if you click Open At that point you may print the report if
110. e End Time Duration Event DS 15 PM 10 00 PM DD 45 01 26 2015 Recur i week on every sunday El Monday O Tuesday El wednesday DP Tmas ray Cl Saday 1 Ered after W End by 1231 2015 Authorizations sessssesic f Client Consumer Test5 M Provider CMC LA Test Provider B Primary Worker Test Worker 2 Backup Worker pr Service ADHC LTPCS 3 Service Period vis kty Address Home l S012 Anywhere Lane Anytown LA 70502 Seve Cancel February 27 2015 76 AuthentiCare Louisiana DHH DEPARTMENT OF HEALTH Ta First Data AND HOSPITALS b gt yond the transaction If this Is a recurring event AuthentiCare asks you to confirm whether you are editing the single event or the whole series Click Edit this Occurrence or Edit the Series in the Scheduled Event page Scheduled Event This is a recurring event Do you want to edit only this occurrence or the series Edit this occurrence O Edit the series e Click on the field for the item to be corrected Initially it looks like the fields are not editable but once you click on the field it changes to an editable field Authorizations 99999999101 3 Client Consumer Testo M Provider CMC LA Test Provider g Primary Worker Test Worker ey Backup Worker p Service ADHC LTPCS 3 Service Period weekly Address Home 9012 Anywhere Lane Anytown LA 70802 e Enter the new information Click Save If this is a recurring even
111. e Exception Date Range 2015 01 01 to 2015 01 31 TENG Ge Sort by DateOrService LastName Workeriame Provider Id 1498522138 EE Case Manager ld Worker bd Service All Client ID ExcepdonAl me fame fure 6 mn mo ee fom LE Fon For Garvik some el nd Ad dl MI sd man 13 6 18 UNAUTHORIZED LOCATION REPORT The Unauthorized Location Report will provide ready access to a list of Check In Out Submissions that were made at a location other than the coordinates associated with the client s location These claims will result in a claim with a Worker outside Geo fence exception This report serves as an administrative tool allowing Louisiana DHH staff and Providers to e identify workers performing services in locations not matching the client location table e identify locations coordinates that have changed and need updating in AuthentiCare e Identify patterns of inappropriate or questionable care by specific workers If the worker s Check Ins Outs are performed within the location coordinates associated with the client there is validation that the worker was actually in the home or appropriate setting at the time the Check Ins Outs were made If the actual Check ins Outs were made from a registered Client s or Provider s location coordinates other than the authorized location the report will list the Client or Provider ID from the database that was the origin of the action The Unauthorized Location Report as displayed in
112. e Only workers who have been Mobile Enabled will be available to be listed as a message recipient Mobile Messaging Recipient Search Worker Da AV A Message Subject Message Limit 256 a _ send J Cancel 5 Choose Add to List February 27 2015 91 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction 6 You can add as many workers as you would like to the distribution list to the right 7 You must select them and choose the right arrow to add them to the sender s list 8 You can remove members by selecting them and choosing the left arrow Ed to delete 9 Add Subject to message 10 Add message text limited to 256 characters 11 Choose Send to forward the message to the worker mh 1 7 WORKERS DOWNLOAD AND INSTALLATION OF THE MOBILE APPLICATION From your mobile phone open your internet application 3 and enter the following URL address AuthentiCare Mobile Download 1 Read the terms and conditions then select the acceptance check box The terms and conditions must be agreed to prior to downloading the application 2 Tap the AuthentiCare icon button to download the app to your mobile phone ea Once downloaded you will need to run the install by tapping the Install button on the front page of the app Note In order to install your phone will need to be configured to allow installation of non ma
113. e scheduled event to the actual event and an Info Exception results e Click Cancel to return to the Claims page which lists all of the search results gt Add Lines Above Add Lines Below Move Up Move Down Delete All Cancel February 27 2015 119 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Additional Functionality on this page Click Printer Friendly to view the claim in a format that prints well Chent Provider Worker Payer Assignment Claim ID Consumer Test1 M f fj l CMC LA Test Provider B Test Worker LOUISIANA MEDICAID Filed On Service Date Time Amount Date Time Printer Friendly PAS AM fey 2 6 2015 11 00 AM 01 00 sha 2 6 2015 12 00 PM Show All Claims Activity and Observation Codes 14 11 10 ex 11 12 70 71 Mileage Click here 1 more service s Travel Time Total Lines 1 Total Claims 1 Total Amount 30 00 Total Authorized 30 00 Delete Add Lines Above Add Lines Below Move Up Move Down mi Delete All i Cancel i The Claim Acknowledgment page displays Print r AuthentiCare r First Data E Eg beyond the transaction ouisiana DHH Claim Acknowledgement March 2 2015 Client Provider Worker Consumer Testi M 5555555555555 CMC LA Test Provider 1418522138 Test Worker 221484 Payer Assignment LOUISIANA MEDICAID Claim ID Service Authorization Start End Fates Units Amount
114. eceeesaessaeesaeesaeesaeeseesaeesaeess 25 2 5 1 PROVIDERS ADMINISTRATOR ACCESS TO RESET PASSWORDS ccccccceeeeeeees 25 2 5 2 PROVIDERS ADMINISTRATOR ACCESS TO DISABLE ACCOUNTG ccccccceeeeeeees 27 2 5 3 STATE ADMINISTRATIVE USERS ccccccceccceeccecece cece ceseeeseeeseeeseeeseeeseeseeeseeees 29 CHAPTER 3 AN INTRODUCTION TO NAVIGATING AUTHENTICARE cccceeeeeeeees 30 EP us 30 PARET 32 3 2 WORKER DASHBOARD eevvvvvvvvrrrrrrrnnnnnnrrrrnrrrerevnvennnnvrrrrrrrrnnnnnnneernrsssserenneevnvvrrrrrrrnnnnnnnnnnn 34 33 EXCEPTIONS DASHBOARD sictssnnteesdovnasezdenatzaniunciocandimnatcasdavepnadecabtanimatcetinettindessasinadieh 36 CHAPTER 4 SEARCH AND VIEWING PEOPLE AND OR AGENCIES ccceeeeeeeeeeees 37 4 1 SEARCHING FOR PEOPLE AND OR AGENCIES cccccccccecceseeeeceeeeeeeeeceeeeseeeeeeeeeeeaaaeseeeeeeees 37 22 VENN 38 43 NENNE 39 EE ENE EEE EE 40 4 5 VIEWING CASE MANAGERS rarrrnonvnnnrrnnnnnnnnnnnnnrnnnnnnnrrnnnnnnnnnnnnnnnnnnnnnnnnnnernnnnnnnsnnnnnnnnsnnnneee 41 CHAPTER 5 MANAGING PROVIDER INFORMATION raunnrnnrnnnnnnnvnnennnnnnnnnnnnnennnnnnnnnnnnnnnneen 43 5 1 EDITING PROVIDER INFORMATION orrvnnnnnrrrvnrrrvvvvvvnnnvvvvrrrrrrrnnnnnnnerrrrrresenennenvevvvrrrrrnnnnnnnnnenn 43 February 27 2015 2 AuthentiCare Louisiana DHH X DEPARTMENT OF oe First Data HEALTH AND HOSPITALS b gt yond the transaction CHAPTER6 MANAGING WORKER INFORMATION cccccc
115. ed back to active making the worker again eligible to provide services This also removes the worker not eligible critical exception from pending claims To change Status from suspend inactive end date a worker e Search for the worker you wish to inactivate according to the instructions in Section 4 4 The Worker Entities Settings page displays Worker Entity Settimgs Entity Addresses Phones Indicates required field Holidays Days Off Work Hours Extertal Visker IO Start ThE End Time Denon Cus Mobile reeled vas E Nao Mobike L dkbed 0 vas E Na Pasir Worker Must Change Passini Mba peter riure Devide ID Offoe Phire Ladd d AddProvider February 27 2015 56 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction e Change Status to Suspend or Inactive and or enter an End Date e Click Save at the bottom of the page to save the worker and return to the Home page A successful save message displays at the top of the page indicating the worker was saved successfully Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successfully sawed Worker Worker Test 10 221484 If a worker is rehired that worker should not be re entered because the worker still exists in the system Instead the Status should be changed back to Active and or the End Date removed February
116. ed to contact your provider s AuthentiCare administrator to have your password reset The AuthentiCare Mobile Application will only go out to verify your credentials against the AuthentiCare back end system upon the initial login to the application Once logged in an application session is established Sessions are active from initial login until 2 a m local time Future logins within the session following screen locks logouts etc are validated against the phone s stored information Therefore if a password is changed on the backend within a current session you will only need to enter that new password upon your NEXT initial login the following day The application will allow five 5 attempts with an invalid password before locking out the worker A worker will have to contact the provider to have the password reset and in order to unlock his her account USE OF THE AUTHENTICARE MOBILE APPLICATION Check in or Check out for a scheduled appointment while the worker is within a cell phone service area Check in or Check out for a scheduled appointment while the worker is within a Limited Service Zone February 27 2015 94 AuthentiCare Louisiana DHH X 4 3 6 re 8 DEPARTMENT OF HEALTH oe First Data AND HOSPITALS b gt yond the transaction Check in or Check out for a non scheduled appointment while the worker is ina Standard Service Zone Check in or Check out for a non scheduled appointment while the
117. ed to the user s local drive for permanent storage and retrieval If a report is needed at a later date and has been deleted it can simply be rerun for the same dates Methods of viewing reports are addressed in detail in Section 13 2 February 27 2015 134 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 2 Click on a report name hyperlink from the list provided in the Create Reports section of the Report page Create Reports Authorizations Authorizations Utilization Claim Dats Listing Report Claim Details Claim History Client Transition Eligible Client Data Listi Exception Late and Missed Visits Late end Messed Vets for Scheduled Authentk ar Events Remittance Data Listin Time and Attendance Time and Attendance Report Unauthorized Location Unauthorized Location Report Unauthorized Phone Number The Authorizations Report page was chosen for this example It displays the filter and sort criteria for the report which are unique for the chosen report This screen varies depending on the type of report chosen in Step 2 refer to Section 13 5 for specific filter and sort information for each type of report February 27 2015 135 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Authorizations Report Indicates a required field Report Name Authorizations Report Description C Incl
118. een 15 and 30 minutes after the scheduled February 27 2015 33 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction Start time of the event or Missed if the worker did not check in within 30 minutes of the scheduled start time of the event lf a worker checks in more than 120 minutes before the scheduled start time of the event or 30 minutes or later after the scheduled start time of the event the check in will not match to the scheduled event and the event status will be Missed For further information about these events click List to view the Worker Dashboard which will display all late or missed events for the current day Refer to Section 3 3 for further information In a provider agency does not use the scheduling functionality in AuthentiCare this part of that provider s Dashboard will be blank 3 2 WORKER DASHBOARD In addition to the Provider Dashboard AuthentiCare also includes a Worker Dashboard to facilitate quick access to information about the current day s schedule The Worker Dashboard is accessible to users with the Provider Administrator role and the sub roles of AdminAssistant Payroll Billing Payroll Billing Human Resources and Scheduler Coordinator Ir First Data AuthentiCare beyond the transaction Louisiana DHH Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Provider Dashboard
119. em may have an adverse effect The information provided in all of these boxes is essential when using the system and should not be ignored February 27 2015 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 2 GETTING STARTED This chapter is designed to help you begin using AuthentiCare by walking through the provider registration process adding new users logging in logging out and changing your password The AuthentiCare website is www AuthentiCare com LADHH The use of an Internet Explorer Web browser is preferable 2 1 ESTABLISHING A USER ACCOUNT To log into AuthentiCare you must have a user account which consists of a username email address and a password There are several ways that a user may obtain a username and password For all providers an initial user account for an Administrator user is created by First Data and provided to a manager Proceed to Section 2 2 for instructions on logging into AuthentiCare After logging in the Administrator user can create user accounts for other users for that provider refer to Section 2 1 2 for further instructions For all state administrators user accounts are created by First Data when authorized by the Louisiana DHH The registration process is not required First Data will provide the username email address and password so that state administrators are able to log into and use AuthentiCare Proceed to Section
120. ent gt Provider CMC LA Test Provider RA Primary Worker gt Service pe Sort 1 Eal el m ReportTypef s por O ciw Ocse O xm Save As Template Run Report Cancel An example of this report shows sorting by worker February 27 2015 152 AuthentiCare Louisiana DHH 2 DEPARTMENT OF ry First Data AND HOSPITALS b yond the transaction for First Data AuthentiCare Calendar Report begin the Brae Len Test Workers 730483 Event Total 3 Event scheduled Start Scheduled End Cllant Prower Tamics Authorization Edit Resson 427 12682015 51500 FPH 1755 2015 5 45 00 Pi CMC LA Test Prowider PAS PR 6665606101 Hone 1418522135 CCWASS126UH Anytown LA 70802 ZDON rrr ad 1262015 20000 PH WANS 21S PM Consumer Teet2 Ww Perri rir iri CHOC LA Test Prowider LTPCS 2 ELLERS Mone 1418822138 LTRSST P01 SUA Anyiown LA 70802 ee EEE SEE ad 12592015 20000 PM WANDS aE PM Consumer Teet2 Ww TITT TTTTTTS FN TMC LA TES der LTPCS 2 TrrTTTT TOT Pone 1418522135 ILTPOSTI015UN Anyiown LA 70802 Test Worker 485736 Event Total 5 Event Scheduled Start Scheduled End lent Provider Service Authorization ID Edif Reason 425 12620158 21500PM 1655 2015 100000 P Consumer Tests Al D99999090900005 CMC LA Test Provider ADAG LTPOS 3 Trdi Pone 1418522135 ADHCT 1013UF 5012 Anywhere Lane Anmyiown LA 70802 423 17272015 70000 AM O01 E15 00 AM CMC LA Test Provider PAS PR 6665606101 None 1418522135 CCWASS126UH Anyiown LA 70802
121. er Weekly 15 31 2015 10 18 1B If nothing is entered in the Search field then all entities will be returned in your search results Finding just one client or worker in the list will take longer than searching for one entity Note the columns displayed in the search results e Event Actions Click the Schedule Event icon to schedule an event for this authorization Refer to Chapter 9 Scheduling for further instructions This column also indicates how many units remain in the authorization by comparing the total number of units authorized and the total number of units scheduled This is not a comparison with the units actually provided to date but with those scheduled to date e ID Click the ID hyperlink to view edit the Authorization Settings page for this Authorization Proceed to Step 7 e Service ID Identifies the service and its service code e Client Identifies the client and the client ID e Provider Identifies the provider assigned to the authorization and the provider s ID e Worker Field is blank as authorizations are issued to the provider not the provider s individual workers e Payer Identifies who issued the authorization Louisiana Medicaid e Service Period Identifies the service limits for different service ranges like weekly quarterly etc February 27 2015 60 AuthentiCare Louisiana DHH AND HOSPITALS 2 DEPARTMENT OF HEALTH ras First Data b gt yond the transacti
122. er for a specified time period It can be used to identify workers who report an unusually high number of hours worked as that could be considered a risk for quality of care issues or for providers to use to compare revenue generated by one worker over another The Provider Activity Report as displayed in the screenshot below has several filter criteria Claim Type Claim Dates and Exception are required when running the report February 27 2015 168 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS pr First Data b gt yond the transaction Provider Activity Report Indicates a required field Report Name Provider Sctnity Report Sort 1 Sort A Sort 3 Summary Only C ReportType s Bleor O Geos O cov O em Save As Template Run Report Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type ee SSS qaicams get caine on Client r ED Claims Only February 27 2015 169 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ras First Data b gt yond the transaction Select the Claim Dates from Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Claim Type h
123. erify the Address and Phone Number for the client The telephone number listed is the one AuthentiCare will use to verify if the worker is calling from the client s home e Click Save at the bottom of the page to save the client and return to the Home page successful save message displays at the top of the page indicating the client was saved successfully Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successtulby saved Client Testl M Consumer ID 5555555555555 February 27 2015 58 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction CHAPTER 8 SEARCH AND VIEW AUTHORIZATIONS A service to be provided for a client must have a valid authorization documented in AuthentiCare in order to be scheduled and for the claim to be submitted for payment A worker can use the IVR to record services without a valid authorization in AuthentiCare A claim will be created but will have a critical exception and will not be submitted for payment until the authorization is in place All authorizations for clients are loaded into AuthentiCare through SRI The provider cannot add a new authorization or edit an existing authorization For providers to search and view an authorization e Click the Authorization radio button in the Services and Authorizations section of the Home page e Enter search criteria in any of the fields if desired
124. erlapped Claim By Worker Report Report Date March 02 2015 11 39 56 AM Filtered By Date Range Claim Type Service Service Date Range 2 1 2015 to 2 28 2015 Sort by DateOfService LastName WorkerName Provider bd Case Manager Id Total OverLaps Returned 79 Worker Id Service All Claim Type All Claims Client Id Exception Provider Id 0106470424 Provider Name HEALTHMATTERS FAMILY CLINIC Provider Overlaps 26 Worker Id 076285 Worker Name Worker 1Tast Worker Overlaps 38 Claim Cllent ID Cllant Name SVC Date of Service Checkin Check Out Check In Check Out Fhons Checkin Ph Check Out Ph Humber Tima Time Phone Owner Owner arz Consumer Test LTPCST 02432015 1 45PM 20i1PM Authorized Authored 101988 223 D Consumer amp Test LIPCST 02132015 1 50PM Z 02PM Authorized Authorized 101908 arz jadadd Consumer Test LTPCST 02432015 1 49PM ZDI1PM Authorized Authorized 101908 aza Consumer 35Test LIPCST 0132015 1 50PM Z03PM Authorized Authorized 101908 223 Consumer amp Test LTPCST 02132015 1 50PM Z 02PM Authorized Authorized 101908 aza Consumer 35Test LIPCST 02132015 1 50PM Z 03PM Authorized Authorized 110i ND 13 6 14 PROVIDER ACTIVITY REPORT The Provider Activity Report lists by worker all services performed during a given time period and the total dollars billed again by worker The Provider Activity Report is a useful tool for State monitoring or for the providers who need to know the revenue billed by a selected work
125. g First Data AND HOSPITALS b yond the transaction 7 za Today s Visits 03 01 2015 Visits Ga If the last name matches any of the clients names returned to the phone you will be taken to the search results screen and you will be able to select the client name e If no client is associated with the location you are visiting Select Client Not Listed If your agency has not updated coordinates for clients or your client has not had a previous check in or check out at their location the AuthentiCare application does not have their GPS coordinates on file Unless the Provider agency has selected the option to Disable Learn Mode the application invokes a learn mode for adding GPS coordinates Learn mode requires 6 check ins or outs to save the coordinates to the database A calculation within the AuthentiCare Application will then take an average of those locations and write them to the client record This is the basis for the Geo fence exceptions Once the coordinates are set into the database the claim can have exceptions indicating when the worker is out of the pre defined Geo fence during Check in OR Check out e Check ins when Client Not Listed When the worker selects the Client Not Listed option they will be presented with an option to check in with a Client ID QR card or the option to check in when no ID is available If the client has a QR card Select Capture QR Code Febru
126. g the client the Check in page will be populated with the client information and you can select the Service N An GR Visits alls Today s Visits 03 01 2015 Brown Mary Home 7 Barnwell Street Shreveport LA 71118 513 290 2009 Service Select a service M 4 Submit Check In The worker may have the ability to Check in for multiple clients if a Shared service is selected After selecting the drop down for Select a service the worker sees the following screen February 27 2015 108 AuthentiCare Louisiana DHH 3 DEPARTMENT OF ps HEALTH g First Data AND HOSPITALS b gt yond the transaction Service Selection A for Authorized Select a service 8 LTPCS 3 A Upon selection of the Shared service the button Add Client will become available on the screen Upon selection of this button the application will search for additional clients that are authorized to have service provided by the worker s provider and verify their location is within the same Geo fence as the initial client Visits D Today s Visits 03 01 2015 Brown Mary Home 7 Barnwell Street Shreveport LA 71118 513 290 2009 Service E service selected E A LTPCS 3 Horton Patrick Jf Submit Check in After adding the additional clients for the Shared service tap on Submit Check in A screen indicating Check in is in progress is displayed followed by the Check in
127. gaz FITTTTITTTTT Consumer Test W LTFOSTIHS AZ C E1 12 WANS 5 00 Fl 7500 PM s amoa 2L00000000 aoran oao UN 581 TTT Consumer Testa W LTFOSTIHS C1 ELG VTS S00 Fl 700 PM a Miata mn iea mEn a ta m aal aorioman uNa a ta a a w nd UN 683 TITTTTTTTTTTT Consumer Tests W LTFCSTIDS A3 Ci E1 12 VEDDE KOS Fl TOS FM mMin ta mn aina anoo aorioman 1 00000000 UN E73 SSSSS5SS56655 Consumer Test M COMASSTE CA V RNES 00 Pa EE FM e apoca CL ODOOCO00 CLODDOoooO 1 00000000 13 6 19 UNAUTHORIZED PHONE NUMBER REPORT The Unauthorized Phone Number Report will provide ready access to a list of calls that were made from a phone other than the phone number associated with the client These calls result in a claim with an unauthorized phone number exception This report serves as an administrative tool allowing the Provider or the Louisiana DHH Administrative User to e Identify workers making calls from outside the home e Identify phone numbers that have changed and need updating in AuthentiCare The Unauthorized Phone Number Report as displayed in the screenshot below has several filter criteria Claim Type Claim Dates and Exception are all required when running the report February 27 2015 178 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Unauthorized Phone Number Report Indicates a required field Report Name Ursutherized Phone Humber Repor
128. ge you can choose to call the Office number that is entered on your worker record This information is sent to the phone upon the worker s logging into the system Therefore workers that have different office numbers can share a phone and it will call the number on record 9 Change Password You can also elect to change your password By selecting your mobile phone s Menu button on the Visits page and then tapping the Change Password button you will bring up the Change Your Password screen At this point your user ID will be shown or you can enter it Then enter your current password followed by your new password You will be required to re enter your new password Then press the Submit button to finish the change The provider may also force a worker to change their password through the Worker Record on the administration web site If this option has been selected the worker will be directed to the Change Password screen after login 10 Account Lockout After five 5 invalid login attempts the worker s account will be locked Once the account has been locked out the worker will be unable to access the mobile application until the provider resets the password and unlocks the account The worker will need to call the provider to initiate this process 11 Device ID By selecting your mobile phone s Menu button when on the Login page your device ID number will appear example Device ID A00002A294D78 This device ID i
129. ger listed Ie First Data beyond the transaction Home Create Reports Scheduling Administration My Account Custom Links Report Templates Delete Selected Templates 3 Authorizations Report ey 13 6 REPORT EXAMPLES 13 6 1 AUTHORIZATIONS REPORT WITHOUT CLAIM DETAIL The Authorizations Report lists all authorizations in AuthentiCare for a given time period The report can be filtered to include only authorizations for a particular client or service It can be sorted to display the authorizations in a certain order For example the provider may choose to see the authorizations sorted by service then by client The Authorizations Report without Claim Detail does not include the claims associated with the authorizations The Authorizations Report as displayed in the screenshot below only requires filter criteria for Effective Dates Effective Dates of the authorization The options include Current Day Current Week Current Month Last Week Last Month and Fixed Date If Fixed Date is chosen then you must enter the from and to dates mm dd yyyy February 27 2015 145 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS b gt yond the transaction ry First Data Additional filter criteria include Payer Client Provider Worker Case Manager Service and High Need By default the High Need field is blank the available options for this field are Yes No Checkbox No Events Scheduled is e
130. h There are not enough authorized units to cover the claim The units are validated against the quantity assigned per service period and also those authorized for the entire span of authorization If updates to the authorizations with additional units are provided via import the AuthentiCare system will recalculate and remove this exception If no more units are available the provider may edit the claim change the check in or check out time to match the authorized units so the claim can be submitted for payment APPENDIX A 4 DESCRIPTION OF PROVIDER SUB ROLES Each provider has a broad Administrator role but there are relevant sub roles that can be assigned to staff members with specific functions related to AuthentiCare and their day to day responsibilities LA Administrator February 27 2015 Rights to do all functions for that provider except those functions restricted to First Data add edit delete services add edit delete authorizations and delete providers Can view the Provider and Worker Dashboards NOTE First Data assigns a log in and initial password for the first Administrator for the provider who can then 195 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction add manage other users including other administrators LA AdminAssistant Rights to do all function Administrator can do except the ability to add edit registra
131. he correct worker is providing service to Biometrics the correct client the worker will enroll a voice print during the worker s initial call to the AuthentiCare IVR On subsequent calls the worker will be prompted to speak the voice print again in an attempt to match the worker s identity and to validate service in the client s home Worker The worker is the employee of the provider or the client for self directed who actually provides the service to the client This entity may also be known as PA PCA or attendant Each worker is assigned a unique 6 digit Worker ID number for each provider to use when recording services via the IVR Web or mobile device 1 2 OVERVIEW OF AUTHENTICARE The core of AuthentiCare is a database containing information on the clients services authorizations providers and workers This information is updated each day via import provided by Louisiana DHH s Medicaid fiscal agent Molina and Medicaid Data Contractor SRI The basic use of the AuthentiCare requires these steps e The worker goes to the home of the client to provide a service e The worker uses the client s touch tone phone to call the toll free AuthentiCare number or uses a GPS enabled mobile device e Using caller ID or GPS technology AuthentiCare identifies the client and prompts the worker to enter his her voice print and Worker ID number as well as to select the service to be provided e The system verifies the information and
132. heir provider record Once the record is open within the AuthentiCare Web Application providers select Yes for Mobile Enabled If Mobile is not enabled the worker will receive Login failed when they try to Log in to the mobile application On the Provider record the provider can choose if the messaging should be enabled for the workers If Messaging is not enabled the workers will NOT see a message tab A provider can also register provider owned phones on this record for mobile application use and also provide a name assigned temporarily or permanently to the phone simply by entering the information and selecting the Add button February 27 2015 88 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Provider Entity Settings TIrrdkabes regure feb IC 1412522138 FIH First Marne Middle Marne Last H me Cornpuriyr Marne OCMC LA Test Provider SSH FID 2213 Gerder Birth Date Em a li Begin Date Ered Chahe Laerecpuesete Starters Active Emai jonngsor som Email2 Eritaty Cjusalifrer Mikage MPT Provider Service T sosrisonny Cede Travel Time Mobile Enabkd ves St ko Messaging Enabled E Muriber Deviks LL oe First Data b gt yond the transaction Entity Addresses Phones Ardr s Types Derbi Cee Address Lire 1 Address Lire 2 City tebe Arties Types Address Descrip ri Ahdiress Lire L Bedre Lar
133. hin a Limited Service Zone you will again be presented with the screen giving the options to Capture QR Code or choose ID Not Available If the Capture QR Code option is selected the worker will need to rescan the client s ID card prior to check out If the ID Not Available option is chosen the worker will proceed to the check out screen and the client s ID number will not need to be reentered 5 Force Check Out when there is a forgotten Check In If you performed a visit and forgot to check in you will need to perform a Force Check Out by selecting your mobile phone s Menu button on the Visits page while at the client s location Then tap the Force Check out button You will then be taken to a screen where you may enter the client s last name or Client ID February 27 2015 111 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction to search for the client The response will only bring back clients for which your provider is authorized to perform services Visits Messages E Today s Visits 03 01 2015 Client Last Name OR Client ID After selecting Submit the Check Out page will be populated with the client information and you can select the Service and proceed to Check Out If you choose Scan QR Card refer to Section 2 Limited Service Zone for instructions on QR Card reader scanner Select the service from the drop down me
134. horized 20 00 l Delete Add Lines Above Add Lines Below Move Up Mowe Down Mote 0 Total Claims i Total Cakulsted Amount Show All Claims 0 00 Total Authonzed Anvount 0 00 Total Units D Delete All The following fields display once the service is selected if the service is time based Date Time and Amount 4 Enter the Worker ID full name or partial last name and click the Looking Glass icon to find the worker who performed the service Then select the worker from the list provided Client Provider Worker Payer Assignment Show Al Claims Consumer Test W Sy f CMT LA Test Provider BY Test Worker2 Current Payer For Client E Total Clsims 1 Service Date Time Antount Date Time Tetel Cslmulsted Amount recs enee 50 00 Total Authorized Amount 0 00 Activity Codes ex 3 5 8 Jon rede o Mileage Click here 1 more s ryice Save Travel Time Tete Lines 1 Tots Clsims 1 Tots Amount 0 00 Tote Authorized 20 00 Delete Add Lines Above Add Limes Below Mowe Up Mowe Down Mote Delete All 5 Enter the Date This is the date the service was delivered if it was a unit based service If it was a time based service then this is the date the delivery of the service was started If the service is a time based service proceed to Step 6 If the service is a unit based service proceed to Step 8 6 Enter the Time the delivery of the service
135. iCare visit is marked as late or missed A GPS enabled mobile device smartphone can be used to record services provided for a client For more information see Chapter 11 of this User Manual Provider designates the provider agency that is authorized to deliver services for a client Each provider has a provider ID number established by the AuthentiCare system to uniquely identify a provider office The procedure provided for the client through AuthentiCare Louisiana DHH is known as the service For a list of the services for which the provider is required to use AuthentiCare see Appendix A 1 of this User Manual People with access to information in AuthentiCare are Louisiana DHH personnel State Administrators who oversee the services applicable to AuthentiCare 8 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction Term Acronym Meaning Use Sub Role The AuthentiCare initial Administrator User at each provider location will create additional users and assign them a sub role which defines what information they can access and what actions they can perform on the AuthentiCare website The sub role each one is assigned allows him her to do designated system functions while assuring that all data is maintained in a private and secure manner For the Administrator role and each sub role description see Appendix A 4 of this User Manual Voice For the process to assure t
136. ices at AuthentiCare Support firstdata com to have the account disabled February 27 2015 29 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction CHAPTER 3 AN INTRODUCTION TO NAVIGATING UTHENTICARE AuthentiCare provides several starting points from which to navigate through the system All users will see the Home page when first logging in to the system From this point the user can access all data and functionality allowed by the assigned role or sub role For providers with the role of Administrator and sub roles of AdminAssistant Payroll Billing or Payroll Billing Human Resources there are two additional navigation tools that are listed on the top tool bar Provider Dashboard Worker Dashboard and Exceptions Dashboard These are short cuts to data that is essential to daily operations 3 1 HOME PAGE The Home page is the central location in AuthentiCare From this page users can navigate to any of the other areas of the system This page differs depending on the user role and therefore controls the information users can access in the system The user name is displayed in the upper right hand corner of the Home page All actions taken by the user are tracked in AuthentiCare to maintain an accurate record of activity u First Data AuthentiCare beyond the transaction Louisiana DHH Logged in Home Create Reports Scheduling Dashboards Visits Administration My
137. ider services within the Client s waiver The authorized services and provider services are played back in the order given below Service Name Playback Order Shared Supports 2 Shared Supports 3 PAS PM LTPCS 2 LTPCS 3 ADHC LTPCS ADHC LTPCS 2 ADHC LTPCS 3 LTPCS 6 umes d 7 The Provider Services list is built dynamically for an individual Provider each time an authorization is received for a provider with a new service February 27 2015 197 AuthentiCare Louisiana DHH
138. im was filed by No action required You phone checking in from a phone may want to check with number number that exists in the the worker to understand Other Match system but isn t the phone why the client s phone Check in number on record for the client was not used You may named in the claim also want to see what other phone number in AuthentiCare this matches such as another client s home Double check the client s phone number to make sure it is correct February 27 2015 193 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Exception Unauthorized phone number Other Match Check out Location Mismatch Check in Location Mismatch Check out No QR Card Available QR Card scanned by invalid or expired February 27 2015 Definition The claim was filed by checking out from a phone number that exists in the system but isn t the phone number on record for the client for which the claim is being filed The claim was filed by checking in from a mobile device where the check in location did not match the client s location The claim was filed by checking out from a mobile device where the check out location did not match the client s location The claim was filed by not scanning the QR code scan by indicating that there was no QR card available The claim was filed by scanning the QR code scan but the QR card available is either invalid
139. ion If you click OK the claim is permanently deleted from the system If the claim is a group of claims they will all be permanently deleted If you click Cancel the claim is not deleted and you are returned to the Claim page Windows Internet Explorer Eg J re vou sure you want to delete this 17 Click OK to proceed with permanently deleting the claim You are returned to the Home page which displays a message in the upper left hand corner that the claim was deleted successfully February 27 2015 128 AuthentiCare Louisiana DHH HEALTH AND HOSPITALS DEPARTMENT OF en First Data b gt yond the transaction Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout 12 7 CONFIRMING A SINGLE CLAIM FOR BILLING The function of confirming a single claim can take place in two areas of AuthentiCare Option 1 18 Select Confirm Billing View as the Search Type in the Claims section of the Home page 19 There is a Sort By selection at the bottom of the screen The default is to display the claims to be confirmed alphabetically by Client s Last Name However you can also sort by Worker s Last Name Date of Service Claim ID Client ID or Worker ID 20 Click Go Claims Add New gt Add New gt 5 Claim Search Type 9 Confirm Billing View O Confirm Billing Bulk Claim ID EI KE Claim Start Claim End Service Authorization ID Chent
140. is is a sample QR card The actual approved QR card may vary The Consumer ID QR card uses the technology of QR codes to easily allow visit verification and works in conjunction with the AuthentiCare February 27 2015 87 AuthentiCare Louisiana DHH m m GO 2 DEPARTMENT OF HEALTH AND HOSPITALS b gt yond the transaction oe First Data mobile application A QR code is a 2D barcode which can be scanned through the mobile application The ability to scan this card at the time of service provides verification of client and service delivery times and tasks to be captured in the absence of a landline cell phone coverage or when GPS location coordinates cannot be determined a zone that we define as Limited Service Zone LSZ The mobile application allows o The ability to define the GPS geo fence distance The GPS geo fence is the maximum distance surrounding the client s location without receiving an exception on the claim The exception is triggered on Check in and Check out and is used as an indicator to determine if the worker was within a specific radius of a client s home o The ability to set the duration in minutes before the mobile application logs the worker out of the system due to inactivity o The ability to populate the Login Banner Message This message appears when any worker in the jurisdiction logs into the mobile application PROVIDER SETUP Providers must enable the mobile option within t
141. isabled To re establish access Passwords can be changed by the following process e For Providers someone with an Administrator role can manage registrations and change the password for the locked out user e For Case Managers and State Administrators contact First Data Client Support services at 1 800 441 4667 or AuthentiCare SupportQfirstdata com aN When creating a new user account you cannot use the same email address as the account that has been locked out Follow the steps below to change your password e Place your cursor on My Account in the Main Menu and when Change Password displays below click on it AuthentiCare Louisiana DHH Fe First Data beyond the transaction Change Password N e The Change Password page displays February 27 2015 24 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b yond the transaction Change Password Existing Password New Password Confirm New Password e Enter your Existing Password e Enter a New Password The Password must have at least one uppercase letter at least one lower case letter at least one number at least one special character and must be at least eight characters in length This password is used in the future along with the email address to access the website so it is important to write them down and store them in a secure place The password entered cannot be the same as any of the previous
142. ker Status Select from All Active or Inactive Additional filter criteria include Worker Start Date Range Provider Worker and Service Worker By Provider Report Indicates a required field i Report Name Worker By Provider Report Description Worker Start Date Range s l Provider CMC L Test Provider Worker Service Worker Status Sort 1 Hoe ReportType s por O iw Ocsw Clemo Run Report Cance If desired you may also select sort criteria which include Worker Name Worker ID Worker Status and Start Date This determines the order of the data February 27 2015 184 AuthentiCare Louisiana DHH HEALTH AND HOSPITALS DEPARTMENT OF ras First Data b gt yond the transaction An example of the Workers by Provider Report Page 1 of 1 FirstData AuthentiCare Workers by Provider Report Report Date January 26 2015 09 13 49 PM Filtered By Worker Start Date Range Provider ID WorkerStatus Service Provider ID 141852213B Sort by WorkerName ChildXRef Status Worker ID Worker Status All Total Records Returned 3 Service All 221484 0001 Test Worker 01 25 2014 485736 Lil Test Worker2 01 25 2015 730483 ji Test Worker3 01 25 2015 February 27 2015 185 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Ta First Data b gt yond the transaction CHAPTER 14 ONGOING USER SUPPORT AND TRAINING By design this User Manual can he
143. l save message displays at the top of the page indicating the worker was saved successfully Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout saved Worker Worker Test ID 221484 The worker ID appears in this message The worker must use this ID when calling the IVR or Mobile from the clients home Be sure to record this ID on the Worker Instruction sheet to be supplied to the worker The ID can also be found by viewing the Worker Entity Setting page 6 2 DELETING A WORKER lf a worker is entered in error the worker can be deleted from the system but this must be done immediately after the mistake is made Once an event is scheduled or a claim is created for this worker the worker cannot be deleted e Search for the worker you wish to delete according to the instructions in Section 4 4 Entities Add New gt Worker E3 February 27 2015 51 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction The Worker Entities Settings page displays Worker Entity Settings rd dr E i i guire i Indicates required field ID 404541 PIN Frit Mame visrkerl Middle Mame Holidays Days Off Last Mame Test Comp ry Mame SSM 101110111 FID Gender as sem mm fem Work Hours Exberr l Worker ID Start Thm Emi mme CeO Cut Sun Mobile Enabled vas no Mon a Mobile Lotked 0 yes k
144. lams Exported Claims Only Payer on Exported Claims Only Specific Claim Client a Active Claims Provider Al Inactive Claims __ Worker Select the Claim Dates from Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy February 27 2015 166 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Claim Type Claim Dates Payer Chent Provider Worker ry First Data b gt yond the transaction Fixed Date Range Current Day Current Week Current Month Last Week Last Month lf you wish you may change the selection for Overlap This automatically defaults to All but you can change it to Clients or Services Additional filter criteria include Payer Client Provider Worker and Service If desired you may also select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service This determines the order of the data Sort 1 ReportType s IM Worker ID Service Date Check In Time Claim Number Client Id Client Name Worker Name Service An example of the Overlapped Claim Report by Worker February 27 2015 167 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Page 1 of 9 Fa FistData AuthentiCare amp Ov
145. location and you are ready to check in tap the Check In icon next to the client s name or you can also check in from the detail screen You will be presented with a screen showing the client s name address location and service to be provided February 27 2015 97 AuthentiCare Louisiana DHH 3 DEPARTMENT OF X HEALTH ry First Data AND HOSPITALS b gt yond the transaction amp Visits H Today s Visits 03 01 2015 Brown Joe Home 7 Barnwell Street Shreveport LA 71118 513 290 2010 Service ADHC LTPCS A worker may select or enter manual Check in one of the clients and select Shared service in which case the worker will be offered the option to perform a multi client Check In If the intention was to perform a multi client Check In add the additional client and the application will pair the clients for Check In If the worker is unable to perform the service s for the additional client leave the checkbox unchecked and the application will only Check In the original client my aa Visits Today s Visits 03 01 2015 Brown Mary Home 7 Barnwell Street Shreveport LA 71118 513 290 2001 Service 1 service selected PAS 3 Multi Client Add a Client Submit Check in Tap the Submit Check In button February 27 2015 98 AuthentiCare Louisiana DHH o X HEALTH ras First Data AND HOSPITALS b gt yond the transaction Checking In The screen will indica
146. lp you research any system issues that you encounter because it fully explains all the functions you use in AuthentiCare As with most documents of this type searching by topic is often the first step 1 If you are unable to solve your problem by using this manual you can contact First Data Client Support services at 1 800 441 4667 option 7 or by email to AuthentiCare SupportQfirstdata com For training your staff a training website and training IVR are available 24 7 and mirror the production web and IVR e The URL for the Training Website https uat authenticare com ladhh e The toll free phone number for the Training IVR 888 462 7439 App Code 522 For user support regarding authorizations the client s plan of care or policies of Louisiana DHH email EVVHel la gov The Louisiana Electronic Visit Verification Website is www dhh la gov evv Once training is complete the AuthentiCare Louisiana DHH Production website is available at httos www authenticare com ladhh February 27 2015 186 AuthentiCare Louisiana DHH o X HEALTH ras First Data AND HOSPITALS b gt yond the transaction APPENDIX A 1 SERVICE CODES A 1 1 SERVICE CODES FOR AGENCY DIRECTED SERVICES AuthentiCare Louisiana DHH OAAS Services and Service Identifiers All the services from the list below require the user to enter activity and observation codes Serviceldentifier Service Name COWAS5125 25 IVR Web IVRWeb PAS CCWAS5125U
147. n Email Address This email address serves as a User Name and IS not used to contact the provider It does not have to be a valid email address but it must be in the format of an email address For example a provider with a facility called Provider Inc may wish to tyoe in the User Name provider inc com Enter a Password The password must have at least one uppercase letter at least one lower care letter at least one number at least one special character and must be at least eight characters in length Re enter the password in Confirm Password This password is used in the future along with the email address to access the website so it is important to write them down and store both in a secure place The Register page displays with the entered information February 27 2015 20 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Register Use your assigned ID and PIN plus your e mail address and a password you choose to register for access to the website Email Address jwc test provider com Password EE Confirm Password seessesed LA Administrator User Roles HumanResources LA IntakeReferral LA Fayroll Billing LA Payroll Billing HumanResources View Workers il Register Cancel Click Register Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout
148. nabled only when Yes No options are selected for High Need field Based on the High Need option selected and the Checkbox No Events Scheduled the data is filtered in the following manner If High Need is blank the system returns all the authorizations based on the values selected for the remaining search criteria If High Need is Yes and No Events Scheduled check box is not selected the system will return all the authorizations with High Need value of Y regardless of any events scheduled for the associated authorizations within the selected date range If High Need is Yes and No Events Scheduled check box is selected the system will return only those authorizations with High Need value of Y and has no events scheduled for the associated authorizations within the selected date range If High Need is No and No Events Scheduled check box is unselected the system will return all the authorizations without High Need flag regardless of any events scheduled for the associated authorizations within the selected date range If High Need is No and No Events Scheduled check box is selected the system will return only those authorizations without High Need flag and has no events scheduled for the authorizations within the selected date range February 27 2015 146 AuthentiCare Louisiana DHH HEALTH Ie First Data AND HOSPITALS b gt yond the transaction
149. nd time of service to clients February 27 2015 181 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Worker Activity Report Indicates a required field Report Name Worker Activity Report tn Description Claim Type gt Claim Dates sl Client Bb Provider CMC LA Test Provider 24 Worker Case Manager All Services ed ed ReportType s ll PDF O Excel O csv O XML Save As Template Run Report Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type ge Claim Dates faj Claims Payer Fag Syr Only Ghent Af Active Claims Provider A LInactive Claims _ Worker February 27 2015 182 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ras First Data b gt yond the transaction Select the Claim Dates from Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Claim Type h Claim Dates Payer Fixed Date Range Current Day Client current Week Current Month Provider act Week Last Month Worker Additional filter criteria include Payer Client Provider Worker and Service lf desired you may also
150. nning time of the call is reset February 27 2015 83 AuthentiCare Louisiana DHH Di DEPARTMENT oF F Fyrst Data AND HOSPITALS b gt yond the transaction 10 2 WORKER INSTRUCTIONS FOR USING THE IVR INSTRUCTIONS FOR USING THE IVR Worker Worker ID Instructions to Check in for IVR Dial 1 800 337 1022 from the client s touch tone phone Enter your worker ID number followed by the pound sign when prompted Press 1 for Check in ND oo Voice Verification You will be asked to speak your first name last name and worker ID into the phone this assumes that you have previously enrolled a voice print On the very first check in call it will enroll you and on subsequent calls ask you to speak into the phone to verify against the enrollment 3 You will hear the prompts to enter the Mileage and the Travel Time if your provider has elected to collect this You will then hear the name of the client you are there to serve Select the client by pressing the appropriate number on the phone key pad If AuthentiCare does not recognize the phone number you are calling from you will be prompted to enter the client ID number followed by the pound sign for 7 You will hear a list of services available for the client and be asked to choose the one you are there to perform by pressing the appropriate number on the phone key pad If you select one of the shared services shared by 2 shared by
151. now the time billed by a selected worker for a specified time period It can be used to identify workers who report an unusually high number of hours worked as that could be considered a risk for quality of care issues or for providers to use to compare revenue generated by one worker with another The Time and Attendance Report as displayed in the screenshot below has several filter criteria Claim Type Claim Dates and Exception are all required when running the report February 27 2015 173 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Time and Attendance Report Indicates a required field Report Name Time end Attendance Report Description Claim Type l Claim Dates Payer Si Client Provider CMC LA Test Provider Worker All Services LTPES Service Summary Only CO ReportType s 2 por O Sw O cse O xm Save As Template Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type eee All Clams Exported Claims Only Non Exported Claims Only _ Specific Claim Client Confirmed Non Exported Claims Only maier All Active Claims j F All Inactive Claims Payer Select the Claim Dates from Current Day Current Week Current Month Last Week Last Month or Fixed Date Range
152. nt g 19909999906 99 Consumer Tests M Client ra 6600000000000 Consumer Test2 M Client a Consumer Testa W Client a PIIA AAAA Consumer Testi M Client a 141852713B CMC LA Test Provider Provider a 730483 Test Worker3 Worker a O 485736 Test Worker2 Worker o 221424 Test Worker Worker a O e Click the checkbox in the Delete Selected column February 27 2015 53 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction e Click the Delete Selected column heading to delete the worker you wish to delete The system asks you to confirm the deletion By clicking OK the worker is permanently deleted from the system If you do not wish to proceed with permanently deleting the worker then click Cancel Windows Internet Explorer re vou sure you want to delete selected entities e Click OK to permanently delete this worker You return to the Home page A message displays in the upper left hand corner confirming the deletion Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout If the worker you attempted to delete had any other relationships in the system then an error message will display informing you that the deletion was not completed Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Delete failed for Test Worker ID 221484 Entity has Event Dependenc
153. nu and select Submit Check Out You will be taken to the Check Out Confirmation screen 6 View Messages sent by the Provider If your provider has enabled Messaging you will see a Messages tab at the top of the Visits screen The number of unread messages will also show on that tab To view messages tap the Messages Tab Tap the Sender to view the message You can choose to Delete the message or mark it as unread Tap OK to confirm your selection Workers are only able to receive messages from their provider administrator at this time There is no functionality implemented to respond to messages 7 Use Calendar to view current and future appointments February 27 2015 112 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction If the Provider uses the AuthentiCare Mobile online scheduling function the worker may tap the Calendar icon to view today s date or any other date to view the scheduled visits The current day s visits will be shown and each may be tapped to view detail information From the detail page you have the ability to check in or out for a visit If the visit has already been completed no further actions may be taken If the visit is in the future the worker may tap it to see detail information and then check in from that screen The only view currently available is a monthly view 8 Call Office By selecting your mobile phone s Menu button on the Visits pa
154. o delete an event that means it was either entered in error or needs to be cancelled Deletions must be done prior to the start time of the event Once the event Start time has passed the system will not allow you to delete the event Event page Scheduled Event Double click on the event on the calendar to display the details in the Scheduled Date Start Time End Time Duration Event 2 24 2015 w 05 30 PM 06 30 PM 01 00 Recurring Event 02 24 2015 Authorizations Client Provider Primary Worker Backup Worker Service Service Period Address Click Delete 12340002001 R Kr Client21 Test a Test Provider 234000255 ADHC Worker1 Test G PAS Weekly Home l 464 W Test Baton Rouge LA 70801 Save Cancel Once you click Delete the event is permanently deleted There is no pop up dialog box asking you to confirm the deletion so prior to clicking Delete be sure this is the event you want to delete February 27 2015 78 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction If this is a recurring event and you have forgotten to select whether you are cancelling the single event or the whole series a message displays Must select whether you are editing the single occurrence or the series Scheduled Event This is a recurring event Do you want to edit only this occurrence or the series O Edit this occur
155. od selected 7 Select Sort criteria as desired These are similar for all reports AuthentiCare allows selection of up to three sort items Sort 1 Effective Date Start Provider Worker Client Id Client Name ReportType s Pl Service As an example the provider may choose to have the report sorted first by Client then by Service then by Date In this example the Sort fields would be populated as shown below Sort 1 Client Id Sort 2 Service Sort 3 Effective Date Start 8 Choose the Report Type s to indicate the format the report will be displayed You can choose as many format types as need If you do not choose the report will automatically default to PDF except for list reports Claims Data Listing which default to Excel ReportType s PDF Excel L csv XML 9 Click Run Report The system returns to the Report page The report appears in the View Reports section of the page with a submitted time and status The Status can be one of the following e Queued the report is in line for processing e In Progress the report is being created e Completed the report is ready for viewing February 27 2015 137 AuthentiCare Louisiana DHH o X HEALTH ras First Data AND HOSPITALS b gt yond the transaction It usually takes a few minutes for a report status to change from Queued to Completed There is an interim status of In Progress To view the updated status of the report y
156. ode Scanner component February 27 2015 102 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 2 DEPARTMENT OF HEALTH AND HOSPITALS 110000000414 SSUE woe 4 29 2012 EDDIE MILNER a pa Place the QR code from the ID card ope I inside the viewfinder rectangle to scan The QR code can be scanned regardless of the orientation of the card right side up on Its side or upside down as long as the QR code is located in the viewfinder For best results the camera should be held parallel to the card approximately four 4 to six 6 inches away The camera will actively scan the QR code and there is no need to take a picture of the code The screen will indicate it has identified the text and bring the worker to a Check In Confirmation screen to verify the information Select the service and tap the Submit Check in button If there is no QR card available tap the ID Not Available button from the above screen You will be taken to a Check In screen where the Client ID number or Client Last Name must be entered to submit the check in If the client s location is consistently unable to receive network coverage the worker may select the Request ID Card checkbox and a card request will be submitted with the visit s check in Check Out Once the check in is submitted the application will update to show the Check out screen When you are ready to check out tap O
157. on e Effective Dates Identifies the start and end dates of the authorization e Click the column heading if you wish for the search results to sort using a different column than the default which is the ID Authorization column in ascending order Click the heading once to change the sort to descending order for that column Click the heading again to change it to ascending order for that column e Position the cursor over the Information icon to display an Additional Information pop up about the authorization Authorizations Event Actions pe Units Remaining O 2 Unig Remaining 5 Units Remaining 10 Units Remaining 10 Unite Remaining 10 Unite Remaining 3 2 Unita Remaining Unis Remaining 10 D 56666666201 77777777701 BRBBBBBB2D1 55555555101 Gb65665666101 99999999101 55555555201 Service ID LIPS LTPCST1015UB LTPCS 2 LTPCST1O19UN ADHC LTPCS ADHETIOUSUE LTFCS 3 Client Consumer Testi W LTPCST1D1SUP i errs PAS AM CCWASSI26UF oere PAS PH COCWASS126UH ADHC LTPCS 3 ADHCT1015UP LTPCS LTPCST1019UB Provider CMC LA Test Provider 1418522136 CMC LA Test 1418522136 CMC LA Test 1418522136 CMC LA Test Provid 1418522136 CMC LA Test Provider 1418522136 CMC LA Test Provider 14185221365 CMC L Test Provider 14185221368 CMC LA Test Provider 1418522138 Worker Fee For
158. options e Follow the steps outlined below to create a Daily Weekly or Monthly recurring event Daily Recurring Event AuthentiCare defaults to Daily recurrence To schedule an event to occur more than once in the same week use the Daily occurrence option e Select the frequency of the recurring event by entering the number of times the event should occur every 2 days or every 3 days for example or by choosing every weekday February 27 2015 73 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction e Enter the number of occurrences of the event or enter an End by date for the event Scheduled Event Date Start Time End Time Duration event irecu ring Ewent TT Weekly Every day s gt Monthly Every weekday End after occurrences Authorizations Client Provider CMC LA Test Provider y Primary Worker Backup Worker G Service Service Period Address Weekly Recurring Event To schedule an event to occur on the same day or days for multiple weeks select the Weekly occurrence option e Select the frequency of the event by entering the number of times the event should occur every week every 2 weeks for example e Select the day or days of the week the event should occur e Select the number of times the event should occur or enter an End by date for the event February 27 2015 74 AuthentiCare Louisiana DHH HEALTH fag Firs
159. orker Worker Payer Procedure Code Service Period User Option Procedure Code I Include Inactive Claims Go J clear ET EE 2 3 LOGGING OUT OF AUTHENTICARE For security and privacy reasons it is important for users to log off AuthentiCare when leaving the work station After a 15minute period of inactivity AuthentiCare automatically logs the user off Users receive a warning 5 minutes ahead of the automatic logout e Click on Logout from the Main Menu a First Data AuthentiCare beyond the transaction Louisiana DHH Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Mr February 27 2015 23 AuthentiCare Louisiana DHH d i DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction The Welcome page displays and you are logged out of AuthentiCare 2 4 CHANGING PASSWORD There are several reasons why AuthentiCare users would want or need to change their password e Password Expiration The password expires every 30 days and a new one needs to be chosen There is a password rotation of twelve 12 passwords which means that you cannot use any of your previous twelve passwords when creating a new password e Security A user may want to secure their password by creating a new one if they feel this information has been compromised e Account Lockout After five 5 failed attempts to log in in a single session the account is automatically d
160. ou may need to click Refresh This refreshes the page and displays the updated status of the report Report Templates Delete Selected Templates View Reports Refresh Delet Selected Reports Fl Hame Submit Time Status 1 26 2015 GQueved J Authonzstions Report 10 30 PM O Time and Mtendance Report 1 26 2015 Completed Create Reports 9 17 PM a Worker By Provider Report 1 26 2015 Completed GB 13 PM Authorizations 13 2 VIEWING A REPORT Once the Status of the Report has changed to Completed the report may be viewed in the format s selected Report Templates Delete Selected Templates View Reports Refresh Delete Selected Reports O0 Name Submit Time Status C Authonzations Report 1 26 2015 Completed 10 20 PM E Time and Attendance Report 1725 2015 Completed Create Reports r 9 17 PM O Worker By Provider Report 1 26 2015 Completed Authorizations r 9 13 PM 1 Click one of the icons under the report name to generate the report in the desired format These icons do not appear until the status of the report is Completed The icons are p Click this icon to open the report as an Adobe pdf file which requires Adobe Reader to view This format is the most convenient for printing and viewing Click this icon to open the report as an Excel spreadsheet F ok this icon to open the report as a CVS file This format may be useful in importing the information to another spreadsheet or databas
161. outside of the standard cell service zone you will proceed through the same Check In and Check Out steps The data is stored on your phone as the check in and check out is done and a push February 27 2015 101 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction of the data is automatically initiated when the phone detects it is back in a service zone Check In Once you are at the client s location and you are ready to check in tap the Check In icon next to the client s name or you can check in from the detail screen You will be presented with a screen showing the client s name address location description and service to be provided Tap the Submit Check In button The next screen will indicate that the application is unable to determine your location and you have the option to Capture QR Code or ID Not Available Visits 8 Today s Visits 03 01 2015 No data returned or Unable to Determine Current Location Capture QR Code ID Not Available If the client has a QR card you can use your phone s camera to scan the ID Or if there is no ID card available tap the ID Not Available button If the client has a QR card select Capture QR Code If your phone does not have QR code reader scanner installed you will be directed to the Play store for installation During initial use of this functionality the application may prompt the user to install the Barc
162. port TCM PlAlG wicessecuesssanosdacausucsssansncdssansunnssnanedaneuserenmeiaobasancaend 145 13 6 REPORT EXAMPLES usassssccocasiassssescacatatnacsadsqnasundebadsiassnidanaialeniedaisaadetabeGadaddesdconistnadindss 145 13 6 1 Authorizations Report without Claim Detail rrrrnnrrnnnrrnnnnrrnnnrrnnnrrennnrrnnnnrennnnen 145 13 6 2 Authorizations Report with Claim Detail rrrrnnrnnnnrrnnnrrnnnnrrnnnnrrnnnrennnrrnnnrrennnnen 148 13 6 3 Authorizations UUNZAN OM ick sccrelosaepaekaseinnetesatrenntosncontmsaiwneaiatwackssateenternincelasceecers 148 4 BI NO RT ssaa SN 150 13 6 5 Calendar Report rrrranrnnnnnrnrnnrnrnnnrnnnnrnrnnrnnnnnennansnnnnnennansnnnnnennanennnneennasennassennnnen 152 1366 Glam Dala Lising Persen 153 13 6 7 Claim Details Report rrarrrnnnnrnnnnnrnnnnvnnnnnnnnnnennnnsnnnnnrnnnnsnvnnnrnnnnsnvnnsnnnnnennnnsennnnene 154 1936 8 Claim AHiIStory Ropo EE aE aipa nE irr E EE inn SE 156 13 6 9 Eligible Client Data Listing Report rarannnnnnnnnnrnnennnnnnnnrnnnnennnrnnnnrnnnnennnrennennnnennn 158 Toss Exception Repol sessen A EEEa EEE aii 159 13 6 11 Late and Missed Visits Report rrrarrnnanennnnrnnnrnvanennnnrvnnrnvanennnnnnnnrnnnnennnnnnnsennnnennn 161 13 6 12 Overlapped Claim By Client Report rrrnnnnnnnnnnnnennnnrvanrnnnnennnnnnnnrnnnnennnnennennnnennn 162 13 6 13 Overlapped Claim by Worker Report rrrnnnrnnnnnnennnnnnvnnnnnennnnnrennnnnennnnerennnnnrnnnnsn 165 13 6 14 Provider Activity Report
163. pprowed this payment request in accordance with the Program regulations I understand that payment and satisfaction of this claim may be from Federal and State funds and that I may be prosecuted under applicable Federal or State laws for any false claims statements or documents or concealment of a material fact Any misuse of funds may result in being fined or penalized including but not limited to my repayment of claim I understand that by selecting the option Confirm Billing I am agreeing to submit the claim for payment Claims with Critical Exceptions cannot be submitted for payment until the identified problem has been corrected Critical Exceptions are listed in Appendix A 3 Before claims can be confirmed for export providers must attest that services were delivered and received consistent with the Individual Service Plan February 27 2015 118 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Info Exception example Client Provider Worker Payer Assignment Claim ID Consumer Test4 W CMC LA Test Provider g Test Workers Current Payer For Client x Filed On Service Date Time Amount Date Time Printer Friendly LTPCS 3 1 28 2015 Y 02 04 PM 00 36 x 1728 2015 02 40 PM Activity Codes 70 10 ex 3 5 8 Mileage Travel Time Click here 1 more service s Total Lines 1 Total Claims 1 Total Amount 4 04 Total Authorized 4 04
164. r id ZAHIA Provider Hama Test Provider 22204565 ADB Provider Cr ariupc 1 Client id 0006MIODKIITE Ceni Mame Hania Test Gent Cwerlapec 1 Claim Worker ID Worker Name svc Date of terios Checkin Check Gut Chak In Cheek Cut Phone Check in Ph Chek Out Fh Humber Tine Time Phone Omer Oers 522 EE8T1E Richard J Fe OONAS IX252015 EJAM Authorid Authorz sd S126ur ERE EEST1E Fiichard J Fl ADHCT 02752015 2 30 M Autorieed Authorid JO SUK Frowider id ZHN EEA Provider Hama Test Provider 232550166 ADHC Provider Crore Z Client id OVERHODE Client Name Gents Tect Client Owerlape 1 Claim Worker ID Worker Name EWC Date of termios Checkin Check Gut Cheok In Check Gut Phone Cheoi in Phe Thek Out Fh Number Time Time Phones Owner Owner 577 S1S51E Benny Bart COWAR O22705 ELAM IET Authorid 5125UM 810 750734 Claire Aloe ADHET 022772015 1 47PM 2IS3LTSETI Authorized 109 5UF Client bd ODO 0000 00009008 Client Mame Clant Test Gent Overlap 1 Claim Worker ID Worker Name vc Date of Service Checkin Cheek Out CGheok in Check Cut Phone Cheok in Ph Chek Gut Ph Humber Time Time Phone Crerar Cate ETE 137200 Bros Mario COME O22701 10 03 2253 79373 Authorz sd E125UF 611 790734 Claire Aloe ADHET 02272015 1PM IEMA Authorid 1019UP 13 6 13 OVERLAPPED CLAIM BY WORKER REPORT The Overlapped Claim by Worker Report is useful in identifying quality concerns and or overpayments Under usual circumstances workers should complete
165. re Service Authorizations Worker Actnity Report 1726 2015 Completed F F Claim Details E 9 11 PM AuthentiCare Claim Details Cham Histo O Unevthonzed Phone Number Repot 1 26 2015 Completed ed PP 2 09 PM AuthentiCare Claim History endar Unsuthonssd Location Paseo rir completis Calenda Unsuthorized Location Report 1 26 2015 Completed i n L az 2 06 PM Scheduled AuthentiCare Calendar Events Late and Missed Visits O Remittance Dats Listing Report 1 26 2015 Completed Late and Missed Visits for Scheduled AuthentiCare Events i 5 01 PM February 27 2015 141 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction The Calendar Report page for the report displays This page is where you enter the filter and sort criteria for the report Calendar Report Indicates a required field Report Name Cslsndsr Report Description Effective Dates 3 Event Authorization Payer Client a Provider CMC LA Test Provider By Primary Worker p Service p Sort 1 Eal mal l ReportTypelsk ElppF OSa Ocse O xm Save As Template Run Report Cancel 1 Enter a unique Report Name This automatically defaults to the name of the report selected but this name should be changed to something more descriptive 2 Enter a Description This identifies the purpose of the report 3 Choose a date range from the drop down box for the Effective Dates This varies based on the type of repo
166. rence O Edit the series e Click Edit this Occurrence or Edit the Series in the Scheduled Event page Click Delete again If you selected Edit this Occurrence then only the specific event you chose will be deleted If you selected Edit the Series then all of the recurring events will be deleted Successfully deleted the scheduled event 9 6 ACKNOWLEDGING MISSED VISITS When a worker uses the IVR or the GPS mobile device either to check in or check out the information is captured in AuthentiCare immediately You may need to refresh your screen for updates to display depending on what you are doing in the system AuthentiCare links worker check ins and check outs to scheduled events continuously and provides notice of late and missed visits to providers via email so that back up coverage can be initiated In addition to email messages these late and missed visits are posted on the Late and Missing Events page of the system Definition of a Late Visit The worker does not check in within 15 minutes of the event start time The Late Visit is either removed because the worker checks In or it becomes a Missed Visit if the worker does not check in within the next 15 minutes for a total of 30 minutes after the event start time Definition of a Missed Visit The worker does not check in within 30 minutes of the event start time The late and missed visits are recorded in three ways e The Late and Missing Events page lists all scheduled
167. rer Service Time Anrount Date Time Date LTPCS GR 12062014 o4 00PM 01 00 f rs 1 26 2014 05 00 PW Activity Codes 10 11 ex 3 5 B ADHELTPOS G 5 15 PM 00 30 ft 5 45 PM Delete All Activity Codes 12 ex 35 5 Cancel Click here 1 more service s Tete Lines 2 Tote Claims 2 Tete Amount 20 00 Tete Authonzsd 20 20 Delete Add Lines Above Add Lines Below Move Up Mowe Down Client Provider Worker Payer Assignment Consumer Test2 M 2 4 CMC LA Test Provider BY pA Current Payer For Client w Gervice Travel Timer Tete Lines 1 Tete Claims 1 Tete Amount 0 00 Tote Authernced 0 00 Delete Add Lines Above Add Limes Below Move Up Move Down February 27 2015 126 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction Click Add Lines Below A new claim opens below the claim you just finished Enter the information for this additional claim The claim pre populates with the same client provider and worker of the claim above it however this information can be changed if needed All of the claims in the group do not have to be for the same client and worker Grouping claims provides a mechanism to view a number of claims on the same screen 11 Return to Step 10 to proceed with saving all of the claims in the group 12 5 ADDING MULTIPLE CLAIMS EXPRESS ENTRY There are situations where the provider may need to add
168. rket applications Check your phone s documentation for details to change this setting This is typically found in the phone s System or Applications Settings under the Security section with a heading of something similar to Unknown Sources 4 You are ready to use the AuthentiCare Mobile App 11 8 LOGGING IN The GPS must be enabled to perform Log in Tap the AuthentiCare Mobile App icon to begin February 27 2015 92 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction 1 Every time the app is re installed or the data is cleared from the settings the user will be prompted to enter the code to initialize the settings Enter LADHHPRD and tap Go LADHHPRD 2 On the Login screen you will be prompted to enter your Worker ID and Password After entering the required information tap Login Note When entering your password you may want to set your mobile phone s settings to Make Passwords Visible to allow passwords to show momentarily February 27 2015 93 AuthentiCare Louisiana DHH 3 co D s DEPARTMENT OF HEALTH oe First Data AND HOSPITALS b gt yond the transaction as you type This will allow you a second to see which character you are entering before it is replaced with an asterisk ora 598965 Login Forgot Password Contact Your Provider If you forget your Worker ID and or Password you will ne
169. role assigned and that he is enabled 2 2 LOGGING INTO AUTHENTICARE 1 Navigate to the AuthentiCare website at https www AuthentiCare com LADHH The Welcome page displays AuthentiCare Louisiana DHH a First Data beyond the transaction Custom Links Welcome to the AuthentiCare Solution Please enter your AuthentiCare email address and password to access the system Register for Access Email Address Password First Data Privacy Policy February 27 2015 22 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 2 Enter your AuthentiCare Email Address and Password Click Submit The Home page displays and varies in appearance based on the user s role or sub role Your view of the Home page may be different from what is displayed in this User Manual as this is the Provider Administrator s view From the Home page you can access the functionality available in AuthentiCare Entities Claims Add New gt Worker Add New gt Claim Standard Add New gt Claim Express Search gt Claim Search Type Confirm Billing View Services and Authorizations O Confirm Billing Bulk ge 20000 15 gt Claim ID Search Type Sene sm 0 Authorization Service Claim Status h Authorization ID Claim Start Service Type Claim End Authorization Start Service Authorization End Authorization ID Client Client Provider Provider W
170. rt Refer to Section 13 5 4 Enter any other filter criteria This varies based on the type of report Refer to Section 13 5 5 Select Sort criteria as desired 6 Select the Report Type s 7 Click Save as Template February 27 2015 142 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction The Report page displays and the template just created is included in the Report Templates section h ES First Data beyond the transaction Home Create Reports Scheduling Dashboards Visits Admini Report Templates Delete Selected Templates Authorizations Report test Calendar Report fa 13 5 1 RUNNING A REPORT FROM A TEMPLATE 1 Click the Run Report icon adjacent to the name of the template Er First Data beyond the transaction Home Create Reports Scheduling Dashboards Visits Administration My Account Report Templates Delete Selected Templates Calendar Re The system returns to the Report page The report appears in the View Reports section of the page with a submitted time and status of Queued Proceed to section 13 2 for further instructions on viewing the report View Reports Refresh Delete Selected Reports C Name Submit Time Status io 1 2015 Queued P Calendar Report 10 54 PM F Authonzations Report LIB 5015 Completed 10 20 PM February 27 2015 143 AuthentiCare Louisiana DHH Q DEPARTMENT OF HEALTH Lap First Data
171. rtain information on web through the provider page like adding the agency s Email Address A provider may also update holidays and working hours for the agency If entered this will drive some of the pop up messages in the Scheduling system Providers should verify their information in the system on a regular basis to make sure that it is up to date and that no changes are required Follow the Search and View instruction above to access the Provider Entity Settings page February 27 2015 43 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS Provider Entity Settings Trdlicatbes required frk ID 1418522138 PIM First Mame Palle Manne L st Marne E Cem pee Marne OOO LA Test Provider SSH FIO 32213 Gerder Birth Date Email Begin Date Erd Carte L gg State Lothe T Emaii jnna com Email Entry Qusalifier Mileage C MPI Provider Sere Teorey Cide Travel Time Mob Erra 0 Messaging Era bled va First Data b gt yond the transaction Entity Addresses Phones Adress Type Arhiress Descrip Abdress Lire 1 Pabdress Lire 2 E La Piao E babe orner 1J55585 500 AUE DE SANTE LAPLADE LA Zip TIS z Other E Len gt S00 RUE DE SANTE LAPLACE E La Piece 7 LA Zip Tsamma z One PS a 19535695 z S00 AWE DE SANTE E LAPLADE La Pisce LA Zip TO020000 Petre buon b r Othe S85 5
172. ruary 27 2015 159 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type Claim Dates Payer Client Provider All Claims Exported Claims Only Non Exported Claims Only Specific Claim All Active Claims All Inactive Claims H TOYO Select the Claim Dates from Current Day Current Week Current Month Current Quarter Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Claim Dates Payer Chent Provider Worker Fixed Date Range Current Day Current Week Current Month Last Week Last Month Select the Exception from the list of information and critical exceptions or choose All Exceptions Exception All Exceptions P All Critical Exceptions All Informational Exceptions All Incomplete Authorize Calculate Additional filter criteria include Payer Client Provider Worker and Service lf desired you may also select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service This determines the order of the data Sort 1 ReportType s Febr
173. rvice DOS to indicate the claims for that date range are to be confirmed in bulk All claims filed for that date range will be chosen unless you chose a specific Filing Source Web or IVR When the bulk confirmation process runs It will look at the services that are ready for confirmation and confirm those that do not have critical exceptions Claim Search Type Confirm Billing Wiew Confirm Billing Bulk Claim Start Claim End Filing Source is Include Inactive Claims 12 9 UNCONFIRMING CLAIMS FOR FURTHER EDITING Occasionally you will need to edit a claim that has been confirmed but not yet submitted for adjudication In order to edit it you must first unconfirm it 1 Open the individual claim 2 Uncheck the Billing Confirmation box 3 Save the claim The claim can now be edited or even deleted It must be confirmed again before it can be exported for adjudication 12 10 ADDING NOTES IMPORTANT FOR CLAIM EDIT ENTRY DOCUMENTATION Anytime you make an edit to an existing claim such as changing the service worker selected the incorrect service on the IVR or adding a check out time worker forgot to check out you should also enter a note the details the change being made Anytime you add a new claim on the web you may also enter notes to detail the manual entry 1 Open the individual claim February 27 2015 132 AuthentiCare Louisiana DHH February 27 2015 133 2 DEPARTMENT OF HEALTH AND H
174. ry 27 2015 161 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction Late and Missed Visits Report Indicates a required field Report Name late and Missed Visits Description Effective Dates gt Event Status El Authorization Payer p Client p Provider CMC LA Test Provider Primary Worker Sort 1 s l ort 3 pm s l ReportType s Ml eor O Er O cse Cee Cancel Save As Template Run Report lf desired you may also select sort criteria which include Scheduled Start Provider Client Worker Event Authorization and Service Sort 1 4 Scheduled Start Provider Worker Client Id Client Name Event Authorization Service ReportType s An example of the Late and Missed Visits Report fer First Data AuthentiCare Late and Missed Visits beyand the brarsset kon Consumer Tests WITT TT Event Total 1 Provider CMC LA Test Provider 14178522138 Event Status Worker Service Servi Threshokd Schedule Schedule CialmID Claim EmallSent Acknowledged Missed Visit Typa minutes Start End Start By Code 434 Late Test Wake LITPCS2 TimeBased maes 026015 11 26 2015 730483 LTPCST1019UN ODO PM O15 PM DE 17 PM Humber of Events 1 13 6 12 OVERLAPPED CLAIM BY CLIENT REPORT The Overlapping Claim by Client Report is useful in identifying quality concerns and or overpayments Under usual circumstances clients m
175. s found Visits Calendar sa Messages G Today s Visits 03 01 2015 No appointments found You may view detailed visit information by tapping any client in the visits list February 27 2015 96 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction Visits Calenda Me es E Today s Visits 03 01 2015 Brown Joe Home 7 Barnwell Street Shreveport LA 71118 513 290 2010 Google Service ADHC LTPCS Scheduled Check In Scheduled Check Out 7 30 PM 8 00 PM Check in Users can return to the main Visits page by tapping on the AuthentiCare Mobile icon or by pressing the phone s Back button On the detail screen you will see the service to be provided address and phone number of the client as well as the scheduled check in and check out time A map is available to the right of the client s name and information The location provided to Google Maps is based on the coordinates in the clients profile sent from the AuthentiCare application Tapping on the map provides a more detailed location view and the ability to access turn by turn directions from Google to the client s location or you can tap the phone number to dial the client for directions If a client in the AuthentiCare system only has an address and does not have coordinates associated with their address Google Maps will not be able to provide location services Check In Once you are at the client s
176. s needed by the provider to enable the phone for the AuthentiCare Mobile application February 27 2015 113 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b yond the transaction duene EE Forget Password Contact Your Provider February 27 2015 114 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 12 MANAGING CLAIMS A claim contains all of the information required for submission via a HIPAA compliant electronic billing file 837 Every service captured by the IVR mobile device or entered via the web automatically creates a claim Each claim within AuthentiCare is assigned a unique claim number which can be fully tracked in the system Providers must confirm each claim before AuthentiCare can submit it for payment This involves reviewing each claim for accuracy and approving the claim for billing Only confirmed claims are exported to be adjudicated for payment Unconfirmed claims remain in AuthentiCare until they are confirmed or deleted Claims can be confirmed one at a time see Section 12 6 or in bulk see Section 12 7 Bulk confirmation is a function that providers initiate on the website and then AuthentiCare completes the confirmation process after hours AuthentiCare exports claims for adjudication in the early morning hours Monday through Friday of each week Claims confirmed by 11 59 PM the night before will be included
177. se 2 City babe Adress Type Mbiri Desiri Address Lire 1 Address Lire 2 On i LA Zip 7005000 other 1055885 500 AWE DE SAHTE LAPLACE La Place LA Zap 700580000 other 1844120 500 RUE DE SANTE LAPLACE La Place La Zip TOS20000 Otner 1353835 S00 ALE IDE SANTE LAPLACE La Place Phore Type Paheceree Munn br Other 9857 552 7000 Phone Deesperiptdor 1055225 Registered Users User Hame Roke Regetered Om EBrwabled Delete 11 4 WORKER SETUP The AuthentiCare provider administrator can create a worker online and register a phone or register a phone to an existing worker 1 Access the Worker Entity page from the AuthentiCare Web Application 2 At Mobile Enabled field select Yes 3 Add a password that contains at least one digit one lowercase one uppercase one special character and minimum length of eight 8 characters 4 The password will be masked once saved 5 If you check the checkbox for Worker Must Change Password the worker will be forced to change the password when accessing the application 6 Enter the phone number of the mobile device in the Mobile phone number field if applicable 7 Enter the Device ID To obtain the Device ID load the application onto the device select the phone s Menu button while on the application s login page When selected this will display the device id to be entered February 27 2015 89 AuthentiCare Louisiana DHH
178. select sort criteria which include Service Date Check In Time Claim Number Client Worker ID Worker Name and Service This determines the order of the data An example of the Worker Activity Report Page 1 of 1 fe First Data AuthentiCare Worker Activity Report Report Dale January 26 2015 09 11 09 PM Total Recor Resumed amp EEE RE Service Date Range 112015 fo 13142015 i Sort by DateOtService Cons lame Provider ki 1418522138 ii a Case Manager bd Worker ki Service All Cert ID Praia l 1418368 Provided Mame CMC LA Teal Provide Cost Mame Consume Teit Al Claim Werker iD External Wor bast Kamu Diii of Service Aetvity Checkin Check Gul The Abad Hated Worker ID Service Codel l Warhead i UN e os fn fe l fom Li Provider 18 14 18825086 Clea Name Coasum i Test M Claim Worker i External Morus Kama Bala of Humber Merker ID Service 13 6 21 WORKERS BY PROVIDER REPORT The Workers by Provider Report is used for monitoring purposes or can be used by providers to determine workers that are currently employed to provide care Other uses February 27 2015 183 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction of the report include determining worker to client ratios or validating that all workers employed by the provider are registered in the system The Workers by Provider Report as displayed in the screenshot below has filter criteria of Wor
179. sfully sawed Worker Worker Test ID 221484 6 4 SUSPENDING INACTIVATING END DATING A WORKER A worker cannot be deleted once there are any relationships created for the worker In other words if a worker has been scheduled for an event or if a claim has been created for which the worker provided the service then the worker cannot be deleted from AuthentiCare lf the worker no longer works for the provider or simply will not be providing services any longer there are three options for editing the worker file AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ras First Data b gt yond the transaction e Change the worker s status to suspend The worker cannot use the IVR but claims can be entered via the Web All claims pending and new will show a critical exception that the worker is not eligible e Change the worker s status to inactive The worker can still use the IVR and have claims entered via the Web but all claims pending and new will show a critical exception that the worker is not eligible e Populate the End Date field on the worker s screen The worker can still use the IVR and have claims entered via the Web Claims with a Date of Service DOS prior to the end date will be processed normally Claims with a DOS after the end date will generate a critical exception that the worker is not eligible At any time the End Date can be removed or the worker s status and chang
180. sictianneteianteiattncriGiianiiactinaitacteambicaniantahitianip anion taeibinaiaaasanns 126 12 5 ADDING MULTIPLE CLAIMS EXPRESS ENTRY ccccccssssecccecceeeecceeeeeeeeeeceeeseeeeeeeeeeeaas 127 12 6 DELETING A CLAIM rusicncssnecctesscnisntcrardebeabimisecisantetsdbiedsncdsontebsdbiedsxtdonsdabidddaed sutdoundstadanadal 128 12 7 CONFIRMING A SINGLE CLAIM FOR BILLING sitsisicecsscedcestanndsexsnneisestaundianciseideatwend oosmamedieets 129 12 8 CONFIRMING CLAIMS IN BULK cccccceeececeseeeeceeeeesseeeeeseeeeeeseeeeesseueeeseueessaneeessaeeeesaneees 132 12 9 UNCONFIRMING CLAIMS FOR FURTHER EDITING 0eseccceeceeseeeceeeeeeeeeeceeeseaeeeeeeeeeeaes 132 12 10 ADDING NOTES IMPORTANT FOR CLAIM EDIT ENTRY DOCUMENTATION 200eeeeeeeeees 132 CHAPTER 13 REPORTING Le 134 DI FENGER 134 13 2 VIEWING A REPORT rrrreonnnonnnnrrnnnnnnsrnrsnnnnnnnsersrnnnnnnsenssnnnnnnsnnssnnnnnnusnnsnnnnnnssnnsnnnnnenseneee 138 13 3 DELETING A REPORT FROM THE VIEW REPORTS SECTION ssccccceeseceeeeeeceeseeeeeeessaeees 140 13 4 USING REPORT TEMPLATES mmnnnnnnnnnnnnnnnrnnnnnnnnnnrnnnnnnnnnnrnnnnrnnnnsennnnrnnnnsennnnrnnnnrennnnrnnnssennn 141 13 5 CREATING REPORT TEMPLATE cccssssssesesesscossseesectsosssassecssonsserseesseagseessenseagseeenensees 141 13 5 1 Running a Report from a Template ssrin 143 13 5 2 Editing a Report Template rrrnrnnnrnnnrnnnnnnnnnrnnnnnnnnnnrrnnnnnnennnnnnnennnnnnnennnnnnnennennnen 144 13 5 3 Deleting A Re
181. sit is considered missed when the service is not provided within 30 minutes of the scheduled end time To view this scheduled event in more detail login to the AuthentiCare website at httos www authenticare com LADHH Event aspx eid Please do not reply to this email as it is intended for notification purposes only To view the list of late and missed visits place your cursor on Late and Missed Visits in the toolbar of the Main Menu and when Late and Missed Visits displays below click on it Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Late And Missed Visits Entities I Claims You will see a selection criteria screen that allows you to choose the visits you want to work If you do not choose all visits will be displayed Start Date v End Date Client gt Provider gt Worker Service pe The Late and Missing Events page displays if there are scheduled events for this provider which have been identified as late or missed February 27 2015 80 AuthentiCare Louisiana DHH HEALTH Ie First Data AND HOSPITALS b gt yond the transaction Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Late And Missed Visits e Select the appropriate missed visit code from the missed visit code dropdown list for each of the missed visits listed on the Late and Missing Events page Do not choose missed
182. so this There is no authorization in AuthentiCare for the service date client and or provider update will be reflected in AuthentiCare once approved AuthentiCare will automatically recalculate once the new authorization information is entered I2 Ineligible The worker is not eligible to If you verify that this Worker deliver services based on information is correct the his her start and end dates claim cannot be submitted If or active inactive suspend the information is incorrect status and the provider corrects It AuthentiCare will automatically recalculate if the worker s eligibility status changes February 27 2015 190 AuthentiCare Louisiana DHH X DEPARTMENT OF HEALTH AND HOSPITALS Exception Billing Confirmation Duplicate Claim Overlapped Worker Overlapped Client February 27 2015 Definition The claim has not been confirmed for billing The claim data already exists in the AuthentiCare system Worker is identified as providing more than one service at the same time The recipient is receiving the services from multiple direct service workers at the same time 191 ras First Data b gt yond the transaction What do I need to do Complete billing confirmation See Section 12 6 and 12 7 for instructions As a duplicate it cannot be submitted for payment Refer to Section 12 2 claims corrections for the steps needed to have this claim deleted
183. started You must include AM or PM in the time entry or use military time If it is on the hour it is not necessary to include 00 7 Enter the Date and Time the delivery of the service ended February 27 2015 123 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Client Provider Worker Consumer Test M CMEC LA Test Provider g Test Worker3 Service Payer Assignment Current Payer For Client Date Time Aunmvourt Date Time PAS PM Gl 1282015 5 00 PM 00 15 48 1 262015 5 15 PM Suctiwirby Codes 10 16 f x 3 55 Mileage Oik bere 1 more s rvice Travel Time Tete Lines 1 Tete Claims 1 Totsl Amount 0 00 Totsl Authorized 20 00 Delet Add Lines Above Add Lines Below Mowe Up Move Down Mote Client s phone was disconnected for non payment of bill Note Data 8 Enter the Amount This is the number of units delivered For time based services the amount is computed by the system based on the start date and time and the end date and time This step is not required 9 Click Save if you have completed the claim and do not need to group this claim with any other claims If you are grouping claims then proceed to Step 12 Client Provider Worker Consumer Test2 M f CMC LA Test Provider Test Worker3 Service Payer Assignment Current Payer For Client Show All Claims Total Claime 1 Time
184. t En Claim Type Claim Dates _ f l Payer pe Client p Provider CMC L Test Provider By Worker All Services Sort 1 s l Sort 2 Im Sorter ReportType s Elpo Oba O csv Oem Save As Template Run Report Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type v Claim Dates J Claims Exported Claims Only Non Exported Claims Only ae Specific Claim Client all Active Claims Provider Inacive Clams Payer Worker February 27 2015 179 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Select the Claim Dates from Current Day Current Week Current Month Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Claim Type v Claim Dates Payer Fixed Date Range Current Day Client Current Week Current Month Provider 3st Week Last Month Worker select Unauthorized Calls Only for Exception If you select All Claims all claims with exceptions will be returned not just the ones with unauthorized phone number exceptions Unauthorized Calls Only Exception Addition
185. t and you have forgotten to select whether you are editing the single event or the whole series a message displays a Click Edit this Occurrence or Edit the Series in the Scheduled Event page b Click Save again Must select whether you are editing the single occurrence or the series Scheduled Event This is a recurring event Do you want to edit only this occurrence or the series p O Edit this occurrence O Edit the series e f AuthentiCare discovers scheduling conflicts or issues a message displays at the top of the page indicating the conflict the system has found Refer to Section 9 3 1 for further instructions Along with the message are three options from which to choose for how the system should proceed Select one of the following three options o Click Change to return to the event and change the information OR o Click Accept to accept the event with the conflict OR February 27 2015 77 AuthentiCare Louisiana DHH DEPARTMENT OF HEALTH AND HOSPITALS X ry First Data b gt yond the transaction o Click Discard to discard the event and return to the Scheduled Event page If no scheduling conflicts or issues arise a message displays at the top of the page indicating the event was scheduled successfully Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successhulhy scheduled event 9 5 CANCELLING AN EVENT DELETING If you need t
186. t Data AND HOSPITALS b gt yond the transaction Scheduled Event Date Start Time End Time Duration Event Recurring Event Recur eweny week s on CiSunday O Monday LI Tuesday O Wednesday Thursday Friday Saturday End after occurrences Authorizations Client Provider CMC LA Test Provider By Primary Worker gt Backup Worker a Service Service Period Address Save cancer Monthly Recurring Event To schedule an event to occur on a monthly bi monthly or quarterly basis select the Monthly occurrence option e Select the frequency of the event by entering the calendar day of the month the 15th day of every month or the 1st day of every 2nd month for example or by entering the weekday of the month the 1st Monday of every month or the last Friday of every 3rd month for example e Select the number of times the event should occur or enter an End by date for the event Scheduled Event Date Start Time End Time Duration Event Recurring Ewent Daily D Weekly os w Day s of every month s The First E Monday Fl of every month s onthl End after occurences i End by Authorizations Client pe Provider CMC LA Test Provider Primary Worker gt Backup Worker e Service Service Period Address l Cancel e Proceed with Step 4 in Section 9 3 1or in Section 9 3 2 February 27 2015 75 AuthentiCare Louisiana DHH HEA
187. t he she can expect to hear when calling AuthentiCare If the phone number the worker is calling from matches the number for the client as recorded in AuthentiCare then the client s name will be read by the IVR If the system does not recognize the number then the worker will be asked to enter the number of the client Id IVR VOICE BIOMETRICS Voice Biometrics is configured to create a voice print during a worker s first IVR check in by entering information three different times A worker will then will be asked to enter his her voice print at each check in and check out The IVR then reads the list of services that the worker could potentially be providing for this client The order of the services played back to the worker is the list of authorized services for the client first then followed by the services the provider is eligible to provide A worker can use the IVR even if there is no authorization yet for the client However the client must exist in AuthentiCare in order for the call to be completed The IVR then reads back all of the information in order for the worker to verify its accuracy If there are any errors the worker has the option to start over and correct the errors If the information is correct then the call is completed and the worker is checked in or out depending on the option chosen at the beginning of the call Each time the worker returns to the main menu on either a check in or check out call the begi
188. te Updated By Service Service Type Claim Start Claim End Actual Unite AuthUnits Actual Amt Auth Ami Exceptions Payer 1262015 an festyprovider LTPOS 2 TimeBased 01072015 01072015 BE a 1645 18 43 C1ENLIE Fee For 24605 Piel com LTRCST DE 00 PM 27 00 PH Senice 10154N Claim 683 Client Consumer Test3 Ww Provider CMC LA Test Provider Worker Test Workers 730483 TTTTTTTTTTT TT 14185221380 z Laat Update Updated By Service Service Type ClaimStat Claim End Actual nite AuthUnite Actual Ami Auth Ami Exceptions Payer T268015 ac festfyprovider LIPCS 2 TimeBased D1T92015 01092015 E a 16 43 DOO 43 61 E1 12 Fee For 46005 PM comi IE PM 07 06 PM Tenke ataun January 25 2015 08 17 05 PM Page 1 of 2 13 6 9 ELIGIBLE CLIENT DATA LISTING REPORT This report shows any clients that the provider has authorization to provide services for or has claims The report provides most of the data elements shown in the client record Eligible Client Data Listing Report Indicates a required field Report Name Eligible Client Dats Listing Report Description Eligibility Dates Payer Client Provider CMC LA Test Provider Worker Service Gort 1 Cliert Last Hame Eal Sort 2 Client First Name mg Sort 3 Medicsia ID mel ReportType s lec Opor Ocse Oyo Run Report February 27 2015 158 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS An example of an Eligible Client Data Listing Report ry First
189. te that a check in is in progress and you will be taken to the Check In Confirmation screen for notification that the check in was successful Visits Today s Visits 03 01 2015 Brown Joe Home 7 Barnwell Street Shreveport LA 71118 513 290 2010 Service ADHC LTPCS Actual Check In Scheduled Check Out 8 38 PM 9 08 PM Check Out The screen will immediately be available to perform a check out or you may return to the main Visits screen by tapping the AuthentiCare Mobile icon located in the upper left of the screen Here you will notice that the Status for this visit has now changed to Pending Check Out February 27 2015 99 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ras First Data b gt yond the transaction Visits aia Today s Visits 03 01 2015 Brown Joe Home 7 38 PM to 8 08 PM Pending Check Out Check Out Brown Linda Home 8 30 PM to 9 30 PM Manual Check in Check Out Once you are ready to check out tap the Check Out icon next to the client s name or check out from the Check In Confirmation screen You will be presented with the Check Out screen Note Currently the AuthentiCare application does not allow scheduling an appointment for different locations The mobile application will assume the user is checking out for the same location for which they checked in C Check In Visits aia Today s Visits 03 01 2015 Brown
190. tion was saved successfully Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successtuly saved Provider CMC LA Test Provider ID 141852213B February 27 2015 46 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 6 MANAGING WORKER INFORMATION A worker is the provider s staff member who will be providing services for a client This does not include office staff employed only to work in AuthentiCare through the Web Prior to implementation worker information for each provider is pre populated in AuthentiCare Prior to implementation providers must verify that the worker information is correct Workers hired by the provider after the files were sent to First Data for pre populating must be added via the Web by the provider Worker information requires regular maintenance to add new workers update current worker information and inactivate workers who no longer work for a provider agency The following sections describe how these maintenance activities are accomplished 6 1 ADDING A WORKER Workers are vital to the AuthentiCare process In order for the IVR system to document services provided by a worker the worker must be in the system and have a system generated ID number This will enable accurate scheduling use of the IVR Mobile and billing for services provided Prior to adding a new worker it is recommended that a
191. tions LA Payroll Billing Activities associated with billing and using AuthentiCare information for employee payroll Includes adding editing deleting claims as well as confirm billing This role has primary responsibility for resolving claims with critical exceptions Can view the Provider and Worker Dashboards LA HumanResources Activities associated with managing workers adding editing and deleting workers and the Worker by Provider Report LA Payroll Billing Combination of Payroll Billing and Human Resources HumanResources roles which may be more appropriate for smaller providers LA Scheduler Coordinator Activities necessary to schedule visits for clients Includes view and search of clients workers authorizations and services as these are needed to accomplish the tasks This role will acknowledge missed visits and run Late and Missed Visit and Provider Activity Reports This role can also view the Worker Dashboard LA ClaimsMgt 1 Can add edit and delete claims LA ClaimsMgt 2 Can add edit delete and confirm claims for submission for payment LA_IntakeReferral Ability to edit client information February 27 2015 196 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction APPENDIX A 5 SERVICE PLAY BACK ORDER ON THE IVR APPENDIX A 5 1 OAAS SERVICES AGENCY DIRECTED SERVICES The IVR first plays the list of services authorized for the client followed by the list of prov
192. to report on a specific claim Payer Client Provider Worker and Service If desired you may also select sort criteria which include Start Date Provider Client Worker and Service Sort 1 hi Start Date Provider Worker Client Id Service ReportType s YIPDF Excel csv XML February 27 2015 157 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS ry First Data b gt yond the transaction An example of the Claim History report AuthentiCare Claim History E gt First Data Bencina the Brans ser bon Claim 680 Client Consumer Test3 VW Provider CMC LA Test Provider Worker Test Workers 730483 74178522138 Laat Update Updated By Service Service Type ClaimStat Claim End Actual Unite AuthUnite Actual Ami Auth Ami Exceptions Payer 62015 20 fest provider jade TimeBassd 0101 2015 01012018 1643 18 43 1 E1 12 Fee For 4604 Pl comi DE 27 00 PM eve aT SUN Claim 662 Client Consumer Tests Wi Prowider CMC LA Test Provider Worker Test Workers 730483 rrr rr grrr 1418227138 z Laat Update Updated By Service Service Type Claim Start Gaim End Actual units Auth Unts Achia Ami Auh Ami Exceptions 1262015 aar O LTPES 2 TrmeBassd 01082015 01052018 2 1643 4 62 A2 C1 E12 Fee For T4505 Phi LTRCST DE 00 PM 27 00 Pi Tenke 101M Claim 681 Client Consumer Test3 W Provider CMC LA Test Provider Worker Test Workers 730483 rrr rr grrr 1478522138 Laat Lipda
193. transaction The Authorizations Utilization Report as displayed in the screenshot below only requires filter criteria for Effective Dates Effective Dates of the authorization The options include Current Day Current Week Current Month Last Week Last Month and Fixed Date If Fixed Date is chosen then you must enter the from and to dates mm dd yyyy Additional filter criteria include Payer Client Provider Worker Case Manager and Service Authorizations Utilization Report Indicates a required field Report Name Authorizations Utilization Report Description _ Include Claim Details Effective Dates Payer Chent p Provider Worker J Case Manager Service Sort 1 l ReportType s V ppF I excel csv XML Save As Template Run Report The Authorizations Utilization Report requested in pdf looks like this February 27 2015 149 AuthentiCare Louisiana DHH 2 DEPARTMENT OF ry First Data AND HOSPITALS b yond the transaction I FirstData i izati i ilizati ad AuthentiCare Authorizations amp Claims Utilization Report beyond the transaction AuthorizationXRef 77777777701 Client Provider Start End Service Total Units GrandTotal Units Consumer Test3 W CMC LA Test Provider 01 01 2015 06 30 2015 LTPCS 2 10 280 7777777777777 141852213B LTPCST1019UN Week Of Service Period Total Claims Units Used 01 11 2015 01 17 2015 1 10 Claim Claim Start Claim End Auth Units
194. ts in Central Time The more search criteria you enter the more narrow the search results Be aware there is the potential no results will display because some of the criteria may conflict 9 3 SCHEDULING AN EVENT Events are the visits the worker makes to the client to deliver an authorized service Events can be of varying durations at any time of the day and on any day of the week An event may be a one time service non recurring or a service that is provided on an ongoing regularly scheduled basis recurring 9 3 1 SCHEDULING AN EVENT USING THE AUTHORIZATION An authorization has been entered in the system and now you are ready to schedule the visit for this client Follow the instructions below to add the event These instructions assume you are viewing the Authorizations page Refer to Chapter 8 Managing Authorizations if you need further instructions about authorizations e Click the Schedule Event icon El for the appropriate authorization on the Authorizations page February 27 2015 69 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Authorizations Erent EE ee i a et Service i Aches IDG Service ID Client Provider Worker Payer Period Effective Debes p Tonsum r Testi CMC LA Test Fes For 2 LTPCS a DL 012015 ap BE6B666662701 H Provider Senco Week ae Links ooo LTPTCST1D01SU rer z 17 31 2015 Remaining 2 E G6GGG6GGGGEE 1415527173
195. ts of service authorized during the service period weekly Sunday Saturday e Grand Total Units Number of units for the entire authorization span e SRI Blocked Units Number of units sent by SRI to block the authorized units from being sent to Molina by AuthentiCare e Submitted Units Number of units for submitted claims Click Cancel to return to the Authorization Search Page or click Authorizations found directly under the toolbar Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Lnks Logout utenat February 27 2015 62 AuthentiCare Louisiana DHH DEPARTMENT OF F Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 9 SCHEDULING Providers with AuthentiCare Louisiana DHH are mandated to use the scheduling function for clients categorized as High Need A scheduled visit is called an event Each event must be linked to an authorization Events may only be scheduled for authorized client service provider combinations AuthentiCare tracks the number of units available for scheduling in each authorization and notifies the scheduler if an event exceeds the number of units available for scheduling AuthentiCare also allows providers to schedule back up workers for events AuthentiCare compares the scheduled events to the actual check in and check out times of the worker and alerts the provider via email if a worker is late or if an event is
196. tus of the provider is inactive or the event date is outside the effective date range This event falls on the backup worker s day off The status of the backup worker is inactive or the event date is outside the effective date range February 27 2015 72 AuthentiCare Louisiana DHH HEALTH Ie First Data AND HOSPITALS b gt yond the transaction lf no scheduling conflicts or issues arise the Authorizations page displays a note at the top of the page indicating the event was scheduled successfully Home Creste Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Successtully scheduled event 9 3 2 SCHEDULING A RECURRING EVENT When a worker visits a client on a regular basis at the same time of the day the provider can establish an event that occurs repeatedly This is considered a recurring event This is an efficient way to schedule as you only have to enter the basic information one time but can use it to populate multiple days A recurring event can be created for as long as necessary within the limits set by the authorization e Complete Steps 1 3 from Section 9 3 1 or Section 9 3 2 e Click the Recurring Event check box Scheduled Event Date Start Time End Time Duration Time Zone Recurring Event Daily Weekly C Monthly Every day s _ Every weekday End after occurrences End by The page expands to display scheduling
197. uary 27 2015 IM Worker ID Service Date Check In Time Claim Number Client Id Client Name Worker Name Service 160 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction An example of an Exception Report fa AuthentiCare Exception Report Provider Name CMC LA Test Provider 1418522135 Humber Of Claime With Exceptions 5 Humber of Exceptlone 15 Exception Claim Clent ID Cilent Name CaseManager WorkerID WorkerName Checkin Checkin Check Out Check Out Actual Date Actual Auth Service Payer Name Humber Hane Time Humber Time Humber Of Service Unit Unit ci 680 TITTET Consume Test3 730462 Test Womed 500PM TJODPM MONTE 8 a md Fee For Service I Ei 550 TITTTTTTTETTT Consumer Test3 720863 Test Workers 5 00PM TPM marai 48 5 pa Fee For Service Iz 550 TITTET Consumer Test3 720863 Test Workers 5 00PM TPM marai 4 5 rm Fee For Service 1 d AZ 682 TITTET Consumer Testa THE Test Workers 5 00PM TPM Dias g 2 a Fee For Service Ci 682 Tit iti Consumer Tests 730263 Test Workers 5 00PM TJODPM HOAs 2 paca Fee For Service E1 682 TITTTTTTTETTT Consume Tests 730462 Test Workers 5 00PM TIPMI miai 8 2 de Fee For Service Iz Baz TITTET Consume Testi 720863 Test Workers 5 00PM TPM mast 3 2 ont Fee For Service I Ci i TT Consumer Test3 THE Test Workers 5 00PM TIPMI mara 4 5 ere Fee For Service Ei 681 Tit iti Consumer Tests 73026
198. ude Claim Details At least one of the date ranges must be selected 4 Effective Dates Last Update Dates Payer Client Provider p Worker p Service Sort 1 h ReportType s PDF Excel csv XML Save As Template Run Report 3 Enter a Report Name This automatically defaults to the name of the report selected but this name should be changed to something more descriptive For example if the report is for a single client the report name can be changed to include the client s name and the date range 4 Enter a Description if desired This is most helpful in creating templates which are addressed in more detail in Section 13 4 5 Choose a date range from the drop down box for the Dates field This field appears on this page for all of the reports though it may appear as Claim Dates or Effective Dates depending on the report selected Effective Dates Last Update Dates fed Date Range Current Day Payer Current Week ren Month rene Last Month Worker Service February 27 2015 136 AuthentiCare Louisiana DHH DEPARTMENT OF HEALTH Ta First Data AND HOSPITALS b gt yond the transaction 6 Enter any other filter criteria desired such as Payer Client Worker Service or Provider These criteria are similar for all reports Entering one of these ora combination of these creates a unique report If no information is added the report includes all information for the peri
199. ular client worker or service and within date ranges chosen by the user The information may be sorted to display in an order that is most convenient for the user The sort and filter options for each report are discussed more fully later in this chapter As discussed in earlier chapters provider agency staff can only create reports with information related to their specific agency State Administrators can create reports on information related to all clients 13 1 CREATING A REPORT 1 Click Reports on the Main Menu Home Create Reports Scheduling Dashboards Visits Administration My Account Custom Links Logout Entities Claims The Report page displays There are three sections of the Report Page o Report Templates Users can create templates for reports that are created on a regular basis For example there is a need for a report on Late and Missed Visits at the end of each month for all clients a template can be created with the desired settings Templates are addressed in more detail in Section 13 4 o Create Reports Fifteen types of reports are available for creation and each can be filtered and sorted to create a unique report to fit the user s needs Each report name is a hyperlink that allows you to enter your filter and sort criteria and run the report Proceed to Step 2 for further instructions o View Reports Once a report is generated it appears in the View Reports section of the page Reports can be sav
200. ur cursor on Dashboards in the Main Menu and click on Exceptions Dashboard i First Data AuthentiCare f beyond the transaction Louisiana DHH Provider Dash board Worker Dashboard Exceptions Dashboard Claims Entities The Exceptions Dashboard displays with real time information about the scheduled events for the current day TMC LA Test Provider January 27 2015 Provider Mo 1418522126 12 29 PP Claim Datess Current Month O Mo Authorization o O Authorized For Different Service D Outside Of Authorized Period o CC Authorized Units Exhausted On o O Authorized Units Exhausted Before o O Incomplete Claims Outside Check Dut Window oo Co Incomplete Claims Within Check Out Window o O Eligibility Exceptions o O Duplicate Exceptions o O Unenrolled Provider Service Exception o Co Other o February 27 2015 36 AuthentiCare Louisiana DHH Di DEPARTMENT oF F Fyrst Data AND HOSPITALS b gt yond the transaction CHAPTER 4 SEARCH AND VIEWING PEOPLE AND OR AGENCIES The extent to which a user is able to view people and or agencies depends on his her role in the system e State Administrator users can view all data in AuthentiCare related to their clients who receive in home services e Provider agency users can view the information in AuthentiCare about their specific agency as well as information about all clients served by that agency and all workers who work for that agency 4 1 SEARCHING FOR PEOPLE AND OR A
201. ust receive only one service ata time Monitoring the Overlapped Claim by Client Report enables the user to identify 162 February 27 2015 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction clients whose care may be compromised as well as workers that may have forgotten to check out from one service before beginning to provide another service to the same client The Overlapped Claim by Client Report as displayed in the screenshot below has several filter criteria Claim Type and Claim Dates are required when running the report Overlapped Claim By Client Report Indicates a required field Report Name Ovenrlapped Claim By Client Report Description Claim Type Claim Dates m Payer P Client Provider CMC L Test Provider Worker Dverlap Service Sort 1 l s l l ReportType s lpor OS Ocse Cem Seve As Templste a Cent Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type Claim Dates l Claims Exported Claims Only Non Exported Claims Only Payer Specific Claim All Active Claims All Inactive Claims _ Chent Provider Worker February 27 2015 163 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS
202. very guidelines and to Section12 2 for claims correction guidelines A 3 2 INFORMATIONAL NON CRITICAL EXCEPTIONS Informational Exceptions or non Critical exceptions do not prevent a claim from being processed but serves as a notice of some problem associated with the claim creation which may warrant further investigation Code Exception Definition What do I need to do February 27 2015 192 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH ry First Data AND HOSPITALS b yond the transaction Code Exception Definition What do I need to do E1 Event The does not match an event No action required You Matching scheduled in the system cannot enter an event for a date in the past G1 Unauthorized The claim was filed by No action required You phone checking in from a phone may want to check with number No number that does not match the worker to understand Match the phone number on record why the client s phone Check in for the client was not used Double check the client s phone number to make sure It Is correct G2 Unauthorized The claim was filed by No action required You phone checking out from a phone may want to check with number No number that does not match the worker to understand match the phone number on record why the client s phone Check Out for the client was not used Double check the client s phone number to make sure it is correct G3 Unauthorized The cla
203. visit codes for events that have a status of Late There is a note section for each missed visit for additional documentation if needed Late and Missing Events Start End 5 imary gt Save 7 ovider ag Date Time Date Time ering Client Pr Worker Worker Missed Visit Code den A 01 27 2015 01 27 2015 Consumer Test PAS Missed 67 00am 08 15am Y Test2M t worker2 PM x Provider CMC LA f 01 27 2015 01 27 2015 Consumer Test Missed 95 00PM 06 15PM Yes Tesa an Worker Jr vi Missed Visit Descriptions are listed in the following table Missed Visit Description contacted designee contacted designee NOT contacted February 27 2015 81 AuthentiCare Louisiana DHH 2 DEPARTMENT OF HEALTH AND HOSPITALS oe First Data b gt yond the transaction e Click the Save Missed Visit Code link column heading This saves the missed visit codes which can be viewed on the Late and Missed Visits Report refer to Section 13 5 6 for further information A missed visit will remain on the list until it is acknowledged by the provider Late and Missing Events Status Start End 2 s Primary Backup s Date Time Date Time Recurring Client Provider Service Save Worker Worker Missed Visit Code Notas CMC LA Client will reschedule 5 01 27 2015 01 27 2015 Consumer Test PAS gr a P M l 1 Missed 07 00 AM 08 15 AM Yes Test2 M Test Worker2 PM articipant sidu Medical Appointment 1 Provider CMC LA 0
204. were delivered and received consistent with the Individual Service Plan and I have provided and or approvec this payment request in accordance with the Program regulations I understand that payment and satisfaction of this claim may be from Federal and State funds and that I may be prosecuted under applicable Federal or State laws for any false claims statements or documents or concealment of a material fact Any misuse of funds may result in being fined or penalized including but not limited to my repayment of claim I understand that by selecting the option Confirm Billing I am agreeing to submit the claim for payment Confirm Billing 23 Click Confirm Billing to confirm all selected claims Contirm Billing AuthentiCare Louisiana DHH 130 February 27 2015 HEALTH fag First Data AND HOSPITALS b gt yond the transaction The Home page displays with a successfully confirmed billing message Home Create Reports Sc A claim cannot be edited after it has been submitted Option 2 search for the Claim you wish to view according to the instructions in Section 12 1 The Claim page displays ok Click the Billing Confirm check box and click Save Client Provider Worker Payer Assignment Consumer Tests W 4 CMC LA Test Provider gy Test Worker2 Current Payer For Client Service Time Amount Date Time Date LTPCS 2 Bl 128 2015 o1 00PM 01 00 1 28 2015 02 00 PN Activity 11 10 e
205. worker is ina Limited Service Zone Force Check Out when there is a forgotten Check In View Messages sent by the provider Use Calendar to view current and future appointments Call Office Change Password 10 Account Lockout 11 11 10 View Device ID EXPLANATIONS Check in or Check out for a scheduled appointment while the worker is within a cell phone service area After a successful login the first screen displayed is the Visits or Home screen E Today s Visits 03 01 2015 Visits Action Status Brown Joe Home 7 30 PM to 8 00 PM Check In Brown Linda Home Check In 8 30 PM to 9 30 PM Manual Check in February 27 2015 95 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction The current date will appear at the top All scheduled appointments for the day will be listed along with available actions and the current status for each visit The AuthentiCare application has the ability to store multiple addresses for a client and the location description of the appointment which is also shown on this screen The scheduled appointments are downloaded to your mobile phone upon the initial login to the session On the first log in your schedule is pulled from the server and stored locally It is not dynamically updated during the day If no visits are scheduled for this day the text on the screen will read No appointment
206. x 3 5 8 Mileage Click here 1 more service s Travel Time Total Lines 1 Tote Clsim s 1 Totsl Amount 9 24 Total duthornzead 9 24 Delete Add Lines Above Add Lines Below Move Up Move Down A Delete All Cancel The Claim Acknowledgement page displays with a note that your confirmation saved successfully Successfully saved ClaimID s ID 707 Print a First Data AuthentiCare beyond the transaction Louisiana DHH Claim Acknowledgement January 28 2015 Client Provider Worker Consumer Test3 W 7777777777777 CMC LA Test Provider 1418522138 Test Worker2 485736 Payer Assignment Fee For Service Claim ID Service Authorization Start End Rates Units Amount Jan 28 2015 Jan 28 2015 01 00 00 PM 02 00 00 PM ActualNormal 4 ActualNormal 9 24 707 LTPCS 2 LTPCST1019UN 77777777701 AuthorizedNormal 4 AuthorizedNormal 9 24 Normal 2 3100 Exceptions Informational This claim does not have a matching event Total Claims 1 Total Actual Amount 9 24 Total Authorized Amount 9 24 February 27 2015 131 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction 2 Click Done and the Home page displays 12 8 CONFIRMING CLAIMS IN BULK Providers have the option to choose a group of claims to be automatically confirmed by the system after hours but prior to the next submission of claims Put in a start and end date for the Date of Se
207. x A 4 for a description of the sub roles The second level of security is referred to as data scoping Data scoping restricts what information the user has access to within the role assigned A Provider user has the access only to information associated with the agency A provider is not able to view the data of other providers for confidentiality reasons The Case Manager has access to information specific to the clients in his her case load Information provided to AuthentiCare by daily file transfer from the Medicaid Data Contractor SRI establishes the linkage between the case manager and the client assuring that the case manager can view information on his her assigned clients The State Administrative user can view all data in the AuthentiCare Louisiana DHH system February 27 2015 11 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction 1 6 USING THIS WEB APPLICATION The AuthentiCare Web component is accessible from any computer that has a connection to the Internet Examples of unique functions Hyperlinks a hyperlink or link is a connection from your current location in the application to another page in the application or another website or Web application When the mouse is placed on a hyperlink the text may change and the cursor changes from an arrow to a hand Hyperlinks only require a single click Below is an example of a text hyperlink in AuthentiCare
208. y 27 2015 154 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction Claim Details Report Indicates a required field Report Name Claim Details Report Description Claim Type h Claim Dates Payer Chient Provider Worker og og Mol og Service Group By Sort 1 Summary Only ReportType s PDF Excel csv XML Save As Template Run Report Select the Claim Type from All Claims Exported Claims Only Non Exported Claims Only or Specific Claim If Specific Claim is chosen you must supply a Claim number for the claim on which you wish to report Claim Type All Claims E NE Claim Dates All Claims Exported Claims Only Non Exported Claims Only Specific Claim Chent Provider Select the Claim Dates from Current Day Current Week Current Month Current Quarter Current Year Last Week Last Month or Fixed Date Range If you select Fixed Date Range you must specify a from and to date mm dd yyyy Claim Dates v Payer Fixed Date Range Current Day Current Week 4 Current Month Provider ast Week Last Month Chent Worker February 27 2015 155 AuthentiCare Louisiana DHH DEPARTMENT OF gt Fyrst Data AND HOSPITALS b gt yond the transaction Select Group By so the claims listed are grouped according to your selection The options include Client Provider Exception Client
209. y so Entity cannot be deleted 6 3 EDITING WORKERS e Search for the worker you wish to edit according to the instructions in Section 4 4 February 27 2015 54 AuthentiCare Louisiana DHH February 27 2015 55 HEALTH AND HOSPITALS X DEPARTMENT OF pg First Data b gt yond the transaction The Worker Entities Settings page displays Worker Entity Settings Entity Addresses Phones Tridkartbes required frk DD 221254 POM First Mame Worker Miidadlke Manne Last Mame Test Cam peony Mame Ard Pee Holidays Days Off SSM 100010001 FID Gerner pm aie s l Birth Date 17251957 ar Enna Address manae OOOO 7 ro pets Language m Fer Stabs Arti l Work Hours Erbera Verker DD Start Time End Time Geom Cust Miike Eres ves pga Mobile Locked ver E pa P seinsrtdardli Whores Must Chai P sensrdrmdii Miike phere rearme Device ID eoe Petrie ad Provider CMC LA Test Provider g e Verify and if needed update the appropriate fields such as First Name Last Name to save the worker and return Gender Birth Date and scheduling information Click Save at the bottom of the page to save the worker and return to the Home page e A successful save message displays at the top of the page indicating the worker was saved successfully Home Create Reports Scheduling Dashboards Vistts Administration My Account Custom Links Logout Succes
210. your visit go ahead and do acheck in Then let your supervisor know the check in was phoned in late and what time you started providing care If you don t remember until the end of your visit go ahead and check out when you leave Let your supervisor know you forgot to check in and what time you arrived at the client s home I forget to check in and Call your supervisor and explain what happened check out am in the process of AuthentiCare will let you change the information before checking in and realize have you complete the check in You can go back by made a mistake pressing 2 at the confirmation heard during Step 6 of the Check in process or Step 6 of the Check out process Re enter the correct information when prompted I have already checked in Go ahead and check out but call your supervisor and and realize made a mistake explain what happened I have checked in and Call your supervisor and explain what happened February 27 2015 AuthentiCare Louisiana DHH DEPARTMENT OF P Fyrst Data AND HOSPITALS b gt yond the transaction What do I do if checked out and realize have made a mistake the client does not havea Call your supervisor and explain what happened touch tone phone refuses to let me use the phone or the phone is out of order February 27 2015 86 AuthentiCare Louisiana DHH HEALTH fag First Data AND HOSPITALS b gt yond the transaction CHAPT

AuthentiCare Louisiana

Contents

Download Pdf Manuals

Related Search

Related Contents