Where do I find completed case documents, parent/guardian information, prior evaluations, IFSPs, and authorization information?
Navigate to the left hand side of the screen within the child’s profile, and click on “Info” and “Case Documents”.
What are the rules around processing a cancel note vs. a make up note?
To process a session as a make-up note, you must have missed a session from a prior week and documented it as a cancel note. Simply rearranging your weekly schedule to deliver services on a non-regular day does not qualify as a make-up — in that case, you would edit the session’s day and time to reflect the change instead.
A make-up note must always be written as the final note of the week, regardless of the actual schedule. For example, if a child has a mandate of 2x30 and you plan to provide a make-up session, the first two notes of that week must be written as regular session notes, with the make-up note written last. It does not matter which session was the “extra” one — the regular mandate must always be billed before the make-up.
Why isn’t a make up tile showing up?
There are a few reasons why a make-up session tile may not appear under “Make Ups.” First, each IFSP authorization period allows only a limited number of make-up sessions (typically 6) — if you’ve reached that limit, no additional tiles will appear. Second, the make-up tile won’t generate if you haven’t yet processed a cancel note from a prior week. Third, if your cancel note falls within a previous authorization period, it will not carry over to generate a make-up in the current period.
A case isn’t working out- what should I do?
Notify your Director and admin (admin@bloomerhealth.com) as soon as possible. Admin will contact the Service Coordinator on your behalf to help resolve any conflict or issue, or to guide next steps if the case needs to be restaffed. If you need to drop a case due to a scheduling change, please make every effort to give the family and admin at least 30 days’ notice.
What are the steps to picking up a case?
The first step is to click on '“pick up” under a case that is showing as available on the map. Once you receive an email notification that the case is still available, please contact the parent/guardian using the information provided. Ensure your availability aligns, and then decide on a tentative start date 1-2 weeks from the date of outreach. You then will click “send to SC for authorization”, which means you now must wait for the Service Coordinator to approve and send all required documents and consent forms to the parents/admin. Once you receive the email notification stating that the case is fully authorized, you are permitted to being servicing the child and family.
What does the 4% R.I. tag mean on certain cases?
The state has recently approved a 4% rate increase for certain zip codes that are chronically underserved. That means each session completed for a case with that tag will receive a 4% increase in rate reimbursement.
How do I request an AT device?
The first step is to gather information and data about the child’s current level of functioning as well as any trials performed to date. Second, navigate to the drop down menu titled “Forms” on upper right within the child’s profile and click on “Request AT Device”. Then, fill out the form by answering each of the questions/prompts listed, and make sure to include adequate information. Please reach out to a Clinical Director for more support, if needed.
I received an email about an authorization expiring, what do I need to do?
No action is required on your part — this is simply a courtesy notification that the child’s current IFSP period is coming to an end. To initiate a new IFSP period, the family and their Service Coordinator (SC) will need to hold an IFSP meeting to review progress reports and assess the continued need for services. Following that meeting, it is the SC’s responsibility to send updated authorization paperwork to us before services can resume. In the meantime, it may be helpful to reach out to the family to confirm they have been in contact with their SC and have scheduled or responded to a meeting request.