Provider Portal User Manual

Provider Portal User Manual

Version 3.0

DDA Provider Portal User Manual

Updated Oct. 2020

Table of Contents

Part A ¨C Getting Started with Provider Portal............................................................................................... 9

1. Introduction to LTSS Provider Portal......................................................................................................... 9

2. Registering your Agency for the First Time ............................................................................................. 10

2.1 Setting up staff access to the LTSSMaryland Provider Portal ........................................................... 10

2.2 Logging into the LTSSMaryland Provider Portal ............................................................................... 10

2.3 Portal Navigation Guide .................................................................................................................... 11

2.4 Homepage ......................................................................................................................................... 12

2.5 Announcements ................................................................................................................................ 12

2.6 Actions Required .............................................................................................................................. 12

3. Service Referrals & Alerts on Persons in Service .................................................................................... 14

3.1 Accepting Service Referrals............................................................................................................... 14

3.2 Service Referral Notifications ........................................................................................................... 14

3.3 View Details of Service Plan .............................................................................................................. 15

3.4 Client Information ............................................................................................................................. 16

3.4.1 Plan Details ................................................................................................................................ 17

3.4.2 Plan Contacts ............................................................................................................................. 18

3.4.3 Summary.................................................................................................................................... 19

3.4.4 Outcomes................................................................................................................................... 20

3.4.5 Detailed Outcomes.................................................................................................................... 21

3.4.7 Additional Information ............................................................................................................. 22

3.4.6 Service Authorization ................................................................................................................ 24

3.4.8 Signatures .................................................................................................................................. 24

3.4.9 Service Plan Workflow History ................................................................................................. 25

3.5 Accepting a Pending Service Request ............................................................................................... 26

3.6 Declining a Pending Service Request ................................................................................................ 29

3.7 Filtering Service Plan Results ............................................................................................................ 31

3.8 Tracking Accepted Service Plans ....................................................................................................... 34

3.9 Alerts on events for Persons in Service............................................................................................. 35

4. Client Profile............................................................................................................................................ 38

4.1 Searching for Persons Receiving Services ......................................................................................... 38

4.2 Viewing a Person¡¯s Service Plans ...................................................................................................... 42

DDA Provider Portal User Manual

Updated Oct. 2020

5. Staff Administration ................................................................................................................................ 45

5.1 Staff Roles ......................................................................................................................................... 45

5.2 Creating a Staff Profile ...................................................................................................................... 46

5.3 Staff Search ....................................................................................................................................... 50

5.4 Deactivate a Staff Profile .................................................................................................................. 56

6. Provider Locations Profile ....................................................................................................................... 59

6.1 Provider Agency Locations Search .................................................................................................... 59

6.2 Edit Provider Number Information ................................................................................................... 62

Part B ¨C Non-EVV Services .......................................................................................................................... 64

7. Billing for Non-EVV Services .................................................................................................................... 64

7.1 Creating Multiple Billing Entries ....................................................................................................... 65

7.2

Saving Multiple Billing Entries ..................................................................................................... 70

7.3 Submitting Multiple Billing Entries ................................................................................................... 72

7.4 Creating a Single Billing Entry ........................................................................................................... 73

7.5 Save Single Billing Entry .................................................................................................................... 75

7.6 Submit Single Billing Entry ................................................................................................................ 76

7.7 View Submitted Entries for Billing in the Queued Tab ..................................................................... 77

7.8 Reviewing and Submitting Saved Billing Entries in In Progress Tab ................................................. 80

7.9 Edit a Saved Billing Entry before Submitting .................................................................................... 82

7.10 Flagging a Saved Billing Entry for Follow-up ................................................................................... 83

7.11 View Duplicate Billing Entries in the Duplicates Tab. ..................................................................... 84

8. Manage Entered Services and Claims for Non-EVV Services .................................................................. 86

8.1 Searching for Entered Services ......................................................................................................... 86

8.1.1 Search by Service Information .................................................................................................. 87

8.1.2 Search by Client Information .................................................................................................... 89

8.1.3 Search by Provider Information................................................................................................ 89

8.1.4 Search by Claim and Remittance Information ......................................................................... 90

8.2.1 Filter Search Results by Last Name ........................................................................................... 94

8.2.2 Change Search Results Grouping .............................................................................................. 95

8.2.3 Sort Search Results .................................................................................................................... 95

8.3 Viewing Details of a Non-EVV Service....................................................................................... 95

8.4 Editing a Service ............................................................................................................................ 98

8.5 Discarding a Service ..................................................................................................................... 99

DDA Provider Portal User Manual

Updated Oct. 2020

9. Exceptions ............................................................................................................................................. 101

9.1 Exception Notifications ................................................................................................................... 101

9.1.2 Pending Exceptions for MDH Resolution ............................................................................... 103

9.3

How to Resolve Exceptions ....................................................................................................... 105

10. Adjusting Paid or Rejected Claims for Non-EVV Services ................................................................... 107

10.1 When to Submit an Adjustment ................................................................................................... 107

10.2 Adjusting Non-EVV Services .......................................................................................................... 107

10.3 Voiding a Non EVV Service ............................................................................................................ 110

Part C ¨C EVV Services ................................................................................................................................ 114

11. Entering EVV Services through the IVR System .................................................................................. 114

11.1 Calling the IVR System .................................................................................................................. 114

11.2 The DDA Call-in System ................................................................................................................. 115

11.3 One Time Passcode (OTP) Device ................................................................................................. 117

12. View Entered Services and Claims for EVV Services ........................................................................... 118

12.1 Service vs. Claim in EVV ................................................................................................................ 118

12.2 Service and Claim Search .............................................................................................................. 118

12.2.1 Search by Service Information .............................................................................................. 119

12.2.2 Search by Client Information ................................................................................................ 120

12.2.3 Search by Provider Information............................................................................................ 120

12.2.4 Search by Claim and Remittance Information ..................................................................... 121

12.3 Search Results ............................................................................................................................... 123

12.3.1 Change Search Results Grouping .......................................................................................... 125

12.3.2 Filter Search Results by Last Name ....................................................................................... 125

12.3.3 Sort Search Results ................................................................................................................ 126

12.4 Service Date Detail View ............................................................................................................... 126

12.5 Saved Searches.............................................................................................................................. 127

12.5.1 Saving Commonly Used Searches Parameters ..................................................................... 127

12.5.2 Performing a New Search from Saved Search Parameters .................................................. 128

13. Service Modification (SM) ................................................................................................................... 131

13.1 Different Types of Service Modifications (SM) ............................................................................. 131

13.2 Service Modification (SM) Policies ................................................................................................ 131

13.3 Missing Time Request (MTR) Monthly Deadline .......................................................................... 131

13.4 Missing Time Request (MTR) Submission Process ........................................................................ 131

DDA Provider Portal User Manual

Updated Oct. 2020

13.4.1 Full Missing Time Requests (MTR) ........................................................................................ 132

13.4.2 Partial Missing Time Requests (MTR) ................................................................................... 135

13.5 Service Modification Reason......................................................................................................... 139

13.7 Editing a Service ............................................................................................................................ 142

13.8 Discarding a Service ...................................................................................................................... 145

14. Exceptions in EVV Services .................................................................................................................. 148

14.1 How to View Exceptions ............................................................................................................... 148

14.1.1 Pending Exceptions for Provider Resolution ........................................................................ 148

14.1.2 Pending Exceptions for MDH Resolution ............................................................................. 148

14.3 Overlap Service found for the same provider............................................................................... 150

14.4 What can Cause an Overlap .......................................................................................................... 151

14.5 Resolving Overlaps ........................................................................................................................ 151

15. Adjusting Paid or Rejected EVV Services............................................................................................. 155

15.1 When to submit an MTR or Adjustment ....................................................................................... 155

15.2 Adjusting EVV Services .................................................................................................................. 156

15.3 Voiding a Service ........................................................................................................................... 161

15.4 Voiding all Services in a Claim ....................................................................................................... 163

Part D ¨C State Invoice Process and Reports .............................................................................................. 165

16. State Invoice Process .......................................................................................................................... 165

16.1 What is the State Invoice Process ................................................................................................. 165

16.2 Searching and Viewing Services that are flagged for State Payment ........................................... 166

16.3 Modifying State Payment Services ............................................................................................... 168

16.4 State Payment Report ................................................................................................................... 169

17. Reports ................................................................................................................................................ 172

17.1 Provider Portal Claims Report ....................................................................................................... 172

17.2 Remittance Advice Report ............................................................................................................ 174

17.3 Authorized Clients Report ............................................................................................................. 177

17.4 DDA Authorized Services Report .................................................................................................. 179

17.5 DDA Services Rendered Report..................................................................................................... 182

17.6 EVV Services Overlap Report ........................................................................................................ 184

17.7 EVV Services Rendered Report ..................................................................................................... 187

17.8 Export Report Output ................................................................................................................... 189

Appendix A DDA Services List ................................................................................................................... 190

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