You are given the option to submit service records to
EIBIlling.com is through an Excel spreadsheet. EIBilling.com provides a specific
spreadsheet to be filled in; a blank copy is available at:
http://www.eibilling.com/public/documents/provider/KIDSServiceRecordForm.xls
You must use this template. You cannot create your own workbook and try to make it look like this template. You will get parsing errors when the system tries to validate the file.
This is a relatively simple spreadsheet. It is based in
Excel; information is easy to enter. You have the ability to copy and paste
rows, enter as many rows as you need, and create and upload separate
spreadsheets. This way, the spreadsheets can be tailored to best fit your business.
(You can keep a separate spreadsheet for each child, for each month, for each
servicing provider – whatever is easiest for you and your business.)
While you can add more rows to this spreadsheet, you cannot
add any additional columns or change the order of the columns. Lastly, the file
must be saved in .XLS format (Excel 97-2003 Workbook).
Regarding the columns found on the spreadsheet template:
County #: The county # is a unique number provided to each
county to identify the county that issued the authorization corresponding to
the particular service record. On the website under the Provider Information
Page is a list of all of the county #s.
Authorization #: You have been familiar with the
authorization # and have been using it throughout this process. For most counties,
it is an 8 digit number. If it is less than 8 digits, enter in leading zeros.
(For example, 123456 becomes 00123456.)
Amount: Enter the amount to bill for this service, using
only a decimal point and 0-9. Do not include the $.
Units: This is the number of units/sessions that should be billed to
KIDS. For most services, this number
should be 1. For services where multiple units are
being billed for a single authorization number on the same date (ABA and Service Coordination for example), you may enter
the number of units to bill for that day.
Service Date: Here, enter the date the service was provided.
Rendering Provider NPI: Enter the 10 digit NPI number of the
therapist or provider that rendered the service. This number will be
transmitted to Medicaid and commercial insurance as the individual responsible
for rendering this service.
ICD: Enter the primary diagnosis code (ICD9) for this
particular service.
CPT Code 1-5: These columns are to designate the procedure
that was provided for this service. If the service does not have a
corresponding CPT Code (e.g. special instruction), this field may be left
blank. For many services, you will need only a single CPT Code, which will
identify which service was performed. However, several CPT Codes depict a
specific time duration. In this case, you will need to report exactly what
service was provided.
For example, if 45 minutes of therapeutic procedures for
strength and endurance (CPT Code 97110, which corresponds to 15 minutes of service)
were provided for this session, then enter:
CPT Code
1: 97110
CPT Code 2: 97110
CPT Code 3: 97110
Were you to only enter this code once, the insurance company
would be billed for one unit of CPT Code 97110, which is 15 minutes of
therapeutic procedures for strength and endurance. If you wanted to indicate
that the 45 minutes of therapy consisted of 15 minutes of gait training (97116)
in addition to 30 minutes of the therapeutic procedures for strength and
endurance (97110), then you would enter:
CPT Code 1: 97110
CPT Code 2: 97110
CPT Code 3: 97116
If you need more information regarding CPT Codes, contact
the professional organization or agency related to your field. As the Interim
Fiscal Agent, we do not have the information to tell you which CPT Codes should
be entered.
Click here for a more specific overview of downloading, filling out, and saving the Excel Spreadsheet.
To upload this Excel Spreadsheet into EIBilling.com once logged in, click "KIDS Billing", and select "Upload Excel File".
Here, you can browse to locate your Excel file.
Once located, click "Validate File."
You will see a table appear on the screen showing the information uploaded in your service records. You should also see any errors that would keep you from validating attendances here. Click here for more information on problems with validating service records.
Click "Upload Validated Attendances" to upload all valid attendances from your file onto EIBilling.com.
For a short video tutorial on uploading KIDS Billing Excel files, click here.