I can't get my client's Fiscal Face Sheet to say 'Open.' How do I do
that? Same question to change them to "Closed."
You do their intake to 'Open' them,
and their discharge to 'Close' them. Once you've done the formal intake,
CILe automatically changes their status to 'open.' Then, when they're
done and you want to close them, you do their discharge and CILe automatically
changes their status to 'closed.' Both the Intake and the Discharge
are available on the Client pop-up menu (right-click on the client's
name on the client list form). Click here
to jump to the Help screen for the Intake process, and here
to jump to the Help screen for the Discharge process.
How do I start doing claims electronically?
CILe uses an on-line electronical claims
service called I-Plexus, so you have to check in with them. Go to their
website, http://www.iplexus.net, and you can find all of the information
you need to get started. You have to fill out an application and fax
it to them, then they will work directly with you to get your account
set up. After that, electronic claims submission is just an upload away.
I get my claims done each week in about 30 seconds. They figure out
where each claim has to go, what the codes are to get it there, and
they even do some up-front editing for you so if you've done something
wrong, they make it easy for you to find out before you've wasted weeks
waiting for an EOB. As of this writing, it's about $60 a month, plus
41 cents if they have to print the claim on a paper HCFA 1500 form.
How do I get CILe to automatically put my
letterhead on the tops of printed letters?
In the folder C:\Program Files\CILe\CILeLinkedFiles there is a file
called "letterhead_picture.jpg" that is currently formatted but empty. If you have a Paint or Photo program,
you can edit that file, inserting your own letterhead, and it will automatically show up on the top of letters and
reports. Examples include the Accounting report, no-show letter, and regular client letters.
What are the zGroup and zGeneral "clients"
for?
The zGroup is for scheduling group
therapy that isn't associated with a specific client. I use this "client,"
not only to schedule the group, but also to do the group session note.
I then cut-and-paste the session note I've created into each of the
client's actual session note, but I have the one associate with the
zGroup client record to look back on to see what we did last week.
That way I don't have to remember which clients were there to look
up the discussion points for last time.
The zGeneral "client" is to allow you to schedule non-client
meetings and to document whatever you would like that doesn't pertain
to a particular client. For instance, you may have gotten a phone
call from a guidance counselor asking you about your practice and
you'd like to document that phone call in CILe. Or you may have gotten
a phone call from a prospective client and you want to document that
phone call, but you don't want to actually add them to the database
until they've made a decision about whether or not to come to you.
You can document the phone call here, and if they become a client,
you can cut-and-paste it into a phone call note for them.
The reason they both start with the letter "z" is to force
them to the bottom of the client list. My apologies if you have a
client whose last name starts with a Z and they fall at the end.
Can CILe help me keep up with my authorization requests?
Yes. Off of the Fiscal Menu, that's what the "Calculate Visits Left (UTP Due)" report does. If you are
putting current authorizations into the "Authorizations" button on the Fiscal Face Sheet, then this report will use that information, add up all of the
"kept" visits, and let you know if you're close to running out of visits or out of time if the expiration date of the authorization is near.
I just added a new client but I can't seem to put them on my schedule. Where are they?
When you sign into CILe, you are automatically brought into the schedule screen. When the schedule screen first opens, it
populates the 'name' drop-down list with the clients who are in the database at that time. When you add a new client, the schedule screen didn't have
it to grab when it opened. Now that you have added the new client, click the "Refresh" button on the top of the schedule screen and the drop-down name box
will be updated with the new client, and you can schedule them.
I would like to get a listing of all of my client's sessions. How do I do that?
Go to the Client pop-up menu (right-click on the client's name), and at the bottom of the menu, you will see
the item "Attendance." That shows a full listing of all of the session notes, whether they are real face-to-face sessions, cancelled or no-show,
or "no charge" items such as phone calls.
When I try to access the Help system,
I get the following message. How do I fix this so I can use the Help
system?
Go to the Start button and click
"Run." One command at a time, enter the following commands
(cut and paste is easiest) and click the "OK" button.
I have sessions listed on my "Missing Session Notes" screen, but I know I've done them. Why are they there?
If you have a client on the schedule, CILe will
do a check to make sure the session note is not only done, but complete
with all of the information it needs. So, a session note will show
up on that listing, even if you have a note done, for any of the following
reasons:
The text box containing the note itself is blank.
Any of the required information is missing, such as visit result (kept or cancelled), service type (individual, group, etc.),
session time.
The word "Note" is the first word of the text
in the note box. The reason this will cause the note to show up
is because that's CILe's way of allowing you to keep a note on your
radar screen, even if you've filled in everything else that CILe
does a verification check on. When you click the "Do Note Later"
button, that's all it does. It inserts the word "Note" at the beginning
of the note so it will show up on the "Missing notes" listing. You
can do the same thing manually and it functions the same way. With
the word "Note" at the beginning, even if you've started
a note but want to finish it later, and even if you've finished
the other information so the claim can be submitted, CILe will keep
your note on this listing so you won't forget about it. When you're
truly done with it, simply delete the word "Note" from
the beginning of the note, and it won't show up any more.
If you have not yet created the Excel file (How?),
then all you have to do is delete the current claim (How?)
and recreate it (How?, or How?).
If you have created the Excel file but not yet
uploaded it to the clearinghouse, then you will have to manually edit
the Excel file with Microsoft Excel and very, very carefully change
the data in the file. Be extremely careful not to change anything
you shouldn't, and be extremely careful to keep the file format in
the "Microsoft Excel 5.0/95 Workbook" format as you save
the file back to your disk. The clearinghouse won't accept the newer
format.
If you have already uploaded the data to the clearinghouse,
or would prefer not to edit the Excel file directly, then you can
work directly with the clearinghouse to change the data upline before
it has been sent out to your insurance company. If it's too late for
that, then the only other option you have is to wait for the EOB to
come back with the rejection, and then resubmit the claim with the
new information (How?).
For more information, contact:
Open Heart Christian Counseling
Sue H. McHenry, LCSW-C
Waldorf, MD 20601
301-751-2058
Note: There are occasions
when an e-mail may get lost in cyberspace. I answer all e-mails, so
please, if you don't hear from me within 24 hours, e-mail me again.
Persistence will get you through.
