Summary Record of Services Report

Introduction

This article will cover how to access the Summary Record of Services report as well as overviews of each section of the report. The Summary Record of Services report is used to view service documentation for your PROS Redesign programs prior to billing. When reviewing this report and it’s contents, you can see errors that cause a service not to be billable, in addition to summary level data about what you can expect to see billed.

Prerequisites

• PROS programs that are assigned to a PROS Redesign program type within Agency Program Information
• A user account with the following permissions:
  • Program Chart Access
  • Display Any Chart Records Buttons
  • Display Chart Records Services - Individual Button

Overviews

The follow are overviews for the Summary Record of Services Report.

Filters

Above screenshot shows the location of items 1-6 covered below. View full-size image.

1. Month: Displays service dates within the month selected. Defaults to the prior month.
2. Year: Displays the service dates within the month selected for the selected year. Defaults to the year associated with the month defaulted.
3. Payers: Displays services for consumers with the payer selected. All Payers is selected by default and includes all payers that include “Medicaid” or “Commercial” in the payers name from BillingBuilder > Payers.
4. Consumers: Displays services for consumers selected. All Consumers is selected by default and includes all consumers who currently have an intake processed for the program (Pending & Admitted).
5. Workers: Displays services for workers selected. All Workers is selected by default and includes all staff.
6. Errors Only: Select Yes to only see services with errors attached. No is selected by default.

Table

Above screenshot shows the location of items 1-13 covered below. View full-size image.

1. Export Details: Link to export report details to csv.
2. Consumer's Name: Displays the consumer’s last name and first name.
3. Coverage: Displays the consumer’s “Medicaid” and/or “Commercial” payers assigned with their associated COB and ID Number. If COB is not assigned to a payer, it will not be displayed. If the consumer doesn’t have any payers that meet the requirements, No Coverage will be displayed.
4. Service Date: Displays the date of the service provided.
5. Service: Displays the Service Type from the contact. For progress note, Individual-[service type name]-IRP. For group note, Group-[service type name]-IRP. For notes that are not on the consumers IRP, Individual-[service type name] or Group-[service type name].
6. Start Time: Displays the start time for the contact/service.
7. Duration (Minutes): Displays the duration of the contact/service in minutes.
8. Worker: Displays the note writer for the service.
9. On Site: Displays if the service was onsite or not (Y or N). Onsite locations include; This Program Site or the location includes “Telehealth”. Offsite locations are all non-onsite locations.
10. Unadjusted/Adjusted PROS Units: Displays the unadjusted and adjusted units for the consumer/date and the total PROS units (both Unadjusted and Adjusted) for the consumer and all service dates in the report.
11. Errors: Displays if there is an error.
12. Error Definitions: Provides a definition for any errors.
13. Info: Provides information on the unadjusted/adjusted PROS units.

Procedures to be Invoiced

Use the table below to anticipate which procedures will be invoiced in the BillingBuilder.

If a consumer has multiple payers that are billable for the same service(s), invoices for secondary payers could be halted until the primary payer has been billed and remittance information has been posted in AWARDS.

If service types are exempt from the IRP requirement (see error code 4 above), they will be listed here. If no service types are exempt, nothing will be displayed.

 Above screenshot shows the location of items 1-12 covered below. View full-size image.

1. Export Summary: Link to export summary details to csv.
2. Consumer: Displays the consumer’s last name and first name.
3. Less than 4 Units: Number of procedures with less than 4 units.
4. 4-11 Units: Number of procedures with 4-11 units.
5. 12-43 Units: Number of procedures with 12-43 units.
6. 44+ Units: Number of procedures with 44 or more units.
7. IR: Procedures with intensive rehab code.
8. ORS: Procedures with ongoing rehab and support code.
9. CT: Procedures with clinic treatment code.
10. Pre-Admit: Procedures with pre-admission code.
11. Total consumers: Total of consumers for each column.
12. PROS Billing Requirements: Link to resource center help article on PROS billing requirements.

Instructions

From your homepage navigate to Charts > Services - Individual > Utilization Reports > Summary Record of Services. 

The report is set to automatically run the prior month. When loaded you can use the filters to adjust the details listed.