Quality Assurance for Billing

Hi All,
We have a wonderful webinar published on Therap’s Youtube page which covers “How to use Therap to Support Billing” . The presenter, Jide Amosu, is a Certified Trainer as well as the Financial Analyst for Capital Hill Day Services. Jide walked attendees through a successful system check and balance for billing by running ISP data reports and attendance reports to support billable services. While there are many approaches to preventing under and/or over billing, Jide did a great job highlighting his agency’s approach to preventing recoupment, over-billing, and under-billing.

I hope everyone enjoys this video as much as I. If you are interesting in using the excel template within the recording, please feel free to email me directly (chelsea.newby@therapservices.net).






By |2016-11-03T10:15:09+00:00June 10th, 2015|Categories: Uncategorized|Tags: , , , |Comments Off on Quality Assurance for Billing

Predictive Text

Just read Pat Watt’s Blog on GERs – Grrrrrr and I have to agree with her.  Here is my similar story.

The Problem

Focus is small but growing.  As we grow we find things we did manually in a short period of time, now are laboriously long.  To speed up the process I am creating Excel programs designed to make life easier and more accurate.  Our payroll coding was long seen as a log jam in the getting our Care Providers paid every two weeks.  Using ISP Data, exporting it to Excel, and then using macros and lookup tables I was able to complete most of the payroll coding.  One piece of the required coding was to capture if the Day Hab took place in our After School Program.  In the location block our Care Providers would enter: After School Program.  Or they would enter ASP, or asp, or AFTER SCHOOL PROGRAM; one Care Provider with a sticky shift key always entered AFter SChool PRogram.  I tried to capture every possible variation using nested IF functions in Excel but gave up when I found one Care Provider who was very “creative” in her spelling.  As she told me,

“It is the mark of a handcuffed creativity, and a constipated mind to only spell words one way.”

I like a good turn of a phrase.  And in my effort to share these words of wisdom with my favorite elementary school teacher, I pulled out my phone to text her.

Brief Side Track

That surprises most folks that a dinosaur like me can text.  I am of the generation that took typing (not keyboarding) in Junior High School on a manual typewriter.  It took real effort to use a typewriter.  To type a single character, you pressed the key firmly, then an arm with your selected character snapped up and struck the printer ribbon and paper with a sharp thwack.  Thwack, thwack, thwack, ding!  When you heard the bell, you finished that word and then manually returned the carriage to return to the left side of the page and advanced a line.  I’m guessing 90% of you have no idea what a carriage is.

The difference between Typing and a Word Processor:

  • “White out” was not a term for a bad blizzard, it was how you fixed typing errors.  Just hitting the backspace key didn’t fix anything.
  • You used a dictionary to “spell check” and you had to do it before you typed the word.
  • Your font and font size were determined by the typewriter you used; to change fonts you spent $300 to buy a different typewriter.
  • If you wanted a copy of what you just typed, you grabbed a different sheet of paper and typed it again.
  • And a mouse next to your keyboard was grounds for your roommate to move out.

Back to the story

We have this old fossil texting.  But the problem with someone from the Jurassic era is that our thumbs are not as limber as they used to be and texting is a hit or miss proposition.  To help me most cell phones have predictive text.  The function of predictive text is to help you rapidly enter correctly spelled words or specific abbreviations.  And the predictive text could learn new words too, like “Groovy” and “Far-out.”  And other new words like “AARP” and “Metamucil.”

The Solution?

Now if someone from my generation can learn how to use predictive text while texting on a cell phone, why can’t those young, bright and energetic folks from Therap insert predictive text in certain data fields?  Wouldn’t it be groovy if the Location box on ISP Data could use predictive text to help Care Providers enter “After School Program” the same way every time?

And if Therap can’t do that, then I would wonder who had the handcuffed creativity and constipated mind…

If we could, I would be LMAO…

By |2016-11-03T10:15:43+00:00April 23rd, 2012|Categories: Rob Sterling's Posts|Tags: , , |2 Comments

My First Post – a Pivot Table to Die For!

It’s been nearly two weeks since Allison bestowed (or maybe the right word is “shackled”) me with the honor of Therap Certified Trainer and my first blog post has been hanging over my head. I’ve brainstormed a list, looked at some examples of other Alaska newcomers, and decided I need to jump right in. My plunge was further inspired by an amazing Therap moment I experienced earlier today which I couldn’t wait to share with other Therap enthusiasts.

For those of you who are old hands at Therap billing, this won’t be an exciting read and you should move on to another post … But for those of you who haven’t yet ventured into ISP Billing or maybe aren’t planning to, read on and reconsider!

The agency I work for – REACH – is located in Juneau, Alaska. Our initial Go Live date was April 5, 2010 and we have spent the past nearly two years implementing and fine-tuning our ISP Data system. We are a medium-sized agency – we currently have 290 active users and approximately 180 individuals in our system. We are in the final stages of preparing for electronic billing. While we are not yet ready to send claims electronically, for the month of February I generated billing data using the Therap Billing module. Since it was the first time I attempted a complete month’s worth of data, there was much clean up to be done on the Service Authorizations. But once I got past that and generated the billing, I created a pivot table to die for! With just a few clicks, I could instantly see how much revenue we generated in February by individual, by type of service, by program; the combinations are many!

Here’s the process:

  1. Generate ISP billing data for a given time period. Note: double-check that data is appearing in the ISP billing data generator for every individual. If the individual’s name is not appearing in the screen where it asks you to select individuals to generate the data, this is because the service authorization is incorrect. In my experience the most common SA issues are either the SA is expired or the SA is linked to an ISP program that has been discontinued.
  2. Once the ISP billing data has been generated, do a Billing Data Search. When you do the Search, leave it open-ended so data from all Programs will be pulled. All fields should be left blank except your Service Date range.
  3. Export the information to Excel and insert a Pivot Table.

Here’s a suggested Pivot Table format: For the Row Label – click Individual. For the Column Label click Program and then drag Sum of Amount Billed into the Values area. Of course you can organize the data in many ways but this gave a wonderful at-a-glance view of revenues by client and by program. While we haven’t fully implemented electronic billing, I can still access a great deal of information using Billing Data Search.

I continue to be amazed at the questions which can be answered by learning how to access and organize information being collected by our direct support professionals in Therap!

By |2016-11-03T10:15:43+00:00March 29th, 2012|Categories: Kim Champney's Posts|Tags: , |3 Comments

Tailoring Therap Excel Downloads

Sometimes the data you download into an Excel spreadsheet doesn’t have everything you need on it.  One of our programs wanted to be able to analyze ISP Data according to the Case Manager for each client.  However, Case Manager names are not kept in ISP Data records – only DSPs.

Here’s how we solved it:

1.  Create a new tab in your Excel file opened from the Therap download

2.  Name that new tab (sheet)  “Lookup”.

3.  In the Lookup sheet, copy a table/list of clients and case managers into the first two columns – with client names on the left hand column and case managers on the right.  NOTE:  Client names have to match exactly what’s in the Therap download.

4.  It would look like this:

Barley, Mow Freeman, Rebecca
Briney, Cream Eckerson, David
Sailing, Ship Harper, Stacey
Lovely, Girl Freeman, Rebecca
Sweek, Pea Freeman, Rebecca
Chocolate, Pie Freeman, Rebecca
Loveable, Harry Eckerson, David
Smith, John Harper, Stacey
Brown, Jane Eckerson, David
Fir, Tree Harper, Stac

5. Now in the Data sheet downloaded from Therap, click on any cell except the column header, and do Insert >> Table.
6. Next, insert a column to the right of the client’s name and label the column “Case Manager”.
7. In the first vacant cell in the Case Manager column, type the following formula:

=VLOOKUP(B2,Lookup!$A$YY:$B$XX,2,FALSE) where B2 is the cell holding the first client name in the Therap download, and in the lookup table “YY” is the row number of the first row of the client/case manager list and “XX” is the row number of the last row of this little table with client/case manager names.

This should automatically fill up the Case Manager column with the proper Case Manager names.
8. Now create a Pivot Table and go have fun. 

[You have learned how to do Pivot Tables haven’t you?]
By |2016-11-03T10:15:44+00:00March 29th, 2012|Categories: Pat Watt's Posts|Tags: , |1 Comment

Rob’s Overlap Checker

My Alaskan Friends asked to know how I check for overlaps. This method depends on ISP Data export to Excel and then nested Excel IF formulas.  I’m a big fan of Excel Macros to eliminate repetitious key strokes and to prevent incorrect typing, do it right once and then let the Macro repeat it.  This explanation assumes you understand how Excel IF functions work. Get in touch if you want more details.

Step 1. Search ISP Data for all possible programs that could overlap. Ctrl and click will let you select all the programs you want to check for overlaps. I do not check all the programs. For example, as I understand it a Care Coordination meeting could overlap with Day Hab but would not be a problem, therefore I do not select Care Coordination. For me I select Day Hab, Hourly Respite, Supported Employ, In Home Supp, Supported Living, and Daily Respite. I may have missed one there but you get the idea. Export the search to Excel.

Step 2. Create columns for the Excel function TIMEVALUE for both the Begin Time and End Time. You need the timevalue function because the times are exported as text and without timevalue 1:00 pm sorts as an earlier time than 8:00 am.

Step 3. Sort the data by name, date, timevalue(begin time), and timevalue(end time). I’m not sure you need the timevalue(end time) but I do it anyway.

Step 4. Create column for overlap. In this column you insert a nested IF function. You are going to compare the current row with the data in
the row above it. The nested IF function is:

If the Individual Name is the same as the row above

  • TRUE, next IF Function
  • FALSE, Not an overlap

If the Date is the same as the row above

  • TRUE, next IF Function
  • FALSE, Not an overlap

If the current row timevalue(Begin Time) < timevalue(End Time) of the row above

  • FALSE, Not an overlap

The actual function looks something like this:  =IF(A2=A3,IF(B2=B3,IF(C3<D2,”OVERLAP”,””),””),””) Where column A is the Individual’s name, column B is the Date, column C is the timevalue(Begin Time), and column D is the timevalue(End Time). If there is an Overlap the cell will read OVERLAP, if there is no overlap the cell will be blank.

Hope this helps.

By |2012-03-16T20:58:37+00:00March 16th, 2012|Categories: Rob Sterling's Posts|Tags: , , , |1 Comment

Therap is the Truth (and I’m loving it)

During the Therap Conference on 2/7 to 2/9/12, I participated in my second Therap conference in New Jersey. My first was in Baltimore last year. That was an experience because I was anxious and did not know what to expect. My team members and I from St. John’s Community Services were excited to share our Therap knowledge since our implementation in 2009. During some of the discussion sessions, we we’re so involved in sharing our experience and teaching methods. We also share some strategies and tips of implementation and staff training. We returned to the rest of our team in DC and shared this experience and communicated how rewarding it was for us to attend, also how much we enjoyed and appreciated being at the conference.

This year’s conference was the most anticipated for me because of its large population. Being around other Therap participants from all areas of the state was a learning experience. The rest of the DC Team and I were there (as an entourage, 7 DEEP). We participated in different scheduled sessions some new and some old. The most important one I attended was ISP Data Report and any other session that has ISP in it. As a Program Coordinator, my daily activities of the direct and indirect services involve ISP. Although I’m very well familiar with Therap modules, I was much more interested in learning the ins/outs and all the corner routes in creating and utilizing the ISP modules. This was accomplished by attending several trainings, including some with Stacey which was very helpful. The sessions provided me with the understanding and knowledge to continue to be very effective with my job duties.

In addition to the sessions and trainings, I was blessed to become a certified Therap trainer, in addition to the many trainers from St. John’s Community Services. My certification was facilitated by Allison, she trained and helped me to know other cool areas of Therap to create reports and excel tips.

Therap is the truth and I’m one of the success stories of the 2012 Conference in New Jersey. I had a 360 experience of learning, teaching, sharing, communicating, and many other things include meeting Warren (one of the original creators/developers of this system).

By |2016-11-03T10:15:45+00:00February 17th, 2012|Categories: Alhaji Jalloh's Posts|Tags: , , |Comments Off on Therap is the Truth (and I’m loving it)

FOCUS Therap Implementation

Greetings from FOCUS,

FOCUS launched ISP Data Collection in August 2011 as a means to eliminate paper notes.  I was hired after the implementation so I can not speak to how smoothly it went.  But since I have been here I have discovered that, between our Therap data, and the ability to export the data to Excel, we have been able to examine our data in new and novel ways.  For example, at FOCUS we use the ISP Data as our means to determine our Care Providers payroll.  Next we are using data exported to Excel to review our input to Finance for billing and claims.  Not exciting to most of you, but a good starting point for us.  Our next step was expanding into utilization.  Without the Billing module, and less than a full year of Therap data, it was quite a detailed exercise to create Excel graphs depicting service utilization using input from the legacy system and Therap data.  Now we are in the process of setting up Service Authorizations.  Once again discovering that with less than a full year of  Therap data, the ability to export Therap data to Excel, combine it with the our legacy system, is the key to capturing a good starting point for Therap Service Authorizations.

My plan is to share these magical spreadsheets with everyone in my required Webinars…  Stay tuned for more details…  Or give me a blast if you can’t wait and I will see if I can give you a hand.

Want to know more about FOCUS?  Check out our web site: http://focusoutreach.org/

This is my first blog since becoming a Certified Trainer… Honestly, it is my first blog ever.  Who says you can’t train old dogs.  Or Old Salts.


By |2016-11-03T10:15:45+00:00February 15th, 2012|Categories: Rob Sterling's Posts|Tags: , , , |2 Comments
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