Thank you for your help in supporting the change to online billing using the T-TRAK system. Below are activities that will continue to support this change. You will see that some of the activities are optional and some are required. Additionally, you will see questions posed by staff regarding this transition to T-TRAK along with the answers to those questions. If you have any questions regarding the activities or would like to ask further questions, please contact Sara Mercer, School Psychologist, at smercer@aea11.k12.ia.us or ext. 14312.
OPTIONAL:
September 20, 2012, 3:00 p.m.
Medicaid webinar on the use of T-TRAK for staff who were unable to attend previous sessions.
Registration and login information will be provided in a future communication.
REQUIRED by October 1, 2012:
Staff may begin logging into the system at any time. Directions for logging in:
1) Go to the Timberline website at http://www.timberlinebilling.com/contact.html
2) Click on T-TRAK in the upper right hand corner
3) Select Iowa
4) For first time users, you will need to select “Register”
5) Add your first name and last name
6) Select a username and password (follow the requirements listed for passwords)
7) Choose “I accept” for the electronic signature
8) Enter the captcha security code
9) You will then enter the site and will need to choose the organizations you will need: Heartland AEA Part B and/or Heartland Part C
10) Click on Profile and you will see the request pending for access to those organizations
REQUIRED:
October 1, 2012: Staff will no longer be using hard copy logs for billing. Any previous logs completed for services prior to October 1 need to be turned in to your Regional Administrative Assistant ASAP.
OPTIONAL:
October 17, 2012, 1:00 to 4:00 p.m.
Timberline staff will be available for on-site support (and by webinar). Bring your computer and staff will walk you through signing in to T-TRAK and entering October information. Webinar information will be provided in a future communication.
Staff Questions and Answers for T-TRAK Billing:
Q: When do we start billing online?
A: All October claims will be billed online. Practitioners will be doing their own data entry.
Q: Who is the administrator at Heartland?
A: Sue Dunsmoor and Sara Mercer will co-administrate the Medicaid system. Sue will support Administrative Assistants with the T-TRAK system and Sara Mercer will support staff with other Medicaid billing questions.
Q: Are we going to be emailing the admin or the company with changes in service minutes for the students?
A: If the service minutes or frequency change in the IEP, Sue Dunsmoor, our administrator with Heartland AEA, would need to be notified so a change can be made in T-TRAK. However, if the therapist just has to reschedule, then the staff member would only make a change to the template in T-TRAK.
Q: Previously Heartland wanted a signed bill sheet with no billable service. Is there a way that this will still need to be done online?
A: With T-TRAK, you no longer need to complete a sheet for your non-billable services.
Q: How will practitioners know which children are on Medicaid with a parent consent signed? In the past we knew who to bill on based on the sheets we received. Now how will we know whom to add to our caseload online?
A: At the beginning of the month, your Regional Administrative Assistant will run a list of Medicaid eligible students. This list will be sent to you in the same manner the logs were previously provided. We are currently working on finding an efficient method for obtaining the date of consent information.
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