NJ EIS Fiscal Portal Manual

Transcription

1 NJ EIS Fiscal Portal Manual Date 01/31/2018 1

2 Introduction Effective December 1, 2017 Public Consulting Group is the New Jersey Early Intervention System s Central Management Office (CMO). The Public Consulting Group developed and implemented a case management system called the New Jersey Early Intervention Management System and billing portal called NJ EI Billing. The CMO is responsible for all NJEIS fiscal related tasks including calculating and depositing payments to Early Intervention Program agencies, managing the Family Cost Participation fees and claim submission to Medicaid. For assistance or questions pertaining to the case management system, billing portal, NJEIS EIP agency payments and Family Cost Participation please call the Customer Service Call Center at , Monday-Friday during operating hours 8am-5pm EST. New Jersey Early Intervention Management System The New Jersey Early Intervention Management System (NJEIMS) is a web-based application that captures every milestone including Referral, Evaluation, Family Information Meeting, Family Cost Participation, and IFSP while a child is active in the New Jersey Early Intervention System. Additional NJEIMS functions include creating Child ID numbers, service logging, child assignment, and report generation. User capability and permissions in the application are based on a user s role within the New Jersey Early Intervention System. Users must change their password to the NJEIMS application every 90 days and create a Forgotten Password Question. NJ EIS Fiscal Family Portal The NJ EIS Fiscal Family Portal is a web-based portal where NJEIS families can access their Family Cost Participation monthly statements. Families receive login information to the portal after the Head of Household is determined. All NJEIS Family Cost Participation fees must be submitted to the family s account in the NJ EIS Fiscal Portal per total (not monthly) invoice balance to avoid family suspension from the New Jersey Early Intervention System. Accepted method of payments for Family Cost Participation fees include: major credit card and debit cards, and electronic checks. Mailed payments are not accepted. 2

3 NJEIS Billing and Claiming The Central Management Office receives confirmed service logging data completed by NJEIS providers from the NJEIMS nightly. The data is electronically sent to the NJ EIS Fiscal Portal and payment amounts per service log are calculated according to the New Jersey State Early Intervention rate table to determine to the amount paid to an Early Intervention Program agency. Daily NJEIMS sevice log report/data file EI Billing Portal EIP biweekly payment. Medicaid claim submission/other payment source. EIP agency payments are electronically deposited to the bank account indicated on the agency enrollment EFT form. All service logs must be completed by midnight ET on the Claims Processed To Date (in the following schedule) for payment to be included in the next payment cycle. The CMO distributes payment all claims in the form of an ACH payment. 3

4 Payment Calendar Cycle 4

5 NJ EIS Fiscal Portal Functionality All Early Intervention Program Administrators can use their single sign on access to login into the NJ EI Billing Portal to review child and fiscal details. Details include child demographics, agency payment details, service types, applied adjustments, submission dates, procedure codes, and allowable NJEIS rates. Fiscal reporting data can be generated in the portal and exported to Excel. For assistance on navigating the NJ EIS Fiscal Portal please contact the Customer Service Call Center at , Monday-Friday during operating hours 8am-5pm. 5

6 How to Login into the NJ EIS Fiscal Portal 1. Click on EI Billing from the NJEIMS Welcome Page. Welcome Page Description Source: The New Jersey Early Intervention Management System Status: Active-approved claims. Inactive-voided/removed claims (removed service logs). # Claims: Total amount of claims. Amount: Total dollar amount of claims. 6

7 How to Review Agency Details. 1. Click on Maintenance. 2. Select Provider Profile. 3. Click on the Provider Information tab to review agency name. 7

8 4. Click on the Escrow Payment Information tab to review Agency Electronic Funds Transfer information. IMPORTANT: Only the routing number shows on this page; the account number is kept securely in the database and does not display on any NJ EIS Fiscal Portal screen. To change account information please call the Customer Service Call Center. To change account information please call the Customer Service Call Center. 8

9 How to Review Child Details 1. Click on Reports. 2. Select Claiming. 9

10 3. Select Child Lookup. 4. Enter information in one or more Child Lookup fields, then click on the Search button. Clicking the Search button without entering information in the Child Lookup fields will cause the results page to list all children within the agency. 10

11 5. A list of children will appear. Click on a child s Details link. 6. Details of the selected child will appear. Info Tab: Child demographic information. 11

12 Services Tab: List of all authorized early intervention services and the agencies providing each service type within a duration of time. Claims Tab: List of date of services, service types, and current claim status of all authorized early intervention services rendered. 12

13 Claim information can be filtered by entering information in the Claim fields and clicking on the Filter button. Documents Tab: Review uploaded documents. Documents can be filtered by selecting a document type from the drop down list then click on the Filter button. 13

14 How to Upload a Document to a Child s Case Child s details page. 1. Click on the Documents tab. 2. Select a document type from the drop down list. 3. Click on the Browse button to locate and select the document to attach. 4. Type a file name in the Enter file name required field. 14

15 5. Click on the Upload Document button. 15

16 How to Review Claim Details 1. Click on Reports. 2. Select Claiming. 16

17 3. Select Claim Research. 4. Enter information in one or more Claim Research fields, then click on the Search button. Clicking the Search button without entering information in the Claim Research fields will cause the results page to list all children within the agency. 17

18 5. The results page will appear. Click on the Billing History link. Click on the Excel button to export data to an Excel spreadsheet. 18

19 How to Review Agency Payments 1. Click on Reports. Payment Cycle Service Log Completion Date Check Date Range 12/1/ /14/ /29/ /15/ /28/ /12/ /29/ /11/ /26/ /12/ /25/ /09/ Select Financial. 19

20 3. Select Escrow Checks. 4. Enter information in one or more Escrow Checks fields, then click on the Search button. Payment From and To Date criteria must be entered. Click on the Excel button to export data to an Excel spreadsheet. 20

21 5. Click on View Claims to review all claims included in the payment. Click on the Excel button to export data to an Excel spreadsheet. All claims included in the payment selected will be appear. Click on the Excel button to export data to an Excel spreadsheet. 21