Add a Service Authorization

1. 1. On the Detail Program Case window, select the Service Authorization icon. (Baby Buggy/Red Building)

   Result:  The Service Authorization List window displays.  The list displays all Service Selections for persons who are in the specific Program Case.

   Note:  If more than one person in the Program Case is to receive a service, each person must have his or her own Service Selection(s) and Service Authorization(s).

2. Highlight the appropriate Case Person and associated Service Selection appearing on the list.

   Note:  You can scroll the list to the right to view more information about each listed Service Selection.  If a Service Selection has an Authorized Provider listed it has also been authorized

3. Select the New icon to initiate the creation of a new Service Authorization.

   Result:  The Service Authorization Detail window displays.

4. Select the appropriate option from the Payment To drop-down list box.

   Note:  Select Contractor if the Service Authorization is for one of the Families Matter contract organizations.

   Note:  Select Case Person if the Service Authorization is for a reimbursement

5. Enter the Begin Date for the authorization.

6. Enter the End Date for the authorization.

   Note:  The End Date for a case person reimbursement is the same date as the Begin Date.

7. Enter CFS Services Classification.

   Note:  For CFS cases only, one of the following service classifications must be entered:

   1. Case Plan: Services that are provided as part of the case plan.
   2. Juvenile Services Evaluation: Services that are provided as part of the Risk Classification that OJS could provide.

   3. Safety:  Services that are provided during initial assessment, before a case plan has been set up

       Result:  Payment Identifier dialogue box displays.

       Note:  If Contractor was selected as the Payment To, CFS Services Classification will not be enabled. Steps 7 and 8 will not apply.

8. Select appropriate Identifier

9. Select the OK push button.

    Result:  The Service Authorization Detail window displays.

10. Select the Search push button. The Search Approved Providers window opens. Enter the search criteria.

    Result:  The List Approved Providers window displays with a list of all Organizations who met the search criteria.

    Note:  Selecting ‘Contractor’ as the Payment To type will limit the provider selection list to only providers who are approved for the specific service types under one or more contracts.

11. Select the Organization that provides the service and select the blue   Return Select arrow.

    Result:  The Service Authorization window displays with the name of the provider, the provider’s unique ID number, and the name of the owner of the Service Approval in the Organization group box.

12. Select the Customer Obligation checkbox if applicable.

    Note:  This checkbox is enabled only when the Program Case is Child Care.

13. Select the Provider is a Relative checkbox if applicable.

14. Select the Override Autopay checkbox if applicable.

    Note:  This checkbox enables for all programs.  If the provider typically receives Autopay for this service, but it is more appropriate for them to do their own billing for this authorization, you should select the Autoclaim Override indicator.

15. Select the Description push button.

    Result:  Authorization Description text window displays.

16. Enter description information

17. Select the Ok push button.

    Result:  Detail Service Authorization window displays.

18. Select the Units and Rates push button.

    Result:  The Units and Rates window displays with the Service Authorization dates populated.

     Note:  Units and rates will be established for the highlighted date range

19. Select the desired Frequency from the drop down list.

    Result:  The Rate, Frequency  Category (for Child Care authorizations only) , Begin Date, and End Date fields will populate based on the information the system pulls from the current Service Authorization and the provider’s active Provider Detail.

     Note:  Only the provider’s regular rate amount will display, Minimum and Maximum  amounts do not. If the Rate field is blank user will have to enter a rate

20. The service authorization begin date and the service authorization end date will determine the number of units (days and/or hours) in the authorization period. NFOCUS will automatically calculate the unit number and populate it in the unit box.

     Note: If the populated frequency amount is not appropriate manual entry of units is allowed. If the units selected exceed the limit allowed for the frequency a dialog box will display asking if you wish to Override the Maximum Unit.  If Yes is selected, the Maximum Unit Override will display and will remain displayed.

21. Select the Add U/R push button.

    Result: The Frequency and Rates information will be shown in the Units and Rates List Box.

    Note:  Repeat steps 21, 22 and 23 for additional frequencies appropriate for this Authorization

22. Highlight the line you wish to view from the Units and Rates List Box.

    Result:  The Frequency, Rate, Begin Date, End Date, Total Units and Remaining Units Balance fields will populate.

23. Select the Save and Close icon to complete the action.

    Result:  The Service Authorization Detail window displays.

24. Select the Save and Close or Close icon.

    Result:  The Create Svc Auth Notices window will display.

25. Print as appropriate.

Note: Print Now: prints the notice in your office. Print Later: prints the notice in a nightly batch run at Central Office in Lincoln.

(03-2015)