welcome to lukas counseling
Please read this page in full. If you ever have questions, please note them down, and email us.
THE "BIG-2" EXPECTATIONS AS A CONTRACT CLINICIAN or CASE MANAGER
# 1 COMMUNICATION. Communicate with our office regularly. Let us know how you're doing. Check your email daily, provide a cell phone number to us, and to the clients. Always call your clients within 24 business hours. If you are contacted by referral sources or community people concerning a referral, please answer within 48 hours. I cannot stress how important this is. If you get a new case, you MUST contact the family within 48 hours (unless someone else is doing your intake assessment). We had to let-go of good people because they did not follow this in the past. Lack of communication will not be tolerated.
Even though you are independent, it doesn't mean you can just disappear. Clients, probation officers, referral sources, etc., they may all contact our office directly with questions, and if it's something that you need to answer, and we can't get a hold of you, that's a big problem.
# 2 KEEPING TRACK OF UNITS AND DATES - Keep track of your units. I CANNOT STRESS THIS ENOUGH. If you are authorized for 104 units of IT per fiscal year, monitor them to ensure that you are utilizing wisely so that you do not run out unexpectedly. To monitor, look at your spreadsheet (that we provide for you), and update it as you go along. If you ever get lost in the numbers, email the office and we will tell you how many units are leftover and when the review is due.
Keep track of your bill code "end dates". These are the dates that units expire. Most of them will expire on June 30th, but not all. For clients funded by Wellcare, complete a reauthorization request form and submit to the account manager. This form must be dated for after the initial authorization's expiration date, and you can not see the client until Wellcare contacts us to let us know the reauthorization has been approved.
Keep track of your treatment renewals. Complete your treatment plan reviews WITHIN a month from when it's due and renew consent forms on a bi-annual basis. Again, I keep the spreadsheet updated on when these items need to be done.
about medicaid
What is Medicaid?
Medicaid/AHCA is our primary funding-source. Their fiscal year runs July 1 to June 30. Medicaid pays for mostly face-to-face interactions with clients. Clinicians cannot bill phone calls or emails and there is no double billing allowed (to avoid double billing, it is essential that clinicians ensure there is not another therapist in the home billing Medicaid). Medicaid is composed of straight Medicaid plans, and their MMA plans, which are WellCare, Sunshine, Beacon, Simply, etc. Those are part of Medicaid, and receive the money from Medicaid, although they are allowed to run as a separate insurance plan.
Intakes consist of usually 3 items: the biopsychosocial, the CFARS, and the master treatment plan. If you are not licensed and doing an intake, there are special procedures to follow, because some of the documents must be done before others, so please pay attention to that (explained later on). You can also do and bill for an individual therapy session after your intake.
Every year you can do another bio-psychosocial or in-depth assessment if the conditions warrant doing so.
For weekly counseling sessions, Medicaid approves clients for IT (Individual Therapy) or TBOS (Therapeutic Behavioral Onsite Services). It is the clinician’s responsibility to know how many units he or she has left-over. Though you and we will both track the units used, it does not mean that the number that we have is accurate > If a client was seen by another agency in the start of the fiscal year, then came to us, Medicaid does not inform us how many units remain.
writing a medicaid compliant note
Intake Assessments (done by a licensed person)
The intake consists of 3 billable documents (the biopsychosocial or indepth assessment, the CFARS or FARS, and the Master Treatment Plan). All 3 documents are contained within the one form when you complete it online, which is super convenient. Each intake must also have signed paperwork by the client and or parent. They will sign this paperwork online on our website as well.
Intake Assessments (done by a non-licensed person)
Your intake consists of 2 billable documents (the biopsychosocial or indepth assessment, and the CFARS or FARS). Each intake must also have signed paperwork by the client and or parent. They will sign this paperwork online on our website as well. After this is done, you will let the licensed person know and attach your assessment file (in the confirmation page after you press submit, press on the file, and it downloads to your computer). The LE person will schedule a short meeting with the client, and complete 1 billable documents called the LE (licensed evaluation). Once that is done, you can complete the Master Treatment Plan with the client on your next session. PLEASE PRESS HERE FOR STEP-BY-STEP INSTRUCTIONS TO REMEMBER AS A NON-LICENSED COUNSELOR DOING AN INTAKE ASSESSMENT.
warning!
TBOS
TBOS
TBOS
H2019-HO (TBOS) cannot be billed on the same day as H2019-HR (individual therapy), or H2019-HQ (group), or H2017 (PSR)
PSR
TBOS
TBOS
H2017 (PSR) cannot be billed on the same day as H2019-HO (TBOS).
LE
TBOS
LE
The licensed evaluation (H2010-HO) cannot be billed on the same day as H0031-HN (Bio) or H0031-HO (In-Depth)
useful emails & contacts
Stay in Touch with Us
Payments - anything related to when you get paid, what you got paid for, itemized reports, changing the direct deposit information (you can get a blank form at the bottom of this page), accessing Quickbooks Payroll, etc... you can reach us at max@lukasconseling.org
General or Clinical Questions -
In Orange/Osceola/Seminole - you can reach out to Olivia Staten (olivia@lukascounseling.org) with any clinical concern or clinical question. Everywhere Else - you can reach Max at max@lukasconseling.org for any general question, clinical concern, etc.
Referrals - if you need to submit a referral (you can do so online), but if you need to ask questions about a specific referral please email our Office Managers - In Orange/ Osceola/ Seminole - email Shere at referrals2@lukascounseling.org | Everywhere else reach out to Taylor at referrals@lukascounseling.org
HR information - any HR-related information, inquiries, liability insurance or contract questions, you can reach us at max@lukasconseling.org