DDC Coordinators and Vendors can add services for clients and see view services that have been conducted/rendered.
To Add a Client Service
Note: A referral must be made by DDC and accepted by a Vendor before client services can be entered.
From the Client’s Dashboard:
Click the Services Referrals tab.
Click the Add Services button and click the appropriate service.
Click the Funding drop-down and click the appropriate fund. (Note: If only 1 Fund Source exists, you can skip this step and the system will auto-select)
Click the Date of Activity field and enter the date the service was rendered. Date Format mm/dd/yyyy. (Services must be entered no more than 30 days after they were rendered and within the Referral period.)
Click the Cost of Activity field and enter the $ amount. (Note: If the service has a designed fee, this step is not needed)
Click the appropriate Activity Type(s) if displayed.
Click the Staff drop-down and click the staff who rendered the service if displayed.
Click Choose File or Click Link to Existing to attached required service documents.
Click Save.
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To Add a Non-Client Service
Note: A referral must be made by DDC and accepted by a Vendor before services can be entered.
From the Home Page:
Click the Guardianship Program on the left navigation.
Click the Professional Guardians project.
Click the Add Services button and click the appropriate service.
Click the Funding drop-down and click the appropriate fund. (Note: If only 1 Fund Source exists, you can skip this step and the system will auto-select)
Click the Date of Activity field and enter the date the service was rendered. Date Format mm/dd/yyyy. (Services must be entered no more than 30 days after they were rendered and within the Referral period.)
Click the Cost of Activity field and enter the $ amount. (Note: If the service has a designed fee, this step is not needed)
Click the Staff drop-down and click the staff who rendered the service if displayed.
Click the Vendor drop-down and click vendor.
Click Choose File or Click Link to Existing to attached required service documents.
Click Save.
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Service Rules
The below service rules apply and the system will not allow a service to be saved if it does not meet the acceptable criteria below:
Service Name | Service Rules |
Professional Guardianship - face-to-face | Can only be billed once a month per client per calendar month. |
Professional Guardianship – Intensive Support Incentive | Can only be billed once a month per client per calendar month. |
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Professional Guardianship-Non-face-to-face/Exceptions | Can only be billed once a month per client per calendar month. |
Non-Billable Client Encounter | $0.00 includes Time In/Time Out |
90 Day Court Report | Must be billed within 90 days of Guardianship Acceptance. |
Annual Court Report | $0.00 |
Final Client Report | Must be filed within 7 days of Notification of Death. |
Treatment Guardian face-to-face | Can only be billed once a month per client per calendar month. |
PET-Petitioning Attorney | Can only be billed once per client per case. |
Extraordinary Costs | Can only be billed once a month per client per calendar month. Must be submitted with receipts. |
GAL-Guardian ad Litem | Can only be billed once per client per case. Can only be billed once per client per case. |
CV-Court Visitor | Can only be billed once per client per case. |
CV-Court Visitor-Spanish Speaking | Can only be billed once per client per case. |
PET-Petitioning Attorney Transfer | Rendering staff must have a State Bar License, Professional Liability Insurance (Declaration Page Only), and Special Commission Letter uploaded. |
Court Hearing | $0.00 |
Guardianship Acceptance | Can only be billed once per client per guardianship appointment. |
PET-Petitioning Attorney Emergency Case | Can only be billed once per client per case. |
The system will bundle all services and create invoices at 12:01am on the 1st and 16th of every month.
Tip: Manually entered services can be deleted or edited until they are bundled into an invoice.
To Edit a Service
From the Client’s Dashboard:
Click the Services tab.
Click the Service Transaction ID to open the service.
Make the necessary changes and click Save.
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To Delete a Service
From the Client’s Dashboard:
Click the Services tab.
Click the Trash Can Icon for the appropriate service. The service will be removed.
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