Services-Client and Non-Client

DDC Coordinators and Vendors can add services for clients and 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 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.

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.

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	Required Licensure Types
Professional Guardianship - face-to-face	Can only be billed once a month per client per calendar month. Cannot be billed in the same month for the same client as “Professional Guardianship – Intensive Support Incentive” or “Professional Guardianship-Non-face-to-face/Exceptions” Rendering staff must have a National Certified Guardian Certificate and Background Check uploaded.	Background Check National Certified Guardian
Professional Guardianship – Intensive Support Incentive	Can only be billed once a month per client per calendar month. Cannot be billed in the same month for the same client as “Professional Guardianship- face-to-face” or “Professional Guardianship-Non-face-to-face/Exceptions” Rendering staff must have a a National Certified Guardian Certificate and Background Check uploaded.	Background Check National Certified Guardian
Professional Guardianship-Non-face-to-face/Exceptions	Can only be billed once a month per client per calendar month. Cannot be billed in the same month for the same client as “Professional Guardianship- face-to-face” or “Professional Guardianship – Intensive Support Incentive” Rendering staff must have a a National Certified Guardian Certificate and Background Check uploaded.	Background Check National Certified Guardian
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. Rendering staff must have a a Treatment Guardian Certificate and Background Check uploaded.	Background Check Treatment Guardian Certification
PET-Petitioning Attorney	Can only be billed once per client per case. Rendering staff must have a State Bar License, Professional Liability Insurance (Declaration Page Only), and Special Commission Letter uploaded.	Background Check State Bar License
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. Rendering staff must have a State Bar License, Professional Liability Insurance (Declaration Page Only), and Special Commission Letter uploaded.
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.	Background Check State Bar License
Court Hearing	$0.00
Guardianship Acceptance	Can only be billed once per client per guardianship appointment. Rendering staff must have a National Certified Guardian and Background Check uploaded.
PET-Petitioning Attorney Emergency Case	Can only be billed once per client per case. Rendering staff must have a State Bar License, Professional Liability Insurance (Declaration Page Only), and Special Commission Letter uploaded.	Background Check State Bar License

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.

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.