Direct Data Entry (DDE)
Contents
1. f A 4 Details for the individual consumer line will appear Provider Meals on Wheels Older Adult Alternatives of Fairfi Location ID 411953 Agency FAA G Invoice JANOS Invoice Total 60 04 Detail Count 95 Invoice Comments pT Consumer Service Code Passthru Units Amount Service_Date Fannist Lou 471723 PASSPORT Therapeutic El Comment about this line item O 00f512 5 As necessary make changes to Invoice Comments Service Code Units Amount Service Date and Comment about this line item i Click Apply Changes to apply updates ll Click cancel any changes updates 6 The system will return a confirmation Changes were applied to the selected detail line i Edit an Individual Line Choices Invoice These fields can be changed Invoice comments service code provider service date units rate and comment about this line item The client consumer cannot be changed 1 Click Invoices to display the Invoices Status screen 2 Select invoice to be edited from the Invoices in Progress table 3 In the Detail line section of the invoice click Edit next to the individual client line Edit Delete Client _ Date Service Code Info Provider Units Rate Total em E Paniet tousav ite 01 FEB 07 HCAS T2025UBU2 Lora Ward 15432411 5 54 89 524 45 A 4 Details for the individual consumer line will appear In2. 4 50 00 edit F Barker Early 298380 03 APR 08 Choices Therapeutic Meals S5170UBU2 N ivi 4 0 00 4 In the New Unit s text box enter revised value Update Unite Rate for Checked Lines New Unit s A Rate 5 Click Update Units Rate for Checked Lines 6 Confirmation will be generated by the system Changes to Units Rate for selected Consumers were made as requested The omen will be reflected in the Detail lines section Edit Delete Client Service Code Info PT 2 Units Amount Billed edit edit O Barker Early 298380 01 4PR 08 Choices Therapeutic Meals 55170UBU2 ICA N ouj 0 00 i edit E Barker Early 298380 02 APR 08 Choices Therapeutic Meals S5170UBU2 N 14 50 00 edit m Barker Early 298380 03 4PR 08 APR 08 Choices Therapeutic Meals S6170UBU2 N CE Fo 50 80 00 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 17 of 33 Direct Data Entry DDE User Manual 13 Edit or Delete an Invoice cont d e Edit Rates PASSPORT Invoice 1 Click Invoices to display the Invoices Status screen Select invoice to be edited from the Invoices in Progress table 2 3 Only rates for service code with Y Passthru can be changed 4 In the Detail line section of the invoice click Update checkbox for the specific line consumer Delete Checked Lines Update Units Rate for Checked Lines New Unit s N
3. I Understand the Risks 3 Click Add Exception ade Exception 4 Click Confirm Security Exception at the Add Security Exception screen h x You are about to override how Firefox identifies this site ON Legitimate banks stores and other public sites will not ask you to do this Server Location https dde age ohio gov Get Certificate Certificate Status Add Security Exception This site attempts bo identify itself with invalid information Unknown Identity Certificate is not trusted because it hasn t been verified by a recognized authority 4 Permanently store this exception Confirm Security Exception b Cancel T Page 2 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 4 Security Certificate cont d b Internet Explorer 1 The There is a problem with this website s security certificate screen will display gt Certificate Error Navigation Blocked Windows Internet Explorer Y i https fidde age ohio gow File Edit View Favorites Tools Help we abr Certificate Error Navigation Blocked There is a problem with this website s security certificate The security certificate presented by this website was not issued by a trusted certificate authority Security certificate problems may indicate an attempt to fool you or intercept any data you send to the server We recommend that you
4. PASSPORT Intensive ADS day S5102UB Choices Enhanced ADS day S5130UA PASSPORT Homemaker S5135UAU5 PASSPORT ILA Travel Attendant S5160UA PASSPORT ERS Installation S5161UA PASSPORT ERS Rental S5161UB Choices ERS Rental 55162U4 PASSPORT ERS Device S51 0UA PASSPORT Home Delivered Meals Click here to download your Services List to a spreadsheet as a CSV file Service Code Description T2025UBU2 Choices HCAS T2025UBU3 Choices HCAS Hour unit Click here to download r Services List to a spreadsheet as a CSV file 3 Click a column heading to sort data in ascending or descending order 4 The first 15 rows displays Click Next to display the next 15 rows Click Previous to go back 15 rows Click Row to display up to 10 000 rows 5 To download the report click Click here to download your Services List to a spreadsheet as a CSV file CSV Comma Separated Values Follow the browser s download instructions to open with Microsoft Excel or save to Disk Page 28 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 17 Reports cont d d Choices Provider List 1 User is logged in as Fiscal Intermediary PAA Administrator or PAA Operator to view the Choices Providers List 2 Click Choices Provider List A report of Choices Providers listing the Location ID Name Address City State and Zip will display serch EN RowCount 15 v
5. Changes updates made in PIMS to a consumer will be reflected in DDE system the following day Updates from PIMS to the DDE system are made nightly 1 System requirements The minimum PC requirements to utilize the DDE application are 512mb system memory and an operating system capable of running one of the following browser versions or higher with JavaScript enabled Mozilla 4 0 Mozilla 5 0 MS Internet Explorer 6 0 Gecko 20060728 Firefox 1 5 0 6 2 How to Login Open a browser In the address bar enter https dde age ohio gov Press enter This site can be bookmarked If prompted for a Security Certificate proceed to Section 4 Security Certificate Enter your user name and password provided to you by your PASSPORT Administrative Agency Press enter Username and password are not case sensitive If prompted by the browser to save password decline If the user attempts to login with an invalid password and exceeds the number of attempts allowed by the system the account will be disabled Contact your PAA administrator regarding your account status Mozilla Firefox acia File Edit View Go Bookmarks Tools Help 8 En EB A nttos fede age ohio gov pls tmidb Pp dde You are logging into the live production website for the Ohio Department of Aging s DDE online invoice entry application Welcome to the Ohio Department of Aging Please enter your username and password to log into the Invoicing system User Nam
6. Invoice Status Views OR 4 Delete the invoice if it was started it error If necessary edit the invoice see Section 13 and click Remove Invoice 12 Invoice Entry CHOICES a Enter Invoice Details 1 User is logged in as a PAA Administrator PAA Operator Fiscal Intermediary these roles can invoice Choices services on behalf of all providers or Provider Operator Choices Invoice Entry screen only displays the provider s Choices consumers 2 From the Invoices screen click CHOICES Invoice Entry Blank invoice Entry screen appears INVOICES REPORTS MAINTENANCE WORK AS MYSELF PRINT LOGOUT INVOICE STATUS CHOICES INVOICE ENTRY WORK AS A PROVIDER Your session will expire in 00 57 03 Welcome 4cbrickner you are logged on and working as a PAA Administrator April 2007 SUN MON TUE WED THU FRI SAT 01 03 08 ojo o O Provider s 08 10 11 12 13 14 select a Consumer and Service O O O O O O 15 16 17 18 19 20 21 Om io ooo 23 26 27 28 orren about this line item O OO HE 01 03 04 05 Invoice Total 0 00 Detail Count 0 1 02 0 of 512 3 Invoice Enter an invoice number Limit is 10 characters 4 Invoice Comments If necessary enter a comment to describe the invoice Page 12 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 12 Invoice Entry CHOICES cont d a Enter Inv
7. 1 15 Next ES Location ID Provider Address i State Zip 412545 Heritage Health Care Services Toledo 5640 Southwyck Blvd Suite 203 Toledo OH 43614 412713 Almost Family 2121 Bethel Ed Suite Columbus OH 43220 Click here to download this report as a CSV file 1 15 Next ES 3 Click a column heading to sort data in ascending or descending order 4 The first 15 rows displays Click Next to display the next 15 rows Click Previous to go back 15 rows Click Row to display up to 10 000 rows 5 To download the report click Click here to download your Services List to a spreadsheet as a CSV file CSV Comma Separated Values Follow the browser s download instructions to open with Microsoft Excel or save to Disk e Download Electronic Data Interchange EDI Reports 1 User is logged in as Provider Operator Provider Operator Reports Only or PAA Administrator PAA Operator working on behalf of a Provider Operator Fiscal Intermediary role cannot download EDI reports 2 A table of reports available for download for the last 90 days will display 3 Reports are in PDF format and Adobe Reader is needed in order to open the file If Adobe Reader is not installed click Get Adobe Reader to download and install the latest version of Adobe Reader on your operating system Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 29 of 33 Direct Data Entry DDE User Manual 17 Reports cont d e Downlo
8. PASSPORT ERS Rental 01 NOV 05 30 JUN 06 13541189 ADT Companion Service S5161UA PASSPORT ERS Rental 01 JUL 06 31 OCT 06 13541189 ADT Companion Service S5161UA PASSPORT ERS Rental 01 NOV 04 31 OCT 05 13541189 ADT Companion Service S5161UA PASSPORT ERS Rental 01 NOV 07 31 OCT 08 13541189 ADT Companion Service S5161UA PASSPORT ERS Rental 01 JUL 07 31 OCT 07 13541189 ADT Companion Service S5161UA PASSPORT ERS Rental 01 NOV 06 30 JUN 07 13541189 ADT Companion Service 8 Click a column heading to sort in ascending or descending order It may be necessary to click the orange much greater than icon again to display the details of the query d User Maintenance and Email Lists User Maintenance and Email Lists functions are specific to the PAA Administrator Role These functions are covered in detail in the PAA Administrator Role User Maintenance Manual Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 33 of 33
9. To change your password Enter your current password Enter your new password Confirm your password Hit enter or click Apply Changes You are about to change the password for bvkorteprow odPasswrd ES New Password Po ES confirm Password 2 To change your password i Enter current password ii Enter new password iii Confirm password iv Click Apply Changes Click Cancel to cancel change password request b Change My Email Address 1 Click Maintenance 2 Click Change My Email Address To change your email address of record Enter your new email address Confirm your email address Hit enter or click Apply Changes You are about to change the email address for 6vkoreproyv E Old Email oda_isd_helpdeski age state oh us New Email o O Confirm Email Po 3 To change your email address Enter new email address li Confirm email address iii Click Apply Changes Click Cancel to cancel the change email address request Page 32 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 18 Maintenance cont d c Research Assistant e Research Assistant function is specific to the PAA Administrator and PAA Operator Roles e Use the Research Assistant tool to display a list of all Service Codes including Service Begin and End Date the Consumer has on file in the DDE application as of the current day e Data is based on the informa
10. by ODA Invoices Under Review Invoices Under Review with Remittance Advice Invoices with Remittance Advice Rejected Invoices 2 Click the Calendar icon to display the calendar 3 Select a date i Click the forward back icons to go forward back a month li Or click the drop down arrow next to the month or year to change the month or year iii Select a date Click Close to close the dialog box without changing the date https dde age ohi a m El 7 sun ton Tue wed Thu F sat dde age ohio gow x 4 Click Go A filtered list will display based on the date selected Filter Result Example Invoice Status Filter the List Below to Only Show Invoices Submitted After 04 755 03 Does not apply to Invoices in Progress porso its Go Invoice Number Location ID Provider Name Invoice Total Last Updated By Last Update 123456 108951085 BetterLiving Medical Supplies 600 00 1pdennis 29 FEB 08 4114111111 108951085 BetterLiving Medical Supplies 1 000 00 ipdennis 29 FEB 08 412331 108951085 BetterLiving Medical Supplies 550 00 1pdennis 29 FEB 08 1 3 5 Click a column heading to sort data in ascending or descending order 6 Click an invoice number to view the details or to finish an invoice in progress Page 24 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entr
11. first 25 rows of provider names will display Search Text Search 1 25 Next PAA Work Phone 1o0dokey PAA6 Okey Dokey Almost Family okey dokey com 5135551212 6aahmed PAA6 Ahmed Ahmed Asakir Medical Transportation Asakir Medical Transportation ahmed1499 hotmail com 6abrown PAA6 Alesha Brown Msi Medical Supply Inc MSI Medical Supply Inc abrown rpromise com 6adiini PAA6 Abdikani Diini Columbus Global Home Health Services Inc cghhs insight rr com 614 337 2580 6ahoge PAA6 Anita Hoge Arlingworth Health Inc Arlinaworth Health Inc ahh capitalhs com 6ahurre PAA6 Adam Hurre Franklin Transportation Resources Ince Franklin Transportation Resources Ince daale0101 yahoo com 6akaib PAA6 Ashley Kaib Embrace Home Healthcare Lic Embrace Home Healthcare LLC embrace4 sbcalobal net 6akotee PAA6 Agustin Kotee Arrowlink Transport Inc Arrowlink Transport Inc info arrowlinktransport com 4 Click Next to display the next series of rows click Previous to go back a series of rows 5 Click a column heading to sort in ascending or descending order Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 7 of 33 Direct Data Entry DDE User Manual 11 Invoice Entry cont d a Start New Invoice PAA Administrator or PAA Operator Role cont d 6 To search for a Provider i Entera search string in the Search Text text box il Click Search Select a name from the list that populates If necessary c
12. incorrect value is entered an error message will appear 1 error has occurred Units Amount must be entered as whole numbers positive or negative Partial units decimals or fractions are not permitted by rule Please correct the Units Amounf field and then resubmit 9 Service Date s i Atleast one Service Date must be selected from the calendar June 2009 July 2009 August2009 SUN MON TUE WED THU FRI SAT SUN MON TUE WED THU FRI SAT ge ee eee 26 27 2 29 3 31 O 1 cya 01 02 03 04 ee 01 O02 02 04 O o OY E OF 08 09 12 05 06 OF 08 09 10 11 ye o E O 4 o 4 E 02 03 04 05 06 07 m m 815 ala OF 10 11 12 13 14 15 6 a la as aa 14 15 17 18 20 12 13 14 18 18 a lo lola olaja ajo la o le o a 21 22 3 24 235 26 27 19 20 21 2 23 24 25 28 29 30 HN 28 27 28 29 30 31 Wh 16 17 18 19 20 21 22 8 e ls e le a e 23 24 25 28 27 28 29 Saad 30 131 MA A A E Bla Page 10 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 11 Invoice Entry cont d c Enter Invoice Details All Roles cont d 9 Service Date s cont d ii Click Previous to display the previous month click Current to display the current month and click Next to display the next month iii Date s can be selected by Clicking the check box under the date to
13. invoice that was not submitted is saved in Work in Progress 13 Edit or Delete an Invoice Only invoices in progress can be edited or deleted User is logged in as a Provider Operator a Fiscal Intermediary a PAA Admin or a PAA Operator working on behalf of a provider location a Remove Delete Invoice NOTE A deleted invoice cannot be recovered 1 2 3 4 Click Invoices to display the Invoices Status screen Select invoice to be deleted from the Invoices in Progress table Click Remove Invoice Click Ok You will return to the Invoice screen The page at https dde age ohio gov says 0 By clicking on Ok below you are verifying that you wish to delete this invoice and all it s associated detail lines There is no recovery of this invoice information after you click Ok Cancel b Detail line Row Count Row Count View All Rows ES Previous 216 230 Next 1 The first 15 rows of billing detail is displayed Click Next to display the next 15 rows Click 2 Previous to show the previous 20 rows Click the row count drop down to display additional rows For performance purposes a maximum of 200 rows will be displayed 3 To view all rows click View All Rows Click Edit this Invoice to return to the Invoice Page 16 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 13 Edit or Delete an Invoice cont d c Search Detail L
14. select an individual day or days Clicking the name of the week Sun Mon etc to select all those days for the month Clicking the month to select all the days in that month iv Date s can be de selected by Clicking the checkmark on the individual date s Clicking the name of the week Clicking the month 10 Comment about this line item If necessary type a comment about this service code Limit of 512 characters Comment about this line item Create a comment about this service code 43 of 512 11 Add Service s i Click Add Service s After consumer s service code date s and comments are selected entered ii This will populate the Detail Lines section and a confirmation will be generated by the system Detail record s added successfully iii Once Add Service s is clicked an invoice draft is automatically saved in the system and added to the Invoices in Progress list and remains in Invoices in Progress status until submitted 12 Detail Lines i Invoice Detail Lines section is group and sorted by consumer li For performance purposes 200 rows is the maximum number of detail lines that will display during invoice entry Delete Checked Lines Update Units Rate for Checked Lines New Unit s New Rate Search ES Ea Row Count 15 iv BIMET TOE Barker Early 298380 Delete Client Service Code Info Update Units Comments PASSPORT Personal Care T1019UA PASSPORT Personal Care T
15. window 9 Click Yes at the Security Warning window Security Warning T You are about to install a certificate From a certification authority C4 claiming to represent i dde age ohio gow Windows cannot validate that the certificate is actually From dde age ohio qow You should confirm its origin by contacting dde age ohio gov The Following number will assist you in this process Thumbprint shal 06764924 3603086F DADCT97A 964CEAB6 4626FD65 Warning IF you install this root certificate Windows will automatically trust any certificate issued by this C4 Installing a certificate with an unconfirmed thumbprint is a security risk IF you click Yes you acknowledge this risk Do vou want bo install this certificate 10 Click Ok at The import was successful prompt 11 Click Ok to close the Certificate window Page 4 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 5 Maintenance and System Outages e When the DDE application is unavailable for maintenance the screen will display The DDE is currently unavailable while maintenance is being performed Please try again in 30 minutes e fthere is a system outage and the application is unavailable the screen will display Page not found or Service Temporarily Unavailable The server is temporarily unable to service your request due to maintenance downtime or capacity problems Please try again late
16. 1019UA edit Barker Early 298380 11 FEB 08 edit Barker Early 298380 13 FEB 08 Client Name Total Brown Anona 83506 Delete Client Service Code Info Update Units Amount Billed Comments edit Brown Anona 83506 06 FEB 08 PASSPORT Personal Care Services for T1019UA consumer PASSPORT Personal Care Services for T1019UA consumer PASSPORT Personal Care Services for T1019UA consumer edit Brown Anona 83506 13 FEB 08 edit Brown Anona 83506 27 FEB 08 Client Name Total Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 11 of 33 Direct Data Entry DDE User Manual 11 Invoice Entry cont d c Enter Invoice Details All Roles cont d 12 Detail Lines cont d Click View All Rows to see all Detail Lines for the invoice This will take you to another screen displaying all details for the invoice ll Click Edit this Invoice to return to invoice entry screen 13 Repeat steps 5 thru 11 to bill for additional service s for a consumer s on same invoice d Next steps All Roles 1 Submit the invoice Proceed to Section 14 Submit Invoice OR 2 Edit the invoice before submitting Proceed to Section 13 Edit or Delete an Invoice OR 3 Stop and finish the invoice later Once Add Service s is clicked or when an action modification is made to the invoice an invoice draft is saved and added to the Invoices in Progress list Proceed to Section 16
17. 90 days Activity Summary Status of report of invoices submitted Claims Acknowledgment Report of rejected claims Remittance Advice Remittance Advice reported generated from PIMS Page 30 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 17 Reports cont d e Download Electronic Data Interchange EDI Reports cont d 6 Search for a Report i Inthe Optional Search Criteria text box enter a search string that is contained in the Invoice ID or Date timestamp li Click Search The results of the search will display Time Stamp Invoice ID or Filename 2008 0490 15 58 022920084 Invoice ID RA Filename 2008 0448 09 23 022920084 RA149846755 pdf iii Click Clear to clear the search text box and display all available reports 7 Open a Report i The reports are in PDF format In order to open view the report Adobe Reader must be installed li Click Filename of the report iii Follow the browser s instructions to either Open or Save the report f Usage Stats The Usage Stats function is specific to the PAA Administrator Role This function is covered in detail in the PAA Administrator Role User Maintenance Manual Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 31 of 33 Direct Data Entry DDE User Manual 18 Maintenance a Change My Password 1 Click Maintenance The Change My Password screen appears
18. A Choices Invoices Received by ODA Choices Invoices with Remittance Advice b Invoice Views Available PIMS and Choices Invoices Received by ODA Displays invoices received by ODA PIMS PASSPORT system Invoices Submitted to ODA Displays invoices sent to ODA PIMS PASSPORT but not acknowledged as received Invoices Under Review Displays invoice under review by an ODA agent or a process No remittance available Invoices Under Review with Remittance Advice Displays invoices under review by an ODA agent or a process Remittance advice available for a portion of the invoice Invoices In Progress Displays invoices in progress not submitted to ODA The user is able to select an invoice and make edits and changes Invoices stay in progress until submitted Invoices with Remittance Advice Displays invoices paid with remittance advice available in DDE The data is generated from the remittance advice report in PIMS Rejected Invoices Displays invoices rejected in full by case manager Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 23 of 33 Direct Data Entry DDE User Manual 16 Invoice Status Views cont d c Filter the List Submitted Invoices only 1 Click Invoice Status drop down arrow and select an Invoice Status to be viewed NOTE This filter does not apply to Invoices in Progress Invoice Status er in any Invoices Submitted to ODA Invoices Received
19. Direct Data Entry User Manual Rev 8 02 26 2010 The Ohio Department of Aging 50 W Broad Street 9th floor Columbus OH 43215 614 466 5500 800 266 4346 Direct Data Entry DDE User Manual Table of Contents l O SEM TEQUES MENS A a 1 Ze POW OLOGI cda 1 de Session MIMIC OW aa 1 Az OCCU GOMINCAUC rol iai 2 SS ner ee ae rr eC a Se eRe nee ee eee 2 Dy iinterniet Explorers storia essen aaah tain od 3 5 Maintenance dnd system DUES ias 5 Gi ROMOten pass WONG cr teiewseimiuescteictonstiuinepletarauraenbadiolinevSian toa iuedawudtelsdietedietanied 5 Ja Forgotten User Names suis ii drid 5 S Voto calores AAA revit uanadina a 5 USAS aa 5 ay PAA sn 5 D A A An 5 c Provider Operator Invoice and ReportS coooonncccnncccccccconncnnncncnnnnnncnonnnonononnnnncnnnnnnnnnnnannnnnnnoss 5 d Provider Operator Reposo Vis unaruka e aano aaea inos aier dini 5 er Eiscallitemediaarescuss ile 5 A A eee eee ete Re at eae tre ates amet 6 Ay INVOICES SiC tS Oil eoae ccc ice cease ch nace oat nce nace isd 6 Dr RED OMS SCRCCM ices cachet cic ace h chee a a Seeesaunee 6 C Maintenance Screen cccccccccssesseecceeeeseeeeecceeeeeeaaeuseeeeeeeeeseeeeedeceeeeessaeaeeeeeesssuaaaeeeeeeeeessagags 6 A A ene ae O oem ee ae ee 7 ED O 7 1 invoice Entry PASSPORT ocres 7 a Start New Invoice PAA Administrator or PAA Operator Role occccccocccccccoccncocononcnonos 7 b Start New Invoice Provider Operat
20. Revd by ODA 20 MAR 08 29 50 00 025 Carriage Court Lancaster 175451420 Revd by ODA 20 MAR 08 23 50 00 15 Carriage Court Lancaster 175451420 Revd by ODA 21 MAR 08 20 0 00 0001 Carriage Court Hilliard 175442317 Revd by ODA 31 MAR 08 5 0 00 1 7 Select an invoice to display the Invoice information Details Lines and to Generate a Coversheet Click the browser s back button to go back to the Invoice Report List 5 Status Column displays current status of the invoice Revd by ODA Invoice received by ODA PIMS PASSPORT system REMIT Invoice was submitted and adjudicated in PIMS A Remittance Advice RA was created and available for download on the Download EDI Reports page The Download EDI Reports page displays reports available for download for the last 90 days REMIT W ERR Invoice was submitted to PIMS and a RA was created but at least one billable was adjusted or denied during adjudication To find adjusted or denied claim download the RA report for the invoice in question from the Download EDI Reports page The Download EDI Reports page displays reports available for download for the last 90 days SUBMITTED Invoice sent to ODA PIMS PASSPORT but not acknowledged as received WIP Work in Progress Invoice in progress but not submitted to ODA User is able to select and edit invoice Invoices stay in WIP until submitted b Consumer List PASSPORT or Choices 1 User is logged in as Provider Operator Fisc
21. The entered rate of 45 99 exceeds the current ODA maximum rate of 39 78 Am ount 137 97 11 Comment about this line item If necessary type a comment about this service code Limit of 512 characters 12 Service Date s i Atleast one Service Date must be selected from the calendar EAS ESS eee June 2009 i July 2009 E August 2009 SUN MON TUE WED THU FRI SAT 26 2 2 29 30 31 O I 09 10 11 12 13 14 15 16 if 18 19 20 21 22 SUN MON TUE WED THU FRI SAT SUN MON TUE WED THU FRI SAT a1 01 02 03 04 05 00 23 28 34 02 02 04 apla Oj L F 4 A E A 4 05 06 07 08 09 11 d L A P A a 12 13 74 16 18 a aegre e 23 24 25 26 27 28 z9 f y f y 4 o japo alo m aaa i i ae il Click Previous to display the previous month click Current to display the current month and click Next to display the next month iii Date s can be selected by Clicking the check box under the date to select an individual day or days Clicking the name of the week Sun Mon etc to select all those days for the month Clicking the month to select all the days in that month iv Date s can be de selected by Clicking the checkmark on the individual date s Clicking the name of the week Clicking the month Page 14 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 12 Invoice Entry CHOICES cont d a Enter Invoice Detai
22. _ i T2025UBU3 759417104 r oa da HCAS Hour unit Allena J Hyite a gaa Taga s Duwitt Mary 24434 MAR O 54 213 edit El uwi y 11 MAR 08 T2025UBU2 759417104 3 4 37 13 11 P E HCAS Hour unit Allena J Hyite PTE 14 Duwitt Mary 24434 14 MAR 0i 3 4 13 11 edit d uwitt Mary 14 MAR 08 Tonos UBL 759417104 3 4 37 13 11 LJ iii Click View All Rows to see all Detail Lines for the invoice This will take you to another screen displaying all details for the invoice iv Click Edit this Invoice to return to invoice entry screen 15 Repeat steps 6 thru 13 to bill for additional service s for a consumer s on same invoice Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 15 of 33 Direct Data Entry DDE User Manual 12 Invoice Entry CHOICES cont d b Next steps 1 2 5 Submit the invoice Proceed to Section 14 Submit Invoice OR Edit the invoice before submitting Proceed to Section 13 Edit or Delete an Invoice OR Stop and finish the invoice later Once Add Service s is clicked or when an action modification is made to the invoice an invoice draft is saved and added to the Invoices in Progress list Proceed to Section 16 Invoice Status Views OR Delete the invoice if it was started it error If necessary edit the invoice see Section 13 and click Remove Invoice OR Start a new Invoice Click Start a New Invoice to start a new invoice The
23. ad EDI Reports cont d 4 Click Download EDI Reports A table of reports available for download for the last 90 days will display Welcome 1cbrickner06 you are logged on and working a Your session will expire in 00 59 56 E E a ADOBE READER If you experience errors attempting to open one ofthe reports on this page please visit to get the latest version of Adobe Reader for your operating system You are currently authorized to view reports for 1 location s at this time Select a Provider Location and PAA from the drop down list Optional Search Criteria Time Stamp Invoice ID or Filename Report Type Count 2008 0241 14 16 01 31 2008 Activity Summary 5 2008 0241 1416 123107B Claim Acknowledgment 0 2008 03 10 15 15 01312008B Remittance Advice 6 2006 0310 15 15 022908 report total 11 2008 04 10 15 58 03042008 2008 04 10 15 58 022920084 2008 04 18 09 23 2008 04 18 09 23 2008 03 10 17 23 2008 03 10 17 23 2008 03 02 17 36 2008 03 02 17 36 1 6 Next Invoice ID RA Filename 022920084 RA149846755 pdf 03042008 RA149846755 pof 013120086 RA149839469 pdf 022908 RA149839469 pdf 1231078 RA149835897 pdf 01 31 2008 RA149835897 pdf 1 6 Remittance Advice may contain information for more than one invoice 5 Reports Available for Download Reports by Type last 90 days Displays a scorecard of total reports available for download for the last
24. al Intermediary or a PAA Administrator PAA Operator working on behalf of a Provider Operator to view the Consumer List 2 Click Consumer List A report of Consumers specific to the location ID will display Page 26 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 17 Reports cont d b Consumer List PASSPORT or Choices cont d 3 Show Passport Consumers The Show Passport Consumers is selected by default and Passport Consumers display Consumer Name Consumer No Address City State and Zip displays 2 Show Passport Consumers O Show Choices Consumers Location ID by PAA Ss Row Coun 1 15 Next ES Consumer Name Consumer No Address State Zip Trevor Ron C 565924 5371 Lerbee Ave Reynoldsburg OH 43068 Willie Adam T 201141 5351 Robin Blvd Columbus OH 43229 Click here to download your Consumer List to a spreadsheet as a CSW file 4 Show Choices Consumers Click Show Choices Consumers to change the list of consumers displayed Consumer Name Consumer No Address City State and Zip displays Show Passport Consumers Show Choices Consumers Work as a Provider Row Count 1 15 Next Consumer Name Consumer No Address i State Zip Acroon Shari L 831463 2132 Stulliver Ave Columbus OH 43223 Audelle Robert I 1618 3731 Cherry Ridge Vinton OH 45656 Click here to download your Consumer List to a spreadsheet as a CSV fil
25. bmited INVOICES ONY ic ts 24 Aedes ICONS o oe 25 aj INVOICE REDON tence rca it tata ista 25 b Consumer List PASSPORT Or Choices rrei aeina E AEA EN 26 CG Services LISt PASSPORT and AICA as 28 di Gholces Provider LIST asensiasscico troncal lic Oieipios 29 e Download Electronic Data Interchange EDI ReportS oocccccccccncoccconoconnnncoconnnconancnnnnnoos 29 D SAC Otel Se OPIN A a a E aa 31 18 Maltes da 32 ay Change My PassWord aio orilla codos 32 Dr Change My Email Address ei cae 32 GC RescarciAssIS A ie lino 33 d User M intenance and Email LIStS stat oda lacio lot 33 Created by The Ohio Department of Aging Revised 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 05 23 2008 ODA IT Dept 10 23 2008 6 0 CHOICES cap increase ODA IT Dept 08 17 2009 7 0 Update Security Certificate prompts and define ODA IT Dept C Brickner Status column on Invoice Report screen 02 17 2010 8 0 Choices billing changes ODA IT Dept Created by The Ohio Department of Aging Revised 02 26 2010 Rev 8 This page intentionally left blank Direct Data Entry DDE User Manual The Direct Data Entry DDE billing system is one of the replacements for the Data Entry Module DEM currently used by many Pre Admission Screening System Providing Options and Resources Today PASSPORT providers to enter and submit PASSPORT Information Management System PIMS invoices to PASSPORT Administrative Agencies PAAs
26. ce P lan Bailey Harold 550906 A A mM A a Barnett A ll To select individual non adjacent consumer s hold the PE CTRL key down and left click on the consumer s name Bublitz James 252256 A 7 Case Helen 968308 A iii To select a range group of consumers left click on the Castle Bessie 452859 A_ Y dde age ohio gov first name of the range then hold down the left mouse button and drag the cursor to the last name of the range Release the mouse button iv To Search for a consumer type a search string in the Search text box click Search v Click Submit to add the selected consumer s to invoice OR vi Use auto complete feature In Consumer text box type any part of the consumers first last name or consumer number Select consumer from list that populates Consumer Consumer A Ma a Virginia OS Paul 322368 A TER 344737 A Benjamin Virginia 344737 A List Bernges James 505243 D List Castle Bessie 452859 A List Rotts Beatrice 354783 A List 2 https dde age ohio gov Client Selection Mozilla Fi E JE 6 Service Code i Click the Service Code list icon 1 E to T Submit populate the list of available Service Codes Only select One Serice Code ii Select only one Service Code iii Click Submit OR iv Use auto complete feature Type the first characters s of service code description or service code
27. close this webpage and do not continue to this website Click here to close this webpage Continue to this website not recommended More information 2 Click Continue to this website Continue to this website not recommended 3 Click Certificate Error in the upper right hand corner y Untrusted Certificate The security certificate presented by this website was not issued by a trusted certificate authority This problem might indicate an attempt to fool you or intercept any data you send to the server We recommend that you close this webpage About certificate errors Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 3 of 33 Direct Data Entry DDE User Manual 4 Security Certificate cont d b Internet Explorer cont d 5 Click Install Certificate at the Certificate window h El ES Certificate General Details Certification Path Certificate Information This CA Root certificate is not trusted To enable trust install this certificate in the Trusted Root Certification Authorities store Issued to dde age chio goy Issued by dde age ohio gow Walid from 10 13 2006 to 10 10 2016 6 Click Next at the Certificate Import Wizard window 7 Click Next at the Automatically select the certificate store based on the type of certificate prompt 8 Click Finish at the Completing the Certificate Import Wizard
28. der is the discretion of the PAA The Generate a Coversheet button becomes active once an invoice has been submitted a User is logged in as a Provider Operator a Fiscal Intermediary a PAA Admin or a PAA Operator working on behalf of a provider location and invoice has been submitted b If necessary click Invoices to display the Invoices Status screen c Select invoice from the Invoices Status list d Click Generate a Coversheet to create the PASSPORT Invoice for Direct Services or Choices Invoice For Direct Services coversheet e Click print button to send to printer or click File and select Print f Click back button to return to the submitted invoice details a k a http soccl 109 0dn state oh us 7777 pls htmidb f p 900 60 1 1747314 gt Getting Started Gul Latest Headlines Your session will expire m 00 60 00 PASSPORT Invoice For Direct Services Provider NQTWOLLC Invoice ID DEC2006K1 DBA Name Visiting Angels of Central Ohio DDE Invoice ID 2655 Provider No 55464857 Provider Location 554 0384 Agency ID PAA 6 Agency Internal Use Only Units Amount Service Description iller Pate E Paid a PASSPORT Homemaker PASSPORT Personal Care Totals Agency Internal Use Only Approved Date Invoice Document Amount Total Due Fri 05 Jan 2007 17 15 56 DDE Version 1 1 0 5 tiernos between Amount Due and Amount Paid the period could be the result of units that were billed in excess of authorized care
29. e 5 If no consumers are found the system will display No Consumers found for this Agency 6 Click a column heading to sort data in ascending or descending order 7 The first 15 rows displays Click Next to display the next 15 rows Click Previous to go back 15 rows Click Row to display up to 10 000 rows 8 To download the report click Click here to download your Consumer List to a spreadsheet as a CSV file CSV Comma Separated Values Follow the browser s download instructions to open with Microsoft Excel or save to Disk Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 27 of 33 Direct Data Entry DDE User Manual 17 Reports cont d c Services List PASSPORT and Choices 1 User is logged in as Provider Operator Fiscal Intermediary or a PAA Administrator PAA Operator working on behalf of a Provider Operator Services for Choices displays for Choices Provider Operators Fiscal Intermediary and PAA Administrator PAA Operator Roles 2 Click Services List A report specific to the location ID of Passport and or Choices Services listing the Service Code and Description will display 1 15 Next Service Code Description S5100UA PASSPORT Enhanced ADS 15 min S5100UAU1 PASSPORT Intensive ADS 15 min S5101UA PASSPORT Enhanced ADS 1 2 day S 101UAUe PASSPORT Intensive ADS 1 2 day S5101UB Choices Enhanced ADS 1 2 day 55102UA PASSPORT Enhanced ADS day S5102UAU3
30. e Password ES Forgot my password Type in your User Name above then click the Forgot my password link above to have it emailed to you Your password will be sent to the email address associated with the User ID you entered above if the user profile for that ID is currently on file at the Ohio Department of Aging Aann OA Transferring data from dde age ohio gov 3 Session timeout A user s session will timeout after 60 minutes of inactivity If for a period of time you leave the DDE application alone or perform actions ex scrolling entering data reading a downloaded report that does not generate a call to the server the application logs you out and you will be prompted to log in again A timer will appear on the screen and count down to inform the user when the session will expire Ex Your session will expire in 00 59 48 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 1 of 33 Direct Data Entry DDE User Manual 4 Security Certificate Always accept or install the website s security certificate when prompted by the web browser It is a valid certificate issued from the State of Ohio s Office of Information Technology a Firefox 1 The This Connection is Untrusted screen will display This Connection is Untrusted You have asked Firefox to connect securely to dde age ohio gor but we can t confirm that your conmection is secure 2 Click I Understand the Risks
31. edge and that all units of service reported herein were provided in accordance Cancel 3 Click Cancel to cancel the submit invoice process User is brought back to the Invoice Information screen with khe conditions of this contract 4 System generates a confirmation The invoice has been successfully Submitted to the ODA PIMS system The details of the invoice will display Your session will expire in 00 57 34 Welcome 6dbrownoper you are registered as a PAA Operator working on ber The invoice has been successfully Submitted to the ODA PIMS system Invoice Agency Location ID Invoice Total Detail Count CINDYB PAA 6 412568 0 00 Invoice Comments none Invoice Status Invoice Submitted to ODA 0 you must use the back button to return from the Coversheet page Client Service Code Info Units Amount Billed Lou Hannah 592632 PASSPORT Homemaker S5130UA 100 50 00 01 APR 08 PASSPORT Homemaker S5130UA 100 50 00 02 APR 08 PASSPORT Homemaker S5130UA 100 50 00 03 APR 08 PASSPORT Homemaker S5130UA 100 50 00 04 APR 08 PASSPORT Homemaker S5130UA 100 50 00 05 APR 08 5 As necessary Generate Cover Sheet See Section 15 Generate a Coversheet Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 21 of 33 Direct Data Entry DDE User Manual 15 Generate a Coversheet ODA does not have a requirement for a signed cover sheet and collecting a cover sheet from a provi
32. en appears INVOICES REPORTS MAINTENANCE LOGOUT INVOICE STATUS INVOICE ENTRY Welcome 6jfleckprov you are logged on and working as a Provider Operator Provider Best Nursing Care Inc Location ID 50136429 Agency PAA 6 Previous Current Next Invoice Invoice Total 0 00 Detail Count 0 August 2006 nvoice Comments SUN MON TUE WED THU FRI SAT cise 01 02 03 Consumer Service Code Passthygm Units Amount 0 00 00 A Comment about this line item DOpJ jpOjpo jpO O O A 13 14 15 16 17 18 19 11 Ada Servicets E O o o 31 HE O Page 8 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 11 Invoice Entry cont d c Enter Invoice Details All Roles cont d 3 Invoice Enter an invoice number Character limit is 10 characters 4 Invoice Comments If necessary enter a comment to describe the invoice 5 Consumer https dde age ohio gov Client Selec SEE i Click the Consumer list icon to populate a list of consumers The consumers listed are specific to the Search Location ID logged in as Search Clear An A after a name is a consumer with an active Service py eg ae a acacia Plan These are sorted first A is a Consumer with an active Service i i f PI A D after a name is a consumer with an Inactive F io onal wink li Service Plan Servi
33. er s to display ii Select at least one valid Provider from the list provided More than one valid Provider can be selected Service Code MA Provider s Sa select a Service A HCAS T2025UBUZ2 LOM 15 Minutes HCAS Hour unit T2025UBU3 UOM H Provider Operator Role ili When logged in as a Provider Operator role only the provider s location displays as a valid selection iv Select Provider Service Code MA Provider s SS select a Service Select the provider s HCAS T2025UBU2 UOM 15 Minutes Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 13 of 33 Direct Data Entry DDE User Manual 12 Invoice Entry CHOICES cont d a Enter Invoice Details cont d 9 Units i Enter Units of service provided to the Consumer by the selected Provider s li If more than one Provider is selected Units are applied to each Provider at amount entered in this field 10 Amount and Rate i Enter total Amount Units times Rate that is to be paid to the Provider s for the selected Service for Units entered This is a daily Amount and will be carried over to all Service Dates selected in the calendar Units Rate Amount 31 28 ii If more than one Provider is selected the Amount is applied to each Provider selected iii Rate cap is 39 78 If the calculated rate exceeds the 39 78 cap an error message will display Correct the rate entered Units 1 error has occurred e
34. es Screen The options available and the data displayed are based on your role in DDE Invoice Choices Work As a Invoices Screen Status Invoice Entry Provider PAA Operator X x X Fca intemediay x x To start an invoice these Roles must work on behalf of a provider Able to invoice Choices services on behalf of all providers Choices Invoice Entry screen only displays the provider operator s Choices consumers b Reports Screen The options available and the data displayed are based on your role in DDE Choices Download Invoice Consumer Services Provider Reports Screen Report List List des A X X Fiscal intermediary x x x x Provider Operator x x x YX Provider Operator x Reports Only X PAA Operator X X X X X To view the Consumer List Services List and Download Electronic Data Interchange EDI Reports these Roles must work on behalf of a provider This function is covered in detail in the PAA Administrator Role User Maintenance Manual c Maintenance Screen The options available and the data displayed are based on your role in DDE Change my Email Research Email User Password NE Assistant Lists Maintenance Maintenance Change My Screen PAA Administrator PAA Operator Fiscal Intermediary Provider Operator Provider Operator Reports Only These functions are covered in detail in the PAA Administrator Role User Main
35. ewRate ser JE ESA Row Count 15 EMIT IM Barker Early 298380 Edit Delete Client Date Service Code Info PASSPORT ERS Rental Barker Early 298380 02 MAR Barker Early 298380 go mar na PASSPORT ERS Rental 5 In the New Rate text box enter revised value Update Units Rate for Checked Lines New Unit s New Rate 17 52 6 Click Update Units Rate for Checked Lines 7 Confirmation will be generated by the system Changes to Units Rate for selected Consumers were made as requested The change s will be reflected in the Detail lines section Edit Delete Client vice A z Be edit m Barker Early 298380 go jjar og PASSPORT ERS Rental Y O 1 17 52 35161UA edit O Barker Early 298380 po MAR 08 Sue ee Y O 1 517 52 e edit Barker Early 298380 46 MAR 08 co Rental y El i 15 00 f Edit Units and Rates Choices Invoice 1 Click Invoices to display the Invoices Status screen 2 Select invoice to be edited from the Invoices in Progress table 3 In the Detail line section of the invoice click Update checkbox for the specific line consumer Update Units Amount for Checked Lines Delete Checked Lines New Unit s MewRatd Amount 5 Search Row Count 15 E T click here to view the report sorted on Consumer Provider Maura Davenport 1541 1324 Edit Delete Client Date Service Code Info Provider Units Rate Total Upda
36. ines 1 Click Invoices to display the Invoices Status screen 2 Select invoice to be searched from the Invoices in Progress table 3 In the Detail Line section enter text or date in the Search text box The Client Date and Service Code Info columns will be searched 4 Click Search The system will return the result of the search New Unit s NewRate Search 274523 Dvfbpf Sue 274523 Delete Client Service Code Info Update Units Amount Billed PASSPORT Homemaker 5130UA i PASSPORT Homemaker 551 30UA Dvfbpf Sue 274523 06 NOV 06 Dvfbpf Sue 274523 13 NOV 06 Z E E Client Name total report total Update Units Rate for Checked Lines Delete Checked Lines 5 Click Clear to clear out the search results and display all detail lines of the invoice d Edit Units PASSPORT Invoice 1 Click Invoices to display the Invoices Status screen 2 Select invoice to be edited from the Invoices in Progress table 3 In the Detail line section of the invoice click Update checkbox for the specific line consumer New Unit s NewRate Search EN E Row Count T Barker Early 298380 Edit Delete Client Service Code Info PT Update Units Amount Billed edit O Barker Early 298380 01 APR 08 Choices Therapeutic Meals 55170UBU2 N 0 00 edit C Barker Early 298380 02 APR 08 Choices Therapeutic Meals S5170UBU2 N
37. lick Clear to clear the text box and display the entire list Search Text MES Username PAA Name Company email 6adiini PAA6 Abdikani Diini Columbus Global Home Health Services Inc cghhs insight rr com 6akaib PAA6 Ashley Kaib Embrace Home Healthcare Lic Embrace Home Healthcare LLC embrace4 sbcglobal net 6cokafor PAA6 Chuck Okafor Able Health Care Inc Plus Able Health Care Inc Plus ablesup aol com 6kballard PAA6 Karen Ballard Tender Nursing Care Inc karen7668 sbcaglobal net 6kburton PAA6 Karen Burton Star Home Care karenb starservices org 6krobinson PAA6 Karen Robinson American Nursing Care American Nursing Care karen_robinson chs trihealth com 7 Select a name The application will indicate the Username you are working on behalf of Welcome 6dbrownoper you are registered as a PAA Operator working on behalf of 6adiini 8 Click Start a New Invoice and go to Section 11 c Enter Invoice Details All Roles 9 Click Work As Myself to logout of the provider location you are working on behalf of b Start New Invoice Provider Operator Role 1 Login as Provider Operator 2 Click Start a New Invoice and go to Section 11 c Enter Invoice Details All Roles c Enter Invoice Details All Roles 1 User is logged in as a Provider Operator a PAA Admin or PAA Operator working on behalf of a provider location 2 From the Invoices screen click Start a New Invoice The blank Invoice Entry scre
38. ls cont d 13 Add Service s i After consumer s service code s provider s date s and comments are selected entered click Add Service s ii This will populate the Detail Lines section and a confirmation will be generated by the system Detail record s added successfully iii Once Add Service s is clicked an invoice draft is automatically saved in the system and added to the Invoices in Progress list and remains in Invoices in Progress status until submitted 14 Detail Lines i Invoice Detail Lines section is group and sorted by consumer ll For performance purposes 200 rows is the maximum number of detail lines that will be displayed during invoice entry Update Units Amount for Checked Lines New Unit s NewRate Amount click here to view the report sorted on Consumer Provider gt View All Rows 1 15 Next fs Allena J Hyite 759417104 Edit Delete Client Service Code Info Provider Total Comments z E i ITER HCAS Hour unit Allena J Hyite 7 edit O Duwitt Mary 24434 02 MAR 08 T2025UBU2 759417104 3 4 37 13 11 El E Sats HCAS Hour unit Allena J Hyite a ea 244 edit C Duwitt Mary 24434 D4 MAR 08 SS 759417104 3 437 13 11 Fi edit E Duwitt Mary 24434 07 MAR 08 HCAS Hour unit Allena J Hyite 3 15437 13 41 O l T2025UBU3 759417104 l i edt Duwitt Mary 24434 og mar og HSAS Hour unit Allena J Hyite Epe oE
39. number Select service code from list that populates Displayed will be a description of service code unit of measure service code number and if it is a Passthru or not ON or OY Service Code Passthru Units Amount PASSPORT Homemaker UOM 15 Minutes 5130UA N List PASSPORT Personal Care UOM 15 Minutes T1019UA N List PASSPORT Social Work Counseling VOM 15 Minutes GO155UA 9 dde age ohio gov jy PASSPORT Social Work Counseling UOM 15 Minutes 6015504 GN N List Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 9 of 33 Direct Data Entry DDE User Manual 11 Invoice Entry cont d c Enter Invoice Details All Roles cont d 7 Passthru i User cannot change Passthru code Value is based on Service Code selected ll lf you attempt to change Passthru code an error will appear hitp fsoccl109 odn state oh us 7 7 D You cannot select Passthru it is here as display only Ib is based on the value you selected For Service Code 8 Units Amount When the service code is a non passthru Passthru N enter a whole number positive or negative Amounts do not appear for non passthru services Amounts will be applied when the PASSPORT agency receives the invoice Passthru Units Amount ii When the service code is a passthru Passthru Y enter appropriate dollar amount for the passthru services Passthru Units Amoun iii If an
40. oice Details cont d 5 Clear All Click clear all to clear all entries in the Invoice Information area 6 Consumer Click the Consumer List icon to populate a list of consumers The consumers t are specific to the Submit PAA or provider rator en eee Seach il To Search for a consumer type a search string in the Search Search text box click Search Bailey Harold 550906 A ii Select only one consumer and click Submit If you olan E attempt to select more than one an error message will a 2 Ap be returned Alexander Bizabeth 139584 OR iv Use the auto complete feature In the Consumer text box type any part of the consumers first or last name or consumer number Select the consumer from the list that populates Con sumer Consumer blo a s i po i ere ee Seas virginia nrn Paul 322368 A en Seas 44737 Benjamin Virginia 344737 A List 7 Service Code i A list of valid Service Codes display based on the consumer selected li Select only one valid Service Code from the populated list Con sumer Service Code as select a Service HCAS T2025UBU2 UOM 15 Minutes HCAS Hour unit T2025UBU3 UOM H gt Clear all 8 Provider s PAA Administrator PAA Operator Fiscal Intermediary Roles i A list of valid Providers displays based on the valid Service Code and Consumer selected Selecting a different Service Code may result in additional different Provid
41. or Role csseecececeeceeeeeeeeeeeeeeeeaeeseeeeeeeeseeaaaseeeeeeeeeaas 8 Cc Enter Invoice Details All Roles ad 8 d NexESsteps AlBoles a eee a Cee 12 12 NVOC EMY CONG ie a lid ea as pete 12 a Enter Invoice Details ooccccccccnnncnccccconnnnncccnonnononnnnncnnnnnnonnnnnnnonnnnnnnnnnnnnrnnnnnrnnnrnnnnnnnnennnnns 12 D ANEXO Ss da iaa 16 13 Editor De Ste an INV OCC ai arcac ace eck iced a i a E a a ai 16 a hemove Delete MVOC used islotes 16 BD Detail line ROW Gol Id 16 Cr Search Detail ies A Sia 17 d Edit Units PASSPORT IV Cn oe ieee al ee a Gaeta 17 e EditRales PASor ORT Hav Ole asada si satec eas fea e aes ae ol 18 f Edit Units and Rates Choices INVOICE occcccccocconccccconcnnnononancnnnnnnnnncnnnnononncnnnnnnnnnnnnnonanenss 18 0 Delia ie acia 19 h Edit an Individual Detail Line PASSPORT INVOICE oooccccccconccnncccnonccnncnononncnnnnnnannononnnanenns 19 i Edit an Individual Line Choices INVOICE cccccccseseececcceseecececeeeeeeeeseueeeeeeseseeeessaaaeeeess 20 14 SUD MIEINVO Onis 21 15 GENerale a COVE Nena 22 Created by The Ohio Department of Aging Revised 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 16 INVOICES talus VICWS sii ci 23 ay llWVOIGeS Dy SlalUs SCOPS CAT curia adosados 23 b Invoice Views Available PIMS and ChOICES oocccccncccccccconccnncccnononnnccnnnnonononanncnnnnnnnnnnanennnns 23 Cc Filter The isk Su
42. plans or units being paid fom previous service months thet were initially denied Page 22 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 16 Invoice Status Views e User is logged in as a PAA Administrator PAA Operator Fiscal Intermediary or Provider Operator or a PAA Administrator or a PAA Operator working on behalf of a provider location e The PAA Administrator and PAA Operator Roles can view all invoices and view Provider invoices by working on behalf of a provider location The Provider Operator s view is limited to their Authorized Location s The Fiscal Intermediary s view is limited to CHOICES invoices e Click Invoices to display the Invoice Status screen a Invoices by Status score card The Invoices by Status scorecard is displayed at the bottom of every Invoice View If no invoices are found then no data found will be displayed The table will list the status of all invoices for the PAA Administrator and PAA Operator Roles The table for the Provider Operator Role will list the status of all invoices for their Authorized Location s The Fiscal Intermediary s view is limited to CHOICES invoices Type Invoice Status PIMS Invoices in Progress PIMS Invoices Submitted to ODA PIMS Invoices Received by ODA PIMS Invoices Under Review PIMS Invoices with Remittance Advice PIMS Rejected Invoices Choices Invoices in Progress Choices Invoices Submitted to OD
43. r 6 Forgotten password a Type in your User Name then click Forgot my password b The password will be sent to the email address associated with the User Name profile A deactivated account cannot request their password to be reset 7 Forgotten User Name Contact your PAA for a forgotten User Name 3 Who to call for help Contact your PAA for assistance with the application 9 User Roles e There are five roles available in DDE Your role is determined by your PAA e Once logged in the options available and the data displayed will vary depending on your Role ID e The screen will indicate in green text your login Role ID Ex Welcome 6vkorteprov you are logged on and working as a Provider Operator a PAA Administrator a e Controls accounts created under specific PAA and can perform data entry and view reports for provider operators within PAA b PAA Operator e Performs data entry and view reports for provider operators within PAA C a Provider Operator Invoice and Reports e Performs data entry and can generate reports for their authorized locations in a PAA d a Provider Operator Reports only e Generates reports for their authorized locations in a PAA e a Fiscal Intermediary e Performs CHOICES data entry and can generate reports for their authorized PAA Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 5 of 33 Direct Data Entry DDE User Manual 10 Menus a Invoic
44. t 1 click here to view the report sorted on Consumer Provider Lora Ward 15432411 Delete Client Service Code Info Provider edit Fannin Laura 1774 01 FEB 07 HCAS T2025UBU2 Lora Ward 15432411 5 4 89 24 45 edit Fannin Laura 1774 02 FEB 07 HCAS T2025UBU2 Lora Ward 15432411 5 4 69 24 45 edit rl Fannin Laura 1774 03 FEB 07 HCAS T2025UBU2 Lora Ward 15432411 50 31 00 1 550 00 edit d Fannin Laura 17 4 04 FEB 07 HCAS T2025UBU2 Lora Ward 15432411 50 37 00 17 550 00 4 Click Delete Checked Lines to remove the line s from the invoice h Edit an Individual Detail Line PASSPORT Invoice Only these fields can be changed Invoice comments service code units amount service date and comment about this line item Passthru and client consumer cannot be changed 1 Click Invoices to display the Invoices Status screen 2 Select invoice to be edited from the Invoices in Progress table Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 19 of 33 Direct Data Entry DDE User Manual 13 Edit or Delete an Invoice cont d h Edit an Individual Detail Line PASSPORT Invoice cont d 3 In the Detail line section of the invoice click Edit next to the individual client line Edit Delete Client Date Service Code Info PT Update Units Amount Billed Com edit El Fannist Lou 471723 16 MAR 08 Assisted Living 3rd tier T2031U3 N OI 1 0 00
45. tail Lines Invoice Total Invoice Number Provider Location ID 062009 Halsom Home Care 412207 REMIT wWERR 09 JUL 09 16 5 404 49 0712009 Halsom Home Care 412207 REMIT D4 FEB 09 21 3 392 64 022009 Halsom Home Care 412207 REMIT O7 MAR 09 1 56 207 64 32009 Halsom Home Care 412207 REMIT D7 APR 09 26 6 965 39 042009 Halsom Home Care 412207 REMIT 06 MAY 09 19 2 572 15 052009 Halsom Home Care 412207 REMIT D4 JUN 99 21 54 966 94 072009 Halsom Home Care 412207 Revd by ODA 06 AUG 09 22 4 654 31 1 7 2 Click a column heading to sort data in ascending or descending order 3 The first 30 rows displays Click Next to display the next 30 rows Click Previous to go back 30 rows Created by The Ohio Department of Aging 02 26 2010 Rev 8 Page 25 of 33 Direct Data Entry DDE User Manual 17 Reports cont d a Invoice Report cont d 4 Search for an Invoice Enter search string in the Search text box Invoice Number Agency Location ID Status and Received Date are searched Click Search The results of the search display Click Reset to display the entire list and clear the text box Invoice Number Provider Location ID Status Inv Revd Date Detail Lines Invoice Total 1 Carnage Court Grove City 175447806 Revd by ODA 18 MAR 08 54 0 00 042PRIN Carnage Court Lancaster 175451420 Revd by ODA 20 MAR 08 29 0 00 02 Carriage Court Lancaster 175451420 Revd by ODA 20 MAR 08 58 50 00 gi Carriage Court Lancaster 175451420
46. te Page 18 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 13 Edit or Delete an Invoice cont d f Edit Units and Rates Choices Invoice cont d 4 In the New Rate text box enter revised rate In the New Unit s text box enter revised unit The amount cannot exceed 39 78 and a value for both Units and Rate must be entered When amount is exceeded and a value is missing an error message will be returned New Unit s 5 Mew Rate4 03 Amount 24 45 5 Click Update Units Rate for Checked Lines 6 Confirmation will be generated by the system Changes to Units Rate for selected Consumers were made as requested The change s will be reflected in the Detail lines section Client Service Code Info Provider edit O Fannist Lou 471723 01 FEB 07 HCAS T2025UBU2 Maura Davenport 15411324 5 54 89 524 45 edit E Fannist Lou 471723 02 FEB 07 HCAS T2025UBU2 Maura Davenport 15411324 5 499 24 45 edit O Fannist Lou 471723 03 FEB 07 HCAS T2025UBU2 Maura Davenport 15411324 6 1100 566 00 g Delete a Line 1 Click Invoices to display the Invoices Status screen 2 Select invoice to be edited from the Invoices in Progress table 3 In the Detail line section of the invoice click Delete checkbox for the specific line client Update Units Amount for Checked Lines New Units NewRate Amount search Row Coun
47. tenance Manual Page 6 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 10 Menus cont d d Print 1 Print option is available for All Roles 2 Click Print button located in upper right hand corner of screen to convert the information on the page to a printer friendly view 3 Click File in IE7 it might be necessary to press the Alt key to display the browser s main menu select Print Confirm the Printer click Ok 4 Click the browser s Back button to return to the application e Logout 1 Logout is available for All Roles 2 Click Logout button located in upper right hand corner of screen to end the session 11 Invoice Entry PASSPORT To enter a PASSPORT invoice you must be logged in as a Provider Operator a PAA Administrator or PAA Operator working on behalf of a provider location NOTE Changes updates made in PIMS to a consumer will be reflected in DDE system the following day Updates from PIMS to the DDE system are made nightly a Start New Invoice PAA Administrator or PAA Operator Role The PAA shall only enter an invoice on behalf of a provider once the provider has submitted the invoice to the PAA in paper form At no time shall a PAA enter an invoice into the DDE application for a provider until receipt of this paper invoice 1 Login as PAA Administrator or PAA Operator 2 From the Invoices screen click Work as a Provider 3 The
48. tion the consumer has on record in PIMS e Changes updates made in PIMS for a consumer will be reflected in the DDE system the following day Updates from PIMS to the DDE system are made nighily Click Maintenance Click Research Assistant 3 Click the List Box icon to the right of the Client Number text box In the Search dialog box enter a consumer number and click Search https dde age ohio g a ES ANTHONY ERIN gt 655249 Done dde age ohio gov 5 Select Consumer s name The dialog box will close and the client name and number will appear in the text box in gray text 6 Click Go Chent Humber ANTHONY ERIN gt 655249 Go Cancel 7 In the Consumer does not appear section click orange much greater than icon to display the details of the query Run this Query Y A Client Number must be specified This is a list of all the Service Codes the Consumer has on file in the DDE as of today The End Dates are included Most times there is not an active service plan for this consumer for the location ID reporting the issue Consumer Name And ID ERIN ANTHONY Client No 655249 Service Description Service Code Service Begin Date Service End Date Provider Location ID DBA Name 5121UA PASSPORT Chore 17 MAY 06 17 MAY 06 48061376 Project Work S5121UA PASSPORT Chore 13 DEC 07 13 DEC 07 48061376 Project Work 5121UA PASSPORT Chore 17 MAY 06 17 MAY 06 48061376 Project Work S5161UA
49. voice 4 DOFFDFD Invoice Total 3 356 00 Detail Count 26 Invoice Comments PT Consumer Provider s Fannist Lou 471723 select Consumer A select a Consumer and Service HCAS T2025UBU2 UOM 15 Minutes Maura Davenport 15411324 HCAS Hour unit T2025UBU3 UOM H Comment about this line item Amount 1550 0 of 512 Page 20 of 33 Created by The Ohio Department of Aging 02 26 2010 Rev 8 Direct Data Entry DDE User Manual 13 Edit or Delete an Invoice cont d i Edit an Individual Line Choices Invoice cont d 5 As necessary make changes to Invoice Comments Service Code Provider s Service Date Units Rate Rate cap is 39 78 If the rate exceeds 39 78 an error message will be returned and Comment about this line item i Click Apply Changes to apply updates li Click Cancel to cancel any changes updates 6 The system will return a confirmation Changes were applied to the selected detail line 14 Submit Invoice A submitted invoice cannot be deleted or edited User is logged in as a Provider Operator a Fiscal Intermediary a PAA Admin or a PAA Operator working on behalf of a provider location 1 Once all charges are entered and edits changes confirmed click Submit Invoice 2 Click Ok at the this dialog box http soccl109 odn state oh us 7777 a y Ey clicking on Ok Below you certify that the information contained in this invoice is accurate to the L best of your knowl
50. y DDE User Manual 17 Reports e The PAA Administrator and PAA Operator Roles can display all Passport and Choices invoices and Choices Provider List for their site The PAA Administrator and PAA Operator Roles must work on behalf of a provider to display the Consumer List Services List and to Download EDI reports The PAA Administrator can view usage stats e The Fiscal Intermediary Role display is limited to Choices reports and Choices consumer service and provider lists e The Provider Operator Role display is limited to their authorized location s e The Provider Operator Reports Only Role display is limited to Download EDI Reports for their authorized location s Choices Download Usage stats Provider EDI List Reports ELIT E E E Reports Screen Invoice Consumer Services Report List List PAA P A AA TO pee O Provider Operator Reports Only a Invoice Report 1 Click Reports A list of invoices displays showing Invoice Number Provider name Provider Location ID Status Inv Received Date Details Lines and Invoice Total The options available on this screen are based on your role in DDE INVOICES INVOICE REPORT CONSUMER LIST SERVICES LIST CHOICES PROVIDER LIST DOWNLOAD EDI REPORTS al Welcome odaadminpaa you are registered as an ODA Administrator wi REPORTS MAINTENANCE WORK AS MYS Your session will expire in 00 59 37 2 Search Clear 1 7 Status Inv Revd Date De
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