What Did I Sign Off On?

Service Signoff Confirmation

It used to be that you signed off on your workers' progress notes and received your confirmation page. Because you are a diligent supervisor, you printed the confirmation page for your records in case there was ever a question of what you signed off on and when.

But what if you forgot to print the confirmation? Or what if you lost your printed confirmation page?

Up until now, you had to send the helpdesk an email requesting the record of the approved services.

New Signoff Reports

Now, as a supervisor you have the ability to retrieve the notes you signed off on by using 2 new reports.

• Progress Notes by Batch Date Range

This report shows you the services you signed off on today, since yesterday or in the last 7/14/30 days. Use this when you are unsure of the specific batch number

-and-

• Progress Notes by Batch Number

This report shows you the services signed off on for a specific batch number. This report will look almost identical to the confirmation page you receive after submitting your notes.

Hopefully, these 2 new reports will help you help yourself when questions regarding your Medicaid Billing submissions arise.

Let us know if there are any additional reports you would find helpful in regards to Medicaid Billing.

Using QuickLinks For More Efficient Data Entry

The ‘My QuickLinks’ feature was created to make for more efficient navigation throughout caseTRACK.

With QuickLinks, you can:

• Customize your caseTRACK client page so that the details you add most frequently appear at the top of the page.


• Order your commonly used links in an order that makes sense to you.


• And add details without scrolling down the page to find the ‘Add CFARS’ or ‘Add Progress Note’ links.

To set up ‘My Quicklinks’

1. Open a client's record.
2. Find My QuickLinks above the View Demographic Form link, on the left side of the screen.
3. Click Edit.

4. Click Add QuickLinks.

5. At Link select, the QuickLink you would like to add.

Note: The links you can see are limited to the functions you have permissions to.

6. Use the Sort Position select to set the position that you want your section to appear.

For example: if you use Progress Notes regularly, make this selection number 0 or 1. If you set all your sort positions to the same number, the QuickLinks will appear in alphabetical order.

7. Click the 'Save' button.

8. Now you can click on Add QuickLinks to add more links or click Done if you are finished adding your QuickLinks.

Submit your Medicaid (and Medicaid HMO) Services to Billing

This tutorial will walk you through the new signoff procedure built into caseTRACK to submit your Medicaid and Medicaid HMO Billable Services to billing.

In order to complete this tutorial, you must record at least 1 billable Medicaid (or Medicaid HMO) progress note.

It is also important to note that, in order to receive timely payments, there are steps you need to take prior to the submission of services to Medicaid Billing. These steps include making sure your clients’ records are complete in caseTRACK and verifying client eligibility.

First, make sure your clients’ records are complete including an active primary address, primary funding source and Medicaid billable mental health diagnosis.


Tickler reports are provided on your Home Page that will help you monitor these items.

Eligibility or funding source information can be verified by using MEVSNET and the individual HMO websites.

The “Units Remaining…” reports should also be monitored on a regular basis to prevent the exhausting of authorized units.

After verifying your client records are complete and up to date, you are ready to go. Now, click on the Service Signoff link on the main toolbar.

The options that appear are limited by your role.



Submit to Supervisor

This link is provided to workers who record their own services and provides ones last look at their services before submitting to their supervisor. Services returned are limited to notes with no status or services rejected by their supervisor.

The list generated is based on the worker who provided the services and the date the service was created. Note: The listing is not based on Service Date.



A confirmation page is generated when the services are submitted with a batch number. This page can be retained for future reference.



Supervisor: Submit to Billing

This link is provided to supervisors whose workers have services associated to them and provides ones last look at the services before submitting to billing. Services returned are limited to notes not yet marked as approved by the supervisor.

The list generated is based on the worker who provided the services and the date the service was created. Note: The listing is not based on Service Date.


A supervisor has the ability to approve or reject a worker’s service. If Reject is selected, a Rejection Reason text box will appear and allow the supervisor to make a comment regarding what needs to be corrected.

A confirmation page is generated when the services are submitted with a batch number. Both Rejected and Approved Services will appear on the confirmation screen. This page can be retained for future reference.


Compliance: Submit to Billing

This link is similar to the Supervisor Signoff screen and is provided for users in a compliance role or users who enter services for a contracted physician or other non-CIS user and provides ones last look at the services before submitting to billing. Services returned are limited to notes not yet marked as approved.

The list generated is based on the worker who provided the services and the date the service was updated. Note: The listing is not based on Service Date.

A confirmation page is generated when the services are submitted with a batch number. This page can be retained for future reference.

If you would like clarification or have a caseTRACK tip you would like to share, please contact the CIS Helpdesk.