Billing/Invoicing

Billing/Invoicing: Standard Operating Procedure

What

The e-signature workflow is the electronic process of obtaining and recording a digital signature on a document within CentralReach. The workflow guides the designated signee through a secure process to add their electronic signature, which is then permanently linked to the document for compliance and record-keeping purposes.

Purpose

To provide a secure, verifiable, and efficient digital method for providers of remote services to confirm service delivery, ensuring compliance and accountability when in-person verification by Department of Education (DOE) personnel is not possible.

Who

District Educational Specialists (DES) or designated District Staff  

When

An e-signature workflow is initiated when a session note, timesheet, or other document has been completed and is ready for official sign-off. This should be completed at regular, set intervals, often daily or weekly

Terminology

• Files Pending My Signature: Dedicated section or queue within a user's account that displays all documents that require their signature

• Labels: Backbone for many search and reporting features in CentralReach. 

• Delete Timesheets: Timesheets are deleted to remove billing entries from the billing screen. Entries can also be voided. 

Resources

• Instructional Slides: District: E-Signature Workflow (SOP)

• CR Support Checklist: District E-Signature Workflow: CR Support Checklist (MASTER-SOP)

• Training Video: Coming Soon

What

Timesheet Audits in CentralReach are the process of reviewing and verifying timesheet data to ensure accuracy, completeness, and compliance prior to Billing/Invoicing. This involves checking for discrepancies, missing information (like signatures or service notes), duplicate entries, and mismatches between scheduled appointments and the timesheets that were created.

Purpose

The purpose of a timesheet audit is to validate the integrity of the data before it's used for billing and invoicing. This process is critical for Compliance, Billing Accuracy, and Financial Integrity.

Who

Timesheet audits are typically performed by District Educational Specialists (DES) and designated District Staff (e.g., Billing Specialists). 

When

Timesheet audits are performed at regular, set intervals, often daily, weekly, or before a billing cycle. They should also be conducted proactively as soon as any discrepancy is identified to prevent issues from compounding.

Terminology

• Files Pending My Signature: Dedicated section or queue within a user's account that displays all documents that require their signature

• E-Signature Workflow: Process of how the DES or DES Designee will sign Service Verifications using an e-signature.

• Timesheet Labels: Labels attached to timesheets

• Invoices/Payments: District generated invoice for the Agency

• Scheduling Module: View as Grid: In CentralReach's Scheduling Module, "View as Grid" refers to a different display formats or layouts available for organizing and visualizing appointments and provider schedules

• Delete Timesheets: Timesheets are deleted to remove billing entries from the billing screen. Entries can also be voided. 

Resources

• Instructional Slides: Timesheet Audit (SOP)

• CR Support Checklist: Timesheet Audits: CR Support Checklist (MASTER-SOP)

• Training Video: Coming Soon

What

After providers convert their appointments and create timesheets within CentralReach, users can then use the system to generate, submit, and track invoices for services rendered through CentralReach.

Purpose

Maximize Clean Invoices: Ensure invoices are processed accurately and on time

Reduce Administrative Burden: Offload some of the billing process

Mitigate Audit Risks: Reduces the need for manual checking which provides accuracy to reduce risk and maintain compliance

Who

DES or District Billing Staff for reviewing, generating, and submitting claims/invoices. 

Agency Admin for reviewing invoices and confirming payment.

When

Billing and payments occur after all services for a given period have been delivered, documented, and approved. This process is initiated at the end of a specific billing cycle (e.g., weekly, bi-weekly, or monthly), and relies on the verified data from approved timesheets and service notes.

Terminology

• E-Signature Workflow: Process of how the DES or DES Designee will sign Service Verifications using an e-signature.

• Timesheet Audits: Process of reviewing and verifying timesheet data to ensure accuracy, completeness

• Filters: Pre-set grouping of labels for quick searching.

• Notifications: Additional messaging (i.e., email, texts) for CentralReach updates.

• Tasks: Assignment of specific activities in the system.

Resources

• Instructional Slides: District: Billing/Invoicing (DRAFT)

• CR Support Checklist: Invoice/Payment: CR Support Checklist (MASTER-SOP)

• Training Video: Coming Soon