CBIS Information

[cb...@louisville.edu]

Providers - please note the following about CBIS

Many providers are still using the E-billing spreadsheets to submit
their billing. If you are one of these providers:

The traditional cut-off dates still apply to you. I will not be
accepting late files from any providers. You have until midnight EST
on the cut-off day to upload your file. IF your file is uploaded at
2:00 AM the next morning, or 9:00 AM the next morning, it will not be
processed.

Please make sure you review the CBIS Electronic Billing instructions.
Many of you are still submitting files with things like formulas,
missing headings, missing columns, etc. All the information and
formatting requests in our instructions are there for a reason - your
files does not process if the information/formatting is incorrect.
Making corrections to your files is very time consuming, and is not
the responsibility of this office. The instructions have been posted
for years, are very clear, and are easy to follow.

I had a number of files this billing cycle that contained bills with
missing information. Some of you did not provide child ids for some
of your bills. Some of you decided not to fill in the number of units
for each of your bills. Or one line would be missing a service code,
while another line was missing the professional name. I will not be
guessing as to what the intended information should be in your files.
I will not be making calls to inquire what you needed to put in the
file. Any bills submitted with incomplete information will not be
processed at all. Take the time to look over your spreadsheets before
uploading them to the CBIS website.

Cut-off Dates apply to phone calls and e-mails:

Providers, if you need to resubmit some problem bills, or are having a
billing issue, contact Central Office by phone before the cut-off
day. Or if you are faxing or e-mailing your resubmittals to CBIS, I
must receive them by the posted cut-off day. There has to be a cut-
off point for files, paperwork, calls, and e-mails. We are on a tight
schedule to enter, process, and correct what we have received by the
cut-off date for that billing cycle.

Mailed Summary Sheets:

Some coordinators are still mailing non-problem summary sheets to
CIMS. We are still accepting mailed summary sheets. However, many
ISCs and PSCs are not filling these forms out completely. CBIS must
enter those forms into CIMS, just like coordinators. We cannot guess
what information you meant to fill in on the form when there are
blanks.

Common things left blank: Initial IFSP date, not all progress
measures are filled out, no ICD-9 code when you indicate a child is
Established Risk, the start date of the IFSP plan is not entered,
discipline codes are not filled in on amendment forms, provider id
numbers are not filled in or are wrong.

Also, ISCs have been sending in the Summary Sheet Services form to
us. But you do not send an IFSP Meeting form with the other summary
sheet. We cannot enter services forms until the IFSP meeting forms
have been entered. We cannot enter plans for the providers listed on
these forms, so those providers cannot do their billing for those
children on CIMS, or they get a billing rejection for those services.

Lastly, please make note of where you are sending information. If you
have spoken to someone at Central Office, and they have requested you
fax information - do NOT use the CBIS fax number. CBIS is located at
the University of Louisville in Louisville. Central Office is located
in Frankfort. We have different fax numbers and mailing addresses.

CBIS is still accepting faxes, anything sent throught the mail system,
and e-mails. But again, make sure you know where you need to send
something if it is requested.

Thank you for your attention to these matters. I want all billing
cycles to run smoothly, and providers are paid in a timely fashion.
Until TOTS is up and running, please help CBIS and Central Office in
getting information entered and bills processed.

Thank you,

Kimberly Joseph