More CIMS information

[cb...@louisville.edu]

Providers -

To those of you who are using the CIMS on-line system, thank you for
using the new system and having patience with the kinks and issues
with CIMS as we work them out.

Some of you are reporting issues with the on-line system. And some of
those issues are valid issues that we can only fix here at CBIS.
However, some of the issues are due to provider error. Please make
sure to do the following:

1. ALL dates entered on CIMS must be in mm/dd/yyyy format. Some of
you have been getting generic error messages that do not direct you to
this problem. As we have come across the returned forms, the way the
date was entered was the problem. If you have a bill or summary sheet
date for 08/01/2008 - this is how the date must be entered -
08/01/2008. This is stated on CIMS in most places where a date is
requested.

We have been seeing dates entered as 08-01-08, 8-1-08, 08012008,
08-01-2008. All of these other date formats are wrong as far as CIMS
is concerned, and will create an error message on CIMS when you try to
enter your bill or summary sheet.

2. Do not discharge a child until you have entered all information
regarding that child. So if you still have an amendment form or
demographic form to enter on-line, do those first. Then you can
discharge the child. If you enter the discharge form first, then try
to enter the other form(s), you will receive the message that the
child has already been discharged. And you will be unable to enter
anything else for this child. Then the traditional paper forms will
have to be sent into CBIS.

3. For providers who are submitting their bills via CIMS - Make sure
you are selecting the correct discipline and service codes. We have
been getting quite a few resubmittals of bills that all had the
default service code X0014A submitted. Agencies with more than one
discipline need to take extra care in making sure that both the
discipline code and service code are correct. Review what's on the
screen before you hit the final "Submit" or "Enter".

4. For Coordinators who are entering summary sheets, please make sure
you are entering the providers' correct ID number and discipline. We
have been coming seeing issues where a provider cannot bill for a
child, but the coordinator swears the information was entered several
days ago on-line. Let's say the provider's id was 330. The
coordinator entered the provider's id into CIMS as 3330. So the
coordinator did enter a plan on-line, but provider 330 will still not
be able to enter bills for that child because 3330 was the approved
provider number. Once you type in the provider's id number, CIMS
populates the name field and gives you that agency's name. If it is
incorrect, you can correct the id before hitting the "submit" or
"enter" button.

5. For those PSCs out there who are transferring children to a new
PSC, if you haven't noticed, you can add/change the PSC via CIMS.
There is a button for Change PSC Only. You will still need to delete
yourself on a paper form and mail it into CBIS.

6. If you are filling out a demographic form for a child, and you
indicate that the child is Medicaid Eligible, then you check the box
indicating that you are not filling out the family income because the
child id medicaid eligible. You will get an error message if you do
not have a 0 in this box. The IFSP Meeting/Review form will already
have the 0 in the box for you, but on the demographic form, you must
enter the 0 in the Adjusted Income box.

If you have further CIMS issues, please e-mail us at:
cb...@louisville.edu