DARTS Manual - Illinois Department of Human Services

Service Reporting Information

S

ERVICE

R

EPORTING

S

CREEN

: C

HILDCARE

R

ESIDENTIAL

When children accompany their parent in residential care and the child occupies a DASA funded bed, the following information is required:

Unit/Program

Each service is entered into DARTS using a unit number and program code. Therefore, before initially

entering any data and whenever corrected or updated software is received, all provider unit number

and program codes should be verified to reduce the incidence of data rejection. The Unit and Program number(s) are displayed in the

AProvider Unit/Program File.@ If services are delivered at multiple sites using the same unit number and program code, additional screens will be displayed listing the unique addresses, procedure codes and dedicated funding categories for each individual site. It is especially important to verify

all site numbers by address for the current fiscal year as these may vary from to year to year. All addresses should match those specified on DASA facility licenses and Medicaid certifications and enrollments. Failure to verify this information or to notify DASA immediately if errors are discovered may result in data errors and possible delays or holds in disbursement or reimbursement for rendered services.

Child

=s Unique Number

The child

=s unique 9-digit identifier.

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SOFTWARE WEBSITE: HTTP://WWW.DHS.STATE.IL.US/PAGE.ASPX?ITEM=29747

Service Reporting Information

Billing Begin and End Date

The Billing Begin Date through the Billing End Date reports the time period for which the provider is seeking payment. When a Level III service spans two months, enter the service as two separate transactions.

Example: There would be two entries for a patient who receives a Level III service from 07/15/2010 through

08/04/2010. The first would be 07/15/2010 - 07/31/2010, and the second would be 08/01/2010 - 08/04/2010.

Number of Days

This number is automatically computed by the dates entered into the Billing Begin and End Date fields.

Birth Date

The child

=s date of birth.

Sex

The gender of the child. Enter

>M= - Male or >F= - Female.

Parent

=s Unique Client/Patient Identifier

The Unique Client/Patient Identifier of the child

=s parent. The parent must have a demographic record and be receiving services in a residential program.

Revision Code

This field is to add, revise or void a service. The default is

>A= (Add) and is used with all funding codes. The

>R= (Revise) or >V= (Void) codes are used as follows:

>R= = REVISE a record which was previously submitted and accepted by DASA.

Only for use with funding code

ADC.@ This code corrects information on a previously submitted >DC= claim, which was accepted by DASA. Use of this code will not allow a billing to be changed from one unit/program to a different unit/program or to make any change to the Unique Client Identifier, Staff ID,

Service Dates (Beginning or Ending) or Start Time as these fields make a billing unique and allow for matching. The only way to change any of these fields is to send in a

>V= (Void) claim for the original billing, and then an

>A= (Add) claim for the corrected billing.

>V= = VOID a record which was previously submitted and accepted by DASA.

Only for use with funding code

ADC.@ This code voids a record that was submitted and accepted by

DASA. The

>V= record needs to be entered exactly as it was in the original submission, so that a match can be made by DASA and the void can be made to the record.

DASA HELP

– E-MAIL:

[email protected]

– FAX: 217.558.4656

| July 2013

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