How do I create services and/or service phases?

Access the Service/Phase Utility

1. Click on the Settings icon in the top right of the navigation bar.
   
2. Select the Provider Build tab.
   
3. Expand the Utilities drop-down and search for the "Service/Phase" utility.
   

Adding a New Service

1. Active -- enable if the service is an active service being provided by your agency.
   
2. Group Service -- enable if the service should be able to be documented via the Group Activity Record.
   
3. Required for EVV -- enable if Electronic Visit Verification (EVV) is required for this service.
   
4. Service Provider -- should always be Internal.
   
5. Service Type -- if using Group Activity Records & the privilege, "Use Service Type instead of Service when creating a record. This allows multiple services within one group." is enabled, then ensure the service is associated to the appropriate Service Type. The Service Type options can be modified in the Service Type Utility. Visit How to Configure Service Types for more information.
   
6. Code -- populates the authorization code field when adding a consumer authorization. If left blank then will be blank when adding a new authorization and can be populated at that time.
   
7. Revenue_Code -- optional field for categorizing service data.
8. Billing Code (HCPCS) -- HCPCS billing code that is used for billable procedures (e.g. T2021).
9. Modifiers (1-5) -- provide additional information about the service (usually comes from authorization).
10. Taxonomy Code -- indicates specialty (most commonly: 251S00000X for direct services).
11. PlaceOfServiceCode -- ties to the code present in the Place of Service utility (99 for example) which indicates the default place of service for that service. Billing will use Activity Record POS first, then service, then department.
12. FacilityTypeCode -- commonly used in Pennsylvania for electronic billing. This is the 4 digit code after the medicaid id that is sent to PROMISe.
13. Description* -- the name of the service that will display throughout SETWorks.
    
14. Rate (per hour)* -- the hourly rate of the service. If a 15 minute unit then multiple the unit rate by 4 to get the hourly rate. If the service is a day or monthly service then simply input the day/monthly rate.
    
15. Service Billing Rule -- the service billing rule (e.g. "15 min unit: rounds more than 7 minutes to 15 minutes") of the service.
    
16. Payroll Earnings Code -- used for Payroll.  This is the pay code that maps to the payroll system used to segment staff time (e.g. Hours Worked, PTO/Vacation, Holiday, etc.).  Payroll Earnings Codes are created in the Payroll Earnings Code Utility.  Reach out to SETWorks if you are interested in a payroll integration.
17. Applies to Overtime -- used for Payroll.  Identifies if this service is one that applies towards a staff's hours worked, and therefore could bring them into overtime.  Reach out to SETWorks if you are interested in a payroll integration.
18. Conditional Billing Up & Downgrade -- no longer used.
    
19. Provider Site Location & Category -- only used for ebilling to CIMOR in Missouri.
    
20. Quickbooks Item Service and Wage -- no longer used.
    
21. GroupCode -- optional field for grouping services for custom reports. Reach out to SETWorks if you are interested or need a custom report developed.
    
22. Default Contents
    
1. Default Goal Content -- will default content into the Additional Comments field within the Billable Individual and Billable Group Activity Record.
   
2. Default Empty Content -- no longer used.
   
3. Default Goal Comment -- will default content into the narrative text field of each within the Billable Individual and Billable Group Activity Record.
   

Adding Service Phases

Service Phases are only used within the Billable Individual Activity Record

The following privilege must be enabled for the Phases tab to display within this utility:

Enable Service Phases

From within the Service Phases tab click on + Add new record and complete the following fields:

1. Description -- name/description of the phase being captured.
   
2. Code -- unique code, generally just an abbreviation of the description.
   
3. Order -- if appropriate, what order (from top to bottom) should the phases be displayed in within drop-down.
   
4. Active -- must selected in order to display.
   

1. Select the appropriate service from the Service: drop-down.
   
2. The list of available phases displays on the left.
   
3. Move the appropriate phase(s) to the right to be in the Selected: window.