Exporting data from Behaviorsoft

Name: Exporting data from Behaviorsoft to Office Puzzle
Description: How to export data from Behaviorsoft and import it to Office Puzzle
Difficulty: Middle
Duration: Less than 10 minutes
Summary:

Exporting from Behaviorsoft
1. On the Client’s screen, click the Maladaptives tab or the Replacements/Skills tab.
2. Select the specific maladaptive behavior or replacement, and then click on the EXPORT DATA button under the GRAPHS column.
3. The EXPORT DATA pop-up screen will then appear.
4. Lastly, you can specifically choose to export data on specific dates. There is an option to enter a From Date and a To Date.
5. Once you have selected the Collection type and choose the specific dates, click Download Data. The data will then be exported in an Excel file.

Importing to Office Puzzle
6: Go to Client's Dashboard.
7: Click on the Service Plan button.
8: Click on ABA Therapy Service Plan.
9: Choose the required Category tab: Maladaptive Behaviors, Replacements, etc.
7. Click on the Edit button on the right side of the desired item.
8. Click on Imported Data tab.
9. On the main box, you can paste the dates and values from the Excel file that you’ve exported from Behaviorsoft.
10. Once you’ve finished, click on Update.


Exporting client data from Behaviorsoft to Office Puzzle

Exporting from Behaviorsoft

Step 1: On the Client’s screen, click the Maladaptives tab or the Replacements/Skills tab.

Step 2: Select the specific maladaptive behavior or replacement, and then click on the EXPORT DATA button under the GRAPHS column.


Step 3: The EXPORT DATA pop-up screen will then appear.


Step 4: Lastly, you can specifically choose to export data on specific dates. There is an option to enter a From Date and a To Date.

Step 5: Once you have selected the Collection type and choose the specific dates, click Download Data. The data will then be exported in an Excel file.

Importing to Office Puzzle

Step 6: Go to Client's Dashboard.

Step 7: Click on the Service Plan button.

Step 8: Click on ABA Therapy Service Plan.

Step 9: Choose the required Category tab: Maladaptive Behaviors, Replacements, etc.


Step 10: Click on the Edit button on the right side of the item.


Step 8: Click on Imported Data tab.


Step 9: On the main box, you can paste the dates and values from the Excel file that you’ve exported from Behaviorsoft.


Step 10: Click on Update.


Florida Medicaid Transition to Procedural Terminology (CPT) Codes for Behavior Analysis


Florida Medicaid Transition to Procedural Terminology (CPT) Codes for Behavior Analysis

On November 10, 2021, AHCA communicated is converting the Behavior Analysis fee schedule from its current Healthcare Common Procedure Coding System (HCPCS) Level III code structure to the American Medical Association (AMA) Behavior Analysis Current Procedural Terminology (CPT) code structure.

The Agency plans to transition the Behavior Analysis fee schedule from its current Healthcare Common Procedure Coding System (HCPCS) Level 3 code structure to the American Medical Association (AMA) Behavior Analysis CPT code structure. In 2019, the AMA adopted CPT codes for behavior analysis services. Behavior analysis CPT codes will align Florida Medicaid behavior analysis service and billing codes with national standards and improve transparency into the types of interventions delivered to Florida Medicaid recipients to promote service quality.
The Agency plans to have the CPT-based behavior analysis fee schedule effective July 1, 2022.
Additional details will be forthcoming.

Later on this year, the transition date was also extended to August 1st, 2022.

The new CPT codes are listed below

CPT Code HCPCS Code Description
97151 H0031 Behavior Analysis Assessment (24 units maximum allowable)
97151-TS H0032 Behavior Analysis Re-assessment (18 units maximum allowable)
97152 H0031 Behavior Analysis Assessment (additional information provided after 9751, not commonly used unless needed for changes to the Prior Authorization, 8 units maximum allowable)
97153 H2014 Behavior Analysis Treatment by protocol by Technician (RBT, if provided by BCBA or BCaBA will be paid at the same rate as the RBT)
97154 H2014-GK Group Behavior Analysis Therapy Services by protocol
97155 H2019 Behavior Analysis Treatment with protocol modification by Lead Analyst (BCBA)
97155-HN H2012 Behavior Analysis Treatment with Protocol modification by Assistant Analyst (BCaBA)
97156 H2019 Behavior Analysis Family Training by Lead Analyst (BCBA)
97156-HN H2012 Behavior Analysis Family Training by Assistant Analyst (BCaBA)
97158 H2014-GK Group Behavior Analysis Therapy Services with protocol modification

More details are available here:

Changes for each individual Credential?

RBTs: H2014 ➩ 97153

There is no big change for the Registered Behavior Technician (RBT), they simply need to select a different code, in this case, they change from their previous H2014 to 97153,

BCaBAs: H2012 ➩ 97155-HN, 97156-HN, 97153*

Please note that 97153 will be paid at the same rate as an RBT. For the current rate equivalent to H2012, please use the 97155-HN or 97156-HN.

BCBAs, LMHC: H2019 ➩ 97155, 97156, 97153*

Please note that 97153 will be paid at the same rate as an RBT. For the current rate equivalent to H2019, please use 97155 or 97156.

Example of Protocol Modifications:

97155 or 97155-HN

  • Adjustments to specific components of a protocol (e.g., treatment targets, treatment goals, observation and measurement, reinforcers, reinforcer delivery, prompts, instructions, materials, discriminative stimuli, contextual variables)
  • Observations to determine if the protocol components are functioning effectively for the patient or require adjustments
  • The active direction of a technician while the technician delivers a service to a patient to ensure that the procedures are being implemented correctly, to correct errors in implementation, or to train the technician to implement a modified protocol
  • Analyst implementation of the protocol with the patient to determine if changes are needed to improve patient progress or to test a modified protocol

97156 or 97156-HN

  • The Analyst reviews the treatment protocol with the parents, which involves the use of prompting and reinforcement to promote the individual’s use of picture cards and gestures to indicate his desire to stop an activity and to request help.
  • The Analyst demonstrates those procedures with the individual while the parents observe, then has each parent in turn implement the procedures with the individual while the Analyst observes, provides feedback, and records data on the individual’s performance.
  • The Analyst gives the parents a copy of the treatment protocol and data sheets with instructions for implementing the protocol during typical family routines.

Changes for Billing

The most important change is that for a typical visit you only had to bill using 1 billing code, now you might need to use more than one. This is extremely significant since in the Claim form (CMS-1500) you will need to include not only 1 billing code but all the billing codes applicable for the session with their applicable number of units. This only applies to BCaBAs or BCBAs.

Office Puzzle changes

We don't have to do much since Office Puzzle natively supports all types of billing codes and the split of units by individual billing codes. Below you will find an example of a BCaBA working for 4 hours (16 billable units), out of which 2 hours were for direct implementation with protocol modification and the other 2 hours for family/caregiver training.

Readiness Checklist for Administrative Staff

The following checklist is intended to make sure everything is configured correctly. Depending on the Agency and the complexity level some elements might be optional.

Word of advice, DO NOT REMOVE previous Billing Codes before all visits with the previous Billing Codes have been created, doing so will prevent Providers from actually creating new visits with the OLD billing Codes.

1. Allowed Billing Codes for the Agency

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Billing Codes

By now all the new billing codes should be available for all Agencies providing ABA Services. If you are missing any of the billing codes and need help adding them, please contact support.

2. Allowed Billing Codes per Credential Type

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Credentials
Step #4: Click on each individual credential and look for the "Allowed Billing Codes" selector.

This is an optional requirement but it helps greatly to prevent providers choosing a Billing Code they are not allowed to use.
An empty field here will allow all Credentials Types to select all Allowed Billing Codes for the Agency.

3. Allowed Billing Codes per Insurance/Payer

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Insurance
Step #4: If you have more than one insurance click on Florida Medicaid to check for available rates.

This is an optional requirement for agencies not using Prior Authorizations, without a rate for a specific Billing Code, you will not be able to create Prior Authorizations for the Billing Code.

4. Allowed Billing Codes per Event Type

Step #1: Go to the Agency Dashboard
Step #2: Click on Configuration
Step #3: Click on Events
Step #4: Click on the Event Type you would like to configure.

This is an optional requirement, but an important one to prevent Billing Codes for being selected in every type of Event.

As a team, we are confident that our software will definitely make your work easier. If you need more information, just email us at hello@officepuzzle.com.


Backup Client

Name: Backup Client
Description: How to create a full backup of a Client.
Difficulty: Easy
Duration: Less than 2 minutes
Summary:
1. Go to Client's Dashboard.
2. Click on Manage.
3. Click on the Backups tab.
4. Click on the Request Backup button.
5. Once the Backup is completed you will receive an email and the backup file will appear here for you to download.

Important Notes:

  • This will backup all Documents associated with the client.
  • You are responsible for the storage required for the data.

Backup Client

Step 1: Go to Client's Dashboard.

Step 2: Click on Manage.

 

Step 3: Click on the Backups tab.

Step 4: Click on the Request Backup button.

Step 5: Once the Backup is completed you will receive an email and the backup file will appear here for you to download.

After is done:


Create client event with EVV

Name: Create client event with EVV
Description: How to create an event/visit/session with EVV (Electronic Visit Verification)
Difficulty: Easy
Duration: Less than 2 minutes
Summary:
1. Go to Client's Dashboard.
2. Click on the Clock in button.
3. Fill in all the required fields.
4. Click on the Start Session button.
5. Now you can collect Data, capture Signatures, access linked Documents, etc.
6. Once the visit is over, click on the End button.
7. Fill in all the required fields. (including Signature if required)
8. Click on the End Session button.

Important Notes:

  • You are recommended to use our Mobile APP on your cellphone since GPS coordinates are more accurate.
  • If you don't see the Clock In button, your agency might have disabled this feature for you.
  • If GPS coordinates are required by the agency the device used (Phone, Tablet, Laptop) will need to have GPS capabilities and permission granted to Office Puzzle.
  • You can also create an event directly from the Calendar, but this will not include EVV information. Please click here for more details.

Create client event with EVV

Step 1: Go to Client's Dashboard.

Step 2: Click on the Clock in button.

 

Step 3: Fill in all the required fields.

Step 4: Click on the Start Session button.

Step 5: Now you can collect Data, capture Signatures, access linked Documents, etc. 

You continue working for the duration of the session.

Step 6: Once the visit is over, click on the End button.

Step 7: Fill in all the required fields. (including Signature if required)

Step 8: Click on the End Session button.


Create client event from calendar

Name: Create client event from calendar
Description: How to create an event/visit/session from the Client's Calendar.
Difficulty: Easy
Duration: Less than 2 minutes
Summary:
1. Go to Client's Dashboard.
2. Click on the Calendar button.
3. Select the day where you want to create the event.
4. Fill in all the required fields. (including Signature if required)
5. Click on the Save/Save & Close button.

*** Please note this will create all required documents linked to this event as well.


Create client event from calendar

Step 1: Go to Client's Dashboard.

Step 2: Click on the Calendar button.

Step 3: Select the day where you want to create the event.

Step 4: Fill in all the required fields. (including Signature if required)

Step 5: Click on the Save/Save & Close button.

 


Live Chat Support

Previously, getting in touch with support was only available in its most basic forms: calling a phone number for assistance or physically going to the company's shop. Today, we are in an age where raising concerns is at our very fingertips. 

Support is a way for customers to get help either through instant messaging platforms, email, or toll-free telephone services. Integrated support applications allow agents or administrators to respond to text chats from the many customers using the website. It allows a company to engage visitors to the system, both reactively and proactively, with the anticipation of increased interactivity and trust with website visitors.

Our support team is just as important as the other teams because they are one of the direct connections between users and our system. We strive to deliver first-class customer service, which means combining some of our main qualities: quick resolutions, helpful and empathetic agents, and commitment to the issues that matter to our clients. 

You can reach us through your preferred channels: live chat from Monday to Friday, from 9:00 am to 5:00 pm (EST), as well as through our email support@officepuzzle.com


Custom Templates


A custom template is created from a previously established model, trying as much as possible to keep the formatting, fonts, margins, and styles. It applies to forms, documents, tables, or any other type of document.

Advantages

Easy transition
By keeping the same formatting used on paper, any user can easily transition without having to stop and think about how the document is completed.

Standardization
As documents are automatically generated by the system, it is guaranteed that they all keep the same format, avoiding errors in fields that need to be updated such as dates, names, addresses, etc. It also ensures that all documents are generated with the latest version approved by the organization.

Autocompletion
Many fields can extract dynamic information specific to the client in question without the manual insertion by the user, saving document creation time.

Availability
As they are digital documents, access to them is guaranteed whenever needed. 

Security
Being stored in the cloud and encrypted, all access is controlled and limited to authorized personnel. 

Office Puzzle supports custom templates and offers a variety of pre-designed documents. If you need more information, just email us at hello@officepuzzle.com.


Save user signature

Name: Save user signature
Description: How to save the signature of a User
Difficulty: Easy
Duration: Less than 1 minute
Summary:
1. Access your profile.
2. Click on the Manage button.
3. Click on the Signature tab.
4. Click on the New signature.
5. Draw the new signature inside the box.
6. Click on the green button Sign.


How to save my signature

Step 1: Access your profile.

 

or

Step 2: Click on the Manage button.

Step 3: Click on the Signature tab.

Step 4: Click on the New signature.

Step 5: Draw the new signature inside the box.

Step 6: Click on the green button Sign.

 


Access Roles

How does role-based access control work?

It is a security mechanism that restricts unauthorized access to the system. Each user has a specific role, which determines the privileges they are granted. 

The user can be controlled when he/she performs a certain action within the system, and only be granted access to the information required for performing the task as specified in the configured role. As a result, managing permissions is minimized because users do not have to create permissions one by one, once roles with specific permissions have been created. Then, they can assign users according to their needs. This ensures that information is protected from malicious users by preventing them from accessing information not relevant to them. 

Using Office Puzzle's built-in role-based access control, you can control the actions that are performed on every page within the system, such as create, read, edit and delete. According to their role, these actions are authorized or not, avoiding unexpected changes and protecting information.

The roles in the system are as follows: 

PROVIDER_LEVEL_1: Accesses all customer information, creates documents, events, uploads files and collects data.

PROVIDER_LEVEL_2: Same as PROVIDER_LEVEL_1 with the additional ability to modify the service plan and review documents from other providers to mark them as read-only.

PROVIDER_ADMIN: Same as PROVIDER_LEVEL_2, but additionally can modify all customer information such as demographics, addresses, authorizations, required documents, etc.

ADMIN_HR: Accesses all agency-level information related to human resources, like Management of in-services, Payroll, New users, etc. Has limited access to customers but full access to suppliers.

ADMIN_CLINICAL: Accesses to manage all agency-level information related to the clinical side. Limited access to users but full access to the client.

ADMIN: Has full access to the agency, users, and clients.