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Billing Choices, DMHA, and Medicaid

Some of the payers your agency works with don't file through DCS KidTraks — Choices, DMHA, Medicaid, and Other. FCR gives you one place to pull together the work you've delivered for those payers so you can bill them: the Choices/DMHA/Medicaid Billing Report.

It lives in Reporting, and it consolidates a date range's approved service delivery into a single, exportable record — grouped by payer and client, with subtotals and a grand total, ready to hand to the payer.

Who can run it

Practice managers and admins. Like every report that shows dollar amounts, it's limited to the oversight team — front-line staff members don't see it.

When you'd use it​

DCS billing flows through your billing runs and the KidTraks upload. This report is the other path — for the payers that have no built-in export. You run it for a period, check the totals, and use the export to bill each payer their way.

DCS is never included

This report only ever shows non-DCS payers. DCS work is billed through KidTraks and won't appear here. If your agency hasn't set up services for DMHA, Medicaid, or Other yet, those payers simply show nothing until you do — that's expected.

Running the report​

  1. Open Reporting from the sidebar and choose Choices/DMHA/Medicaid Billing Report (the list is alphabetical).
  2. Pick a Service date range — this is the only required field. The report shows everything approved in that window.
  3. Optionally narrow it with any of the filters (they combine — each one further narrows the result):
    • Payer — show just Choices, DMHA, Medicaid, or Other (or leave it on All payers).
    • Service → Component — pick a service to narrow the component list, then optionally a specific component. Choosing a payer first narrows the service list to that payer's services.
    • Client — limit to a single family.
  4. Click Run report.

Whatever you filter to, the subtotals and grand total always recalculate for exactly what's shown.

Reading the results​

Each line is one session:

  • Date, Client (with case number), and the billing component and its code.
  • Time, Units (billed in 15-minute blocks), Rate/unit, and Amount.

Lines are grouped by payer, then by client, with a subtotal per client, a subtotal per payer, and a grand total at the bottom.

Lines that are held out of the total​

The report totals only services that are billed at an hourly rate (how Choices is set up). If a line can't be totaled safely, it's flagged and left out of the total rather than counted wrong — you'll see a marker in the Amount column:

  • RATE MISSING — no rate is set for that service. Set the rate in Managing your billing rates, then re-run.
  • UOM NOT HOURLY — the service is billed some other way and this report can't total it as hours.

A very short session (under 8 minutes) shows $0.00 with its minutes visible — it's not billable, but it's not hidden either.

Coverage notices (advisory — the line still bills)​

When a service is covered by more than one staff member on the same day — like Facility-Based Respite — FCR checks whether the documented times line up. If there's a gap between segments, or an overlap where two staff claimed the same minutes, you'll see:

  • a notice at the top of the results (and on the PDF) naming the family and date, and
  • a COVERAGE GAP or OVERLAP marker in the line's Flag column.

This is advisory — unlike RATE MISSING, it does not hold the line out of the total. The day still bills its full amount; the flag just asks you to review the documented times. A separate "Continuity flags (advisory)" count in the summary tells you how many days to eyeball.

Exporting to bill the payer​

Use the Export panel at the top of the results:

  • CSV — the complete, authoritative record. It contains every line plus the subtotals and grand total. This is the file to rely on when you bill.
  • PDF — a clean, branded copy that includes every line, with the grand total at the end. Because this report is wide, its PDF prints in landscape so every column fits.
Nothing is ever silently dropped

If a date range is so large that the report has to cap what it pulls, both the CSV and the PDF say so, right in the file, and the grand total still prints — so a short file can never quietly cause under-billing. If you ever see that notice, narrow the date range (or add a filter) and run it again for the complete set.

Setting up a payer that shows nothing​

If DMHA, Medicaid, or Other show up empty, it's because your agency doesn't have billable services set up for that payer yet. Adding those services is a setup step for your practice manager. Once a payer has an hourly service with a rate, its delivered sessions start appearing in this report automatically.