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Custom billing format for Supervision

as everyone trickles in just let you guys know today we'll be covering how Central reach Advanced bi can help you track supervision rates for your ABA staff and clients so very excited to dive into that and it looks like we have a good number of people here already so let's go ahead and get started and we have some housekeeping and introductions to do so if anyone joins late they won't miss out too much so introductions yeah nice to meet all of you guys nice to see all of you guys I'm Katie I our Solutions consultant here at Central reach I work with prospects and customers who are adopting our Advanced bi tool and I'll be managing the Q&A today my co-host today is Yuki Yuki is our product manager for data and analytics here at Central reach Yuki has years of experience in both analytics and background in health care she has a strong desire to contribute to the transformation of the healthc Care technology and her unwavering passion for utilizing data to drive meaningful change and the industry has really created a positive impact here at Central reach I'm very excited for her to share with you guys her knowledge today she has so much to share with us so I'm going to go ahead and pass it on to her okay quick agenda for today we are going to first do a quick overview in term of like what is available in advanced bi around supervision we don't just have one dashboard we actually have a series of them before we dive into the actual dashboard and give you a demo how to navigate tips and trick how to use it I want to first take some time and walk you through the calculation I want to make sure that you all feel very comfortable how we do the calculation how how do we find all the supervision session after that then of course then we'll go into the dashboard and then I will show you each dashboard and how we design it what we're going to um look at how can you filter it what kinds of you know kind of tips and tricks that you can use um to use them anywhere from like four to eight hours each time and just think about like this add up several time a month and they are like this is just so time consuming and on the other hand they you know it's really really hard like for them to distribute it to their um the rest of the organization one of my favorite story from one of the organization they're like you know what it used to be such a Bittersweet experience whenever they share the supervision um report because they can only have the resources to run it at the like after the month end so if they find anyone that don't have enough supervision hours at that point they can't really do anything because the month end already it so it's kind of like well I guess try to do better next month and they're like they used to like hate doing this and so one of the reason why we start rolling out this series of like supervision dashboard we want it to be a lot easier at your fingertip and you can check it like 10 times a month you can check it four times a month whenever however you want to and it will Empower not just you but your whole team like I don't think it is fair to put this on any one person single-handedly be responsible for supervision for the whole organization so our goal is create accountability allow you to have one common language across the board for everyone because a lot of time supervision not just in a one person care like from executive team to The Clinical Director for the program director practice manager and of course the bcba and the RBT they all want to make sure that like they keeping track of the supervision hours and the supervision rate so give them the power back let them be able to track it themselves um and I have seen a lot of great success story from other organization um when they used that and that is kind of why we have created three supervision dashboard um to give you the kachu 360 degree view of supervision so we are anchoring on that three LS of the stol is the BT and then to look at it by bcba and then at the end of course to look at it by client and I will dive into each one of them in my kind later part of this um session to you know with the life that Dem Mo but as I mentioned before before we dive into the demo itself let's talk about the calculation because at the end of the day is the calculation that you know kind of matter the most so that you can see all the supervision how are we going to do it for let's let's take a look at BT supervision rates first what we are doing is we want to take all your building entry that with that we therapy hours and then also take all your building entry with supervision hours and then we find all the overlapping time when they overlap with each other that is what we call the supervised direct therapy hours and you may ask like wait Yuki how do you know which code is direct therapy which code is supervision do you keep track of some kind of list of CPD code no actually better it is all you to be in control so you can set up however you want so here under the building module under the surface code for each of your surface code you can set up the surface type and surface category so we are looking for anything that is under you know ABA as the surface type and then the category is either supervision or direct fap of course the typical example is like 9755 is supervision 97153 is the direct therapy but if you are still using any of the kind the old G code or H code because of specific payer required that you can still categorize them um and then you will be able to then like do all the overlapping and will do all the calculation for you so that being said so we now we have the kind of supervise our hours then we take all your direct thy hours to be the base and then now we calculate the ratio here so that is how we do the supervision ratees for the bcba supervision rate it's a little bit different so our goal here is to give you a sense what percentage in general that the bcba is spending on supervision out of all the hours out of all the things that they have done so in this case the the the numerator is pretty similar we look at again supervision hours and Di therapy hours from all the overlapping one but the denominator here is a little bit different we take all the surface hours so that I can give you a sense like okay out of all the things that the bcba do from assessment to ad me to um the parent trainings supervision what percentage of it is supervision hours um one thing do keep in mind we take both building entry that is buildable and non-buildable this is particularly important and helpful especially if you have any payer that don't allow you to do concurrent building so they don't let you build a 97155 and 97153 at the same time so in that case we will recommend you to still convert both of the session into a building entry but the 97155 which is what organization usually build in this case then it will be a buildable code while the um 9 53 will be a non-buildable code so in this case we still have all the information to match up to say okay what is a supervise direct therapy hours while you also don't get any issue with the payer because of the concurrent rout so that is kind of like one way to get around it so there's a few other specific kind example or setup that we'll recommend you to do if you have any question feel free to talk to either your um the client success person your am or um join a VG so virtual genius Booth um we can walk you through we have a lots of experience in here in this area and we'll be able to walk you through what would be the best set up here um the other thing that you probably Notice Me mentioned um we're taking building entry so if there's any time sheet that is not converted yet it won't be calculated here and the reason is because not until they get converted I'm not 100% sure if that session actually happened and I don't want to risk over inflating the supervision hours in any cases so that's why we only take you know the converted time sheet which is the billing entry to be our base to do all the calculation um okay so with that let me give you a quick example just so that everyone is understanding this correctly um here we have an example that we have a bcba that have a supervision session from 9 to 10 a.m. and then we have two BT um direct therapy session for for the same client we're talking about on the same day same client one is from 8:30 to 9:30 and the other one is from 9:30 to 11 so in this case what do we do is we actually chop this up into four different what we call sub segment so that we can categorize them differently and the type of you know segment that we keep track of is supervised direct therapy hours which will go into the supervision rate calculation the nonsupervised direct therapy hours and then also the supervisor um surface hours which is how we you what we use to calculate the bcba supervision rate so okay how how is this going to look is for this Subs segment so the 8:30 to 900 a.m. we are going to say this is a non-supervised dip hours because it doesn't have a supervision and then for this segment from 9 to 9:30 30 minute it is a supervised direct therapy and the supervisor is bcba 1 and then the direct therapy um provider is bt1 again similar thing for this 9:30 to 10: a.m. 30 minute then in this case is supervise and the supervisor is bcba 1 and the direct therapy provider is bt2 and then again the last segment is a non-supervised diapy so we basically break it down and do all the matching for you so in this case you can basically do any reporting that you need no matter it's based on looking at specific BT or looking at specific bcba we will have all the information okay I just give you a lot of information let me pause here a little bit and see if we have any question okay yes we do have some questions one of the questions is just to provide a little bit more clarity or maybe review again the piece about non-concurrent billing so how the question is how do you want us to convert 97155 and 9715 three at the same time but not Bill concurrently got it got it got it yep so in this case let's say for example um bcba one will have will have her one hours and you will convert it into a 97155 and then bt1 then in this case it could be like it will be like almost like two different like session so like this one will be a buildable 97153 and this one will be a non buildable 97153 um so in this case then we be able to know like okay then you will know like okay this part you can build this part you can build and then this part you can build so like that is one way of doing it thank you Yuki for that clarification looking at a couple other questions we have here we have a question on all right okay what is the recommendation to set up codes or processes to incorporate group supervision for bcbas when maybe they're supervising multiple rbts non-client facing yep yep so that's kind of two different thing between kind the building and to keep track of the Supervision in the purpose of keeping track of the supervision we actually do something what we call duping so what it mean is the you know bcba will have their own session and then like you know let's say you know here if the graph different you have like bt1 2 3 4 um all with the di therapy we actually will calculate it separately so we'll give kind the credit back to each of the BT and then for the bcba we don't over inflate it so we make sure that like we only take like the 130 minute session because obviously you cannot have two hours of supervision for a BT while it is only doing one like like a half an hour session so for the um for the you know purposes of you know supervision then that is is what we do um you know in term of the billing obviously then depending on the payers rule um which we can talk a lot more about it like you know offline in term of like what would be the best setup but basically you know long story short is you can basically have all the building entry just as this and then and then we'll do basically the logic to to make sure that we don't overinflate the number awesome um last question here that we'll answer live I know we have a couple other questions so I'll go ahead and get them answered in the chat after but um the four sub segments do they need to be separate appointments or can they be the same appointment same appointment yep so so unless it is in the special rule for the you know kind of non-concurrent um then you may want to have two separate Cod so that you don't build them at the same time but otherwise this is one one segment you can just like convert into one time sheet we are the one that going to chop it up for you to say like okay what is should be the starting point what should be the end point based on all the matching so don't worry normally you don't need to do anything special just for supervision just convert your time shet ass it it's just only in the special case that like we need to think through you know specific cap buing rule thank you Yuki and again I will get to everyone else's questions but we're gonna go ahead and keep moving on so we can show you the dashboards okay perfect yeah and then I you know we can also like see if we have more time at the end um okay so right now actually if you don't mind I'm going to log in really quick um into our demo site so I'm going to first walk everyone through the um the BT supervision dashboard and then I will kind of walk you through the um the filter area so let me share my screen again okay so here is the typical car landing page for the um for ABI if you don't see all this dashboard the reason is all the dashboard automatically when you first roll out it will be shared to the admin account or any user that we have designed a license so all that you need to do if you see any dashboard you're like oh I would really like to get access to this dashboard then contact your admin or who whichever user that have the designer license if you have designer license um in your organization um one thing that you probably notice is you see some you know dashboard name 24.2 so this is our most recent release version we are right now in beta the actual release will happen at the end of this month so this is basically allow you to have Early Access to some of our newer dashboard before the general release so if you're interested in that definitely talk to your am talk to your account um talk to your um client success person they will be able to sign you up for our next C weekly cycle for the beta okay so now let's take a look at the um BT supervision dashboard the other thing is I you know if you need to share if the ad me need to share it this is where you go you go to manage um permission and then you'll be able to put in whoever you want to um have access um of this dashboard okay let's look at the filter here so as usual we will have a filter around the day so this is like allow you to look at supervision on whatever day range that you want um in this case you know our default is this and last quarter so we're looking at roughly about like four and a half months of data you feel free to change it it could be month it could be last month whatever day range that you want to look at um then you will be able to filter things down by the location um let's say I only want to look at New Jersey office then you can see the list of BT um will then only go down to the list that is in the New Jersey office um you can also do by hiring they um this is an interesting way to look at things especially a lot of the organization mentioned that usually in the first six months when they first bring uh our BT on board they will want to have extra c um support so they will want to have extra profession uh the development around the supervision so they will expect it to kind of like you know Ram up and then like you know go back down as time go so in case you want to keep track it almost look at them as a cohort so like oh everyone that you have hired in the last six months how does that look this is another way to look at it um and of course you can pick individual BT but I would think actually easier to navigate within the dashboard which I will show you in a minute um okay and another thing that is kind of newer I want to make sure everyone know is the provider or like client labels so here let's say you have a label called RBT and I only want the one that with RBT so you see how it automatically filter everything it is not case sensitive so it could be lower K Capital however you want to type it in um and then let's say so I just click into this little pencil let's say I want to use two label so I want to have anyone that with the out BT label and also they have let's say the New Jersey label so in this case we have both and then you hit okay and then now it will filter down the list for you so this is another another way that how can how you could filter down this list and for for just this purposes I'm going to take them all out and this easier you can take them all out okay so let's talk about the dashboard itself we have two part in the dashboard part one is a overview to look at supervision rate by the BT so that that's the DP provider and then from here then you will select one and then be able to kind of dive into the detail for that specific BT technically a lot of those information still work if you look at multiple BT but it could just get a little bit confusing it's almost like you're mixing apple and orange together so we generally don't recommend that we'll say pick one BT and then you'll look at it you know by profiling it so let's say I pick this one oh the other thing actually let me get out here really quick so to unselect it just do it so you see I have like the blue color and the kind of orange yellow color so anyone any BT have below 5% supervision rate will automatically change the color just so that we can draw some attention to those with lower supervision rates and if you want to customize it you can use your designer license to customize if you say Okay I want to draw the line at 10% inste 5% or 7% so that is pretty flexible there so um let's select this uh BT um and then let's take a look at what is going on with him so he in general have like 4.6% um throughout the kind five months four and a half month um 18 hours for supervision um or like supervised direct therapy hours and then this is the total direct therapy hours it is over three client and that's one supervisor meaning like one bcba and you know the natural next question is like okay has it it been a trend has he been like below the 5% all the month or just more recently or in this case actually more in the past so you can see the monthly trend from October to to December that is when he's like below the you know way below the 5% but in the recent month it has really you know be ramping up and then you can kind of see all the detail like how many supervision hours how many direct therapy hours how many session so here is all the detail and you can also see this detail across the um client and why do we do it is a lot of time the natural next question especially if you need additional supervision hours schedule for this month you're like well if the schedule permit which clients should you schedule with we you know try to spread the love as much as we could so you know now you will see with the three client Co you know is the one that like with you know the higher supervision rates you know in in term of the ratio of the super um the direct therapy hours and the supervised hours and then night James here is a little bit on the lower side you know below 3% and then night Tommy is the one that I haven't get any supervision um hours um in this case so when um the schedule is permitt then it makes sense that like you focus more on these two patient now let's go into the detail um with all this kind of trend we also give you the detail line item so it will tell you the our bees name with which client and then the day of the session like how long is the direct therapy session start and end from noon to 4: but then the um supervised hours actually happen from 2:30 to 4: which is an hour and a half um and then like who is the supervisor a lots of people find this really helpful and be able to kind download it and then like if they need the bcba to sign off in all this to keep track of all the record that is really helpful the other thing that organization find it really helpful is doing audit so a lot of time the auditor will come in and ask for like specific BT like okay I want bt1 with bcba 2 and you know we want to see you know from um January 1st to like February 15 like very specific day range and one all day supervision so this you can easily just filter with all the things that we have and be able to find that list and the other handy thing is like in case you really want to look at that building entry so you can just click into it and then this will show you the associate building entry so if needed um so this you know has been really helpful people say that yeah that could easily take them like a week to get all the record from the for the auditor but it end up to be just a few click within like two hours they can get everything in um and it really helped to manage the anxiety like trust me being through like auditor is never a fun time when they are asking for things so that really help okay um with the interest of time I would like to jump into another dashboard really quick um before we take more question okay so here this one is the bcba supervision dashboard as you can tell we try to design it and structure it very similar as the BT supervision so you have similar filter here now instead of like you know looking at by BT you will look at all the supervision rate by the um bcba if you don't remember the calculation that we just walk through don't worry you don't need to memorize it go all the way down here you will see the calculation explanation here and then all the thing that I just walk you through is all in our help article so you know everything that we have just walk through is in this help article and then also for the dashboard itself we have another help article to walk you through the detail um okay so really quick here what I want to point out is I think earlier we were looking at Michael's um R BT so let's say like okay that's one R BT under myod that doesn't have enough supervision rates does all the other BT have the same issue so this is where you can kind of see the breakdown similar information and that's like three BT that he's supervising over three client and then here you can see all the supervision hours being distribute um across the um BT and then here is the good detail so let me Orient you what you're looking at here so we're looking at like for each of the BT here is the selected bcba so Michael and here is how many hours of supervision Michael have um done with those BT but since each BT could have multiple supervisor so we want to give you like a complete big picture so in this case for kurk actually he has three supervisor technically like you know in term of like bcba and then the total supervision hours actually is 56 so in this case it push him over the 5% um requirement so we don't want to be like oh you know Michael alone is below 5% but actually back picture wise he's fine because he does have enough supervision hours um and then like again you know we still have below the 5% for loss and okay so here we also want to look at it across the client so it's very similar with distribute the information and then here is another view to kind of let you look at like okay per client per bcba and then per BT and then you can see that like okay you know for for you know this client it is fine with Kurt but then like you know with L then it is below so like again just to give you enough information in case you have the flexibility to see like which client you want to schedule the next supervision hours then it will give you a little bit more insight what combination will be the best and then again we will have all the detail here and then have the usual link um okay last one I know a press time a little bit um okay is the client supervision again very similar structure but the calculation here is slightly different as you can tell from this screenshot um the calculation actually this time we long to look at the overlapping so since it is about client technically it doesn't matter if the supervision hours is overlapping with a direct therapy hours or not so in a sense if the BT is there or not so we strictly look at any 9755 or aka the you know supervision C and then be able to do all those calculations so I think earlier we were looking at like James so let's take a look at James here and then you will be see like very similar you will see like James like every single month um roughly um from October have pretty you know stable supervision rates and you can just see all this detail here too so you don't need to have over every single one just to find the number so you can see the supervision hours has been like four five hours each month um and then um this client maybe is on the on the path of graduating from the program so you can see the D Fe hours have been really trending down in January and we are not seeing much in February so depending on what you know about this client then of course and you need to make a judgment call does this client need more supervision hours in February or like actually he's on his way out of you know graduating from the program so that will give you kind the different information that you will need um to look at Super Vision okay I know I just walked you through all three supervision dashboard in a super short time um let me pause here I know we're at time um feel free to stay for a little bit longer um we'll be happy to take more question all right we have one question here in our Q&A right now Jessica's wondering is there any way to structure this for BCAAs would they be on both dashboards to account for any time they can supervise and also their supervision by the bcba okay um technically yeah so so when we look at like supervis that's why kind of why we call them the supervisor and the direct therapy provider because technically they don't have to be a bcba or like they we're not looking for like specific title we're just looking at like whoever that have done the supervision hours and whoever is done doing the direct therapy hours if you want to kind of separate the different group um maybe the other way is to look at it by label so if you have you know specific label for those group so that's another way to look at the dashboard just by the label um then you can single out you know specific bcba um you know depending on like you know which group you're looking at thanks Yuki one last question here where can we find the article about how to set up the categories and how to kind of use the dashboards I'll add that piece in K okay yeah so um if you actually let me go back to the BT supervision so if you if you go down all the way down at the bottom so here is kind of the help article um I don't know if we have specific help article you know we'll mention in term of like what is the category um and I can show you really quick in term of like you know where to so if you go to um under building and service code if you click into you know any of those um service code so here is where you set up the service type and category and oh sorry I haven't mentioned earlier is um in case you do any telat so if you have different time zone so let's say your bcba is in the you know Central Time Zone while your BT is in the eent time zone don't worry about it we basically bring them all into the same time zone when we calculate the overlapping so we already take care of all the time zone differences for you twoo awesome thank you Yuki I have one last question oh oh more coming in I'm gonna wrap up as quick as I can but some of these are really good someone's asking about uh Liz is asking she notices that the only category issues here are direct therapy and supervision does adding the assessment category to assessment codes is that helpful will it mess up this report can it be used in other reports um so no like if you you know set up assessment code so like let me kind of make sure so when you set up a a surface code you can only pick one service category so first thing so like it can either be like a supervision or uh assessment you cannot pick multiple here in the case that you set up assessment code is not going to change anything for the supervision calculation but since you set it up and will have this in ABI if you want to look at assessment specifically you could either you know basically use kind of like the supervision like or like the client supervision um dashboard as a base but then you change in stad of like looking at supervision category you look at assessment category if you want to be able to track assessment specifically um so that's like kind of one way we do give you that flexibility of course for assessment we don't calculate any of those like overlapping or anything but if you want to strictly only look at assessment code and the let's say the vum um one thing in case anyone of you are interested in parent training we are actually in the process of building a new parent training dashboard um which hopefully will come out um in the April release so stay tuned for that thanks Yuki so I think I'm hearing definitely categorize all your codes the supervision report just uses direct therapy and supervision but oh even the off utilization dashboard you can look at utilization by um direct therapy versus supervision versus all the other categories so the more data we have the better right definitely definitely so categorize all your C if you could awesome all right I think that's all the questions we have