ALL ABOUT DEFRAN
DEFRAN DOCUMENTS AND INFORMATION
Frequently Asked Questions (FAQ):
Services must be recorded under Service Entry (by documenting or scanning the note). After completing the task, you must click on the button "Submit for Approval" in order to bill the note.
Clarification for benefit assignments in Defran:
When setting up benefit assignments in Defran, if a client is on a 5% sliding fee you must enter the deduction as 95%. (We informed some providers to key in the deduction as 5%. This is incorrect.) We apologize for any inconvenience.
Defran Modifiers for residential services:
When enrolling a consumer into a Program and completing an Authorization form, the "Program Modifier" section must be completed for residential services. The modifier section allows you to identify the level of service. For example, when a consumer is authorized and enrolled in the Group Living Program the level of either "low", "moderate" or "high" must be indicated. You will need to click on the "program modifier" tab and select the level.
Please be sure to complete the modifier section located at the bottom of the program enrollment and authorization form. If the program modifier section is not completed, it will delay the processing of the authorization request. Service Management will need to call the person requesting the authorization to find out the level of service. The following programs must have the program modifier section completed:
Which employees need to have access to the Defran system? Anyone directly providing services, managing services, supervising services or conducting financial, human resources or records management tasks will need access to the Defran system.
If external accountants conduct billing functions, do they need access to Defran for billing purposes or will that be handled the way they currently do it? If OCBHS authorizes and pays for the service, the billing will automatically be initiated either on attendance basis or when the service note is completed. If you want the accountants to have oversight ability in the Defran system they will need access with a navigation scheme of auditor for your agency.
This system seems very large and I don’t feel like we will be ready to go live with this on March 1, 2006. Don't worry, we are only starting with the basics and we will grow together overtime. We understand there will be a transition process.
Is March 1, 2006 still the date that we should be able to begin using the system? Yes, begin is the key word.
I am confused over the supervisor and worker roles. Does everyone have to have a supervisor assigned to them? Only if they require supervision and are not qualified professionals.
If a person requires supervision, does whatever they enter into the system automatically go to the supervisor before being submitted or does the person doing the notes or plan have to send an alert email to the supervisor to approve it before it goes to service management? This process is built in automatically if supervision is required.
What if there are two supervisors for one person, do you choose who to send the information to before it gets submitted to service management? Yes, set up the supervisor per the role.
If two supervisors are assigned to supervise the same people, does a copy of everything the supervisee does have to go to both of them, or do they choose what supervisor the data will go to? Yes, information will go automatically to both supervisors. The system can be set up to where one supervisor can view everything for the agency but the immediate supervisor can have the approval function.
Do all service notes, have to be submitted to Service Management? No, the notes are inputted into the Defran system. Service Management looks at them for UR purposes. The notes are in the system for Service Management to review.
We serve one individual who receives DD waitlist funds for a supervised living setting. Are we going to need the Defran system for one consumer? DD waitlist dollars do not exist anymore. CAP will also be in the Defran system eventually. The answer is yes.