Arizona's Department of Division of Developmental Disabilities has a unique format required to submit claims to them. The application has the functionality to help you create the Details tab on the spreadsheet for your submission and allows you to continue to track payment of claims.
There are several steps that must be completed before you can create the DDD spreadsheet.
The Subscriber/Primary ID is required to be 10 digits in length. Be sure to include the leading zeros to meet this requirement.
When completing a Daily Note, use the Custom Codes feature to add the 3-digits DDD services to the Objective section (i.e. PEA, PHT, and OCT). This will ensure that they flow over and use the corresponding rates on your CPT Fee Schedule.
Note: WebPT does not allow you to bill partial units. If needed, you will need to manually edit the session and enter the correct units (i.e. 0.5).
Arizona DDD requires that each provider's AHCCCS number be listed within the spreadsheet. To add this number:
- Navigate to Providers > Provider List.
- Edit the provider using the icon and click on the Legacy IDs tab. You will see the following screen.
- Enter the required information and click Add.
- Payer: AZDDD
- Type: State License Number [0B]
- Legacy ID: AHCCCS Number
Assistants (Speech Only)
While a Daily Note/documentation must be finalized by an SLP, if an assistant actually performed the treatment, they must be listed on the session for billing. This will require the assistant to be listed on your Provider List. For more information, please see: Setup Providers.
Note: Do not list the Supervisor's NPI on the assistant's profile.
You will need to map your clients to the Arizona DDD payer ID AZDDD. For more information, please see: Insurance Card Mapping.
It is recommended that you add Arizona DDD codes to your Fee Schedule with a 0.00 charge amount. Charge amounts are dependent on ZIP code and provider type (therapist vs assistant). This will help prevent you from billing the incorrect charges, by reminding you to manually change the charge amount on the invoicing screen.
Creating the Claim
When you are ready to create your claim:
- Navigate to Billing > Bill Insurance.
- Click the AZ DDD Billing button.
- In the Batch Arizona DDD Insurance window, unselect any client you do not wish to bill for and select Submit.
- Once the batch is complete, you will be given the option to Download File. This will be in the CSV format. A copy will also be saved to Filing > CMS-1500.
Note: Cancelled and No-Show sessions are not included on the CSV file. These will have to be entered manually.
Reviewing the CSV File
When you open the CSV file with a spreadsheet application (Excel), you will have 3 tabs. The system only generates information on the Details tab. You must manually complete the Header and Footer tabs.
On the Details tab, you will have to manually enter the Provider Service Location and Contract Number fields for each line that was populated.
Additionally, you should verify that the TPL fields are populated correctly and make any necessary changes.
For more information and current requirements, please see: Arizona DES - DDD Billing.