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Client: Add a New Contract (WebABA Enterprise)


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  • Updated

This article will walk you through the steps to Add a New Contract for a Client. You can jump to the options for each Contract Type as well. This article also outlines the steps to Add a Service Location and Add Contract Services to a Client. 

Jump to Section: [Add a New Contract for a Client] [Option: Private Pay Contract] [Option: Regional Center Contract] [Option: School District Contract] [Option: Private Pay Contract] [Add a Service Location] [Add Contract Services to Client]

 

Add a New Contract for a Client

  1. Select Clients and click Edit. 
    clients_edit__1_.png

  2. Select the Contracts tab and click Add.
    This will open a New Contract Funding Source window.
    new_contract_for_client__1_.png

  3. Select the Funding Source type from the drop-down. 
    Click OK. 
    fs_drop-down_contract_for_client__1_.png

    NOTE: This screen will look different depending on whether you added a Private Insurance contract, Regional Center contract, School District contract, or a Private Pay contract. Click on the link to see the options for the Funding Source Type you are working with. 

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Option: Private Pay Contract

  1. Select the new Private Pay Contract line item that was added. 
    fs_contract_for_client__1_.png

  2. Adjust the Details as needed in the lower half of the screen. 
    contract_details__1_.png

    The Effective Date and Expiration date should match your authorization dates. 
    Enter any Co-Pay ($), Co-Insurance (%), Deductible ($), and Out of Pocket Max ($) as needed. 

  3. Choose the Insured's ID # from the drop-down. (This pulls from the Enrollments.) 
    insured_id__1_.png

  4. Group/FECA #, Plan/Program, and Employer/Schl are optional. If you fill these in, however, they will pull onto the claim form. 
    optional_fields-claim__1_.png

  5. Payment Auth Sig and Med Info Releases Sig. default to SIGNATURE ON FILE. (This pulls onto the claim form.)
    signatures__1_.png

  6. Change the Date of Release Signature to the date the client signed your forms.
    date_of_sig_release__1_.png

  7. Change the Federal Tax ID and Billing Provider if needed, by clicking on the icon on the right side of each box to open the pop-up window. 
    fed_tax_id_popup__1_.png

  8. Accept Assignment? will be checked for you by default. This pulls onto the claim. 
    accept_assingment__1_.png

  9. Click Save or Save & Close under the Contracts tab. 
    contract_client_save_and_close__1_.png

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Option: Regional Center Contract

  1. Select the new Regional Center Contract line item that was added. 
    reginional_center_fs_contract_for_client__1_.png

  2. Adjust Begin Date and End Date as needed. 
  3. Continue to Add a Service Location below.

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Option: School District Contract

  1. Select the new School District Contract line item that was added. 
    contract-school_district__1_.png

  2. Fill out the IEP Date (start date of the IEP contract) and the Next Review (expiration of the IEP contract). 
    All other fields are optional.
    iep_and_next_review__1_.png

  3. Continue to Add a Service Location below.

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Option: Private Pay Contract

  1. Select the new School District Contract line item that was added. 
    contract-private_pay__1_.png

  2. Adjust Begin Date and End Date as needed. 
  3. Continue to Add a Service Location below.

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Add a Service Location

  1. Click Add under the Service Locations section.
    add_service_location__1_.png

    This will open the Add a Service Location window.
    add_a_service_location_popup__1_.png

  2. Select the Type of Service Location from the drop-down. (Exp. Guardian/Contact for in-home services, or Organization for in-clinic services.)
    service_location_type__1_.png

  3. Select the Service Location from the list and Save & Close.
    save_and_close_-_add_service_location__1_.png

    This will populate in the Service Locations list for this Contract. 
    service_location_populated__1_.png

  4. Select your Default Service Location.

    NOTE: You can change this at the appointment level when needed. 

  5. Click Save or Save & Close when finished. 

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Add Contract Services to Client

  1. Select the Services tab for the Client. 
    client_service_contract__1_.png

  2. Click Add in the Service Contract section. 
    add_contract_service__1_.png

    This will add a new line item under the Service Contract. 
    contract_service_new_line_item__1_.png

  3. Select the Service from the drop-down. 
    servuces_dropdonw__1_.png

  4. Enter the Auth. Mins and Per (day, wk...) for each Service.
    (These are the authorized minutes for the service. This must be entered in minutes (not hours or days).)
    Projected Mins are optional for internal reporting only. 
    auth_mins__1_.png

  5. Click into the box to enter the Authorization Num. This will pull onto the claim. 
    scroll_right__1_.png

  6. Click into Diagnostic Code 1 to open the Diagnostic Code Propagation window and type in the ICD10 code.
    Click OK when finished. 

    NOTE: If you would prefer the 4 Diagnostic fields to be drop-down menus, contact support. 

    diagnostic_code_propogation__1_.png

  7. Click into the Rendering Provider box to pop up the Select Rendering Provider window. 
    This will display the list of your staff to choose from. 
    Select the Provider and click OK. 
    select_rendering_provider__1_.png

  8. Repeat the steps to enter additional Services. 
    Click Save or Save & Close when finished. 

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