Accelify-CaliforniaProviderUserGuide-LEA

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Provider User Guide

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How to Login

To access the AcceliTRACK website, go to: https://ca.acceliplan.com New Users:

 Enter your username. Usernames are created to include:

o First name + last name

o “John Smith” is username “johnsmith”.

 Enter your Password. The default is “password” (passwords are case sensitive).  Once logged in, go to the Settings page to change or update your password. Current Users:

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Notes

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The AcceliTRACK Homepage

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AcceliTRACK Homepage Legend

1. Calendar displays all your services and events color coded by status.

2. Schedule Services / Record Services provide quick access to all scheduling and recording options in AcceliTRACK.

3. Training Materials provides access to relevant documents such as the Medicaid manual, and a digital copy of this guide.

4. Services displays:

Upcoming Services that have been scheduled in your Calendar, and Past Due Services that have not been documented as “delivered”.

5. Announcements display administrative and district messages, including upcoming deadlines. 6. Miscellaneous contains an Inbox which displays student assignment announcements, and

your student Caseload.

7. Student Services displays a graphical representation of student services from your caseload.

BLUE refers to services that have been prescribed. YELLOW refers to scheduled services

GREEN refers to delivered services.

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How to Find a Student

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The Student Search Box allows you to search for students by a variety of criteria so you can schedule and record services for them.

1. Click Select Student to open the Student Search Box.

2. To find a student in your caseload, search for the student using the first three letters of

the student’s first name and the first three letters of the student’s last name.

3. Records on the student search filter page default to 15 total. You can expand the

number of student records by changing the “Records on Page”.

4. If a student is missing, uncheck “My Caseload Only” and select out of the “Active”

Status to see if the student appears.

5. Click the student’s name to access that student for scheduling or recording.

Please Note: If a student is missing from your caseload list, you can add this student to your caseload using the Caseload Manager (pg. 7). If the student cannot be found after completing Step 4, please contact your district administrator and request that the student be added.

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How to Manage your AcceliTRACK Caseload

The Caseload Manager displays all students that have been assigned to your caseload. You have the ability to access and assign yourself all students in your AcceliTRACK district, so that you can deliver services. To do so, follow these steps:

1. Click “Add” to open the Student Search Box.

2. Uncheck “My Caseload Only” and select the “blank” option in the Status dropdown.

3. Use the Search Filter to find students by name, school, ID, or status. Click Find.

4. Check the box next to any student’s record that needs to be added to your caseload.

5. Press Select to add that student to your caseload.

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Acc eli TRA C K >> C as elo ad Ma n ag er

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The AcceliTRACK Calendar

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Quick Reference

1. Navigation Calendar allows you to navigate to different months and days. Clicking on any day will automatically update the main calendar.

2. Calendar Views allow you to select a preferred Calendar view setting. You can choose between day view, work week view (the default), week view, and month view.

3. The Left Navigation Menu allows Quick Access to all AcceliTRACK features.

4. Service Legend displays the various events you will see on your active calendar. You will see these types most often:

Student Services, which are and refer to scheduled services;

Delivered Student Services , which are and refer to services that are delivered, meaning they already occurred and have been recorded as delivered;

Completed Non-Delivered Student Services, which are and refer to services that were marked with other delivery statuses such as absent or outside activity.

Custom Events, whichare and refer to personal events.

5. Print allows you to print services from a downloadable PDF. In addition to a chronological listing of your weekly schedule, the PDF includes a separate page for each service event, allowing you to record notes during your service session.

6. Press Click to Schedule Services to open the Drag and Drop Scheduler. Click and hold on the

student’s name to drag and drop it into the appropriate time slot on the Calendar. The service will

be schedule for the default duration of your district. Move the Drag and Drop Scheduler around

on the screen to access the entire Calendar using the top bar of the box. If a student is missing

from the Drag and Drop Scheduler use the Service Scheduler to add in his service line details.

7. Export allows you to export the Calendar schedule to your Outlook or iCal calendar. You can select from:

Current Selection to export the day, work week, week, or month view currently visible. Period Selection to export a specific date range of your selection.

All Calendar to export every service that has been entered in your AcceliTRACK account. BEIGE

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How to Use the Service Scheduler to Bulk Schedule

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The Service Scheduler allows you to bulk schedule services for any student you select in the Student Search box and create IEP service line details for any student.

1. In the Service Scheduler (Series)tab:

Click View next to the Series in the list to view and modify an existing series schedule. Click Create to open the IEP service details box to create a new series and schedule.

2. For a new series, enter the IEP service line details including the IEP date range and the frequency and duration of the service line.

3. Enter the location, the start time, and the duration of the service schedule.

4. Click the Calendar to select the days you will see the student(s). If you see the student(s) on the same days every week, use Recurring Selection to select the days you see the student(s) and the date range for the recurring selection, e.g. Tuesdays and Thursdays at 10:00 a.m. from August to June. Selected days will be highlighted blue.

5. Press Save to add the schedule to your Calendar.

6. Use the quick links below your calendar to view and modify the menu:

Clicking View allows you to view a list of“Selected Dates”, “Scheduled Dates”,

“Delivered Dates”, and “Read Only Dates”,which have been claimed and are no longer editable.

To clear “Selected” dates, press Clear.

To modify “Scheduled Dates” press Select. You can then Delete or alter and Save your previously scheduled services.

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How to Use the Bulk Service Recorder

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The Bulk Service Recorder allows you to bulk record services for any student. Services can be delivered with or without prior scheduling. Both features work the same way:

To deliver services that have NOT been scheduled:

1. Click the Create button, and enter the IEP service details including the IEP date range

and the frequency and duration of the service (see page 10 for an example of this box).

2. Select the location of the service, the time and duration, the delivery status, procedure

code, diagnostic code, and progress. All fields have Predictive Type which will narrow down the options according to the text you enter.

3. Click the Calendar to select the days you will see the student. If you see the student on

the same days every week, use Recurring Selection to select the days you see the

student and the date range for the recurring selection. Selected days will be

highlighted blue. To deselect days where the student was absent or had an outside activity, click on the date in the calendar again.

4. Press Save to mark all selected days as delivered. Repeat the same process for all other

delivery statuses.

To deliver services that have been scheduled:

5. Click View on the service line to open the delivery menu.

6. Click OK in the pop-up to choose the previously scheduled location, start time, and

duration.

7. Select the delivery status, procedure code, diagnostic code, and progress.

8. Press Select on “Scheduled Dates” to select the days in the Calendar you previously

scheduled. Selected days will be highlighted blue. To deselect days where the student was absent or had an outside activity, click on the day in the calendar.

9. Press Save to mark all selected days as delivered. Repeat the same process for all other

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How to Use the Quick Recorder

The Quick Recorder is designed to expedite the recording process for scheduled services while allowing you to deliver each service individually.

1. Use the search filters to choose the date range of services you need to deliver. If necessary, you can also filter by the student’s name or ID.

2. Check the box next to the student’s name to mark the service as delivered or use the checkbox in the top gray bar to mark all the services listed on the page delivered. If the service was not delivered, leave the delivery box unchecked, and use the dropdown in the Progress/Delivery column to indicate an absence or refusal as the delivery status.

3. Verify the date and time of the service. Click on the link to alter the date and time.

4. Fill in the appropriate values for the procedure code, method, progress (or non-delivered status, and comments.

Press to save a single service or Save All to save all the services on the page.

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How and When to Use the Single Service Recorder

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The Single Service Recorder is designed to schedule and record a service after the service has taken place. Assessments should always be entered using this feature.

1. Select the student that received a service or assessment (pg. 4, How to Find a Student).

2. Enter the date of the service or assessment, the start time, and the duration.

3. Mark the delivery status and the procedure code for evaluations.

4. Select N/A for progress, and press Save.

All service details boxes have the same fields:

 Location: Select the service location, e.g. Service Provider’s Location for your office.

 Start Time and End Time: Updating Duration changes End Time.

 Delivery Status: Mark as “delivered” to send the service for billing.

 Procedure Code and Diagnostic Code: Select from the clickable dropdownfor the codes your provider type will require.

 Method: Select from the clickable dropdown.

 Progress: Select from the clickable dropdown and make sure to include a progress statement for each therapy session in the comments box.

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The Services & Prescriptions: Services Tab

The Services & Prescriptions: Services tab lists all scheduled and delivered services by line.

1. The top Search Filter can be used to narrow the list down to a student, school,

delivery status, or date range. “View Opened Only” limits the view to non-delivered services and is checked by default.

2. Click Modify to open the Service Details where you can modify or delete the

service.

3. The service list is color coded to differentiate past due, non-approved, and

delivered or approved services.

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The Services & Prescriptions: Prescriptions Tab

The Services & Prescriptions: Prescription tab lists all the Series that you have created for your students using either the Bulk Service Recorder or the Service Scheduler.

1. The Search Filter can be used to narrow the list down by student and date range.

“View Opened Only” limits the view to open prescriptions. “My Workload Only” limits the view to prescriptions assigned to you. Both are checked by default.

2. The Overall column displays a graphical representation of all services that have been delivered of those scheduled. Hover over the graph to view totals for minutes

delivered, and minutes left. Links to quickly access the Service Scheduler and Bulk

Service Recorder are listed in the Bulk column.

3. Click View to open the service list where you can modify individual services under the

Series.

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AcceliTRACK Reporting

AcceliTRACK offers a wide variety of reports for record keeping purposes. The menu at right displays all of the reports you can access.

The reports you will use most frequently are the Service Type Reports, which can be accessed on a monthly, yearly, or summary basis. All of the Service Reports function the same way. We’ll use the Monthly Service Logs as an example.

Monthly Service Logs

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The Service Reports keep records of all AcceliTRACK services in an easily accessible format. Monthly Logs show the month of choice, Yearly Logs show the selected school year, and Service Summary shows any date range selected. Service Summary is best to view all delivered services for a student.

1. Click the plus or minus sign next to a student’s name to expand or collapse the report.

The expanded report displays student information, service details, and delivery status.

2. Click the Expand All button to see all reports at once. Click Print to download a printable

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Provider Reports

The Provider Reports keep records of all AcceliTRACK services in a printable and exportable format. Provider Services lists each record of each service along with the entry date by provider. Student Services contains full service detail notes for each service by student.

1. Filter the report to search by school, student, delivery status, claim status, minutes delivered, and date ranges. To view a type of service, such as an evaluation, select the applicable Procedure Code in the dropdown.

2. Search for specific text using the Find│Next feature. Enter the text and click Find. Click Next to navigate to the next result.

3. Reports can be exported and saved as Excel, PDF, or Word files.

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AcceliTRACK Glossary: Service Icons

Services are attached to a “Series”.

Services are non-prescribed. Only assessments should have an “N” attached.

Charts display a visual representation of the amount of services that have been delivered vs.

prescribed.

In the Service Scheduler, this icon displays prescription details:

AcceliTRACK Glossary: Student Icons

Designates Medicaid eligible students. Students that are not Medicaid eligible will not have this icon in their record on the student search filter.

Designates students that do NOT have parental consent to bill for Medicaid.

Designates students that DO have parental consent to bill for Medicaid.

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AcceliTRACK FAQ:

I can’t find a student, what do I do?

Check to see if the student is in the AcceliTRACK system but just not assigned to your caseload by unchecking “My Caseload Only” and checking out of the ACTIVE status in the student search filter. If the student is present use the instructions on page 6 to add the student to your caseload. If the student is not present, contact your district administrator and request that the student be added to your district. Your administrator will work with Accelify staff to locate the student demographic information required to add a student into AcceliTRACK.

I need to remove a series of scheduled dates. Is there a quick way to do this?

Yes! Click View next to the Series line to open the Service Schedulermenu and press Select on

“Scheduled Dates”. Then press the Delete button. All dates that have only been scheduled will be

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I’m in the Services & Prescriptions, and I can’t see any delivered services.

The Services & Prescriptions is filtered by default to only show scheduled services. Uncheck

“View Opened Only” and press Find to view all services with a delivery status. If you assessed

students that weren’t on your caseload, be sure to uncheck “My Caseload Only” and press Find to

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Notes

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Notes

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Phone: (888) 523-6104 Fax: (877) 9ACCELIFY

Accelify-CaliforniaProviderUserGuide-LEA

Provider User Guide

TABLE OF CONTENTS

How to Login

Notes

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The AcceliTRACK Homepage

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How to Find a Student

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How to Manage your AcceliTRACK Caseload

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The AcceliTRACK Calendar

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How to Use the Service Scheduler to Bulk Schedule

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How to Use the Bulk Service Recorder

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How to Use the Quick Recorder

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How and When to Use the Single Service Recorder

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The Services & Prescriptions: Services Tab

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