Arizona DDD Billing

Arizona's Department of Division of Developmental Disabilities (DDD) 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.

Set Up

There are several steps that must be completed before you can create the DDD spreadsheet.

WebPT

• 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.

Providers

Arizona DDD requires that each provider's AHCCCS number be listed within the spreadsheet.

To add this number:

1. Navigate to Providers > Provider List.
2. Edit the provider using the icon and click on the Legacy IDs tab. You will see the following screen.                     
3. Enter the required information and click Add.
   1. Payer: AZDDD
   2. Type: State License Number [0B]
   3. Legacy ID: AHCCCS Number

Assistants (Speech Only)

While documentation must be finalized by an SLP, however, 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.

Client

You will need to map your clients to the Arizona DDD payer ID AZDDD. For more information, please see: Insurance Card Mapping.

Fee Schedule

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:

1. Navigate to Billing > Bill Insurance.
2. Click Select Client or Batch Paper.   
3. Use Select Client to display a client's billable services. You can use the filters to narrow your results. 
4. On the invoicing screen, use the checkboxes to select which DOS you wish to create a claim for, then click Create Invoice. 
5. On the Create Invoice window, select the Adobe PDF icon on the insurance card you wish to bill. 
6. Once the claim passes the error check, you will be given the option to download a PDF file. Make sure to download the PDF Form/Large File (editable version). A copy will also be saved to Filing > CMS-1500.
   
7. Open the PDF and make the necessary changes that follow the AZ DDD formatting requirements. Note: If you do not make these changes, the claim will get rejected.