Import a filed 13-0126 (monthly form)
Months of forms already filed on paper? Bring them in instead of re-keying every day.
A provider moving to VentoFlo mid-year usually has months of HCA 13-0126 forms already filed with the MCO. Re-keying every day of them by hand is how that history either arrives wrong or never arrives at all. Import reads the filed form itself — the service dates, the staff initials, the behavior frequency grid and the weekly notes — rebuilds the month as real supervision entries, and keeps the original PDF attached to the import so what you actually filed stays available.
Step by step
- 1
Open the import
On the resident’s CBHS card, click “Import from File” and pick the month the form covers. The month comes from you, not from the file, so a mislabelled form cannot quietly land in the wrong month.
- 2
Choose the filed form
The current revision is a single monthly PDF. A fillable form is read straight from its own fields; a scan or a photo of a printed form is read from the image, and you are asked to check the reconstruction against the paper before it can be imported.
- 3
Check the form first
“Check the form” validates everything and writes nothing. Missing staff initials, a missing service period, a row with times but no date, a behavior that is not in the resident’s plan — each stops the import and is listed in full, so you fix the form once rather than discovering problems one at a time.
- 4
Say how long an episode ran
The 13-0126 records that a behavior occurred, never for how long — so that one figure is the only thing the document cannot supply, and it multiplies straight into billable hours. Set it to what your episodes actually ran and the totals, the hours per day and the tier alignment update as you do. No day can bill past the hours authorized.
- 5
Review, then import
Every day is listed with its staff, its filed window, its hours and its behaviors before anything is written. Warnings tell you what the form says without blocking it. Import writes the month and files the original PDF alongside it, leaving the month open for you to review and finalize.
Why it matters
- Migration is where CBHS history is most often lost. A provider who cannot bring last year in either re-keys it — hundreds of rows, by hand — or starts from empty and loses the record that supports what was already billed.
- Nothing is written until every check passes. The import is all-or-nothing by design: a month arrives complete and correct, or it does not arrive.
- The minutes are an attestation, not a guess. The form cannot say how long an episode ran, so the provider states it explicitly and sees the resulting hours per day against the authorized tier before committing.
- The filed PDF is kept with the import, and the whole import can be rolled back — so bringing history in is reversible rather than a one-way door.
