Service Details | Service Management | True Care System Documentation

Provider-Specific Service Configuration

True Care System supports multiple Providers. The services available to one Provider may be different from the services available to another Provider.

A Provider should configure only the services that it is authorized, enrolled, contracted, licensed, or otherwise approved to deliver. The Provider is responsible for confirming that each service is configured according to the program and payer requirements that apply to its organization.

Important

A service name or internal abbreviation does not automatically determine the official billing code. The Provider must enter the correct procedure code, billing code, modifier, level code, unit, and rate that correspond to the service under which the Provider is registered or approved.

Service Name and Service Code

A service record may contain two different types of codes:

Internal Service Identifier — An abbreviation such as PCA, HCSS, LPN, BSS, or RESP used to identify the service type within the system.
Official Billing or Procedure Code — The code entered by the Provider according to the approved service, payer, program, waiver, authorization, contract, or fee schedule.

The internal identifier helps users recognize the service type. It should not be treated as a universal government billing code.

Service Detail Components

Component	Example	Description
Service Type	HCSS	Identifies the general type of support or professional service.
Service Name	In-Home & Community Support Services	Displays the full service name used by authorized users throughout the system.
Billing Code	Provider-configured	Stores the official code applicable to the service under the Provider's approved program or payer configuration.
Category	Non-Residential	Groups the service according to its operational or program classification.
Status	Active	Determines whether the service is available for new scheduling and operational use.
Billable	Yes	Indicates whether the service may participate in claims, invoices, or billing workflows.
Level Type	Ratio or Zone	Defines how the service level is structured.
Level	1:1	Identifies the selected staff-to-individual ratio or applicable zone.
Service Code per Level	Provider-configured	Stores the detailed code used for the selected service level.
Format	Unit (15 min)	Defines whether the service is measured by unit, hour, mileage, day, event, or another approved format.
Rate	Provider-configured	Stores the approved rate corresponding to the service, level, and unit format.
Description	Service summary	Explains the service purpose and the type of support delivered.
Internal Notes	Administrative notes	Stores optional operational information for authorized scheduling, billing, or administrative personnel.

Examples of Service Types

The following list contains examples of service types that a Provider may configure. The actual services available depend on the Provider's approvals, programs, payer enrollment, and applicable government requirements.

Identifier	Service Name	Code Configuration Note
PCA	Personal Care Assistant	The Provider must enter the code applicable to the approved Personal Care Assistant service.
NT	Nursing / Nurse Triage	The applicable nursing or triage code must be configured by the Provider.
PBIS	Positive Behavior Interventions and Supports	The Provider must use the code associated with its approved behavior intervention service.
BSS	Behavior Support Services	The code must correspond to the approved Behavioral Support Services configuration.
PT	Physical Therapy	The Provider must configure the correct therapy code, modifier, and unit when applicable.
CNA	Certified Nursing Assistant	The billing or service code depends on the approved CNA service arrangement.
RESP	Respite Services	The Provider must select the code and unit structure for the approved respite service.
SHC	Shared Home Care / Shared Habilitation	The code must match the Provider's authorized shared-care or shared-habilitation program.
OT	Occupational Therapy	The Provider must configure the approved occupational therapy code and billing unit.
SCM	Service Coordination / Case Management	The applicable coordination or case-management code must be entered by the Provider.
COMP	Companion Services	The Provider must configure the correct Companion Services code for its approved program.
LPN	Licensed Practical Nurse	The Provider must enter the approved LPN service code, modifier, unit, and rate.
HCSS	In-Home & Community Support Services	The applicable HCSS code may differ according to service level, ratio, program, or payer.
SDP	Structured Day Program	The Provider must use the code approved for its Structured Day Program.
OTA	Occupational Therapy Assistant	The Provider must configure the applicable assistant-level therapy code.
MSW	Master of Social Work Services	The billing code depends on the approved social-work service and payer arrangement.
APC	Advanced Professional Care	The Provider must configure the code corresponding to the approved professional-care service.
CBSA	Community-Based Supported Activities	The Provider must enter the code used for its approved community-based activity service.
PTA	Physical Therapy Assistant	The applicable assistant-level physical therapy code must be configured by the Provider.
HMK	Homemaker Services	The Provider must use the code approved for Homemaker Services.
CHORE	Chore Services	The Provider must enter the code applicable to the approved Chore Services program.
ILST	Independent Living Skills Training	The applicable skills-training code, unit, and rate must be configured by the Provider.
SPC	Specialist / Professional Consultant	The Provider must enter the code applicable to the approved specialist or consultant service.
TRAN	Non-Emergency Transportation	The Provider must configure the approved transportation code, mileage, trip, zone, or other unit format.
BSP	Behavioral Support	The Provider must enter the code corresponding to the approved Behavioral Support service.
ST	Speech Therapy	The Provider must configure the applicable speech therapy code, modifier, and billing unit.
SCI	Specialized Community Integration	The Provider must use the code approved for its Specialized Community Integration service.
PC	Personal Care	The Provider must enter the Personal Care code that applies to its approved service.
HHA	Home Health Aide	The Provider must configure the approved Home Health Aide code and unit.
RT	Respiratory Therapy / Rehabilitation Therapy	The correct code depends on whether the service represents respiratory therapy or another approved rehabilitation service.
CH	Companion / Habilitation	The Provider must configure the applicable companion or habilitation code.
RN	Registered Nurse	The Provider must enter the approved RN service code, modifier, unit, and rate.
PA	Physician Assistant / Personal Assistant	The Provider must clearly identify the intended service and configure the corresponding approved code.
ESC	Enhanced Support Companion	The Provider must use the code approved for the Enhanced Support Companion service.
NINS	Non-Insurance / Non-Traditional Service	The Provider must define the appropriate internal or contractual code and confirm whether the service is billable.

Services May Differ by Provider

The service examples above do not represent a mandatory service list for every Provider.

Differences may occur because Providers may:

Participate in different programs or waivers.
Serve different populations.
Operate in different states or service areas.
Contract with different payers.
Hold different licenses or certifications.
Be approved for different service levels.
Use different procedure codes or modifiers.
Use different units, ratios, zones, or rates.
Provide residential, non-residential, clinical, or community services.

True Care System allows each Provider to configure its service catalog while maintaining a standardized system structure.

Government and Payer Requirements

Services should be configured according to the official requirements applicable to the Provider.

Depending on the Provider and program, required information may include:

Official service or procedure code.
Program or waiver.
Payer identification.
Service modifier.
Provider qualification.
Service location.
Staff qualification.
Authorized unit type.
Approved rate.
EVV applicability.
Documentation requirements.
Authorization limits.

Provider Responsibility

True Care System stores and processes the service configuration entered by the Provider. The Provider remains responsible for verifying that the selected service, code, rate, unit, modifier, program, payer, and billing configuration are accurate and authorized.

Example Service Configuration

The following example illustrates how a Provider might configure a service. The values are examples only.

Field	Example	Configuration Requirement
Service Type	HCSS	Select the applicable service type.
Service Name	In-Home & Community Support Services	Confirm the full service name.
Billing Code	Provider-entered code	Enter the code approved for the Provider's service.
Category	Non-Residential	Select the correct operational category.
Level Type	Ratio	Select Ratio or Zone as applicable.
Level	1:1	Select the approved service level.
Format	Unit (15 min)	Select the approved unit format.
Rate	Provider-entered rate	Enter the approved rate for the selected unit and level.
Billable	Yes	Enable only when the service is approved for billing.
Status	Active	Activate only after the configuration has been reviewed.

Review Before Activation

Before changing a service to Active, confirm the following:

The Provider is authorized to deliver the service.
The Service Name is correct.
The Billing Code is correct.
The program and payer are correct.
The service category is correct.
The ratio or zone is correct.
The unit format is correct.
The rate is correct.
The billable setting is correct.
EVV requirements have been reviewed.
Authorization requirements have been reviewed.
Employee qualification requirements have been reviewed.

Service Use Across True Care System

After a service is configured, it may be referenced by multiple modules.

Individual service records.
Authorizations.
Employee schedules.
Mobile EVV.
Visit Maintenance.
Behavioral Support documentation.
Billing review.
Sandata submission preparation.
Payroll calculations.
Reports and KPI analytics.
Audit and compliance review.

Because services are shared across multiple workflows, service details should be reviewed carefully before they are changed.

Editing Service Details

Authorized users may open a service from the Search Services page and update its configuration.

Common updates may include:

Correcting the service name.
Updating the category.
Updating the status.
Changing the billable setting.
Adding or updating a level.
Updating the service code.
Updating the unit format.
Updating the rate.
Updating the description or internal notes.

Historical Data

Do not change an existing service in a way that causes historical schedules, visits, authorizations, billing records, or claims to become inaccurate. A new service configuration may be more appropriate when the code, program, rate, or unit structure changes materially.

Service Detail Best Practices

Use a clear and recognizable service name.
Use standardized internal abbreviations.
Verify official codes before saving.
Document provider-specific information in Internal Notes.
Do not enter individual-specific PHI in a general service record.
Review rates and units before production use.
Inactivate old services instead of deleting records used historically.
Avoid duplicate service records unless a different program, code, rate, modifier, unit, or level requires separate configuration.

Security

Only authorized users should view or modify service configuration.
Service creation, editing, activation, inactivation, and deletion permissions should follow assigned job responsibilities.
Changes to codes, rates, units, and billable settings should be restricted to approved administrative personnel.
Service changes may be recorded in Audit Logs.

HIPAA Considerations

General service records should not contain individual-specific Protected Health Information.
Internal Notes should contain only information necessary for service administration.
Access should follow the minimum necessary principle.
Service records connected to individuals, visits, and billing must be protected from unauthorized access or modification.

Troubleshooting

The correct service is not available.

Search the existing service list.
Confirm that the service is not inactive.
Review alternate service names or abbreviations.
Create a custom service only when appropriate.
Confirm that the Provider is authorized for the service.

The billing code is unknown.

Review the Provider's enrollment documentation.
Review the applicable payer or program requirements.
Review the approved authorization.
Confirm whether a modifier or level code is required.
Do not guess or reuse a code from an unrelated service.

Two services have the same name.

Review the program, payer, code, modifier, unit, level, rate, and effective dates. Separate service records may be necessary when these configuration elements are different.

A service should no longer be used.

Change the service status to Inactive. Do not delete a service that has already been used by schedules, authorizations, visits, billing, or claims.

Frequently Asked Questions

Does every Provider have the same services?

No. Each Provider may have a different service catalog based on its approved programs, payer enrollment, licenses, contracts, service area, and applicable requirements.

Is PCA an official billing code?

Not necessarily. PCA is an internal service identifier for Personal Care Assistant. The Provider must enter the official code applicable to its approved service.

Can two Providers use different codes for similar services?

Yes. Codes may differ according to the payer, program, waiver, service level, modifier, location, or other applicable configuration.

Can one service use multiple level codes?

Yes, when the Provider's approved configuration requires different codes for different ratios, zones, levels, or service formats.

Should every service be billable?

No. Enable the billable setting only when the service is approved for claims, invoices, or another billing workflow.

Can a Provider create a custom service?

Yes. A custom service may be created when the required service is not available in the standard list. The Provider must still enter accurate service, code, unit, rate, and status information.

What should happen when a service code changes?

Review whether the existing record should be updated or whether a new service record should be created to preserve historical accuracy.