Creating service logs

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These OT service log FAQs include questions on how to select students, create service logs, and complete the required service log fields. If you still need help, please contact the DOE help desk.

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How do I create a service log?

Go to Create a service log in the OT service logs navigation guide for instructions.

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I can’t find my student. What should I do?

In the Select Student window, turn on the toggle next to All Services.

Screenshot of tool tip

By default, the list displays only current services. All Services includes services where the current date is after the service projected end date, but within 365 days of today’s date. Note that you can’t submit service logs for services provided more than one year before today’s date. If you’re still unable to find your student or service, please contact the student’s school administration to add you to the student’s service or team.

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My student list is too long to scroll. How do I filter my list?

In the Select Student window, use Find Student or Filter School to filter your list. Use the Sort options to list students in order by name, school, or last service date.

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After selecting multiple students, I want to remove one. What should I do?

If you selected more than one student, you must complete the current student service log before navigating to the next. To remove a student from the Add Service Log window, select the X on the current student tab, or select Cancel at the end of the form.

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After selecting multiple students, I want to add one. What should I do?

You cannot add additional students from the Add Service Log window. Complete and submit logs for the selected students, then go back to Create Service Log to create service logs for additional students.

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Why can’t I select the service log for the next student in the tab row?

When creating service logs for multiple students, you must complete the current student service log before navigating to the next. You can either submit or cancel the current service log to advance to the next student tab.

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Why is my Provider Name/Credentials field blank?

This field is blank when your provider credentials are not entered into your eCSSS User Profile. Please contact the DOE help desk to update your eCSSS User Profile.

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Why can’t I change my Provider Name/Credentials in the service log?

Provider Name/Credentials is a read-only field that displays credentials from your eCSSS User Profile. Please contact the DOE help desk to update your eCSSS User Profile.

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Do I need to calculate the Service Length?

Service Length is automatically calculated when you enter a Start Time and End Time. Alternatively, you can enter a Start Time and Service Length to automatically calculate the End Time.

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Do I need to fill out the Location Details field?

The Location Details field is optional if you want to document additional information about the service location.

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Why can’t I edit the Total Reimbursable Minutes?

Total Reimbursable Minutes is automatically calculated and read-only. This field displays the sum of minutes for Medicaid-reimbursable procedures.

  • If the Level of Need is Skills, the Total Reimbursable Minutes must equal the Service Length.
  • If the Level of Need is Maintenance, the Total Reimbursable Minutes is zero because Maintenance sessions are not Medicaid reimbursable.

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How do I complete the Documentation of Service section?

Enter the number of Minutes, select the Procedure Description and Objective(s), then type a brief description of the Outcome. Select + Add Procedure and scroll down to enter another procedure. Select the Trash icon to delete a procedure.

Note that if the Level of Need is Skills, the Total Reimbursable Minutes must equal the Service Length.

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What if the procedure I provided is not on the Procedure Description list?

If you provided a procedure that is not in the Procedure Description list, type a brief description, and the field will automatically categorize the procedure as “Other.”

  • “Other” procedures are not considered Medicaid reimbursable and do not count toward the Total Reimbursable Minutes.
  • If the Level of Need is Maintenance, you can enter an “Other” procedure. If the Level of Need is Skills, you must select a procedure from the list.

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How do I add another procedure?

Select + Add Procedure and scroll down to enter another procedure.

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How do I delete procedures?

Select the Trash icon to delete a procedure.

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What is Save and Clone?

Select Save and Clone, then Submit to save the current service log and create a copy. The copy simplifies data entry for a similar service log for the student. You can modify the copied service log before submitting. The Save and Clone option is not available when creating service logs for multiple students.

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What is Save and Next Student?

If you are creating service logs for multiple students, select Save and Next Student, then Submit to save and submit the current student service log and open the service log for the next student.

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Why can’t I select the Submit button?

The Submit button is disabled by default. Select one of the available save options to enable the Submit button.

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Can I include attachments to a service log?

No, providers can’t include attachment to service logs.

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Have more questions?

If you have additional questions, please contact the DOE help desk.

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