Case Management Billing Guidelines DATE: 5/4/09 

Case Management (CM) units of service are designed to capture significant client-specific services. They may include face-to-face, phone and/or mail contact with the client, family member, school official, other service provider, or collateral contact in order to assess, plan, supervise and/or monitor a participant’s behavior, or link a participant with appropriate community resources. 

1. CM services must be documented in individual case files and the content of that documentation must support the length of time billed and appropriateness of activity.

2. One unit of CM is defined as one hour of direct client-specific service. Sub-units may also be billed in 15 minute increments at 1/4 the unit rate. As a rule, the CM provided must last a minimum of 15 minutes in order to be a billable service. If the CM service provided lasts less than 15 minutes (i.e., confirming an appointment, rescheduling an appointment), then it is not billable unless several significant services are conducted the same day and combined to meet the minimum requirement of 15 minutes.

3. Telephone Calls are billable if they capture significant services and meet the minimum 15 minute time requirement. If multiple phone calls are completed within the same day for a specific client and each call is less than 15 minutes long, they can be combined and billed as CM if the total meets the minimum 15 minute time requirement. Documentation must support the services and length of time billed. Telephone calls that consist of leaving voice messages do not qualify as billable services, regardless of the number of phone calls made in one day. Listening to voicemails left by, or regarding clients, does not qualify as billable services, regardless of the number of messages received in one day.

4. Mailings are billable if the content of the mailing is client-specific and meets the minimum 15 minute time requirement. In other words, a mailing can be billed for if program staff writes a letter with content that applies only to a specific participant and then mails that letter out. Mailing out flyers, calendars, and other information that is intended for distribution to multiple participants is not billable as case management.

5. Research is only billable if it meets the 15 minute time requirement and is done with the purpose of fulfilling a specific client’s need. This research must be followed up with a letter mailed to the client, specifying how their needs are being met with the information provided. Research completed by staff for the purpose of distributing information to multiple participants is not billable because it is considered preparation for services. CSC units of service already have preparation time built into the unit cost. Therefore, billing for preparation time is not allowable.

6. Case Staffings are only billable as CM services if they are part of a larger system that includes members beyond the staff from the Provider agency. Internal Provider case staffings are not billable because the cost is already built into the CSC units of service as part of staff supervision.

Learn More About CSC Broward

Our organization provides leadership, advocacy and resources to enhance the lives of the children of Broward County and empower them to become responsible, productive adults.

Stay Connected

Find A Program That Fits Your Needs

SNAC (Special Needs Advisory Coalition) | Children's Services Council of Broward County
954-377-1667

The Children’s Services Council has been at the forefront in funding programming for children and youth with physical, developmental or behavioral health needs since its inception. In 2004, the Council commissioned Broward County’s Business Plan for Children with Special Needs which became the impetus for establishing a stakeholder group known as the Special Needs Advisory Coalition (SNAC). The SNAC has been instrumental in advocating for system improvements and reducing service gaps.

Primary POC: Marissa Aquino | maquino@cscbroward.org

2-1-1 Broward General Hotline | 2-1-1 Broward
2-1-1 or 954-537-0211

2-1-1 Broward, an information & referral line, provides a 24-hour, comprehensive help line and support service for individuals seeking crisis intervention assistance and/or information and referrals to health and human services in Broward County. An impressive database of information is used to provide community callers with current, relevant information regarding a wide variety of services within the community. All calls are toll-free, confidential and anonymous from anywhere in Broward County.

Capacity Building Mini Grants | Children's Services Council of Broward County
954-377-1000

Infrastructure building support is provided to local child and family serving nonprofit organizations through our annual Capacity Buildings Mini Grants. Through a competitive grant process, local organizations are awarded funding for capacity building projects, professional business coaching and or fundraising support each year.

Primary POC: Adamma DuCille | aducille@cscbroward.org

Cribs for Kids | Heathy Mothers, Healthy Babies Coalition of Broward County
954-765-0550

In 2003, the American Academy of Pediatrics (AAP) published a report that estimated that the risk of infant suffocation increases 20-fold when infants and adults sleep in the same bed. Cribs for Kids provides low-income families with free GRACO Pack ‘n Play® cribs, one crib sheet, and a safe-sleep sack, and counsels parents on the dangers of co-sleeping.

Primary POC: Ashley Sturm | asturm@hmhbbroward.org | 954-765-0550 ext. 339

CSC Sponsored Trainings | Children's Services Council of Broward County
954-377-1000

The CSC offers quality and affordable training workshops for professionals serving children and families in Broward County. Each session is led by instructors that are highly qualified and experienced in their field to provide an optimal learning environment. CEU’s are also offered for many of the completed courses. For a training calendar and to register, please visit our website at training.cscbroward.org.

Primary POC: Adamma DuCille | aducille@cscbroward.org

Drowning Prevention | Florida Department of Health in Broward County
954-467-4700

Drowning Prevention is a collaborative community effort driven by the Drowning Prevention Task Force. In 2009, the Children’s Services Council allocated funding to support a full-time coordinator housed at the Broward County Health Department who provides insight and accountability for the implementation of the Drowning Prevention Action Plan.
Task Force members create a culture throughout Broward that infuses drowning prevention methodologies, practices, and messages that directly impact families with young children.

Early Literacy Interventions | Reading & Math, Inc.
786-347-3667

Reading & Math, Inc., through a partnership with Broward County Public Schools, is implementing the Reading Corps program in Broward County. Florida Reading Corps tutors serve Broward County’s most at-risk students with targeted early literacy interventions. Reading Corps screens all students at designated schools to identify children who are behind on early literacy skills, and develop individualized tutoring plans to meet each child’s needs.

The Faces of CSC

The greatest tool you can give a child is the ability to persuade and speak with confidence. Being that my YIG experience positively impacted my emotional literacy skills, I would like to pass these on to those who are less fortunate.
"This program has touched me and made a difference in my life."
"I will be the first to say, Youth in Government should be a part of every teenager's life, because I know without it I wouldn't be the person I am."
Close