Provider Management connects your Google Sheets billing spreadsheet to give you a live command center for your Early Steps practice. All your billing, scheduling, and caseload data lives in your own Google Drive — nothing is stored on our servers.
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837 Claims (EMR upload)
Generate ESDS EMR contact notes and 837P claim files right from your logged sessions — new claims, replacements, voids, coordination of benefits, and batch files, all proven end-to-end in ESDS.
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ESDS Reconcile
Import a ClaimDetailExtract.xlsx from ESDS and instantly see what's changed, missing, or flagged — apply updates to your CONT tab in one click.
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Caseload
Track auth expiration dates, periodic and annual review due dates, and caregiver contact info for your entire active caseload.
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Weekly Schedule
Live calendar view pulled from Google Calendar — shows your current week with color-coded session status.
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Log Sessions
Log FLEPIC and EI session pairs directly to your CONT and Medicaid tabs in Google Sheets from within the app — no manual spreadsheet editing.
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Travel Vouchers
Calculates mileage automatically from Google Calendar event locations. Supports chained trips when you drive session-to-session.
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Needs Attention
Surfaces unresolved, flagged, and rejected claims from your billing log so nothing slips through the cracks.
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Initial Setup
Provider Management connects directly to your Google Sheet via your Google account. Setup takes about two minutes — you only do it once.
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Before you begin: You need a copy of the Childhood Interventions spreadsheet template in your Google Drive. Contact info@childhoodinterventions.com if you haven't received it. The sheet must have tabs named: CONT, Ongoing, Humana, Sunshine, Simply, FCC.
1
Copy the spreadsheet template to your Drive
Open the template shared with you and choose File → Make a copy. Save it to your own Google Drive. Do not work in the original shared file.
2
Open Provider Management and sign in with Google
Open Provider Management from the Hub. A setup screen appears on first load. Click Sign in with Google and authorize access using the same Google account that owns your spreadsheet.
3
Paste your Google Sheet URL
Open your copy of the spreadsheet in Google Sheets and copy the URL from your browser's address bar. Paste it into the Sheet URL field in the setup screen — it will look like https://docs.google.com/spreadsheets/d/…
4
Fill in your details and click Get Started
Enter your name, discipline, home address (for travel mileage), and FLEPIC billing rate. Click Get Started — the app will load your caseload and schedule immediately.
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ESDS 837 Claims (EMR + Claim Upload)
The 🧾 837 Claims tab turns your logged Part C (ITDS) sessions into the two files ESDS needs — the EMR contact note and the 837P claim file — and hands you exactly what to upload, in the right order. Every claim type an Early Steps provider needs is supported and has been proven end-to-end in the ESDS system: new claims, replacements, voids, coordination of benefits (secondary), and batch / master files.
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The golden rule — three things must exist, in this order: (1) the child's enrollment is active in ESDS, (2) an EMR contact note has been accepted so a Service Log exists, and (3) the 837 claim carries that Service Log ID. A claim with no matching service log is the single most common rejection ("Enrollment and Service Log must be present"). This tab walks you through all three.
Step 1 — One-time: fill in 837 Setup
Open the 🧾 837 Claims tab and click ⚙ 837 Setup. These values go into every claim file, so you only enter them once.
1
Enter your ESDS-assigned IDs
Submitter / ETIN, Receiver ID, and ESDS Payer ID all come from the Early Steps Data System team. Set Environment to Test while you're validating and Production once ESDS confirms your files are accepted.
2
Enter your organization details
Organization name, Organization NPI, Tax ID / EIN, billing taxonomy, address, and the ESDS Program # (your org number, used on the contact-note file). Add a Submitter contact name and phone — ESDS requires them and will reject a file without a contact.
3
List your rendering providers
One provider per line: Name | NPI | Taxonomy | Discipline | ESDS email. The discipline (ITDS, Speech, OT, PT) sets the CPT list, and the ESDS login email is how the contact-note file identifies the clinician. Click Save setup.
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The ETIN is your Medicaid number. The Submitter / ETIN is not your business EIN and not your Provider ID — it's your organization's Medicaid provider number. If a file comes back with "ETIN is missing or does not match," this is almost always why.
Step 2 — Build your list of sessions
1
Choose source, provider, and dates
Pick Part C · ITDS as the source, choose the rendering provider, and set the date range. Leave Unbilled only checked to hide sessions that already have a claim #. Click Refresh list.
2
Check each row
Confirm the CPT, units, and place of service for each session (use Set all POS… to apply one place of service to every row). Rows flagged ⚠ are missing an enrollment # or a provider discipline — fix those before exporting. Tick Group for a group session (adds the TT modifier and child count).
Step 3 — Upload the EMR contact notes first
1
Export the EMR contact notes
Click ⬇ EMR contact notes. This creates the ESDS EMR file that records each Part C session as a contact note.
2
Upload it on the ESDS EMR Dashboard
In ESDS, upload the file on the EMR file upload / EMR Dashboard — not the 837 upload. ESDS creates a Service Log for each accepted note and returns a response (acknowledgement) file.
3
Import the ESDS response
Download the ESDS response file, then back in the tab click ⬆ Import ESDS response and select it. The tool shows what was accepted, lists any per-record errors to fix, and writes each returned Service Log ID back onto your CONT tab so the claim file can use it.
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Saving files on an iPad or phone: save the generated file straight to Files without previewing it first, and keep the exact file name and extension (.xml for the EMR note, .837 for the claim). Previewing can re-encode the file and cause ESDS errors like "Content is not allowed in prolog" or "Error getting separators."
Step 4 — Export and upload the 837 claim file
1
Confirm each row has a Service Log ID
After the response import, each row's Service Log ID is filled in. This is required — the claim cannot link to ESDS without it.
2
Set the Claim action
In the Claim action column choose Original for a new claim; Replace to correct an accepted claim that paid wrong; or Void to cancel an accepted claim. For Replace and Void, enter the original claim's ESDS claim #. Use + COB on a row when another payer paid first (coordination of benefits / secondary claim) and enter the primary payer and paid amount.
3
Export the .837 file
Click ⬇ Export .837 file. Upload it on the ESDS 837 upload. When ESDS accepts it you'll see the claim(s) created — the returned claim # can then be reconciled back with ESDS Reconcile.
What each claim action does
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Original (new claim)
A first-time claim for a session. The default for any session that hasn't been billed yet.
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Replace
Corrects an accepted claim that paid wrong (wrong units, rate, or code). Enter the original ESDS claim # so ESDS replaces it instead of duplicating.
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Void
Cancels an accepted claim entirely. Enter the original ESDS claim #. Use when a claim should never have been submitted.
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Coordination of benefits
A secondary claim after another payer paid first. Add the primary payer's name, member ID, and paid amount so ESDS sees the prior payment.
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HIPAA note: Both the EMR contact-note file and the 837 claim file are generated entirely in your browser and downloaded to your device — nothing is sent to Childhood Interventions servers. They contain PHI (child names, dates, diagnosis codes), so upload them directly to ESDS and delete the local copies when you're done.
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ESDS Reconcile
The ESDS Reconcile tab is the fastest way to keep your CONT billing log in sync with ESDS claim statuses.
1
Download ClaimDetailExtract.xlsx from ESDS
Log into ESDS, navigate to your claim reports, and export the ClaimDetailExtract file. This is the standard billing export format ESDS provides.
2
Drop the file into the Reconcile tab
In Provider Management, click ESDS Reconcile in the sidebar. Drag-and-drop the .xlsx file onto the upload area, or click to browse.
3
Review the diff
The app compares the ESDS data against your CONT tab and shows a color-coded list: new claims not in your sheet, status changes (e.g., approved → paid), and missing ESDS entries.
4
Apply updates
Click Apply All Updates to write the reconciled statuses back to your CONT tab in Google Sheets. Review each change if you prefer — you can apply selectively.
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Medicaid Reconcile (Availity & Payspan)
The Availity (Medicaid) tab records Medicaid payments against your payor tabs. Drop your remit file on the upload area and the tool figures out which kind it is — you don't need to open the file in Excel or Google Sheets first (Payspan files often won't open there anyway; the tool reads them directly).
Availity remit (Humana, Simply, etc.) — matches each paid claim to your Medicaid tabs by child, service date, and payer.
Payspan "Posting Report" (Sunshine) — claim-level detail; reconciles to your Sunshine tab per child. This is the one to use for reconciling Sunshine.
Payspan "Your Payments" export (Sunshine) — deposit-level only; becomes a payments log (deposits + total). It cannot match to individual children, so use the Posting Report for reconciliation.
Downloading the Sunshine Posting Report from Payspan
1
Open Your Payments in Payspan
In Payspan, go to Your Payments → Payments.
2
Search for the payment
Enter the payment date range and click Search. Check the small box next to the payment you want to reconcile.
3
Open the Posting Report and download as Excel
Click Posting Report, then the 💾 save/download icon and choose Excel (CSV also works — do not use XML). This is the claim-level file with patient, service dates, claim #, and paid amount.
4
Drop it into the Availity (Medicaid) tab
Back in Provider Management, open Availity (Medicaid) and drag the downloaded Posting Report onto the upload area. If Excel warns that "the file format and extension don't match," that's normal for Payspan files and you can ignore it — but you don't need to open it at all; just drop it into the tool.
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Review matches and apply
Each Sunshine claim is matched to a logged session and marked Paid, Partial, or Denied. Click Apply to write the paid amount and claim # back to your Sunshine tab. Claims that don't match a logged session appear separately so you can check the name or date.
Note: Sunshine remits come only from Payspan (not Availity), and straight Medicaid comes from FLMMIS — those are reconciled separately from the Availity remit.
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Working with Your Providers (Reports)
If you handle billing for other providers, the Provider Reports tab reads each provider's own spreadsheet and builds a Billed & Paid statement you can hand them as proof of what was billed and what was paid. It is read-only — it never changes a provider's sheet.
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One-time per provider: each provider uses their own copy of the spreadsheet template (same tabs as yours: CONT, Ongoing, Humana, Sunshine, Simply, FCC). They share it with your Google account (view access is enough), and you add it once in the tool. First get them set up on the Hub and their sheet — see the Hub guide's Onboarding a Provider section — then come back here.
Add a provider's sheet
1
Open Provider Reports → Manage providers
Click the Provider Reports tab, then ⚙ Manage providers.
2
Add their name and sheet
Type the provider's name, paste their Google Sheet URL (or its ID), and click + Add provider. Their sheet must be shared with your Google account. The list is saved on your device, so you only add each provider once.
Generate a Billed & Paid statement
3
Pick the provider and date range
Choose the provider from the dropdown, set the start and end dates (it defaults to this month), and optionally filter to Paid only or Billed, not paid. Click Generate.
4
Review the statement
You'll see every session in the period — date, child, payer, service, charged, paid, status, claim # — with totals for Billed, Paid, and Outstanding. It pulls from both their CONT and Medicaid tabs, and includes payments recorded by the Medicaid reconcile.
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Print or export
Click 🖨 Print / PDF for a clean statement to hand off, or ⬇ Export CSV for a spreadsheet. Changing the date range or status filter updates the statement instantly — no need to regenerate.
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Typical monthly flow for each provider: (1) they log sessions in Session Notes / Provider Management as usual; (2) you reconcile their remits (ESDS, Availity, Payspan) so paid amounts and claim numbers are recorded on their sheet; (3) you run their Provider Report for the month and send them the PDF as proof of billed & paid.
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Caseload Tab
The Caseload tab pulls from your Ongoing sheet tab and gives you a live dashboard of every active child — sorted by urgency.
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Auth Expiration Tracking
Auth end dates are color-coded — red for expiring within 30 days, yellow for 60 days. Never let an auth lapse by surprise.
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Review Due Dates
Periodic and Annual review due dates are calculated and displayed for each child so you can plan ahead for IFSP meetings.
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Caregiver Contact
Caregiver name, phone, and email are displayed per child — tap to call or email directly from your mobile browser.
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Schedule & Calendar
The Schedule tab shows your current week pulled live from Google Calendar. Sessions are color-coded by status.
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The calendar reads from the Google account that owns your linked spreadsheet. Use the same calendar for all Early Steps sessions so all events appear here.
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Logging Sessions
Use Add Session or Log Session to record FLEPIC and EI session pairs directly into your CONT and Medicaid tabs without opening Google Sheets.
1
Open Add Session
Click Add Session in the sidebar. Select the child from your caseload list or enter their name and auth number manually.
2
Fill in session details
Enter the session date, duration, session type (FLEPIC or EI), location, and billing codes. Both FLEPIC and EI entries for the same visit can be logged together.
3
Submit
Click Log Session. The app writes the new row(s) directly to your CONT and Medicaid tabs. You'll see a confirmation when it's saved.
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Travel Vouchers
The Travel Voucher feature auto-calculates mileage from your Google Calendar event locations and generates a printable voucher at the Florida Early Steps reimbursement rate (44.5 cents/mile).
1
Ensure Calendar events have addresses
Travel is calculated from the Location field of each Google Calendar event. Add the full street address of each session location to your calendar events for accurate mileage.
2
Open the Travel Voucher tab and select a date range
Choose the pay period you're vouching for. The app reads your calendar events for that range and maps each trip from your home (or prior session location for chained trips).
3
Review calculated miles and generate the voucher
Review the trip list, adjust any legs if needed, then click Generate Voucher. A printable PDF is created showing each trip and the total reimbursable amount.
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Chained trips: If you drove directly from one session to the next (without returning home), the app calculates mileage from the first session address to the next — not from your home — so you aren't credited for mileage you didn't drive.
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Saving & Data
Provider Management is a read/write bridge between this app and your Google account. Here's exactly where each piece of data lives:
Data
Where stored
PHI?
Sheet ID, name, discipline, home address, billing rate
Your browser (localStorage)
No
Caseload / Ongoing data
Your Google Sheet (Ongoing tab)
Yes
CONT billing log
Your Google Sheet (CONT tab)
Yes
Calendar events
Your Google Calendar
Yes
ESDS reconcile file
Local browser memory only (not saved)
Yes
Service Log IDs (from EMR response)
Your Google Sheet (CONT tab, column N)
No
EMR contact-note & 837 claim files
Generated in your browser, downloaded to your device
Yes
Travel voucher PDF
Your device (download)
No
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HIPAA Note: All PHI (child names, dates, billing data) is stored in your own Google account — not on Childhood Interventions servers. Google Workspace for Healthcare can be used under a Google BAA if your organization requires it. The app connects directly to your Google Sheet using the URL you provide — no data is stored or proxied through our servers. The ClaimDetailExtract file you upload is processed entirely in your browser and is never transmitted to our servers.