Frequently Asked Questions by Affiliates
You will receive an authorization form for every client that has been approved to see you. As an affiliate, it is important that you not schedule any client without getting authorization from Mines & Associates prior to seeing the client.
Below is a summary of the key elements in the authorization:
What's been autorized?
You have been authorized for 12, 50 minute initial assessment sessions [Exception: MINES will authorize all sessions on 3 session EAP models]. We expect you to do a thorough assessment of the client's needs and
determine if those can be achieved within the limits of the specific EAP/MAP contract (available sessions vary depending upon the company or trust to which they are a member). The authorization form you will receive will identify the "Maximum EAP Sessions Available For This Contract (including any already authorized sessions)": We will work with you if a referral for ongoing care is needed.
What if I feel that additional sessions are needed?
If you feel additional sessions are warranted, you must contact Mines & Associates by secure email at www.minesandassociates.com (Click on the "Service Providers" tab, the Affiliate Forms link and find the "EAP Case Manager Communication" link) or by voice mail before you see the client again.
In requesting additional sessions, you must submit a fully completed "EAP/Affiliate Evaluation/Treatment Plan Report" and the "EAP Affiliate Billing Form" for the initial evaluation. These forms are available at
www.minesandassociates.com and click on the "Service Providers" tab. This will enable us to pay you for that session, rather than needing to wait until a case is closed. For all fully completed paperwork received within the month, payment will be sent within 30 days of the receipt of invoice. Any billing received after 90 days from the last date of service will not be paid.
What if I fail to contact MINES & Associates and see the client anyway?
Any sessions not authorized by Mines & Associates prior to seeing the client could result in nonpayment
What if I need to refer the client to another provider?
If you determine that a client needs to be referred out of the EAP/MAP to another provider, Mines & Associates must be contacted first. Please do not schedule another appointment for the purpose of passing on the referral
information. Our Case Manager will work with you to secure the appropriate referral within the client's insurance benefit.
If the client needs to be referred for additional assistance, according to the EAPA Code of Ethics, selfreferrals are potentially problematic due to potential conflict of interest. There may be clinical exceptions, and if so,these must be discussed with a Mines Case Manager.
What if the client calls me in the future and wants to be seen again?
After you have closed the client's file, if they contact you in the future to be seen again, you must contact MINES before scheduling with the client again. Mines will reopen the case for you. If all previously authorized sessions have not been used and have not expired, you will be able to use the remaining sessions. If you do not
use all authorized sessions by the expiration date, the unused authorized sessions are no longer valid. Mines & Associates will then create a new authorization for the client to see you again.
What if I am authorized for more sessions than are actually used and the client re-contacts me to be seen again?
All authorizations have expiration dates. If you do not use all authorized sessions by the expiration date, the unused authorized sessions are no longer valid. Also, if you have previously closed the case, it will need to be reopened. In both cases, you must contact Mines & Associates for a new authorization. Ideally, we hope that
some sessions will remain so a client can reaccess the EAP/MAP if another problem emerges during that contract year.
How do I ensure getting paid for my professional services in a timely way?
For clients seen two (2) or fewer times, simply submit the EAP/Affiliate Billing Form available at www.minesandassociates.com and click on the "Service Providers" tab.
The key to payment for clients seen for more than two (2) sessions [3 session models excepted] is our receipt of the following required written materials: A fully completed EAP/Affiliate Evaluation/Treatment Plan Report" and the "EAP Affiliate Billing Form" for the initial evaluation. This will enable us to pay you for
the additionally approved sessions. For all fully completed paperwork received within the month, payment will be sent within 30 days from the receipt of the invoice. Any billing received after 90 days from the last date of service will not be paid.
Paperwork and billing submitted via the secure website is processed more quickly than if received by fax or mail.
How quickly do you need the paperwork submitted?
All files must be closed and paperwork received at our office no later than two weeks after the expiration date. Payment for services cannot occur until the completed paperwork is received.
Why are all of these procedures necessary for MINES?
Our need to closely monitor referrals is a function of the accountability demands of our client organizations. Increasingly, they are looking for greater specificity in terms of utilization, types of problems seen in the EAP/MAP, average lengths of stay, etc.
Your timely compliance with these procedures helps us provide our client organizations with the data they need and service they seek; we see to it that the data are presented in such a way as to always guarantee client
confidentiality. We appreciate your work and your cooperation with us. Please feel free to contact us with any questions or concerns you have.
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