Helpful Tips

Helpful Tips for September

Locating Ratios on Service Authorizations

Introduction:

Some services contain ratios in the authorization. Ratios are important for many reasons; service ratios define the maximum number of clients a provider can serve simultaneously under a given authorization, and they are essential for accurate billing, compliance, and service delivery.

Providers must have access to their client’s service authorizations as outlined in the recent Provider Advisory #2026-016 and Chapter 3 of the APD iBudget Waiver Handbook.

How it works in billing and service delivery:

• A provider may serve a client that has multiple authorizations for the same service but with different ratios. Each ratio will have its own Prior Authorization (PA) number and will need to be billed and documented separately.

Note: Separate Life Skills Development 1 (Companion Services) ratios cannot be billed during the same timeframes.

• The ratio is determined by the client’s needs as it pertains to their health and safety as outlined in the iBudget Handbook.  Ratios include:
1. 1:1
2. 1:2
3. 1:3
4. 1:5
5. 1:6 – 1:8
6. 1:6 – 1:10
• Ratios can be at different time intervals depending on the service.
1. Quarter-hourly 
2. Hourly 
3. Day
4. Monthly
• Access the Florida Medical Developmental Disabilities Individual Budgeting Waiver Services Provider Rate Table for a complete guide for each service with all ratios and limitations.

Why it matters:

• Billing: Providers must bill according to the ratio authorized for each service delivery.
• Compliance: Using the wrong ratio can result in underpayment/overpayment or rejected billing.
• Flexibility: Providers can change ratios during the day, but each change requires a new service delivery record.
• Staffing: Providers need to staff according to the ratio that meets the client's needs and APD requirements.

Find the ratios within the Service Authorizations

There are two ways to locate the service ratios.

• From the Provider Chapter:
• Log in to iConnect using your Service Provider role.



• Click on the Authorizations tab.



• Use the filters to update your search criteria. Click Search.



• Click the authorization from the list view grid.
• Click on the AuthService bookmark.


• Additional information will display. The Service Ratio will be located at the end of the row.

• From the Consumers Record:
• Log in to iConnect using your Service Provider role.

• Utilize the Quick Search and locate the Consumer record.

• Click on the Auths tab.

• Utilize the Filters to locate the authorization.

• Click the authorization from the list view grid.

• Click on the AuthService bookmark.

• The service ratio will be located at the end of the row.

Printing Authorizations

If you would like to print an authorization for your records, you can do so by clicking on File from the open record.

1. Log in to iConnect with your Service Provider role.
   
2. Utilize the Quick Search to locate the record.
3. Click on the Authorizations tab if in the Providers Record or click the Auths tab if in the Consumer record.

Providers Record:

Consumer Record:


4. Utilize the Filters to locate the authorization.



5. Click the authorization that you want to print.


6. Click on the AuthService bookmark.



7. Click on the AuthService record from the list view grid.


8. Click File > Print.



9. Here is an example of the authorization in the print view.



10. Select your printer or save to your device as a PDF. .

If your region currently does not have a Provider Trainer, you can email iConnect@apdcares.org or contact another region’s trainer with iConnect-related questions.

Previously Released Helpful Tips

• iConnect Helpful Tips Repository