Ohio BWC vocational rehab billing,
from daily grid to paid claim.

Your week, in Ohio’s documents.

Thirty to forty coded, timed entries a day, each one worth six minutes and a rate — and every one of them typed four times before anybody gets paid.

• 7:13 a.m.
  Rec’d/rev’d ES notes. Six minutes. W3220.One row: 0.1 units at $81.90, the claim number, the level and the MCO already attached.
• 10:02 a.m.
  Two emails to the MCO about auth #4. W3207.The authorization burn-down moves as you type. No separate spreadsheet to reconcile on Sunday.
• 1:40 p.m.
  Progress report, thirty minutes. W3235.Three units. The note keeps its time range, in your bracket style, and lands in the weekly log.
• 3:25 p.m.
  RH-10 job-search contacts reviewed with the employment specialist.Filed to the client, the week and the plan — where an audit would look for it.
• 9:00 p.m.
  The second shift: daily log, Client Tracking Log, the CMS-1500 — the sixth line fills and a B form starts — then the Bill Tracker.Deleted. The Word log builds in your template, the form fills with 0.1 written as “1”, the W2 suffix at $84.40, the right MCO header, and splits to B and C on its own.

An Ohio caseload as the grid holds it — W3207 and W3220 at $81.90, assessment codes at $91.00, 0.1-unit entries, notes in her own bracket style. Invented names, real codes.

Every one of those rows is typed once, as it happens. The daily log writes itself as you go, the weekly narrative log builds in your own Word template, the claim form or invoice fills with the right units and the right payer block, and the receivable exists the moment the bill leaves. The whole chain →

One MCO check. Fourteen claimants. Three of them short.

You would catch it eventually — around 11 p.m., cross-referencing the EOR against the Bill Tracker. Med Claims Pro catches it the moment you record the check: every line compared to what you billed, every gap in dollars and cents, every rebill packet assembled with the original claim form attached.

Ohio pays voc-rehab services out of BWC’s surplus fund, so your bills never touch the employer’s premium experience — which is worth saying out loud to an employer who thinks a rehab plan will cost them. It does not change your filing clock: one year, and the fax confirmation in the client folder is what proves you made it.

How short-pay recovery works · The full W-code and rate table

Who pays you in Ohio.

Ohio is a monopolistic state fund, but you never bill the fund. Nine BWC-certified MCOs manage the medical side of every claim, the employer picks one, and that pick decides where your CMS-1500 goes.

One check, many claimants. Whichever of these names is on the envelope, the check covers a dozen files at once. You record it once, tick the bills it pays, and anything short is flagged with the exact gap and the original form attached, ready to rebill. How that screen works.

Payer fax numbers and billing addresses go stale faster than any page can keep up, so we publish them only where we keep them current. Today that is Ohio: all nine MCOs, with phone and fax.

Questions, answered.