Service Provider Billing
Golden Gate Regional Center (GGRC) requires all providers to submit invoices through the electronic billing (eBilling) system for services that are authorized and delivered.
Billing is not just a payment process—it is a compliance function tied to state regulations, documentation standards, and service authorization requirements.
Key Billing Principles
To ensure timely payment and compliance, providers must follow three core rules:
1. Authorization First
Services must be authorized with an approved “Purchase of Service” (POS) before delivery.
- Services provided before the POS authorization start date will not be paid
2. Services Must Be Delivered
You may only bill for services that were:
- Actually provided
- Fully documented
- Delivered as authorized
Billing for services not delivered or not authorized is not permitted under Title 17 regulations
3. Payment Is Payment in Full
- Providers may not bill families or participants for authorized services
- GGRC payment constitutes full reimbursement
Before You Begin Billing
Providers must:
- Receive vendorization approval from GGRC
- Receive Authorization to Purchase Service (POS)
- Complete eBilling enrollment (GG 2005 form)
Vendorization does not guarantee referrals or payment—services must still be authorized.
eBilling System Overview
The eBilling system allows providers to:
- Submit invoices
- Track payment history
- Generate reports
Submitting an Invoice
Standard Workflow
- Log into eBilling
- Select your Service Provider Number
- Open invoice in Edit mode
- Enter service data
- Save
- Submit
Invoices must be complete and accurate before submission—incomplete invoices and failure to click the submit button may delay payment.
Billing Compliance Requirements
Providers must:
- Maintain service records for minimum 5 years
- Ensure documentation supports billed units
- Make records available for audit or review
For non-residential services:
- Providers may not bill for missed services or absences
From the invoice schedule guidance:
- Invoices must be submitted by monthly due dates
- Late invoices are processed in the next month’s billing cycle
For applicable services (e.g., day programs):
- Full-day billing does not require a minimum number of hours of attendance
- Remote services should be documented and retained accordingly.
- This is a key audit area—ensure documentation supports billed time
Payments
- Payment occurs in arrears which means payment is billed and received after the services are provided
- Payments follow a regular monthly schedule
- Late submissions will delay payment to the next billing cycle
- Direct deposit is preferred
- Pre-note process required for new accounts
Reporting & Tracking
Providers can generate reports such as:
- Invoice Summary & Detail
- Payment History
- Submitted / Unsubmitted Invoices
- Rejected Invoice Reports
Reports are available in:
- Excel (CSV format)
Common Billing Issues (Avoid These)
- Providing services and billing before the POS authorization start date
- Billing for services that were not provided
- Billing for service that exceeds the POS authorized amount of services
- Missing or incomplete documentation
- Late invoice submission
- CSV formatting errors
Additional Provider Responsibilities
Billing is part of a broader compliance framework. Providers must also:
Maintain Licensing & Qualifications
- Required credentials must remain current
Report Incidents
- Special incidents must be reported within 24 hours
Protect Confidential Information
- Follow HIPAA and state privacy laws
Notify GGRC of Changes
- Ownership, address, or staffing changes must be reported in advance
Avoid Conflicts of Interest
- Must comply with Title 17 conflict requirements
Important Reminders
- Vendorization does not guaranteed referrals
- An authorized POS is required to bill for services
- The provider must maintain documentation to support every billing claim
- GGRC payment is the only payment allowed for authorized services
Provider Financial Incentives
-
Quality Incentive Program (QIP)
The Department of Developmental Services (DDS) Quality Incentive Program (QIP) provides opportunities for service providers to earn additional funding through incentive payments by meeting defined quality measures related to service delivery and outcomes.
Participation may include completing required surveys and meeting eligibility requirements. Providers are encouraged to review current requirements, deadlines, and resources on the DDS website:
https://www.dds.ca.gov/rc/vendor-provider/quality-incentive-program-qip/Providers are responsible for tracking DDS requirements and maintaining documentation of completion.
-
Employment Incentives (Competitive Integrated Employment – CIE)
DDS offers incentive payments to providers who support individuals in achieving and maintaining Competitive Integrated Employment (CIE), as defined in Welfare and Institutions Code Section 4851(n) and Welfare and Institutions Code Section 4868(d).
Effective July 1, 2025, providers may receive incentive payments when an individual maintains employment at the following milestones:
- 30 consecutive days
- 6 consecutive months
- 12 consecutive months
Incentive payments are issued to the service provider supporting the placement and are contingent on verification of continued employment.
Incentives are not available for paid internship placements until the individual transitions to competitive integrated employment.
For more information, providers should refer to DDS employment guidance and directives.
Need Help?
Visit our Contact Us page to submit an Accounts Payable or Billing Support request.