ABA Authorization and Reassessment Calendar for Florida Medicaid (.ics)
What it is for
A date calculator for Florida Medicaid behavior analysis cases. Enter the first day of the authorization, choose fee-for-service or an SMMC plan and, if you want, the dates of the last assessment and of the core instruments. It lists the last day of a six-month plan, the reassessment due date, the 180-day QIO authorization for fee-for-service and the next core instruments, and gives you an .ics file to add them to your calendar. A printable tracker covers a whole caseload.
What it includes
- Calendar: plan end, reassessment, QIO renewal and core instruments
- .ics file to add the dates to your calendar app
- Fee-for-service and SMMC plan modes
- Printable caseload tracker (PDF)
Authorization and reassessment calendar
Enter the first day of the authorization. The calendar lists the dates Florida Medicaid’s coverage policy sets from it.
SMMC plans run their own authorization process: check your plan’s manual for its dates and how far ahead to submit.
Each event includes a reminder 14 days before, if your calendar app imports reminders. Check them after importing.
Everything you type stays in this browser; the calendar file is made on your device.
How to use it
- Enter the authorization start date and who pays.
- Add the date of the last assessment or reassessment and of the core instruments, if they are not the start date. The six months count from the last assessment.
- Download the .ics file and open it with your calendar. Use a client code, never a name.
The dates it calculates
- The behavior plan covers the requested authorization period, up to six months.1
- A reassessment and updated plan, to renew the authorization, at least every six months.1
- Fee-for-service: QIO authorization before services start and at least every 180 days after.1
- The core instruments go with the reassessments every 12 months.1
What it does not check
- Each SMMC plan’s own deadlines: since the February 2025 transition, services for plan enrollees are reimbursed through the plan.2
- An earlier reassessment, for example when a new behavior interferes with a major life activity and more services are medically necessary.1
- Weekends, holidays or review times.
Questions about the tool
Does the calendar send my data anywhere?
No. The dates are calculated in your browser and the .ics file is created on your device. Use a client code in the calendar, never a name or a Medicaid ID.
Why does the QIO date come before the six-month date?
The QIO authorization is counted in days, at least every 180 days, and the plan period in months. 180 days always ends one to four days before the same date six months later.
Sources
- Florida Medicaid Behavior Analysis Services Coverage Policy. Agency for Health Care Administration (AHCA), December 2024, Rule 59G-4.125, F.A.C.
- SMMC New Program Highlight: Behavior Analysis Services. Agency for Health Care Administration (AHCA), October 18, 2024.
Educational tool. It does not replace clinical judgment, legal advice or your payer’s rules. Always check the current version of each source.