In order to be reimbursed for Medicaid eligible services delivered to a student, the services must be accurately reflected on the IEP. 

• Therapists should verify that their service on the IEP is still valid.
  • Does the student still need this service?
  • Does the service title match the pull-down menu on MyIdea exactly?
  • Is the service time still accurate?
  • Is the service provider still accurate?
  • MyIdea pull down menu.
     
• If the students only area of need is Behavior services
  • The teacher enters service time under special education using pull down menu and selecting "Behavioral Services."  The teacher signs as provider and supervisor on their log.
  • School psychologist enters any additional time as a Related Service and signs as provider and supervisor on their log.
• If the students only area of need is hearing or vision
  • The hearing or vision teacher enters time under Special education.
  • If a special education teacher is providing any teacher directed hearing or vision services, their time is entered as a related service.  The Hearing or Vision teacher would sign as supervisor.
• If the student's only area of need is speech.
  • The speech therapist enters time under Special Education.
  • If a special education teacher is providing any teacher directed speech services, their time is entered as a related service.  The speech therapist signs as the supervisor.

Medicaid Documentation

Medicaid has strict rules on documentation to verify that a service which was reimbursed for was prescribed by an IEP is delivered by qualified personnel.  Davis School District has created a digital tracking tool that meets all the requirements put forth by the department governing Medicaid.

How the Encore Service Tracking System Works

The Encore Service Tracking System works in conjunction with DSD's MyIDEA compliance tool. It is a secure system that is password protected.  It searches through the MyIDEA data base for students that meet Medicaid requirements (see the Medicaid Basics tab for requirements) and loads the student information into the system.  Teachers and therapists can then select the student, Medicaid eligible service, the type of log required, and log the services delivered.  They system also monitors for compliance by searching for Medicaid eligible services that have not been logged, requiring log specific information before signing, and verifying that each log was signed by the appropriate credentialed supervisor. 

Every month the tracking system sends emails concerning missing logs to the case manager and service provider, if the service provider has not been updated or left blank these emails will go to the wrong personnel. The Service Tracking System also has a monitoring tool that teachers and therapists can access at any time to see a history of emails that have been sent, logs that require signatures, and the time since each service has been tracked per student.

How to Update Contacts
How to Update Service Providers
How to Generate a Service Provider Report
Technical Guide for Using Service Tracking System
Video Demonstrating Service tracking System
Examples of Clinical Notes
Video Demonstrating Service Tracking Monitor (link)

Who can use the Encore tracking system? 

All Special Education staff (Aides, Teachers, Therapists) can access and enter information into the tracking system.  When entering information, the system automatically records the staff member entering the information.  If multiple staff worked with the student on the same service, The notes should not only include the activities or clinical notes, but who provided the services. At the end of the month the logs are then signed by those who either delivered the service or supervised the service delivery.  Therapist is both the provider and supervisor; they can click on both areas and sign once.

Who should I contact about Medicaid questions?

Related Servers- Dawn Sheen
Preschool Teachers - Chelley Fenton
Resource K-12 - Keri Vernier
Special Programs - Alice Richins
Vista Campus - James Gordon
Time Study - Cozette Freckleton
Technical Issues - Tom Johnson

What about Medicaid and Remote Instruction?

Medicaid Eligible services can be delivered at home through Telehealth.  You should consider Telehealth time as DSD SPED Learning Plans are being developed.  Telehealth services fall under Telemedicine in the Medicaid Provider Manual.

     Telemedicine is two-way, real-time interactive communication between the member and the                physician or authorized provider at a distant site. This electronic communication uses interactive        telecommunications equipment that includes, at a minimum, audio and video equipment that              complies with HIPAA and UHIN privacy and security standards for telehealth.

In Davis School District we ask that professionals use Teams (Skype for business) where possible.  Zoom should only be used if there is a specific function needed to deliver the service that is not available in Teams.

When entering the information in the Service Tracking Log, include the method of delivery in the notes.

What do I do about Behavior Intervention Plan Implementation if it is no longer eligible for reimbursement?

Medicaid has determined that they will no longer pay for services using the titles such as Behavior Intervention Plan, because it doesn't explain the exact Medicaid service.  If you have a student with Behavior Intervention Plan Implementation, it can be changed as the IEP comes do, or as part of an addendum.

Teams can consider using the Behavior Skills under related services.  Service time should be calculated in the same way all other Special Education Services are calculated.  Including evaluating the time spent actively engaged in teaching the associated goals.  Time spent monitoring should not be counted as service time.

Why is my Medicaid Eligible service not in the tracking system?

With the changes in Medicaid this year, there are now more services under Special Education Services that qualify for Medicaid.  There are also several services under Related Services that do not qualify for Medicaid.  In order to make the automatic system work with these changes, service titles must match the pull-down menu exactly.   If the student has Medicaid Eligible services that are not entered exactly the team will need to addend the IEP and use the pull-down menu to enter the services.  This is considered a minor change to the IEP.

What do I need to do about my logging errors from last year (SY2020)?

There were close to 20,000 recorded errors in the 2019-20 school year.  The majority of these were caused by programming issues.  Over the course of the 2020-21 school year, you will be notified of what errors you need to correct.  One of the summer updates is to have logs accessible for 12 calendar months.  Your Medicaid representative will contact you.