amp Behavior Intervention Specialists Presented by Sheena Joslyn Assistant to the Associate Superintendent for FinanceMr Seale SHARSMedicaid Specialist Vendor Medicaid Finance and Consulting Services HISD ID: 775277
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Slide1
eSHARS TrainingTeachers, Educational Assistants,& Behavior Intervention Specialists
Presented by: Sheena Joslyn
Assistant to the Associate Superintendent for Finance-Mr. Seale
SHARS/Medicaid Specialist
Vendor: Medicaid Finance and Consulting Services (HISD)
WEBSITE: eSHARS.com
Slide2Agenda Items
Booklet PagesInformation similar to prior years booksLogging inHow, when & what to billScreen ShotsNew featuresAny new/updated information is in red
Slide3Pertinent PagesRelevant to the 2011-2012 Booklet
Page 1Students you bill in eSHARSPage 3PolicyPage 16What is a PCSPage 17-20Billable TimeIEP Documentation & Skilled NursingPage 50Reminders
Slide4Logging In
UserID = email addressPassword Last year’s or default5 TabsBirdville = Live dataTraining = Fake dataCommunicationBill in eSHARS if:Student(s) is/are Medicaid EligibleARD/IEP documents your billable service (new PCS Supplement)
Add a Visit from Scratch
Review Pending Approval of Visits
ONLY supervisors see
View your Visit History
View Student Info.
View Student Logs
View My Caseload
View My Appeal List
Slide5SAF ProcessSignature Authorization Form
Implemented 2011-2012
Once a year, on first login requirement
After login (see slides 8-10):
Ensure all data is correct for your profile
Type in, exactly as it appears, your name to the “sign here” text box at bottom
Click “View SA Form”
Print it, sign and date it, fax it to Houston
ALL original forms come to Sheena Joslyn in the administration building
Slide6Slide7Slide8PRINT, SIGN,
FAX,
and SEND ORIGINAL TO SHEENA JOSLYN
Slide9Website Example-Login
Email Houston if you forgot your password
Slide10Website Example-After Login
Slide11Website Example-Birdville/ Training Tab
Slide12Website Example-Visit Tab
Slide13Building Your CaseloadImportant to follow these steps!
“View My Caseload” (
blue
box)
Allows you to add students to caseload
Place checkmark next to students you need in your caseload
Click “Add”
Pages of students, scroll to bottom
Removing a student (On right-side of screen)
Place a checkmark next to their name and click “Remove”
Click “close” or click the “Visit” tab
Slide14Website Example-View My Caseload
Slide15Left Side =
Medicaid eligible students @ your assigned campus(
es)Right Side = The billable students you see and bill for
Expands
Slide16Website Example-Added Students
Slide171. Add A Visit From ScratchPage 17 of Booklet
Highlight student Personal Care Service“Add a Visit From Scratch” (3rd box)Select location, date, and serviceChoose:All Day IndividualAll Day GroupSingle IndividualCombination Day
Input time no service was provided
Input visit start and end time
Place a checkmark next to the Personal Care Activity
“Create”
Options
Save
Close
Copy
Delete
Slide18Website Example-Selections
Source: MFCS, a division of the Houston Independent School District
Slide19Website Example-Add a Visit From Scratch
WARNING
:
10hr billing max/day.
Scenario:
One of my students, who is in the e-
shars
system, is going to 5
th
grade camp overnight for 3 days-March 2
nd
, 3
rd
, and 4
th
. I am sending an educational assistant with the student. How do I enter this information into e-
shars
next week for that student?
A:
Example: Camp day starts @ 8:00 and ends @ ends @ 7:00, you will only bill up to 6:00 due to the 10hr max billing cap.
Slide20Slide21Website Example-ARD Date
Slide22Website Example-All Day Individual
Slide23Website Example-All Day Individual cont’d
Slide24Website Example-All Day Individual cont’d
Make a selection
Slide25What Happens When I copy?
Click the date(s) you wish to copy to
Cannot
copy to future dates
If you click the wrong date, select it from right side and click “remove.”
You do NOT have to change the billing status anymore
Slide26What happens when I select “Copy?”
Click “Next”
Slide27Website Example-Single Individual
Slide28Website Example-Single Individual cont’d
Slide29Website Example-Single Individual cont’d
Make a selection
Slide30Website Example-All Day Group
Slide31Website Example-Combination Day (2 Screens)
Slide32Website Example-Combination Day (2nd Screen)
Slide33Website Example-Combination Day cont’d
Slide343. View Your Visit History
Highlight Student from caseloadTo see all visits, SKIP to next bullet“View Your Visit History” (3rd box)Copied visits: “open” visits and edit themAlso delete any billed visitsEXCEPTION: If the billing status reads “Bill Process Completed, Bill File Created” = Email Sheena Joslyn
Slide35Slide36Shows you what step in the process any appealed visits are.
Slide374. View Student Information
Tabs are:
Visit History
Log (OPTIONAL feature)
ARD History
Medicaid History
Campus History
Visit History (Delete visits and Open)
*
ALERT:
If not ready to bill, put into
Completed-DO NOT BILL Status
Log
ARD History (Modify and/or Add an ARD)
*
CAUTION
: There may be services already present that need to stay within the active ARD
*The ARD date can overlap the most recent ARD, but cannot overlap an existing Visit
Slide38Teachers and EA’sTo check EA input
View EA data inputVia “View Student Information”No edit capability“Open” to viewEither print or jot down edits for EAProtect data validity
Slide39Slide40ARD Scenarios
Johnny’s ARD was scheduled for March 1
st
, but was held on March 16
th
You will NOT have any visits billed from March 1-March 15
You will “Add an ARD” to read March 16
th
ending March 16 of the next year
Lula’s ARD was scheduled for April 6
th
, but was held on March 31
st
You will “Edit” existing ARD to end on March 30
th
You will “Add an ARD” to read March 31
st
ending March 31 of the next year
Slide41Slide42Slide43Note: The previous ARD end date is one day prior to my current ARD Date
Slide44Reminders
Communication via phone or BISD emailAdd students via Sheena Joslyn“Help” onlineParental consentSetup a billing scheduleNo more than 2 weeksExample, see students M-F and bill on MondayMake sure student has ARD/IEPNew PCS Supplement Form (Available Online)
Slide45Contacts
Sheena Joslyn
(817) 547-5735
Sheena.joslyn@birdvilleschools.net
Training presentations, forms, updates…
MAC/SHARS Website
Houston ISD
(800) 381-6334
eshars@houstonisd.org