School Contracts 2012

1. School Contracts2012 Sandi Clark School Health Nurse Consultant

2. Contract Development • Clearly define specific roles and responsibilities of each agency • Dependent upon local resources and policies • Provides understanding and gives direction • Meet with key agency personnel to assess needs and services that may be provided • Review, update and renegotiate annually

3. Correct contract language – “school satellite clinic site” • “School-based health services “ are described in 907 KAR 1:175 & are the FEDERAL Medicaid Services, under the Disabilities Education Act, required by schools. • The services provided at satellite clinic sites are billed through Medicaid coverage under an MCO • Do not use the term “School Health Coordinator in the contract language. This is a position funded by the state for school districts.

4. Considerations • School districts responsible for writing own health policies and procedures • FERPA governs student education records, including health records • Key stakeholders – School Superintendent, School Health Coordinator, 504 & IEP Coordinator and Special Education Director/Coordinator • KDE is the lead agency of school health services working in conjunction with LHD’s to fulfill requirements

5. Required Health Records704 KAR 4:020 • Immunization Certificate • Physical examination forms & sports physical form • Vision and Dental exam/screening forms • Screening programs – vision, hearing and scoliosis • Cumulative Health Records: ( all health records) • Medication & clinical procedures • Health room documentation • Parent/Guardian communication • Health exams and screening information

6. Specific LHD Considerations • Nurse/clerk salaries, benefits, travel and training costs • Schedules, hours and supervision by LHD • Requirement of nursing substitutes • Office equipment, maintenance & repair • Job responsibilities/services to be provided • Attendance of field trips and home visits • Training requirements for nurses • Signed release form by parents to share student information

7. Key school personnel contacts • Individual school health policies • FERPA/HIPPA regulation • Maintaining school health records and IC data entry • Adequate facilities • Services provided for faculty & staff • Responsibility for providing & sending out consent form for School Health Services

8. Training, delegation and supervision of unlicensed school personnel • Professional liability insurance for nurses provided by LHD • Board of Education provides insurance coverage for school employees, facility and property

9. FERPA-HIPAA Guidance Document • Joint Guidance on the Application of the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to Student Health Records (November 2008) http://www2.ed.gov/policy/gen/guid/fpco/doc/ferpa-hipaa-guidance.pdf

10. Individual Education Plan Guidance • ALL IEP services are to be billed through schools (provider type 21) • LHD role in IEP services to be specifically written: • Will the nurse provide or not provide these services • Sharing student IEP list/names • Add LHD school nurse as part of the IEP team- not always necessary depending on the service needed • If LHD provides IEP services for school, reimbursement mechanism for LHD

11. IEP Documents • Located on the AFM Local Health Operations Branch webpage at http: //chfs/ky.gov/dph/info/lhd/lhob.htm • To access the KDE School Based Medicaid Services Webpage, please click the following URL.KDE Medicaid Services Webpage

12. Contract Questions Related to billing & coding, contact: Local Help Desk (502) 564-6663, option 5 LocalHealth.Helpdesk@ky.gov Related to School Health Services: Sandi Clark RN School Health Nurse Consultant (502) 564-2154, ext. 3862 sandik.clark@ky.gov