Speech Therapy eSHARS Training 2011-2012

1. Speech TherapyeSHARS Training2011-2012 Presented By: Sheena Joslyn Secretary to Mr. Robert Seale-Associate Superintendent for Finance MAC/SHARS Contact Provider: Medicaid Finance & Consulting Services (MFCS) A Division of Houston ISD

2. Agenda Items • Booklet Pages • New eSHARS book available! • Logging in • How, when & what to bill • Screen Shots • New features

3. Pertinent PagesRelevant to the 2010-2011 Booklet • Page 1 • Students you bill in eSHARS • Page 4 • Policy • Page 17 • Evaluation + Therapy • Billable Time • Page 28 • Reminders

4. eSHARS Process • UserID = email address • Login = from Houston • 5 Tabs • Birdville = Live data • Training = Fake data • Communication • Sheena Joslyn • Any Questions • Houston ISD • 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 NEW OPTION

5. The WebsiteLogging In

6. Website Example-After Login

7. Website Example-Birdville Tab

8. Website Example-Visit Tab

9. Building Your Caseload • “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

10. Website Example-View My Caseload

11. Expands Left Side = Medicaid eligible students @ your assigned campus(es) Right Side = The billable students you see and bill for

12. Website Example-After Add Students

13. 1. Add A Visit From ScratchEvaluation • Highlight student and choose service • In this example we’re creating a Speech Evaluation Service • “Add a Visit From Scratch” (3rd, blue box) • Choose: • Location • Date (Defaults to current date) • Visit Start Time (Defaults to current time) • Length of visit • “Next” • Next screen = 2 questions • Before this Evaluation, was this Student Special ED? • After this Evaluation, will this Student be Special ED? • “Create, Save& Close”

14. Website Example-Add A Visit

16. Website Example-Evaluation VisitDo I Bill for This Evaluation? Evaluations only billable if the student has an existing Special Ed. label or qualified for one.

18. 1. Add A Visit From ScratchTherapy • Highlight student and choose service • In this example we’re creating a Speech Therapy Service • “Add a Visit From Scratch” (3rd, blue box) • Choose: • Location • Date (Defaults to current date) • Visit Start Time (Defaults to current time) • Length of visit • Individual or Group Session • “Next” • Primary Activity • Student Observation • Targeted IEP Objective • “Save, “Copy,” “Delete” and “Close”

22. What 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.”

23. What happens when I select “Copy?” Click “Next

24. 2. Review Pending Approval of VisitsSupervisors Only • Highlight Student from caseload • “Review Pending Approval of Visits” (3rd box) • Choices: • Ready To Bill • Reviewed but Failed • Review Later • “Save “ and “Close”

25. 3. View Your Visit History • Highlight Student from caseload • To see all visits, SKIP to next bullet • “View Your Visit History” (3rd box) • Copied visits: “open” visits and edit them • Also delete any billed visits • EXCEPTION: If the billing status reads “Bill Process Completed, Bill File Created” = Email Sheena Joslyn

27. NEW OPTION Shows you what step in the process any appealed visits are.

28. 4. View Student Information • Tabs are: • Visit History • Log (Optional Feature) • ARD History • Medicaid History • Campus History • Visit History (Delete, View, and change billing status) *ALERT: If not ready to bill, put into Completed-DO NOT BILL Status • 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

29. ARD Scenarios • Johnny’s ARD was scheduled for March 1st, but was held on March 16th • You will NOT have any visits billed from March 1-March 15 • You will “Add an ARD” to read March 16th ending March 16 of the next year • Lula’s ARD was scheduled for April 6th, but was held on March 31st • You will “Edit” existing ARD to end on March 30th • You will “Add an ARD” to read March 31st ending March 31 of the next year

31. Note: The previous ARD end date is one day prior to my current ARD Date

32. Website Example-Visit HistoryView Student Information

33. Website Example-Log (Optional)View Student Information

34. Reminders • Communication via phone or BISD email • Add students via Sheena Joslyn • Parental consent forms • Setup a billing schedule • 6 week maximum • Make sure student has ARD/IEP

35. Contacts • Sheena Joslyn • (817) 547-5735 • Sheena.joslyn@birdvilleschools.net • Training presentations, updates… • MAC/SHARS Website • Houston ISD • (800) 381-6334 • eshars@houstonisd.org