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School Personal Care Services Billing Form Guidelines

Learn the procedures for billing personal care services in school settings, including tasks, documentation, provider roles, and contact information. Ensure compliance with unit limits, carryover minutes, and required signatures.

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School Personal Care Services Billing Form Guidelines

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  1. Chapter 538 School-Based Health Services Personal Care Services

  2. August 1, 2019 • Personal Care is billable in 15- minute units • Maximum of 28 units per instructional day. • Units must be documented with start and stop times. • Extra minutes can be carried over to the next instructional day with a month. • A new billing form is required per student per day.

  3. Demographics

  4. Student Demographic Section • On the top row, enter the information as requested. County and school as the code numbers. • On the second row enter data as requested. • Print the name of the employee providing the personal care services. • If two employees split the tasks with one student, each employee would complete a separate billing form for the services they provided. • A global diagnosis is acceptable.

  5. Who can be a Personal Care Provider • Aide I • Aide II • Aide III • Aide IV • Paraprofessional • Autism Mentor • Early Childhood Classroom Assistant teacher (ECCAT) 1 • Early Childhood Classroom Assistant teacher (ECCAT) II • Early Childhood Classroom Assistant teacher (ECCAT) III • Braille Specialist • Sign Support Specialist • Educational Sign Language Interpreter I • Educational Sign Language Interpreter II • Licensed Practical Nurse (LPN) • ** Parents are NOT to be counted as personal care aides.

  6. What is Personal Care • Services are related to a child’s physical and behavioral health requirements, including assistance with: • Grooming • Bathing • Toileting • Dressing • Laundry (employee) • Brushing Teeth • Hand Washing • Repositioning/Transfer • Walking • Adaptive Medical equipment • Assistance with Medication • Range of motion (Per Physician Orders)

  7. What is Personal Care Continued…. • Vitals (Per Physician Orders) • Catheterization • Communication • Meal preparation • Feeding • Special Dietary Needs • Housecleaning • Laundry/Ironing Student • Making/Changing bed • Dishwashing • Supervision/Non-educational • Redirection • Positive behavioral Support

  8. Personal Care Tasks on the Billing Form

  9. Documenting the tasks on the Billing Form

  10. Final Unit Count and Signature Carryover Minutes from Previous Instructional Day 0 TOTAL MINUTES: 135 TOTAL UNITS: 9 Carryover for next instructional day: 0 No carryover if maximum units reached for the day. PROVIDER SIGNATURE/CREDENTIAL: JosephRileyParaprofessional DATE: 9/6/2019

  11. Contact Information Kelley Johnson – CoordinatorOffice of Special Educationkelley.johnson@k12.wv.us304-558-2696 ext 53539WVDE Medicaid Website:https://wvde.us/special-education/Medicaid/

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