eSHARS Training Teachers, Educational Assistants, & Behavior Intervention Specialists

1. 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

2. Agenda Items • Booklet Pages • Information similar to prior years books • Logging in • How, when & what to bill • Screen Shots • New features • Any new/updated information is in red

3. Pertinent PagesRelevant to the 2011-2012 Booklet • Page 1 • Students you bill in eSHARS • Page 3 • Policy • Page 16 • What is a PCS • Page 17-20 • Billable Time • IEP Documentation & Skilled Nursing • Page 50 • Reminders

4. Logging In • UserID = email address • Password • Last year’s or default • 5 Tabs • Birdville = Live data • Training = Fake data • Communication • Bill in eSHARS if: • Student(s) is/are Medicaid Eligible • ARD/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

5. SAF 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

8. PRINT, SIGN, FAX, and SEND ORIGINAL TO SHEENA JOSLYN

9. Website Example-Login Email Houston if you forgot your password

10. Website Example-After Login

11. Website Example-Birdville/ Training Tab

12. Website Example-Visit Tab

13. Building 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

14. Website Example-View My Caseload

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

16. Website Example-Added Students

17. 1. Add A Visit From ScratchPage 17 of Booklet • Highlight student • Personal Care Service • “Add a Visit From Scratch” (3rd box) • Select location, date, and service • Choose: • All Day Individual • All Day Group • Single Individual • Combination 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

18. Website Example-Selections Source: MFCS, a division of the Houston Independent School District

19. Website 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 5th grade camp overnight for 3 days-March 2nd, 3rd, and 4th. 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.

21. Website Example-ARD Date

22. Website Example-All Day Individual

23. Website Example-All Day Individual cont’d

24. Website Example-All Day Individual cont’d Make a selection

25. 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.” • You do NOT have to change the billing status anymore

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

27. Website Example-Single Individual

28. Website Example-Single Individual cont’d

29. Website Example-Single Individual cont’d Make a selection

30. Website Example-All Day Group

31. Website Example-Combination Day (2 Screens)

32. Website Example-Combination Day (2nd Screen)

33. Website Example-Combination Day cont’d

34. 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

36. Shows you what step in the process any appealed visits are.

37. 4. 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

38. Teachers and EA’sTo check EA input • View EA data input • Via “View Student Information” • No edit capability • “Open” to view • Either print or jot down edits for EA • Protect data validity

40. 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

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

44. Reminders • Communication via phone or BISD email • Add students via Sheena Joslyn • “Help” online • Parental consent • Setup a billing schedule • No more than 2 weeks • Example, see students M-F and bill on Monday • Make sure student has ARD/IEP • New PCS Supplement Form (Available Online)

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