Overview:
Medicaid documentation is an important part of our related services program and Student Support Services. The Medicaid documentation allows the department to recoup some of the costs associated with related services provided to students. This allows for greater funding of programs to enhance student educational needs.
Related service providers keep all records on the Medicaid documentation form in SEAS (Special Education Automation Software). Therapy Notes (Clinical Records) must be sent quarterly to Student Support Services, while billing is to be completed monthly.
- The therapy documentation form has the required data:
- Student name and ID number.
- Medicaid number.
- Therapist name and credential of provider.
- Goal/objective
- Session date.
- Duration and place, if group therapy-number in-group.
- Therapeutic activity.
- Progress towards objective/response to therapeutic intervention.
- Signature of therapist.
Medicaid form should be offered at each annual review. Related service provider should discuss this with parent.
Use the Medicaid form located in Ad Hoc Documents
- Case Manager creates Medicaid form
- Enter document date to be the date of your meeting or date parent signs
- Print preview and print form for parent to sign
- Obtain signature, date and Medicaid selection
- If parent attended meeting via online platform or tele-conference the Case Manager will give the form to the Records Specialist to mail home for signature.
- Signed Medicaid form will be upload in Historic Document using the naming conventions referred to in this manual.
- Case Manager will enter parent response and date they responded in the Medicaid form then save and finalize.
If student leaves your caseload, give working file to new therapist.
If student leaves district, take out all but current IEP and therapy notes, then send file to SSS. Non-Medicaid therapy notes are part of the working file that can be shredded annually. If student exits, take out all but current IEP and therapy notes, then send file to SSS.