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Speech TherapyeSHARS Training
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
Agenda ItemsBooklet Pages
Logging in
How, when & what to bill
Screen Shots
Pertinent PagesRelevant to the 2011-2012 Booklet
Page 1Eligibility Criteria
Page 3Policy
Page 29Evaluation + TherapyBillable Time
Page 50Reminders
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
IF the SAF doesn’t show up, just click the “Profile” tab in eSHARS, choose the “My SA Form” option (print, sign/date, fax, send original to Sheena)
PRINT, SIGN, FAX and SEND ORIGINAL TO SHEENA JOSLYN
eSHARS Process UserID = email address
Login = from Houston
5 Tabs
Birdville = Live data
Training = Fake data
Communication
1. Sheena Joslyn
Any Questions
2. Houston ISD
1. Add a Visit from Scratch
2. Review Pending Approval of Visits
• ONLY supervisors see
3. View your Visit History
4. View Student Info.
5. View Student Logs
6. View My Caseload
7. View My Appeal List
The WebsiteLogging In
Website Example-After Login
Website Example-Birdville Tab
Website Example-Visit Tab
1. Caseload
2. Service
3. What would you like to do
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
Website Example-View My Caseload
Left Side = Medicaid eligible students @ your assigned campus(es)
Right Side = The billable students you see and bill for
Expands
Website Example-After Add Students
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:
1. Location
2. Date (Defaults to current date)
3. Visit Start Time (Defaults to current time)
4. 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”
Website Example-Add A Visit
2nd Date
3rd Start Time
4th Length
5th NEXT
1st Location
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.
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:
1. Location
2. Date (Defaults to current date)
3. Visit Start Time (Defaults to current time)
4. Length of visit
5. Individual or Group Session
“Next”
Primary Activity
Student Observation
Targeted IEP Objective
“Save, “Copy,” “Delete” and “Close”
Conversion information on page 44 of eSHARS booklet
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.”
What happens when I select “Copy?”
Click “Next
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”
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
Shows you what step in the process any appealed visits are.
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
ARD ScenariosSee page 44 of eSHARS Booklet
A. Johnny’s ARD was scheduled for March 1st, but was held on March 16th
A. You will NOT have any visits billed from March 1-March 15
B. You will “Add an ARD” to read March 16th ending March 16 of the next year
B. Lula’s ARD was scheduled for April 6th, but was held on March 31st
A. You will “Edit” existing ARD to end on March 30th
B. You will “Add an ARD” to read March 31st ending March 31 of the next year
Note: The previous ARD end date is one day prior to my current ARD Date
Website Example-Visit HistoryView Student Information
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
Contacts Sheena Joslyn
(817) 547-5735
Training presentations, updates…
MAC/SHARS Website
Houston ISD
(800) 381-6334
