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OverviewWith Service Tracking, you can quickly and easily document the delivery or nondelivery of services as well as Assessments.
This allows providers to provide detailed information to the parent on when services were delivered or not delivered due to absences, along with specific comments about each delivery.
From the summary page a pie chart displays for each student to see at‐a‐glance the percent of minutes that have been delivered, based on delivery type.
SEIS offers a Medi‐Cal billing service that will export the date from Service Tracking directly to SEIS Billing for LEA Medi‐CalReimbursement.
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Is your Provider Type Correct?Even if SEIS is not used as your district’s Medi‐Cal billing system, the Provider type associated with your user account should be accurate.
The Provider type will determine if specific services are billable and the rate the delivery of services will be billed at.
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Menu OptionsFrom the Service Tracker section of the upper navigation bar, select to add Deliveries, Assessments or to view Reports and Rosters.
If you are a SEIS Billing district, you can track the delivery of Supplementary Aids.
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Delivery Summary Page
Quickly filter for specific students by Name, School or Service Code.
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Delivery Summary PageThe Delivery Summary page will display the services that are on the Services form, on the Future IEP.
Deliveries can only be added between the Service Start Date and End Date.
The Total Delivered field displays the number of minutes that have been delivered. Hover over the link to display the pie chart.
If you are a SEIS Billing district, the Medi‐Cal Consent column will display, which pulls from the Medi‐Cal Consent field on the IEP.
To add a delivery, click the Deliver icon
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Adding a DeliveryThe Delivery page will display all deliveries that have been added.
Only the user that added the delivery will be able to edit or delete it.
For Nurses, the ability to Copy the previous delivery is available as multiple deliveries are generally added per day.
Click the Comment or Case Notes icon to quickly view that information.
To add a delivery, click the Add Service button
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Adding a DeliveryUp to 10 days can be selected at once.
The Delivery page varies depending on the Provider type.
Plan Type, Delivery and School of Attendance pulls from the IEP.
Comments and Case Notes can be added. The Case Notes will only display for the user that added it.
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Adding a DeliverySelect the Attendance Code that applies to that specific delivery.
Was it delivered? Was the student Absent? Was there a School Holiday?
Even if the student did not receive the service, it should be added to and documented as to why the service was notdelivered. This will tie to the delivery report to show how many minutes were not delivered and the reason.
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Adding a DeliveryDue to school closures, a Method of Support field was added to document the method the service was delivered.
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Bulk DeliveryA delivery can be added to a group of students at one time.
Create groups to for students that receive the same service code and delivery method.
To create a group and to bulk deliver, click the Bulk Delivery button.
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Bulk Delivery
To add a group, click the Add Group button.
Enter a Group Name, select the Service Code and Delivery type.
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Bulk DeliveryOnce the group has been added, click the Edit Students icon to add students to the group.
Select the students that should be included in the group and click the Add to Group button
To deliver to a group, the students must have the same service code and delivery type.
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Bulk DeliveryThe Bulk Delivery page will display the groups that have been created.
• To edit an existing group name or criteria, click the Edit icon• To edit the students within a group, click the Edit Students icon• To delete a group, click the Delete icon
To bulk deliver to a group, click the Bulk Deliver to Group icon.
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Bulk DeliveryOnly 1 day can be selected for the bulk delivery.
The selections made on the delivery page will apply to all students in the group. This includes Comments and Case Notes.
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Bulk Delivery
Once the bulk delivery has been added, a confirmation page will display to alert the provider if the delivery was successful or not.
If any delivery information needs to be changed for a specific student, the delivery can be edited and updated.
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AssessmentsSelect the Assessment Date and Assessment type.
Comments and Case Notes can be entered regarding the Assessment.
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ReportsThere aremultiple reports that can be generated in Service Tracker.
Select aTypeof Report.Enter a Start andEndDate and select the students that should be included in the report.
• Any service or assessment that hasbeen addedwill pull into the report, even if the student has exited or transferred.• ONLY the deliveries or assessments that the user entered will display in the report.
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Reports• Deliveries – Displays the services delivered for the student(s) by the provider.
• Overdelivered – Displays any student / service where the total minutes delivered is above the number of minutes written into the IEP.
• Absences – Displays all service deliveries that were not delivered due to a student’s absence.
• Unscheduled Time – Displays all deliveries marked as unscheduled time.
• Assessments – Displays all Assessments entered.
• Deliveries with Case Notes – Displays all services delivered with case notes for student(s) by the provider.
• Supplementary Services ‐ Displays the supplementary services delivered for the student(s) by the provider.
• Supplementary Services with Case Notes ‐ Displays all supplementary services delivered with case notes for student(s) by the provider.
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Rosters
Generate an Attendance Roster for a month or a date range, for all students or specific students.
Use the filters to narrow down which students to include in the Roster.
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RostersThe printed roster will display the student’s deliveries, along with the attendance code and minutes delivered.
The Roster can be printed and signed each month to turn into your district administrator, if needed for billing purposes.
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Thank You!Please reach out to the SEIS Help Desk for any questions related to Service Tracker.
If you are interested in our SEIS Billing system, please reach out [email protected]
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