presented by: sheena joslyn assistant to the associate superintendent for finance-mr. seale...
TRANSCRIPT
eSHARS TrainingTeachers, Educational Assistants,
& Behavior Intervention Specialists
Presented by: Sheena JoslynAssistant to the Associate Superintendent for Finance-Mr. Seale
SHARS/Medicaid Specialist
Vendor: Medicaid Finance and Consulting Services (HISD)WEBSITE: eSHARS.com
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
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
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)
1. Add a Visit from Scratch2. Review Pending
Approval of Visits• ONLY supervisors see
3. View your Visit History4. View Student Info.5. View Student Logs6. View My Caseload7. View My Appeal List
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
PRINT, SIGN, FAX, and SEND ORIGINAL TO SHEENA JOSLYN
Website Example-Login
Email Houston if you forgot your password
Website Example-After Login
Website Example-Birdville/ Training Tab
Website Example-Visit Tab
1. Caseload
2. Service
3. What would you like to do
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
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-Added Students
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
Website Example-Selections
Source: MFCS, a division of the Houston Independent School District
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.
Website Example-ARD Date
Website Example-All Day Individual
Website Example-All Day Individual cont’d
Website Example-All Day Individual cont’d
Make a selection
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
What happens when I select “Copy?”
Click “Next”
Website Example-Single Individual
Website Example-Single Individual cont’d
Website Example-Single Individual cont’d
Make a selection
Website Example-All Day Group
Website Example-Combination Day (2 Screens)
Website Example-Combination Day (2nd Screen)
Website Example-Combination Day cont’d
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 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
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
ARD Scenarios
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
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)
Contacts
Sheena Joslyn (817) 547-5735 [email protected]
Training presentations, forms, updates… MAC/SHARS Website
Houston ISD (800) 381-6334 [email protected]