eSHARS Training Presented by: Sheena Joslyn Assistant to Mr. Seale-Associate Superintendent for Finance SHARS/Medicaid Specialist Vendor: Medicaid Finance and Consulting Services (HISD) WEBSITE: eSHARS.comeSHARS.com

Overview Booklet Pages Logging in Instructions Screen Shots New features

Booklet Pages & Logging In Relevant to the Booklet UserID = address Password = per Houston ISD 5 Tabs – Birdville = Live data – Training = Fake data Booklet Page 5 and 7 – Page 28= important reminders Communication 1.Add a Visit from Scratch 2.View your Visit History 3.View Student Info. 4.View Student Logs 5.View My Caseload 6.View My Appeal List

Website Example-Login

Website Example-After Login

Website Example-Training Tab

CaseloadService What would you like to do Website Example-Visit Tab

Building Your Caseload “View My Caseload” (3 rd blue box)..allows to add students to caseload Place checkmark next to students you need in your caseload Pages of students, scroll to bottom Removing a student, right side of screen – Place a checkmark next to their name and click “Remove” Click “close”

Website Example-Caseload Left Side = Medicaid eligible your assigned campus(es) Right Side = The billable students you see and bill for Expands

Website Example-Added Students

1. Add A Visit From Scratch Assessment/Psych. Testing Highlight student Assessment/Psych. Testing “Add a Visit From Scratch” (3 rd box) Select assessment type and whether student is special education Input : – Activity (drop-down) – Visit Date – Start/End Times You can add another visit or choose: – Options Save Close Copy Delete

Website Example-Add a Visit Assessment/Psych. Testing Evaluations only billable if the student has an existing Special Ed. label or qualified for one.

Website Example-Add a Visit Assessment/Psych. Testing

Website Example-Add a Visit

1. Add a Visit From Scratch Psychological Service Highlight student Psychological Service “Add a Visit From Scratch” (3 rd box) Select location, date, and start/end time Choose: – Individual – Group Enter ARD date for services – 1-time input Input: – Primary Activity – Observation – Targeted IEP Objective Create – Save – Copy – Delete – Print

Website Example-Psychological Service

2. Review Pending Approval of Visits--Supervisors 3. View Your Visit History Highlight Student from caseload “Review Pending Approval of Visits” (3 rd box) Choices: – Ready To Bill – Reviewed but Failed – Review Later “Save “ Highlight Student from caseload “View Your Visit History” (3 rd box)

Website Example-Pending Approvals Supervisors

Website Example-Visit History Shows you what step in the process any appealed visits are.

4. View Student Information Use caution here Tabs are: – Visit History – Log (OPTIONAL) – 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 OPTIONAL: – Log (Keep track of why services weren’t performed and ARD hours completed) 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

Website Example-Student Info. Visit History

Website Example-Log Tab OPTIONAL

Website Example-ARD History Use Caution Here

ARD Scenarios A.Johnny’s ARD was scheduled for March 1 st, but was held on March 16 th A.You will NOT have any visits billed from March 1- March 15 B.You will “Add an ARD” to read March 16 th ending March 16 of the next year B.Lula’s ARD was scheduled for April 6 th, but was held on March 31 st A.You will “Edit” existing ARD to end on March 30 th B.You will “Add an ARD” to read March 31 st ending March 31 of the next year

5. View Student Logs Optional

Website Example-Help Tab Troubleshooting & to HISD

Reminders Communication via phone or BISD Add students via Sheena Joslyn “Help” online Parental consent- ”No’s” go to Sheena ASAP Setup a billing schedule – No longer than 2 weeks Make sure student has ARD/IEP

Contacts Sheena Joslyn – (817) – Houston ISD – (800) – FAQ about SHARS – FAQ's FAQ's