eSHARS Training Presented by: Sheena Joslyn Provider: Medicaid Finance and Consulting Services (HISD) WEBSITE: eSHARS.com eSHARS = Automated process of billing for services you provide versus the paper-billing method used before Vendor = MFCS, part of Houston ISD Source: MFCS, a division of the Houston Independent School District

OVERVIEW Booklet Pages Logging in Instructions Screen Shots Step-By-Step Instructions Several Examples Source: MFCS, a division of the Houston Independent School District

Website Example-Login Source: MFCS, a division of the Houston Independent School District

Website Example-After Login Training Tab = spare time, access this for quick how-to answers **NEVER use Birdville tab for practice = Real data** Website Example-After Login Source: MFCS, a division of the Houston Independent School District

Booklet Pages & Logging In UserID = email address Login = resetschool 5 Tabs Birdville = Live data Training = Fake data Booklet page 21 Page 37 = IMPORTANT reminders Communication Add a Visit from Scratch Review Pending Approval of Visits View your Visit History View Student Info. View Student Logs Add a New Student View my caseload Email address is whichever one you wrote/write on SAF during training Communication for questions = Sheena Joslyn (Via BISD email or Phone) OR Houston ISD via Communications tab RIGHT box = eSHARS system options (After you choose your student and service…choose one of these) Booklet Pages & Logging In Source: MFCS, a division of the Houston Independent School District

Website Example-Training Tab Today = Training Tab “Start” Website Example-Training Tab Source: MFCS, a division of the Houston Independent School District

Website Example-Visit Tab Caseload Service What would you like to do Click “Visit” On left side = My Caseload (Initially empty, you need to build it up) Services = If you are a nurse, you will have the nursing services option only **Always choose 3 items on this screen IF you want to view specific student data. If you want to view your caseload data, leave caseload unhighlighted. Website Example-Visit Tab Source: MFCS, a division of the Houston Independent School District

Building Your Caseload “View My Caseload” (on right side)..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” Building Your Caseload Source: MFCS, a division of the Houston Independent School District

Website Example-Caseload Expands The orange arrow will expand to allow for advanced student search Click to remove, click to add (Left side vs. Right side) Website Example-Caseload Source: MFCS, a division of the Houston Independent School District

Website Example-Added Students Students you chose are now in your caseload box Website Example-Added Students Source: MFCS, a division of the Houston Independent School District

1. Add A Visit From Scratch Highlight student and choose service “Add a Visit From Scratch” (3rd box) Choose: Location Date Medication administration or treatment (see booklet) Select Individual or Group Setting Input start time/end time “Create” Options Save Close Copy Delete Open booklet to page 21-Billable Time Medication Admin-Task with direct time = few minutes (<8min) Treatment-Tasks >8min CAN choose combination (i.e. give Jimmy meds in a.m. and tube feeding at 12) State Hours and Minutes on Start time and end time *CANNOT CREATE A FUTURE Medication 1. Add A Visit From Scratch Source: MFCS, a division of the Houston Independent School District

Website Example-Nursing Visit Previous slide shows step-by-step (This is what shows after you’ve selected your student and “add a visit from scratch”) Website Example-Nursing Visit Source: MFCS, a division of the Houston Independent School District

Website Example-Medication Admin. IF you chose Nursing Combo. Visit = Top input, scroll down to input treatment…”CREATE” *You can Choose “Copy” to copy a routine visit to other dates (IF same time) to past dates. When you copy, notice that you must change the billing status to “Ready to Bill.” Website Example-Medication Admin. Source: MFCS, a division of the Houston Independent School District

Website Example-Medication Admin. OPTIONS Website Example-Medication Admin. Source: MFCS, a division of the Houston Independent School District

2. Review Pending Approval of Visits & 3. View Your Visit History Highlight Student from caseload “Review Pending Approval of Visits” (3rd box) Choices: Ready To Bill Reviewed but Failed Review Later “Save “ Highlight Student from caseload “View Your Visit History” (3rd box) View your visit history = allows you to delete visits, open each visit (THIS will allow you to change the billing status of each visit too) 2. Review Pending Approval of Visits & 3. View Your Visit History Source: MFCS, a division of the Houston Independent School District

Website Example-Billing Status Source: MFCS, a division of the Houston Independent School District

Website Example-Visit History Source: MFCS, a division of the Houston Independent School District

4. View Student Information Tabs are: Visit History Log 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 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 Medicaid and Campus History This module is a summarization of the previous screens (i.e. Visit History allows you to delete visits, open each visit (THIS will allow you to change the billing status of each visit too) Log allows you to look at the school year visits (i.e. view previous/current ARD hours, input student absences too) ARD history allows you to modify and/or add an ARD (CAUTION!!) Change the end date (only the end date) to be one day before the new ARD starts. For example if you have to input new ARD effective 2/24/2010 and current end date in eSHARS is 2/25/2010, it would be modified to 2/23/2010 and click on the word UPDATE Then…Click on ADD AN ARD Enter the ARD date of 2/24/2010, Select a Service, Enter the hours per year and Click on ADD 4. View Student Information Source: MFCS, a division of the Houston Independent School District

Website Example-Student Info. Source: MFCS, a division of the Houston Independent School District

Website Example-Log Tab Remember this is to keep track of why services weren’t performed and ARD hours completed (OPTIONAL). -Helps keep track of why you didn’t bill in a given month (i.e. if a student misses ALL visits in 1month = record why here) Website Example-Log Tab Source: MFCS, a division of the Houston Independent School District

Website Example-ARD History CAUTION!! Remember: Pay attention to previous ARD end dates, current visits that may be affected by change(s) Modify previous ARD to 1 day before the new ARD starts! Website Example-ARD History Source: MFCS, a division of the Houston Independent School District

Student logs is just like the “Log” tab you saw on the “View Student Info.” tab, but allows to see ALL caseload. (Allows you to see each of your students by school, name) (OPTIONAL)-If student gone for that given month, you can record why here. -Input reason for absence on this calendar (i.e. DA (Dismissed Per ARD)    AB (Absent)    MO (Moved Out of District)    MI (Moved In District)    Ot (Other)) 5. View Student Logs Source: MFCS, a division of the Houston Independent School District

Reminders Communication via phone or BISD email Add students via Sheena Joslyn “Help” online Parental consent View pending visits Setup a billing schedule Make sure student has ARD/IEP Default parental consent to “Yes.” IF you come across a student without parental consent contact me ASAP. Reminders Source: MFCS, a division of the Houston Independent School District

Website Example-Help Tab Troubleshooting & Email to HISD If you still have questions after going through the “Training” tab, either contact me, HISD, or choose “Help.” Website Example-Help Tab Source: MFCS, a division of the Houston Independent School District

Contacts Sheena Joslyn Misty Brown (Alternate) Houston ISD (817) 547-5735 Sheena.joslyn@birdvilleschools.net Misty Brown (Alternate) misty.brown@birdvilleschools.net Houston ISD (800) 381-6334 eshars@houstonisd.org Contacts