1. Medicaid Billing
Health Aides
WCSEA

2. Eligible Students
For aides to bill for services, students must meet the following criteria:
Have an IEP
Have Aide Support listed as a related service documented in the IEP
Receive Aide Support for “health related activities.” This is not academic assistance, but behavioral redirection, toileting, transferring, etc.
Be Medicaid Eligible (WCSEA will assist in determining this). Generally, those students with numbers beginning with 96 ARE NOT ELIGIBLE

3. Aide Billing Guidelines
WCSEA will set your caseload in Embrace.
Aides must have a Medicaid professional to co-sign, which will be the supervising special education teacher.

4. Embrace Log-In for Aides
Medicaid Billing is done within the Embrace website
Username: wcsea address
Password: Password#1 (case sensitive) for first time users
Go to: “embraceDS” tab
Go to: “complete service sheet”
Chose the month for which you are billing
Your caseload will appear
Chose the student

5. Billing Procedures for Aides
Aides bill on a monthly basis for their eligible students
Student billing:
Only bill for individual, “health related” activities with students, not for academic assistance
Behavioral Redirection
Escorting between classrooms
Hygiene
Assist with Meals
The total amount of billing for a school day cannot exceed the minutes in a school day (e.g. you have 4 students on your caseload and the school day is 6 hour. You can bill each student for 90 minutes each, for a total of 6 hours).

6. Billing Procedures
It is optional to enter data on a daily basis onto a paper recording sheet. If preferred, you can enter data directly into the web-based system
Record daily activities for each student. You will bill for “units.” A description of the time for each unit is included on the record sheet.
Three options for billing:
Medical
Educational
Absent
Only record Medical and Absent. Do not record Educational activities
Diagnostic Code will need to be entered the first time you bill for a student. The appropriate Diagnostic Code should be provided by the co-signer or WCSEA administrator. I encourage you to first work with your supervising special education teacher to determine the appropriate code based on the special education eligibility disability and any other documented diagnoses. If you need further guidance, please contact Janis Megow-Hamer.
Once submitted, the co-signer will approve.
Repeat for each student during each month.

7. Co-Signer (Special Ed. Teacher) Procedures
Medicaid billing co-signing is done within the Embrace website
“staff only”
“bds-powerIEP”
Sign in using your Embrace/BDS password
Go to: “embraceDS”
Go to: “supervisor/co-signer”
Click on the student name
Click the checkbox in the “co-sign” box and save

8. Monthly Billing
Billing should be completed on a monthly basis, by the 6th of the following month (e.g. October billing done by November 6th)

9. Questions
Contact Janis Megow-Hamer at or for assistance