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

2.  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

3.  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

4.  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 Scratch 2. Review Pending Approval of Visits ONLY supervisors see 3. View your Visit History 4. View Student Info. 5. View Student Logs 6. View My Caseload 7. View My Appeal List

5.  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

8. PRINT, SIGN, FAX, and SEND ORIGINAL TO SHEENA JOSLYN

9. Email Houston if you forgot your password

12. 1. Caseload2. Service 3. What would you like to do

13.  “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

15. Left Side = Medicaid eligible students @ your assigned campus(es) Right Side = The billable students you see and bill for Expands

17.  Highlight student  Personal Care Service  “Add a Visit From Scratch” (3 rd 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

18. Source: MFCS, a division of the Houston Independent School District

19. WARNING: 10hr billing max/day. Scenario: One of my students, who is in the e-shars system, is going to 5 th grade camp overnight for 3 days-March 2 nd, 3 rd, and 4 th. 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.

24. Make a selection

25.  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

26. Click “Next”

34.  Highlight Student from caseload  To see all visits, SKIP to next bullet  “View Your Visit History” (3 rd box)  Copied visits: “open” visits and edit them  Also delete any billed visits  EXCEPTION:  EXCEPTION: If the billing status reads “Bill Process Completed, Bill File Created” = Email Sheena Joslyn

36. Shows you what step in the process any appealed visits are.

37.  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 * 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

38.  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

40. 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

43. Note: The previous ARD end date is one day prior to my current ARD Date

44.  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)

45.  Sheena Joslyn  (817) 547-5735  Sheena.joslyn@birdvilleschools.net Sheena.joslyn@birdvilleschools.net  Training presentations, forms, updates…  MAC/SHARS Website MAC/SHARS Website  Houston ISD  (800) 381-6334  eshars@houstonisd.org eshars@houstonisd.org