eSHARS Training

eSHARS TrainingTeachers, Educational Assistants,& Behavior Intervention Specialists

Presented by: Sheena JoslynAssistant to the Associate Superintendent for Finance-Mr. SealeSHARS/Medicaid Specialist

Vendor: Medicaid Finance and Consulting Services (HISD)WEBSITE: eSHARS.comEAs should only bill if their teacher has spoke to Sheena Joslyn and completed the EA to bill in eSHARS form (online).Why? Bills input by an EA, although under their own name, will be understood by Houston as authorized and validated by the teacher.1Agenda ItemsBooklet PagesInformation similar to prior years booksLogging inHow, when & what to billScreen ShotsNew featuresAny new/updated information is in red

Pertinent PagesRelevant to the 2011-2012 BookletPage 1Students you bill in eSHARSPage 3PolicyPage 16What is a PCSPage 17-20Billable TimeIEP Documentation & Skilled NursingPage 50Reminders

Logging InUserID = email addressPassword Last years or default5 TabsBirdville = Live dataTraining = Fake dataCommunicationBill in eSHARS if:Student(s) is/are Medicaid EligibleARD/IEP documents your billable service (new PCS Supplement)Add a Visit from ScratchReview Pending Approval of VisitsONLY supervisors seeView your Visit HistoryView Student Info.View Student LogsView My CaseloadView My Appeal ListVery very very important to remember to bill in eSHARS ONLY if student(s) is/are (SEE PAGE 1 OF BOOKLET):1) Medicaid Eligible-which eSHARS distinguishes for you, as long as you follow my instructions 2) Student(s) ARD/IEP packet has the PCS service you provide to them*IF ARD/IEP doesnt have this, please contact Sheena or complete the new pdf ARD/IEP PCS supplement form and provide to Diagnostician.4SAF ProcessSignature Authorization FormImplemented 2011-2012Once a year, on first login requirementAfter login (see slides 8-10):Ensure all data is correct for your profileType in, exactly as it appears, your name to the sign here text box at bottomClick View SA FormPrint it, sign and date it, fax it to HoustonALL original forms come to Sheena Joslyn in the administration building

Houstons fax # is on the form near where you sign.5

FYI-Qualifications simply tracks the effective date(s) at which campus(es).

After you click Start in eSHARS, you see the screen below.You review 1)Your name, your district, your email and the qualifications and campus(es)If anything is incorrect, you select I do Not Agree6

If anything is incorrect, you select I do Not Agree and type in what is not correct 7

PRINT, SIGN, FAX, and SEND ORIGINAL TO SHEENA JOSLYNIf you agree that all is correct, you will type in your name exactly as it appears at the top of the screen.Click View SA FormOnce you do, youll see this screenPRINT, SIGN, DATE, FAX, AND SEND ORIGINAL TO SHEENA JOSLYN

8Website Example-Login

Email Houston if you forgot your password9Website Example-After Login

Training Tab = spare time, access this for quick how-to answers**NEVER use Birdville tab for practice = Real data**

10Website Example-Birdville/ Training Tab

Click START, even in the Birdville tab you will be asked to do so.11Website Example-Visit Tab

Clicking the Visit tab will always bring you back to this screenHelpful when you want to back out of the screen youre inOn left side = My Caseload (Initially empty, you need to build it up)Services = As a teacher or EA, you will only see the Personal Care Services as an optionTYPICALLY you will select 1 item from each box

12Building Your CaseloadImportant to follow these steps!View My Caseload (blue box)Allows you to add students to caseloadPlace checkmark next to students you need in your caseloadClick AddPages of students, scroll to bottomRemoving a student (On right-side of screen)Place a checkmark next to their name and click RemoveClick close or click the Visit tab

IT IS EXTREMELY IMPORTANT YOU DO THIS STEP! Why? If you do not build your caseload, you may select a student that is NOT Medicaid eligible.You will not be able to keep up with new students I have added each month.

To remove a student, you are already in View My Caseload, then you look to the right-side of your screen to see the students currently on your caseload.13Website Example-View My Caseload

Left Side = Medicaid eligible students @ your assigned campus(es)

Right Side = The billable students you see and bill for ExpandsNOTE: The right side of the screen reflects students current on your caseload, initially = 0Anytime new students were uploaded, by me, you will select the Show New Students optionThe orange-white down-arrow will allow you to search for specific students NEVER DESELECT THE MEDICAID ELIGIBLE CHECKBOXClick Add or mouse-over and click the Add to Caseload pop-up message.

Sheena uploads students monthly, this is where the yellow banner shows the new students. Only select students with Medicaid #s next to their names under the Medicaid ID column.15Website Example-Added Students

Students you chose are now in your caseload box.

161. Add A Visit From ScratchPage 17 of BookletHighlight student Personal Care ServiceAdd a Visit From Scratch (3rd box)Select location, date, and serviceChoose:All Day IndividualAll Day GroupSingle IndividualCombination DayInput time no service was providedInput visit start and end timePlace a checkmark next to the Personal Care ActivityCreateOptionsSaveCloseCopyDelete

Open booklet to page 17-Billable TimeInput the Time that No Service was Provided (HH:MM) [i.e. When the student saw his/her nurse for medication OR if the student took a nap]Input visit start and end timeCopying this visit to other past dates will default this EXACT visit (Time, date, services)You CAN change the time and services once copied.1. Select the student2. Select View Visit History3. Open the visit you need to change information on4. Change it and save*CANNOT CREATE A FUTURE Visit17Website Example-Selections

Source: MFCS, a division of the Houston Independent School DistrictSelect StudentSelect Personal Care Service (Will be the only option in the middle box)Select Add a Visit from Scratch (Once you select this, the system automatically takes you)18Website 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.Choose your location, date, and service. Look on page 17of eSHARS booklet for descriptions of service.

*For the example in purple box above, remember the students ARD/IEP must read the EA is assigned to him/heretc19

After youve clicked next, if you see a pop-up warning of other visits created for the same day youre billing for, please ONLY be concerned with those that reflect Personal Care Service.It is only letting you know another clinician billed, please be aware that you may be double-billing (Youre only double billing when your same service, personal care, is billed 2x)20Website Example-ARD Date

This screen will ask you to input an ARD for the PCS. One time only, until next ARD date (1yr).Input the ARD date that your visit relates to. If you arent aware of the accurate ARD date, please contact your diagnostician (look at the student's PCS supplement form, if applicable, to see date PCS was added).

21Website Example-All Day Individual

*Refer to page 20 to describe skilled nursing vs solely a PCS (Other Personal Care)

Again, input time that no service was provided, your visit start and end times (Use the HH and MM vs typing in the times), and select your personal care activity. I know that on your day-to-day you may not realize that you do some/all of these tasks, and if you have any questions about these tasksdont hesitate to either contact Houston or myself.22Website Example-All Day Individual contd

Once youve selected the times, both working and not working with the child (Left and right side of screens), notice that total time is then calculated on the left and you can save, copy, delete, AFTER youve selected create.

23Website Example-All Day Individual contd

Make a selectionHINT (Thanks to one of BISDs teachers): +Put visit into a Completed: Do Not Bill status (on left-hand side of screen) and use this as a template to COPY to other dates (You can adjust visit information when you go back into view your visit history).24

What Happens When I copy?Click the date(s) you wish to copy toCannot copy to future datesIf you click the wrong date, select it from right side and click remove.You do NOT have to change the billing status anymoreA calendar screen comes up.

25What happens when I select Copy?

Click NextClick Close or click the Visit tabBE AWARE: When you copy, those visits are put into a Pending Approval billing status

*If you see a save button in eSHARS, use itit does NOT auto-save any screen that has option26Website Example-Single Individual

Single Individual (You can only select one Activity at one time). You CAN input multiple visits in this screen, simply input start/end times, select your PC activity, click add. Once youve done this, youll enter the start/end times of your next visit and the activity provided, click Addetc27Website Example-Single Individual contd

Once you click Add, this screen shows (Logs your input).28Website Example-Single Individual contd

Make a selectionOnce you click Create, you see that the total time is on the left and you can save, close, copy to other dates, and delete/print. Copying to other past dates will allow you to change visit information, you must:1. Select your student2. View Visit History3. Open the visit that is different4. Change the information and save29Website Example-All Day Group

Create:Copy, save, print, delete or close.30Website Example-Combination Day (2 Screens)

Common for you.You must scroll down to input the individual portion of the combination.31Website Example-Combination Day (2nd Screen)

On the Individual Service, remember that you can input more than one activity. After choosing add, you select another activity and times and click add.

32Website Example-Combination Day contd

Note: In the screenshot eSHARS sums your group time and individual time, subtracts out your time that no service was provided, by you or your EA, for the total time. Again, choose to save, copy, close, delete or print.

333. View Your Visit HistoryHighlight Student from caseloadTo see all visits, SKIP to next bullet

View Your Visit History (3rd box)Copied visits: open visits and edit themAlso delete any billed visitsEXCEPTION: If the billing status reads Bill Process Completed, Bill File Created = Email Sheena Joslyn

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Shows you what step in the process any appealed visits are.1st Option = Delete (Those visits you billed accidentally)2nd Option =Open (This is where you will open and edit any copied visits that need altered)3rd Option = Appeals: Those visits you see in a Bill Process Completed, Bill File Created that you emailed Sheena to appeal.364. View Student InformationTabs are:Visit HistoryLog (OPTIONAL feature)ARD HistoryMedicaid HistoryCampus HistoryVisit History (Delete visits and Open)*ALERT: If not ready to bill, put into Completed-DO NOT BILL StatusLog 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 VisitThis 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)You can see what other clinicians are billing for this student as well

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 UPDATEThenClick on ADD AN ARDEnter the ARD date of 2/24/2010, Select a Service, Enter the hours per year and Click on ADD

37Teachers and EAsTo check EA inputView EA data inputVia View Student InformationNo edit capabilityOpen to viewEither print or jot down edits for EAProtect data validity

Teachers that wish to view their EAs data input will use the View Student Information tab, open the visit and note any edits that need to be made.

*REMEMBER: Only 7 days from date of input for edits/deletions. Once it reads Bill Process Completed: Bill File Created you must email Sheena Joslyn what needs changed, why, on whom. Sheena will appeal.

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When Visit History is accessed via the View Student Information you can see all Services billed to that student.Again, you can open and edit and delete visits here (Cannot edit or delete any visits YOU did not bill)

39ARD ScenariosJohnnys ARD was scheduled for March 1st, but was held on March 16th You will NOT have any visits billed from March 1-March 15You will Add an ARD to read March 16th ending March 16 of the next yearLulas ARD was scheduled for April 6th, but was held on March 31stYou will Edit existing ARD to end on March 30thYou will Add an ARD to read March 31st ending March 31 of the next yearRemember: 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! If you ever question the ARD date(s), contact your diagnostician

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You click to modify IF you held an early ARD meeting, thats scenario B from last slide.You click to Add an ARD IF you held that ARD after the previous ARD end date, thats scenario A from last slide.41

Warning Message ALWAYS pops up. Click OK.

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Note: The previous ARD end date is one day prior to my current ARD DateSelect a Service = Personal Care-Group and or Personal Care-IndividualARD Date = The day of the ARD43RemindersCommunication via phone or BISD emailAdd students via Sheena JoslynHelp onlineParental consentSetup a billing scheduleNo more than 2 weeksExample, see students M-F and bill on MondayMake sure student has ARD/IEPNew PCS Supplement Form (Available Online)

Default parental consent to Yes. IF you have a student that you know has a No:Intercampus the form to Sheena Joslyn ASAPIf you dont already have a schedule for billing.design one around your schedule (i.e. daily/weekly/biweekly)**I will be checking/running reports to confirm your participation in the billingIMPT-Student has an ARD/IEP44ContactsSheena Joslyn(817) 547-5735Sheena.joslyn@birdvilleschools.netTraining presentations, forms, updatesMAC/SHARS WebsiteHouston ISD(800) 381-6334eshars@houstonisd.org

Contact Sheena for policy and program questions/concernsContact Houston to program troubleshooting and system improvement suggestionsFYI-You can click on the links to get to email or the website45