eSHARS TrainingTeachers, Educational Assistants,

& Behavior Intervention Specialists

Presented by: Sheena JoslynAssistant to the Associate Superintendent for Finance-Mr. Seale

SHARS/Medicaid Specialist

Vendor: Medicaid Finance and Consulting Services (HISD)WEBSITE: eSHARS.com

Agenda Items

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

Pertinent PagesRelevant to the 2011-2012 Booklet

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

Logging In 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 Scratch2. Review Pending

Approval of Visits• ONLY supervisors see

3. View your Visit History4. View Student Info.5. View Student Logs6. View My Caseload7. View My Appeal List

SAF ProcessSignature Authorization Form

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

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

Website Example-Login

Email Houston if you forgot your password

Website Example-After Login

Website Example-Birdville/ Training Tab

Website Example-Visit Tab

1. Caseload

2. Service

3. What would you like to do

Building Your CaseloadImportant to follow these steps!

“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

Website Example-View My Caseload

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

Right Side = The billable students you see and bill for

Expands

Website Example-Added Students

1. Add A Visit From ScratchPage 17 of Booklet

Highlight student Personal Care Service “Add a Visit From

Scratch” (3rd 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

Website Example-Selections

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

Website 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.

Website Example-ARD Date

Website Example-All Day Individual

Website Example-All Day Individual cont’d

Website Example-All Day Individual cont’d

Make a selection

What Happens When I copy?

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

What happens when I select “Copy?”

Click “Next”

Website Example-Single Individual

Website Example-Single Individual cont’d

Website Example-Single Individual cont’d

Make a selection

Website Example-All Day Group

Website Example-Combination Day (2 Screens)

Website Example-Combination Day (2nd Screen)

Website Example-Combination Day cont’d

3. View Your Visit History

Highlight Student from caseload To see all visits, SKIP to next bullet

“View Your Visit History” (3rd box) Copied visits: “open” visits and edit them Also delete any billed visits

EXCEPTION: If the billing status reads “Bill Process Completed, Bill File Created” = Email Sheena Joslyn

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

4. View Student Information

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: 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

Teachers and EA’sTo check EA input

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

ARD Scenarios

A. Johnny’s ARD was scheduled for March 1st, but was held on March 16th

A. You will NOT have any visits billed from March 1-March 15B. You will “Add an ARD” to read March 16th ending March 16

of the next year

B. Lula’s ARD was scheduled for April 6th, but was held on March 31st

A. You will “Edit” existing ARD to end on March 30th

B. You will “Add an ARD” to read March 31st ending March 31 of the next year

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

Reminders

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)

Contacts

Sheena Joslyn (817) 547-5735 Sheena.joslyn@birdvilleschools.net

Training presentations, forms, updates… MAC/SHARS Website

Houston ISD (800) 381-6334 eshars@houstonisd.org