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3/8/20121PASBOIncreasing Revenue:SBAP Funding Procedures

1Welcome PageLooking for Revenues?3/8/20122PASBO

SBAP & ACP $ Youre in the right place!Looking for Revenue?23/8/20123PASBO

SBAP & ACP $

You and 499 other SBOs. There really is 499 people in this photo! Honest 3Carlisle Recently Jump Started their SBAP Billing Program

May 2010

Added 1 FTE Dedicated Access Billing CoordinatorUpdated Leader Services Software SetupBilling Form/File Management

June 2011

Revenues increased > $100,000Year 13/8/20124PASBO

Carlisle elected to Jump Start our existing billing program. In three simple steps, we increased revenues by more than $100,000 our first year.414 Buildings4,800 Students

General Fund Budget: $64m3/8/20125PASBO

Carlisle Area School DistrictSpecial Ed 15.5% populationof that: 32.2 % MA Eligible30% Free & Reduced Lunch

Spec Ed Budget $7m + Pupil Health $5m

Who are we? Special Ed related costs are nearing 20% of our budget53/8/20126PASBO

How did we do it?Billed by Service Category:IEPs and TransportationSpeech, OT, PT, and Psych SvcAnd various smaller categories

Year 2-3: need to add:PCA ServicesSocial Work ServicesYEAR 3 GOAL: $300,000 How we did it? Started by billing the following categories of service: IEP and Transportation; Speech, OT, PT, & Psych Svc.Need to add: PCA and Social Work Services. Hoping to build revenues to $300,000 by year 3.6School-Based ACCESS Program (SBAP)7SBAP-Direct Services overviewSBAP affords schools the opportunity to receive federal Medicaid funds for providing certain health-related services to special education students who are enrolled in the MA Program.The program began in 1992 and is jointly operated by the PA Department of Education (PDE) and Department of Public Welfare (DPW).

8Eligible schoolsSchool DistrictsIntermediate UnitsMAWAsCharter SchoolsApproved Private SchoolsCurrently, over 600 schools participate.910Covered servicesAssistive DevicesAudiologyIEP DevelopmentNursing (RN)Nursing (LPN)Occupational TherapyOrientation and MobilityPersonal Care AssistantPhysical TherapyPhysicianPsychiatryPsychologySocial WorkSpeech/LanguageTeacher of Hearing ImpairedSpecial TransportationAssist Devices-Are handled on an individual basis, packets can be requested from your Acct Mgr. Can be billed through MA if device turned over to student. 11PCA$44,794,541Speech, Language$28,274,559OT$15,252,994Transportation$12,362,406 IEP Development$15,132,210Physical Therapy$8,596,718Psychology$7,539,680RN Nursing$5,191,279

Teacher of HI$2,925,027Social Work$1,870,712LPN Nursing$1,533,872O&M$676,106Physician$774,464Asst. Devices$151,314Psychiatry$56,713Audiology$100,985Reimbursements by specialtyFor the 2010-2011 school year:Total = $145,233,580Considerations for participationDo you have:Sufficient staff and resources?Accessibility of records?Ability to maintain internal compliance programs?Commitment to keep current on program regulations?Commitment to training and conducting self-audits?

12Reimbursement factorsSpecial education populationMA populationHealth-related services provided by school staff and/or contracted servicesNumber of MA-qualified service providersNumber of parents providing consentLevel of management

13Student must:Be entitled to services under IDEA.Be three years of age and under 21.Be enrolled in MA.Have an IEP that defines the MA-covered service.Eligible students14Student must:Have written Parental Consent.Have Medical Authorization.Receive the MA-covered service by a school employee or contractor who meets MA Provider qualifications.Eligible students15DocumentationMust be maintained for six years.Must fully disclose the nature and extent of the service rendered.Must be legible.Must be readily available for an audit.16ReimbursementsReimbursements are made to PDEs Comptrollers Office and deposited into an LEA-restricted account.Leader provides monthly Financial Reports. LEAs must ensure the availability of funds prior to making a withdrawal request.Funds must be used for special education programs and services.17Appendix E for Allowable Expenditures

FAI system Financial Accounting Information System User Registration Instructions and ePDE Web Portal Security General Instructions: In order to become a registered user of the Financial Accounting Information (FAI) System you must submit a user registration request to your local education agency's (LEA's) FAI Security Approver via the ePDE Web Portal link on the Pennsylvania Department of Education (PDE) home page. FAI USER REGISTRATION STEPS: 1. Register for a PA PowerPort username and password. To register as a FAI application user, you need to obtain (if you haven't already) a registered user name via PAPowerPort Web site, http://www.state.pa.us/, using the "LOGIN to my PAPowerPort" link located at the top right of the Web page. The username and email address you supply must be unique. 2. Submit a FAI user registration request via ePDE Web Portal. All school personnel designated to access and use the FAI application (including registered Web Security Administrators or FAI Security Approvers) need to submit a user registration request via the ePDE Web Portal. An "ePDE Web Portal" link is located on the PDE Web site at http://www.pde.state.pa.us. After successfully logging into the ePDE Web Portal with your PA PowerPort username and password, follow the instructions provided here and / or on the ePDE Web Portal "Welcome" page. Use the "Register" option on the "Welcome" page to submit your user registration request. If your user registration request is accepted go to step 3 below. If your user registration request is not accepted because your LEA lacks a FAI Security Approver, notify your LEA's ePDE Security Administrator that a FAI Security Approver needs to be assigned and registered for your LEA. You can obtain the name of your ePDE Security Administrators within the ePDE Web Portal application by using the "Administrator Report" link on the "Welcome" page. The "Administrator Report" page will either list these individuals or will state that your LEA does not have anyone in these roles. If your LEA already has ePDE Security Administrators and Approvers, but no FAI Security Approver: Your ePDE Security Administrator can add the role of FAI Security Approver to any existing ePDE Security Administrator, Security Approver, or application user using the "Perform Administrative Functions" link on their ePDE "Welcome" page. They should follow the instructions on the ePDE Web Portal and use the "Edit Security Profile" option when prompted. If your LEA does not have ePDE Security Administrators and Approvers: To initially register ePDE Security Administrators and FAI Security Approver(s) for your LEA a spreadsheet needs to be emailed the Department using the email address RA-PDETECH@state.pa.us. Information regarding the spreadsheet can be found using the "Instructions for initial security setup" link on the "Administrator Report" page. FAI Security Approvers will be able to approve FAI user registration requests for accessing the FAI application. 3. Gain approval of your user registration request from your local FAI Security Approver. A registered FAI Security Approver for your LEA will need to approve your FAI user registration request by logging into the ePDE Web Portal and using the "Approve" option on the "Welcome" page. You can obtain the name of your FAI Security Approver within the ePDE Web Portal application by using the "Administrator Report" link on the "Welcome" page. 4. Access the FAI application After your FAI user registration request has been approved, you can access the FAI application by logging into the ePDE Web Portal and using the "Access" option or the FAI link on the "Welcome" page. Note: All five authority roles are required to run the Audit Confirmation report, since it displays payment information for all five roles (ECS,DRC,SFD,Claims, and State Libraries). *************************************************************** LECS Comptroller's Office, ECS Federal Accounting Division *************************************************************** Mailing Address: P.O. Box 60310 Harrisburg, PA 17106-0310 Phone: (717)783-9093 (717)783-9033 (717)783-9085 Fax: (717)787-3593 ************************************************************** Administrative Claiming Program (ACP)

18In meeting students educational needs, LEA staff members often find themselves delivering services that help ensure students are healthy and ready and able to learn.The school setting provides an opportunity to enroll potentially eligible children in the MA Program or to assist children and their families who are already enrolled to access the MA services that are available to them.

ACP overview19ACP allows LEAs to receive federal Medicaid funds in addition to the School-Based ACCESS Program (direct services revenue).Federal matching funds are available for certain administrative activities that are in support of the states Medicaid program.

20ACP overviewSchool districtsIUsCharter schoolsApproved Private Schools

Participating LEAs must also participate in the Direct Services Program.Currently, over 150 schools participate.Eligible schools21One-week quarterly time studies held three times per year capture staff time.The time study must:represent tasks as they relate to the participants job descriptions.capture 100 percent of participants time.

ACP time studies22Examples of administrative claimable activities:Informing individuals about the MA Program.Assisting individuals with the MA-application process.Monitoring, referring, or coordinating MA-covered services.ACP claimable activities23Reimbursements by quarter24For the 2010-2011 fiscal year:July-Sept. 2010$3,979,820Oct.-Dec. 2010$3,753,608Jan.-March 2011$4,016,334April-June 2011$4,104,988Total = $15,854,750ReimbursementsLEAs receive a check from DPW.Reimbursement is calculated at the Federal Financial Participation rate of 50 percent.DPW retains 50 percent of the reimbursement.Funds should be spent within health-care services.

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