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  New eSHARS book available!  Logging in  How, when & what to bill  Screen Shots  New features

3.  Page 1  Students you bill in eSHARS  Page 4  Policy  Page 11  What is a PCS  Page 12-15  Billable Time  IEP Documentation  Page 28  Reminders

4.  UserID = email address  Password = as emailed to you by Houston  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 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

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

9.  “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

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

13.  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

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

15. 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.

20. Make a selection

21.  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.”

22. Click “Next”

30.  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

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

33.  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 (Keep track of why services weren’t performed and ARD hours completed)  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

34.  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

37. 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

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

41.  Communication via phone or BISD email  Shannon Learning Center  Email Sheena Joslyn your name to give all campus access  Add students via Sheena Joslyn  “Help” online  Parental consent  Setup a billing schedule  No longer than 2 weeks  Example, see students M-F and bill on Monday  Make sure student has ARD/IEP

42.  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