SPECIAL EDUCATION Professional Development Policy 2419/Medicaid/IEP

OPENING REMARKS Todays Agenda  Policy 2419  Medicaid Training  General IEP Topics  Breakout IEP Sessions Points of Interest  Atmosphere of collegiality  Focus on what matters  Focus on who matters  Don’t sweat the small stuff

Housekeeping  Stipends will be paid based on your signature AM/PM  Lunch Protocol  Room Assignments  Technology Use  Refreshments  Ticket Out the Door

POLICY 2419

MEDICAID Revisions and Procedures

MEDICAID Revisions  Effective October 1, 2014  Under new management - Public Consulting Group (PCG)  Hired by Feds to bring an efficiency model to Medicaid  States must comply with Section 1915(g) of the Social Security Act  Targeted Case Management (TCM) is the result of this mandate

Why do we bill Medicaid? PositionsCountAvg. SalaryTotal AVG. Salaries Annual IDEA AllotmentMedicaid (25%)County Funds Central Office27 $65,000.00$9,750, Teachers150 $4,000,000.00$1,200,000.00$6,650, Aides60$35,000.00$2,100, Totals237 $11,850,000.00$7,850,000.00$6,650,000.00$0.00 ALL STAFF80 Staff24 Staff133 Staff Note: the other 75% of Medicaid Reimbursements are considered “County Funds”

How are we going to face this challenge?  Old Model – 1 unit yielded 70$  Old Model – You billed for 3-6 units per month  New Model – 1 unit yields $10 dollars  New Model – Attempt 7-10 units per month

Calculation Logic Statement IF: 1 Unit = 10$ AND: 1 Unit = 15 minutes THEN: 15 minutes = 10$ QUIZ: If you send 1.5 hours preparing an IEP for the Annual review, how many units may you claim on the TCM form?

ANSWER  1.5 hours = 6 billable units  6 units = 60$

Documenting Your Time TCM FORM

Demographic Information Will be provided to you from the Office of Special Programs Must be completed in full prior to submission

Date of Service The last date service occurred prior to completing this form Must be in chronological order EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. 10/31/2014

Type of Contact EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. 1Face to Face – Meeting with anyone (other than the student) pertaining to the students needs 2Correspondence – Any written narratives pertaining to the students needs 3Phone Conference – Discussion by any means with any stakeholders in the students needs 10/31/2014 2

TCM Activity EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. A.Assessment B.IEP/Service Plan C.Linkage/Referral D.Advocacy E.Crisis Plan F.IEP Evaluation G.Monitoring 10/31/ F. Notes: Cannot exclusively use “F” for all TCM Notes If “G” is chosen it must be in reference to a previously billed activity. (A-F)

Time In EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. 10/31/ F. 3:15 pm Must be documented in the following format hh:mm am/pm Must be presented in chronological order

Time Out 3:40 pm 10/31/ F. 3:15 pm EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. Must be documented in the following format hh:mm am/pm Must be presented in chronological order

Total Minutes EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. 3:40 pm 10/31/ F. 3:15 pm 25 QUIZ: How many units may be billed for this service?

TCM Note EXAMPLE SCENARIO: I spent 25 minutes on 10/31 compiling behavior notes in preparation for an IEP meeting associated to a recent behavior incident. 3:40 pm 10/31/ F. 3:15 pm 25 Compiled behavior documentation in preparation for an IEP meeting to discuss further revision of the students Behavior Plan The note should consist of the following parts; 1 Action Performed2 Why Performed3 Outcome Achieved

Signature and Credentials 3:40 pm 10/31/ F. 3:15 pm 25 Compiled behavior documentation in preparation for an IEP meeting to discuss further revision of the students Behavior Plan You must sign each note with your credentials You may use a digital image file or traditional signature

Date 3:40 pm 10/31/ F. 3:15 pm 25 Compiled behavior documentation in preparation for an IEP meeting to discuss further revision of the students Behavior Plan 11/08/2014 The date of each note should fall in a logical and sequential order The date should follow the traditional mm/dd/yyyy format

Additional Supports

Technical Assistance

General IEP Topics Required Forms and Procedures

Meeting Preparation  Meeting Notice  Draft IEP  In Lieu of Documentation  Timeline Adherence  Supporting Documentation  Behavior Plans

Individualized Education Program  Attendees  ESY  Considerations  Placement  LRE Considerations  Statewide Testing Accommodations  PWN

What is FERPA  The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.  Pertains to all educational documentation associated to a specific individual.  Permanent Records  IEP Records  Teacher Notes  Discipline Files  s/Texts  Etc.

Parent and Student Rights  Right to inspect and review records upon request  Right to request correction of inaccurate data  Right to expect confidentiality in the handling and transmission of records

School Responsibilities  School officials with legitimate educational interest;  Other schools to which a student is transferring;  Specified officials for audit or evaluation purposes;  Appropriate parties in connection with financial aid to a student;  Organizations conducting certain studies for or on behalf of the school;  Accrediting organizations;  To comply with a judicial order or lawfully issued subpoena;  Appropriate officials in cases of health and safety emergencies; and  State and local authorities, within a juvenile justice system, pursuant to specific State law. Schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

Review Policy 2419 Medicaid General IEP Review Confidentiality (FERPA) Report to Breakout by 1:00 pm Enjoy Your Lunch