1. 2018 – 2019 School Year Random Moment Time Study
Houston Independent School District
Medicaid Finance and Consulting Services
2018 – 2019 School Year 1

2. Overview – What is Random Moment Time Study (RMTS)?
A federally accepted statistically valid random sampling technique that measures the participant’s time performing work activities
A RMTS “Moment” represents one minute of time that is randomly selected from all available moments within the time study period
Statewide time study sample
Regardless of what district the time study participant is at once the moment has occurred please logon to STAIRS and respond to the series of questions documenting the activity being performed and the name of the district
Significantly reduces staff time needed to record participant
activities 4

3. Overview – Purpose of RMTS
Determine the percentage of time the ISD incurs assisting individuals to access medically necessary Medicaid funded services
Direct Medical Services
Medicaid Outreach
Medicaid Eligibility Determination
Medicaid Referral, Coordination, and Monitoring
Medicaid Staff Training
Medicaid Transportation
Medicaid Translation
Medicaid Program Planning, Development & Interagency Coordination
Medicaid Provider Relations
Reasonably identifies staff time spent on activities during the given
quarter. 5

4. Overview – Time Study Activities
Direct Medical – Providing care, treatment and/or counseling
Outreach – Informing students, families and groups about available services
Eligibility – Assisting students or families with the Medicaid eligibility process
Referral, Coordination, and Monitoring – Making referrals, coordinating and/or monitoring activities on a student’s IEP
Staff Training – Coordinating, conducting or participating in training pertaining to
medical or Medicaid services
Translation – Arranging or providing translation to a student or family to access medical or Medicaid services
Transportation – (Exclude bus drivers) aides and monitors accompanying students in need of personal care services or arranging transportation to medical services
Program Planning, Development & Interagency Coordination – Developing strategies to improve the coordination and delivery of medical or Medicaid services
Provider Relations – Activities to secure and maintain Medicaid providers 6

5. Requirements – Important Dates
Event
Opens/Begins
Closes/Ends
(6 p.m. CT)
Participant List (PL)
1st Quarter PL
05/16/2018
09/14/2018
2nd Quarter PL
09/15/2018
12/14/2018
3rd Quarter PL
12/15/2018
03/08/2019
Time Study (TS)
1st Quarter TS
10/01/2018
12/11/2018
2nd Quarter TS
01/09/2019
03/29/2019
3rd Quarter TS
04/01/2019
05/31/2019
* Dates are subject to change 9

6. Training Update
Personal Care Services are not being documented appropriately when responding to the time study. As a result there will be follow-up questions when this occurs.
As the RMTS Contact you are responsible for training the time study participants on the following as it pertains to personal care services.
A personal care service is a direct medical service
A student receiving a personal care service should have an IEP that list the specific activity and/or personal care service needed
Personal Care Service providers should know when responding to a time study moment the response should be restricted to the one minute in time. Do not list multiple activities or their job description/responsibilities
A response should always include the specific PC activity (cueing, monitoring) and the service being provided
When responding to a time study moment if the “Why” states “to provide a direct medical service as defined on a student IEP” then the “What” should clearly define what the direct medical service was.
In situations where lesson planning is being done please indicate the specific student
audience and if it is IEP related. 11

7. Personal Care Services
Personal care services (PCS) are provided to assist a student with a disability or chronic health condition so they may benefit from school/educational services
Personal care services include a range of human assistance provided to students to accomplish tasks the student would normally do for themselves if they did not have a disability
A student may be physically capable of eating lunch but is unable to independently eat in the cafeteria because of functional, cognitive, or behavioral impairments
PCS may be provided by a wide range of school personnel
Teacher Aides Health Care Aides Instructional Aides Bilingual Aides
Bus Aides/Monitors Orientation/Mobility Specialists Teachers
Clerks 35

8. Personal Care Services
Include but are not limited to:
Eating/feeding Meal preparation Personal hygiene Toileting
Maintaining continence Dressing
Grooming
Transferring
Monitoring Redirection Cueing Positioning Ambulation
Intervening with behaviors Respiratory assistance
Assisting with self administering medication

9. Personal Care Services
Personal Care Services are often provided in Life Skills/ Self-Contained classrooms because:
The Life Skills class consists of students with Moderate to Severe disabilities, showing limitations in communication, social skills, and activities of daily living (ADL)
The course curriculum is driven by the student’s needs as stated in each student’s IEP
These classes may have different skill areas addressed based on student needs, like
Domestic skills Daily living skills Pre-vocational skills Vocational skills Social skills

10. Educational or Direct Medical?
Direct Medical Services Include:
Medical services that require a licensed, skilled, trained professional
Nursing
Psychology
Counseling
OT, PT, Speech,
Evaluations
Personal Care Services
Activities that require human intervention to accomplish the task the student would normally do for themselves if they did not have a disability or chronic medical condition, i.e., hands on assistance, monitoring, cueing, redirection, Activities of Daily Living (ADL)

11. Educational or Direct Medical?
Educational Services Include:
Reading/English/Language Arts
Writing
Mathematics
Science
Social studies
Physical education
Electives
Activities that do not require human intervention to accomplish the task the student would normally do for themselves if they did not have a disability or chronic medical condition

12. Educational vs. Direct Medical/PCS
A teacher helping a student solve a math problem that they are
having difficulty understanding.
A PCSP is assisting a student solve a math problem by providing hand over hand assistance using a calculator.
A teacher demonstrating sounding out words during a reading
lesson.
A Speech Therapist is working with a student on an articulation exercise
A teacher in an inclusion class is teaching a Social Studies lesson.
A teacher’s aide is monitoring and cueing students in an inclusion class during a Social Studies lesson to stay seated.

13. Educational vs. Direct Medical/PCS
A Licensed Specialist in School Psychology providing academic counseling to a student.
A Licensed Specialist in School Psychology providing relaxation therapy to a student as part of their defined BIP.
A Nurse teaching students in a health class the benefits of proper hand washing.
A Delegated Nurse assisting a diabetic student in washing their
hands prior to checking their blood sugar per the IEP.
A PCSP in the cafeteria monitoring all students.
A PCSP in the cafeteria cueing a student to swallow between bites during lunch.

14. What Is Monitoring ? Monitoring is a Direct Medical Service when:
The student just received medication as indicated on his/her IEP. The participant is monitoring the student for a reaction.
This activity is a delegated nursing service
Student’s IEP requires that he/she receive continuous
monitoring due to a behavior problem.
This activity is a personal care service (PCS)
The teacher’s aide is monitoring a student in a wheelchair to ensure they do not slide down in their wheelchair.
Monitoring is an Educational Service when:
General monitoring of students in a cafeteria to ensure all students’ behaviors are in accordance with school policy.
This activity is general supervision of students

15. Moment - General
Time study “moments” are randomly selected throughout the entire quarter.
A time study “moment” represents one minute at the
selected time.
If a participant is sampled for a “moment,” their only responsibility is to document what they were doing at that precise minute.
Some options have hover-overs or question marks that provide additional information that helps the participant make the best selection.

16. RMTS Moment Sampling and Notification Participant Questions
New • Drop down responses
System Demonstration
Moment Completion

17. RMTS Moment – Notification
Example of sent to selected participants

18. Moment - Welcome Screen

19. Moment - Login Screen

20. Moment - Start RMTS

21. Moment - Instruction Screen

22. 3 Question Model Participants FAIRBANKS Random Moment Time Study
Welcome,
(.L.2Q.QJ.It)
Random Moment Time Study
0 YOUR TIME STUDY IS NOT COMPLETE.
Your Profile (Edit)
Name: Program:
MAC Category: Behavioral Counselor (MAC
ONLY)
<l) Random Moment Time: 09/ , 08:10AM CentralTime
Reference Materials
Rr.1TS Information Websrte <IX- HHSC>
(M Rr.tTS Portlcloant Manua
1. Who was with you?
Please select an answer...
Do You Need Help?
2 Wha t were vou doina?
3 What were you doing?
Please descnbe only the ONE serv ce that you were MOST 1nvolved 1n (cueing, redirection prompt1ng staff meetmg teaching. reading mon1tonng therapy evaluat1on testmg lunch, etc )
For any additiona lquestions, p ase contact the
Feurbank.s Cfient lnfonnatton Center at
(888)
:3. w ny were you penormmg tn1s ac-tiVJty"f
Please answer the above questions to see the available answers for this question.
Iconfirm that my response above is an accurate representation and description of my actM(y/activities during the Random Moment Time Stuely (RMTS) sample date and time. Icertify that 1 am the Individual authoriz.ed to complete this RMTS as Indicated 1n the upper right hand corner of this screen Ialso confirm that Ihave received training regarding my participation and the accurate completion of this RMTS form.
@ertify &
For questions, please contact Fairbanks LLC Client Information Center (888) or com

23. Moment - Questions WHO Was With You ? WHAT Were You Doing ?
WHY Were You Doing It ?

24. Personal Care Service Providers (PCSP)
get 1 additional question
WERE You Providing Personal Care Services?
WHO Was With You ?
WHAT Were You Doing ?
WHY Were You Doing It ?

25. PCSP 4 Question Model FAIRBANKS Random Moment Time Study
Welcome
Random Moment Time Study
0 YOUR nME STUDY IS t40T COMPLETE.
Your Profile (
Narne: ) .:
Program:
MA C Category: PersonalCare Servtce Provtder
<l) Random Moment Time:07/ :01AM CentralTime
Reference Materials
rQ RMTSlnfonnahon Websrte OX - HHSCl
1 Were y ou prov iding Personal Care Services? Please c_lt
Services before continuing.
to review examples of Personal ca.-e
(i!J RMTS pod!C!QOOt Maoya
Please select an answer...
Do You Need Help?
For nny additional que:aUon.s , p as-e contact the
Fa.-banks CUent lnfonnation Center at
( I
2 Who wa s with you?
Please select an answer...
3 What were y ou doing?
Please descnbe only the ONE sennce that you were MOST mvotved m (cuemg red•rect1on prompt1ng
staff meetmg teachmg. readmg. mon1tonng therapy evaluat1on testmg lunch. etc )
4 .Why were you performing this activity?
Please select an a nswer...
I confirm that my response above is an accurate representati on a nd descnptl on of my actlvtty/actlvttles during th e Random Moment Time Study (RMTS) sample date and time 1 certify that 1 am the individual authorized to complete this RMTS as Indicated 1n the upper right hand comer of this screen. Ialso confir m that 1 have received train•ng regarding my partldpatt on and the accurate completion of this RMTS form
@artily & Submi!J
For questions .please contact Fairbanks LLC Client Information Center. {888) or rpanksllc corn

26. Response – PCSP only Question:
Were you providing Personal Care Services?

27. Response – Drop Downs Question:
Were you providing a personal care services (PCS)?
Yes
Yes and the service was defined on the student’s or students’ IEP(s)
Yes and the service was NOT defined on the student’s or students’ IEP(s) No

28. Response -
Question: Who was with you?

29. Response – Drop Downs Question: Who Was With You?
Special Ed student with health Impairment (chronic medical condition)
Special Ed student with physical disability
Special Ed student with intellectual disability (IDD)
Special Ed student with mental health/psychological disability (emotionally disturbed, etc.)
Special Ed student with autism
Student not Special Ed
Student with learning disability (dyslexia, reading difficulty, language difficulty)
Multiple students
All with either a disability or medical impairment
Some with disability or medical impairment and some with no disability or impairment
All without any disability or medical impairment

30. Question: Who Was With You?
Response – Drop Downs
Question: Who Was With You?
Teachers, Aides, or School Administrator(s)
Contract Provider(s)
No one, alone
Not Working
Paid time off Unpaid time off
Other

31. Response –
Question: What were you doing?

32. your support rather than what is going on in the class.
Response –
Question: What were you doing? (Text Box)
Typically 2-4 sentences that provides specific information about what
you were doing at that minute
Please keep in mind :
When providing PCS the “WHAT” is more about why the student needs
your support rather than what is going on in the class.
You are describing exactly what took place only in the 60 seconds of the moment
The person coding the moment has no background or knowledge of ISD job descriptions; tasks performed or what Special Education is.
Don’t use acronyms in the description
Don’t use people’s names in the responses
If not working, indicate if it was paid or unpaid time off

33. Response –
Question: Why were you performing this activity?

34. Response – Drop Downs Question: Why were you performing this activity?
To ensure safety for student(s) from self, others, environment that they cannot perceive independently
To keep the student on task, in seat, awake that they cannot manage
independently
To assist the student physically
To assist the student intellectually (read or repeat instructions, demonstration, hand over hand)
To assist the student toileting
Pre K
Kindergarten Elementary school Middle school High school
To monitor the student that requires supervision or physical assistance

35. Response – Drop Downs Question: Why were you performing this activity?
To transition the student that requires supervision or physical
assistance
To assist the student feeding/eating that requires supervision or physical assistance
To monitor/intervene with behaviors (aggression, self stimulation, verbal interference, etc.)
With BIP (Behavioral Intervention Plan) Without BIP
To provide Dr. prescribed medication/medical care
Per IEP
Without IEP
To provide other medical care/first aide
To provide therapy (Speech, OT, PT, Sensory stimulation)
13. To Conduct assessment/evaluation (FIE)

36. Question: Why were you performing this activity?
Response – Drop Downs
Question: Why were you performing this activity?
To conduct some other assessment/evaluation (Educational)
To determine student’s eligibility for Special ED
To determine student’s/family’s eligibility for Medicaid/Health benefits
To determine student’s/family’s eligibility for other programs/benefits
To upgrade professional skills through training Through medical/health related training Through educational training
To improve social/vocational/educational services for the districts’ students
To coordinate/provide transportation to medical services for a specific
student or their family
To coordinate/provide translation
For medical services for a specific student or their family
For social/vocational/educational services for a specific student or their family 65

37. Response – Drop Downs Question: Why were you performing this activity?
To provide guidance counseling
To participate in a meeting
Staff IEP
Educational discussion
SHARS medical/Medicaid discussion
Other
Not working
Paid Time Off Unpaid Time Off

38. Complete Time Study -
Review and Submit (Print)

39. Complete Time Study -
Review and Submit (Confirmation Receipt)