1. eSHARS Training Presented by: Sheena Joslyn
Provider: Medicaid Finance and Consulting Services (HISD)
WEBSITE: eSHARS.com
eSHARS = Automated process of billing for services you provide versus the paper-billing method used before
Vendor = MFCS, part of Houston ISD
Source: MFCS, a division of the Houston Independent School District

2. OVERVIEW Booklet Pages Logging in Instructions Screen Shots
Step-By-Step Instructions
Several Examples
Source: MFCS, a division of the Houston Independent School District

3. Website Example-Login
Source: MFCS, a division of the Houston Independent School District

4. Website Example-After Login
Training Tab = spare time, access this for quick how-to answers
**NEVER use Birdville tab for practice = Real data**
Website Example-After Login
Source: MFCS, a division of the Houston Independent School District

5. Booklet Pages & Logging In
UserID = address
Login = resetschool
5 Tabs
Birdville = Live data
Training = Fake data
Booklet page 21
Page 37 = IMPORTANT reminders
Communication
Add a Visit from Scratch
Review Pending Approval of Visits
View your Visit History
View Student Info.
View Student Logs
Add a New Student
View my caseload
address is whichever one you wrote/write on SAF during training
Communication for questions = Sheena Joslyn (Via BISD or Phone) OR Houston ISD via Communications tab
RIGHT box = eSHARS system options (After you choose your student and service…choose one of these)
Booklet Pages & Logging In
Source: MFCS, a division of the Houston Independent School District

6. Website Example-Training Tab
Today = Training Tab
“Start”
Website Example-Training Tab
Source: MFCS, a division of the Houston Independent School District

7. Website Example-Visit Tab
Caseload
Service
What would you like to do
Click “Visit”
On left side = My Caseload (Initially empty, you need to build it up)
Services = If you are a nurse, you will have the nursing services option only
**Always choose 3 items on this screen IF you want to view specific student data. If you want to view your caseload data, leave caseload unhighlighted.
Website Example-Visit Tab
Source: MFCS, a division of the Houston Independent School District

8. Building Your Caseload
“View My Caseload” (on right side)..allows to add students to caseload
Place checkmark next to students you need in your caseload
Pages of students, scroll to bottom
Removing a student, right side of screen, place a checkmark next to their name and click “Remove”
Click “close”
Building Your Caseload
Source: MFCS, a division of the Houston Independent School District

9. Website Example-Caseload
Expands
The orange arrow will expand to allow for advanced student search
Click to remove, click to add (Left side vs. Right side)
Website Example-Caseload
Source: MFCS, a division of the Houston Independent School District

10. Website Example-Added Students
Students you chose are now in your caseload box
Website Example-Added Students
Source: MFCS, a division of the Houston Independent School District

11. 1. Add A Visit From Scratch
Highlight student and choose service
“Add a Visit From Scratch” (3rd box)
Choose:
Location
Date
Medication administration or treatment (see booklet)
Select Individual or Group Setting
Input start time/end time
“Create”
Options
Save
Close
Copy
Delete
Open booklet to page 21-Billable Time
Medication Admin-Task with direct time = few minutes (<8min)
Treatment-Tasks >8min
CAN choose combination (i.e. give Jimmy meds in a.m. and tube feeding at 12)
State Hours and Minutes on Start time and end time
*CANNOT CREATE A FUTURE Medication
1. Add A Visit From Scratch
Source: MFCS, a division of the Houston Independent School District

12. Website Example-Nursing Visit
Previous slide shows step-by-step (This is what shows after you’ve selected your student and “add a visit from scratch”)
Website Example-Nursing Visit
Source: MFCS, a division of the Houston Independent School District

13. Website Example-Medication Admin.
IF you chose Nursing Combo. Visit = Top input, scroll down to input treatment…”CREATE”
*You can Choose “Copy” to copy a routine visit to other dates (IF same time) to past dates. When you copy, notice that you must change the billing status to “Ready to Bill.”
Website Example-Medication Admin.
Source: MFCS, a division of the Houston Independent School District

14. Website Example-Medication Admin.
OPTIONS
Website Example-Medication Admin.
Source: MFCS, a division of the Houston Independent School District

15. 2. Review Pending Approval of Visits & 3. View Your Visit History
Highlight Student from caseload
“Review Pending Approval of Visits” (3rd box)
Choices:
Ready To Bill
Reviewed but Failed
Review Later
“Save “
Highlight Student from caseload
“View Your Visit History” (3rd box)
View your visit history = allows you to delete visits, open each visit (THIS will allow you to change the billing status of each visit too)
2. Review Pending Approval of Visits & 3. View Your Visit History
Source: MFCS, a division of the Houston Independent School District

16. Website Example-Billing Status
Source: MFCS, a division of the Houston Independent School District

17. Website Example-Visit History
Source: MFCS, a division of the Houston Independent School District

18. 4. View Student Information
Tabs are:
Visit History
Log
ARD History
Medicaid History
Campus History
Visit History (Delete, View, and change billing status)
*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
Medicaid and Campus History
This module is a summarization of the previous screens (i.e. Visit History allows you to delete visits, open each visit (THIS will allow you to change the billing status of each visit too)
Log allows you to look at the school year visits (i.e. view previous/current ARD hours, input student absences too)
ARD history allows you to modify and/or add an ARD (CAUTION!!)
Change the end date (only the end date) to be one day before the new ARD starts.
For example if you have to input new ARD effective 2/24/2010 and current end date in eSHARS is 2/25/2010, it would be modified to 2/23/2010 and click on the word UPDATE
Then…Click on ADD AN ARD
Enter the ARD date of 2/24/2010, Select a Service, Enter the hours per year and Click on ADD
4. View Student Information
Source: MFCS, a division of the Houston Independent School District

19. Website Example-Student Info.
Source: MFCS, a division of the Houston Independent School District

20. Website Example-Log Tab
Remember this is to keep track of why services weren’t performed and ARD hours completed (OPTIONAL).
-Helps keep track of why you didn’t bill in a given month (i.e. if a student misses ALL visits in 1month = record why here)
Website Example-Log Tab
Source: MFCS, a division of the Houston Independent School District

21. Website Example-ARD History
CAUTION!!
Remember: Pay attention to previous ARD end dates, current visits that may be affected by change(s)
Modify previous ARD to 1 day before the new ARD starts!
Website Example-ARD History
Source: MFCS, a division of the Houston Independent School District

22. Student logs is just like the “Log” tab you saw on the “View Student Info.” tab, but allows to see ALL caseload. (Allows you to see each of your students by school, name) (OPTIONAL)-If student gone for that given month, you can record why here.
-Input reason for absence on this calendar (i.e. DA (Dismissed Per ARD)    AB (Absent)    MO (Moved Out of District)    MI (Moved In District)    Ot (Other))
5. View Student Logs
Source: MFCS, a division of the Houston Independent School District

23. Reminders Communication via phone or BISD email
Add students via Sheena Joslyn
“Help” online
Parental consent
View pending visits
Setup a billing schedule
Make sure student has ARD/IEP
Default parental consent to “Yes.” IF you come across a student without parental consent contact me ASAP.
Reminders
Source: MFCS, a division of the Houston Independent School District

24. Website Example-Help Tab
Troubleshooting & to HISD
If you still have questions after going through the “Training” tab, either contact me, HISD, or choose “Help.”
Website Example-Help Tab
Source: MFCS, a division of the Houston Independent School District

25. Contacts Sheena Joslyn Misty Brown (Alternate) Houston ISD
(817)
Misty Brown (Alternate)
Houston ISD
(800)
Contacts