eSHARS TrainingPresented by: Sheena Joslyn

Assistant to Mr. Seale-Associate Superintendent for FinanceSHARS/Medicaid Specialist

Vendor: Medicaid Finance and Consulting Services (HISD)

WEBSITE: eSHARS.com

Overview

• Booklet Pages• Logging in• Instructions

SAF ProcessSignature Authorization Form

• Implemented 2011-2012• Once a year, on first login requirement• After login (see slides 8-10):

– Ensure all data is correct for your profile– Type in, exactly as it appears, your name to the “sign here” text

box at bottom– Click “View SA Form”– Print it, sign and date it, fax it to Houston

• ALL original forms come to Sheena Joslyn in the administration building

• If you see an error on your SAF profile, please select “I do not agree,” type in your explanation and click “send communication.”

PRINT, SIGN, FAX and SEND ORIGINAL TO SHEENA JOSLYN

• Will not build caseload– Why? • No student in BISD is “tagged” for psychological service.• Assessments are not a tag in Skyward.

• Students given initial evaluation not in system.– Since these students don’t have a special

education label, you will not see them in system.

What ChangedFor LSSP Billings?

Booklet Pages & Logging InRelevant to the 11-12 Booklet

• UserID = email address• Password = per Houston ISD

• For existing eSHARS users: – Your password will transfer from

year to year.

• 5 Tabs– Birdville = Live data– Training = Fake data

• Booklet Pages 4– Page 50= important reminders

• Communication

1. Add a Visit from Scratch2. View your Visit History3. View Student Info.4. View Student Logs5. View My Caseload6. View My Appeal List

Website Example-Login

CALL OR EMAIL HOUSTON TO RESET

PASSWORD

Website Example-After Login

Visit Tab & View My Caseload

NO STUDENTS FOUND

Will not have students in your caseload box.

Will not add students.

You do not want to waste your time searching for a student to bill for if they aren’t eligible

• Select “View Student Information”• Type in a unique ID (i.e. last name, SSN..etc)• Select the student’s name• Click “Next”• Click “Medicaid History” and “Search”

– Look at Medicaid “effective date” & “end date” columns– If the date you performed assessment is outside of that range, you

do not bill.• If the date you performed assessment is within that range, you may

proceed to “Add a Visit From Scratch”

How to Check Medicaid Eligibility

This is where you choose which unique ID you have to search for the student with.

How to Bill Assessment

• Click the “Visit” tab to bring you back to the “home screen”• Click “Assessment/ Psychological Testing” (middle box)• “Add a Visit From Scratch”

– The next screen will look very similar to “View Student Information,” but you can read the top text to verify it is different

• Enter a unique ID (i.e. Last name, SSN…etc)• Search• Select the student’s name• Click “Next”• The next screens will look just like the ones you’ve seen

before when you’ve billed assessments.

This is where you choose which unique ID you have to search for the student with.

Website Example-Add a VisitAssessment/Psych. Testing

Evaluations only billable if the student has an existing Special Ed. label or qualified for one.

Website Example-Add a VisitAssessment/Psych. Testing

Website Example-Add a Visit

Website Example-Visit History

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

Website Example-Student Info.Visit History

Website Example-Help Tab

Troubleshooting & Email to HISD

Reminders

• Communication via phone or BISD email• Add students via Sheena Joslyn• “Help” online• Parental consent-”No’s” go to Sheena ASAP

• Setup a billing schedule– No greater than 4 weeks

• Make sure student has ARD/IEP

• What do I do if I can’t find the student under the “View Student Information” module?– Email Sheena Joslyn student name, DOB, SSN/Student ID.– Sheena will check Medicaid eligibility & correspond with you via email/phone.

• Why did this change?– MFCS/Houston’s job is to keep us in compliance with State/Federal

requirements:• The student’s who are tagged with the service (i.e. Speech) will only come up to an

SLP or SLPA assigned to campus A• Because we do not tag a student for Assessment or Psych. ,they won’t come up under

your qualifications any longer.

Call Sheena @ 817-547-5735Email Sheena (Click Here To Email)

Call MFCS/Houston @ 800-381-6334Email Houston Support (Click Here To Email)

Questions

Contacts

• Sheena Joslyn– (817) 547-5735– Sheena.joslyn@birdvilleschools.net

• Houston ISD– (800) 381-6334– eshars@houstonisd.org

• FAQ about SHARS – FAQ's