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• Screen Shots• New features

Booklet Pages & Logging InRelevant to the 10-11 Booklet

• UserID = email address• Password = per Houston ISD

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

• Booklet Page 5 and 7– Page 28= 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

NEW OPTION

Website Example-Login

Website Example-After Login

Website Example-Training Tab

Caseload

Service

What would you like to do

Website Example-Visit Tab

Building Your Caseload

• “View My Caseload” (3rd blue box)..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”

Website Example-Caseload

Left Side = Medicaid eligible students @ your assigned campus(es)

Right Side = The billable students you see and bill for

Expands

Website Example-Added Students

1. Add A Visit From ScratchAssessment/Psych. Testing

• Highlight student• Assessment/Psych. Testing• “Add a Visit From Scratch” (3rd box)• Select assessment type and whether

student is special education• Input :

– Activity (drop-down)– Visit Date– Start/End Times

• You can add another visit or choose:

– Options• Save• Close• Copy• Delete

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

1. Add a Visit From ScratchPsychological Service

• Highlight student• Psychological Service• “Add a Visit From Scratch” (3rd box)• Select location, date, and start/end time• Choose:– Individual – Group

• Enter ARD date for services– 1-time input

• Input:

– Primary Activity– Observation– Targeted IEP Objective

• Create

– Save– Copy– Delete– Print

Website Example-Psychological Service

Website Example-Psychological Service

Website Example-Psychological Service

Website Example-Psychological Service

2. Review Pending Approval of Visits--Supervisors 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)

Website Example-Pending ApprovalsSupervisors

Website Example-Visit History

NEW OPTIONShows you what step in the process any appealed visits are.

4. View Student InformationUse caution here

• Tabs are:– Visit History– Log (OPTIONAL)– 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

• OPTIONAL:– 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

Website Example-Student Info.Visit History

Website Example-Log TabOPTIONAL

Website Example-ARD HistoryUse Caution Here

ARD Scenarios

A. Johnny’s ARD was scheduled for March 1st, but was held on March 16th

A. You will NOT have any visits billed from March 1-March 15B. You will “Add an ARD” to read March 16th ending March

16 of the next year

B. Lula’s ARD was scheduled for April 6th, but was held on March 31st

A. You will “Edit” existing ARD to end on March 30th

B. You will “Add an ARD” to read March 31st ending March 31 of the next year

5. View Student LogsOptional

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 longer than 2 weeks

• Make sure student has ARD/IEP

Contacts

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

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

• FAQ about SHARS – FAQ's