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HCPSS / POLICIES

Policy 4060 Implementation Procedures - Medicaid Reimbursement for Health-Related Services

Policy Document

Implementation Procedures

  1. The overall responsibility for implementing, directing, and maintaining the third party billing process to seek Medicaid reimbursement for health-related services is assigned to the Howard County Public School System (HCPSS) Department of Special Education.

  2. The third party billing process is a cooperative effort including the Department of Special Education, Department of Program Innovation and Student Well-Being, Department of Information Technology, Department of Finance, Office of Human Resources, and the Howard County Infants and Toddlers Program.

  3. The Department of Special Education will assign a staff lead whose responsibilities include:

    1. Establishing procedures for implementing and maintaining the process of accessing third party reimbursements for health-related services provided to eligible students in the HCPSS and eligible children in the Howard County Infants and Toddlers Program.

    2. Ensuring the use of electronic signature for Medicaid billing by all appropriate individuals. Those individuals will be limited to:

      1. Health-related services providers (such as Counselors, Social Workers, Psychologists, Speech Therapists, Occupational Therapists, Physical Therapists and Nurses).

      2. Service Coordinators for Individualized Family Service Plan (IFSP) and Case Managers for Individualized Education Program (IEP).

      3. Medicaid Billing Office staff who have completed the HCPSS required signature forms.

    3. Verifying that all appropriate individuals have completed any HCPSS required signature forms which will be retained in the Medicaid Billing Office.

    4. Processing all requests for third party reimbursement.

    5. Maintaining a database and producing regular reports to monitor services billed and reimbursement funds received.

    6. Providing training and regularly updated information for providers of services.

    7. Coordinating continued public awareness efforts through the IFSP and IEP team processes.

    8. Ensuring that all federal and state regulations are met.

    9. Coordinating all external and internal program evaluations.

  4. The Department of Special Education has the responsibility to ensure compliance for record maintenance (i.e., financial, signature verification) in accordance with Section III.C. of the policy.

V, Monitoring

Policy 4060 implementation procedures will be overseen by the Division of Academics.

VI. History

ADOPTED: March 9, 1995

REVIEWED: December 19, 2019

MODIFIED:

  • August 18, 2016

  • June 9, 2022

REVISED: January 8, 2009

EFFECTIVE: June 9, 2022

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.