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Virginia Department of Education

Information on this page is provided by the Office of Student Services.

Staff Contacts

Health & Medical

Medicaid & Schools

Reimbursement to school divisions

School Divisions can submit claims to Medicaid for reimbursement for the following services. These services can be provided by school division employees, contracted employees or contracted agencies.

Services that must be included in the Individualized Education Program (IEP)	Services and administrative duties for general education and special education students
Physical Therapy Occupational Therapy Speech-Language Pathology Nursing Services Psychological services provided by a psychologist or school social worker Personal Care Assistant Services (special ed aides, nursing aides) Audiology Services Medical Evaluations Services Transportation	Early Periodic Screening, Diagnosis and Treatment (EPSDT) Administrative Claiming

Training Resources

General Information

• Annual Medicaid and Schools Training (PPT) – updated September 2012
• Early and Periodic Screening, Diagnosis and Treatment Program (EPSDT) (PPT) – updated October 2012
• DMAS Summary of Telepractice (PPT)
• Parental Consent for Billing Public Insurance (Word)
• Notification for Acessing Public Benefits or Insurance (Word)
• Parental Consent Letter with Explanation (PDF) – updated September 2012
  • Parental Consent Letter with Explanation (Spanish translation) (PDF) – updated September 2012
• Clinical Fellowship Documentation (Word)

Information Regarding Cost Based Reimbursement

• Cost-Based Reimbursement Presentation (PPT) – updated September 2012
• Medicaid Reimbursement for Contractors - RMTS letter (PDF)
• Procedure Codes (PDF) – updated October 2012
• Letter to the School Division Superintendent (PDF)

Therapy Services

• Rehabilitation/Habilitation Services Presentation (PPT) – updated September 2012
• Speech Telepractice (PPT)

Nursing Services

• Nursing Presentation (PPT) – updated September 2012

Psychiatric, Psychological & Mental Health Services

• Psychiatric, Psychological & Mental Health Services Presentation (PPT) – updated September 2012
• Medicaid and Schools Behavioral Health (Word)

Personal Care Assistant Services

• Personal Care Assistant Services Presentation (PPT) – updated September 2012

Transportation Services

• Specialized School Transportation Services Presentation (PPT) – updated September 2012

Administrative Claiming

• Random Moment Time Study & Administrative Claiming Presentation (PPT) – updated September 2012

EPSDT (Early Periodic Screening, Diagnosis & Treatment)

• EPSDT Screening Presentation (PPT)
• Case Management – How to Use EPSDT for Complex Care Presentation (PPT)

Billing on the CMS 1500

• Overview of Electronic Billing (PPT) – updated September 2012
• Accessing the Web Portal 2011 (Word)
• Webshots for Claiming (Word)

Forms

The following resources are provided by The Virginia Department of Medical Assistance Services (DMAS)

• Virginia Medicaid Web Portal
• Medicaid Provider Forms Search (Note: in the drop-down menu on this Web page, change All Types to Local Education Agency, then click the SEARCH button.)
• Medicaid Reimbursement for School Based Services — for information about:
  • Self Audit Eligibility
  • Guidance Letters
  • Direct Service Cost Settlement
  • Time Study
  • Administrative Services Cost Reimbursement
  • Transportation Cost Settlement
  • Eligibility Matching

Outside Resources

• Virginia Department of Medical Assistance Services (DMAS)
• Family Access to Medical Insurance SecuritY (FAMIS)
• National Alliance for Medicaid in Education (NAME)

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