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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 Skilled 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

Forms & Training Resources

Updated September 2011
Many of these forms and documents are provided by the Virginia Department of Medical Assistance Services (DMAS). When you access these documents, you will be exiting the VDOE website. Please use your browser's Back button to return to this Web page.

General Information

• Annual Medicaid and Schools Training – October 2011 (PPT)
• DMAS Summary of Telepractice (PPT)
• Parental Consent for Billing Public Insurance (Word)
• Parental Consent on the IEP-Addendum (Word)
• Parental Consent Letter with Explanation (PDF)
  • Parental Consent Letter with Explanation (Spanish translation) (PDF)
• Provider Qualifications Brochure (PDF)
• Provider Qualification Certification (PDF)
• Clinical Fellowship Documentation (Word)

Information Regarding Cost Based Reimbursement

• Cost-Based Reimbursement Presentation (PPT)
• Medicaid Reimbursement for Contractors - RMTS letter (PDF)
• Procedure Codes (PDF)
• Direct Services Cost Report (XLS) and Instructions
• Transportation Cost Report (XLS) and Instructions
• Letter to the School Division Superintendent (PDF)
• Letters to the Medicaid Contact:
  • VA Claims Guidance – Oct. 30, 2008 (PDF)
  • Submitting Medicaid Cost Report – 2007-2008 (PDF)
  • Methodology changes – 2007-2008 (PDF)

Therapy Services

• Rehabilitation/Habilitation Services Presentation (PPT)
• Speech Telepractice (PPT)
• Request for Therapy Evaluation (Word)
• Plan of Care (Word)
  • Plan of Care Addendum (Word)
• Occupational Therapist Progress Notes (Word)
• Physical Therapist Progress Notes (Word)
• Speech Therapist Progress Notes (Word)
• Audiology Therapist Progress Notes (Word)

Nursing Services

• Nursing Presentation (PPT)
• Plan of Care for Nursing (Word)
• Student Log of Nursing Procedures (Word)

Psychiatric, Psychological & Mental Health Services

• Psychiatric, Psychological & Mental Health Services Presentation (PPT)
• Medicaid and Schools Behavioral Health (Word)
• Diagnostic Interview (Word)
• Psychological Testing (Word)
• Student Log (Word)
• Psychologist Therapy Progress Notes (Word)

Personal Care Assistant Services

• Personal Care Assistant Services Presentation (PPT)
• Plan of Care for Personal Care Assistant Services (Word)
• Student Log for Personal Care Assistant Services (Word)

Transportation Services

• Specialized School Transportation Services Presentation (PPT)
• Transportation Log (XLS)

Administrative Claiming

• Random Moment Time Study & Administrative Claiming Presentation (PPT)

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)
• Accessing the Web Portal 2011 (Word)
• Webshots for Claiming (Word)

 

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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