Superintendent's Memo #171-11

State seal, Commonwealth of Virginia

Department of Education

June 17, 2011

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Training Opportunity: Medicaid and Schools

The Virginia Department of Education is pleased to announce a training opportunity in Medicaid reimbursement and documentation procedures for all school divisions. The training will be held at the Doubletree Hotel in Charlottesville, Virginia on Monday, October 3, 2011, 5:30 p.m. to 8:30 p.m. and Tuesday, October 4, 2011, 7:30 a.m. – 4:30 p.m. Training on Monday will be breakout sessions that will be repeated on Tuesday, allowing attendees to participate in multiple sessions and a school division panel presentation regarding supervision, records management, role of the Medicaid coordinator and more.  Please see the attached tentative agenda.

Training on Monday and Tuesday regarding Medicaid documentation requirements is designed for occupational therapists, physical therapists, speech-language therapists, nurses, psychologists, social workers, special education aides, and clinic aides (school division personnel and outside contracted agency personnel).  Special education directors, special education supervisors, school nurse coordinators, and school financial officers will also receive information on how to implement and manage the Medicaid billing program.

Topics to be addressed are:

The Virginia Department of Education will provide breakfast, lunch, and an afternoon break on Tuesday.  Participants will be responsible for their own lodging. There will be exhibitors from 4 p.m. – 5:30 p.m. on Monday, during registration, and 7:30 a.m. – 4:30 p.m. on Tuesday.

The Doubletree Hotel will offer government rates through September 16, 2011, at $112 plus tax for a single, $127 plus tax for a double. The Doubletree is located at 990 Hilton Heights Road, Charlottesville, VA, 22901.  Please call (434) 973-2121 to make reservations.  Please reference Medicaid and Schools when making your reservation.

The conference registration form is attached and must be returned by September 23, 2011.  All conference materials will be available for downloading/printing three weeks prior to the training.  An e-mail with the link to the training materials will be sent to all registered participants. Questions and technical assistance requests may be directed to Amy Edwards at or (804) 692-0150.



  1. Medicaid and Schools Annual Training Registration Form (Word)
  2. Medicaid and Schools Annual Training Tentative Agenda (Word)