Yes. You should bill for the portion of the IFSP meeting that is specific to your discipline. Medically qualified staff who develop, review or revise components of an IFSP necessary to establish, re-establish or terminate a Medicaid-covered health service or to develop, review or revise components of a health service should bill for these services.

You should also bill for consultation services. Consultation when performed by medically qualified staff within the scope of practice providing technical assistance to or conferring with special education providers, physicians and families to assist them in providing a covered health service and health service goals and/or objectives in the IFSP should be billed.

You should not bill for service coordination meetings. Meetings where primary topics are for service coordination or case management, evaluation results or establishing eligibility for special education are not billable.

If the IFSP service is not included in the IFSP drop-down:

• confirm services are listed on cover sheet in ecWeb
• IFSP has been archived electronically in ecWeb
  • If cover sheet does not list services or is not archived in ecWeb, contact the service coordinator

If you are missing a provider’s signature:

• click the edit button on your service log entry
• click billing detail add
• click provider signature box

If you are missing IFSP service information:

• go to the cover page of the IFSP in ecWeb and confirm the form is electronically archived
• if not archived, click the button "file draft IFSP"
• locate service log
  • click edit
  • click billing detail add
  • locate IFSP service field, select appropriate service from drop-down

Continue this practice for all students on your caseload as the IFSP goes to distribution. Contact your site with additional questions.

If you are missing minutes in the service log:

• locate service log for date of service
• complete minutes field at the beginning of entry and under the edit/billing section

If the service log entry is blank:

• locate service log for date of service
• complete yellow highlighted expandable field with details of visit/services

If the service log is missing required ICD-10 codes:

• locate service log:
• click edit
• click billing detail add
• select ICD-10 code from drop down, search for ICD-10 code using alpha or numeric information
  • As the healthcare provider you are selecting the ICD-10 code that best describes the signs and symptoms of the condition requiring therapy or treatment
  • The code selected should be listed at its highest specificity

For assistance in ICD-10 lookup resources, contact medicaidbilling@nwresd.k12.or.us.

If the service log is missing required procedure code:

• click procedure code drop-down
• locate procedure code field dropdown
• select from list code best describing services provided

If the service log is missing a signature:

• click the signature box that indicates your role as service provider or supervisor

If you are missing service a recommendation:

• from the cover page tab, locate the archived IFSP with service to be recommended
• click the Recommendation button to the right of the document.
• locate Medicaid billable services
• click button - I recommend

Should all services be documented using the service log?

Yes. To identify a service log not billable to Medicaid:

• toggle Medicaid status field to “Do Not Bill”
• sign the log

No, specially designed instruction for the delivery of instructional service is not billable. These services will not appear in the IFSP service dropdown list in the service log. Health-related services should be listed separately on the IFSP. Examples include speech therapy, physical therapy, occupational therapy, nursing services and audiology.

Although infrequent, services may be provided on a weekend. When this occurs, please include this information in your service log description. In addition, please retain documentation from your supervisor that services provided on non-regular work days were authorized, in the event of an audit. 

Yes. You are required to address issues from a prior year and your data administrator can help find prior year records. From the service log tab you can access prior year logs and address requested corrections/changes.

Yes. A health assessment plan is a systematic collection of data for the purpose of assessing a student’s health or illness status and actual or potential health care needs in the educational setting. It includes taking a nursing history and appraisal of the student’s health status through interview information from the family and information from the student’s past health or medical record. A provider is required to keep and maintain the health assessment plan and any supporting documentation for a period of eight years.

Yes. A nursing plan of care is written guidelines that are part of and attached to the IFSP that identify specific health conditions of the student and the nursing regimen that is “necessary and appropriate.” Development and maintenance of this plan includes establishing student and nursing goals and identifying nursing interventions (including location, frequency, duration, and delegation of care) to meet the medical care objective identified in their IFSP. A provider is required to keep and maintain the nursing plan of care and any supporting documentation for Medicaid reimbursed health services for a period of eight years. See Oregon State Board of Nursing Practice Act, Division 47. 

Yes. Consent to provide services via telehealth or teletherapy must be obtained from parents/guardians prior to or during the initial visit by each provider. Oregon state licensing boards will guide you as to whether the consent must be obtained verbally or in writing. Best practice is to obtain telehealth consent from parents/guardians on an annual basis, most likely on the first visit and recorded on the medical tab in ecWeb.