Frequently Asked Questions with Answers

Classifieds

1. I discuss a health concern with a teacher that may lead to a potential referral. How do I code this activity?

Gathering information that may be required in advance of medical/dental/mental health referrals will be a code 9b activity.

2. How do I code my lunch?

Since most classified employees are not paid for their lunch time, you would not code your lunch time. If you are paid for your lunch time, it would be a code 10.

3. How do I code my breaks?

Most classified employees get a 15 minute break in the morning and one in the afternoon. Breaks are considered a code 10 activity.

4. As a special education para-ed, I am asked to look through a student’s health records in the office to see if there is a pattern from past years regarding a health related concern that could lead to a potential referral. How do I code this activity?

Gathering information that may be required in advance of medical/dental/mental health referrals will be a code 9b activity.

5. As a special education para-ed, I work with handicap students. How do I code this activity?

Working with handicapped students as a special education para-ed would be considered an educational activity and is a code 3 activity.

6. After class I have a discussion with the classroom teacher about a certain medical component of a student’s IEP. How do I code this activity?

Monitoring and evaluating the Medicaid service components of the IEP is a code 9b activity.

7. During a home visit I encourage a parent to access medical/dental/mental health services provided by the Medicaid program. How do I code this activity?

Encouraging parents to access medical/dental/mental health services provided by the Medicaid program would be a 1b activity.

8. During a home visit I help a parent with the information on the Healthy Kid’s Insurance form. How do I code this activity?

Helping a parent understand or fill out the Healthy Kid’s Insurance form is a 2b activity.

9. How do I code the travel time to a home visit?

Travel time to any b activity is coded the same as the activity to be performed.

10. As a secretary in the office, I perform clerical activities related to general building or district functions or operations. How do I code these activities?

Performing administrative or clerical activities related to general building or district functions or operations would be code 3 activities.

Elementary

1. If I call a parent during the school day to express a medical health concern on their child that potentially could lead to a referral, how do I code this activity?

Parent contact to discuss a potential medical concern that could lead to a referral is a code 9b activity.

2. During our third grade team meeting I bring up a medical concern on a student that could potentially lead to a referral to special education. How do I code this activity?

Participating in a meeting/discussion to review a student’s need for health related services covered by Medicaid is a 9b activity.

3. As a special education teacher I have a discussion with a teacher of one of my students on a follow-up of Medicaid services being rendered by the SLP. How do I code this activity?

Special education teachers code the Administrative Match the same as regular ed teachers. This would be a 9b activity.

4. After having a conversation encouraging a parent to access services provided by Medicaid for their child, I take time to write down all aspects of our conversation. How do I code this activity?

Related paperwork and clerical activities necessary to perform this 1b activity would also be coded as a 1b activity.

5. How do I code my lunch?

If your lunch time is considered part of the contract day, then your lunch is a code 10 activity. If your lunch is not considered part of the contract day, then you would not code this time.

6. If I have a student teacher, how do I code the time that I am observing them teach?

Providing general supervision of staff, including student teachers, is a code 3 activity.

7.I have a discussion with the counselor over a concern on a medical issue that could potentially lead to a referral for one of my students. How do I code this activity?

Participation in a meeting/discussion to coordinate a student’s need for health related services covered by Medicaid is a code 9b activity.

8. I am involved in an IEP meeting regarding one of my students. How do I code this activity?

All coding during an actual IEP meeting is coded as a code 3 activity.

9. How do I code the time spent with the school district physical therapist on a follow-up to Medicaid services rendered to one of my students?

Participating in a meeting/discussion to coordinate or review a student’s need for health services covered by Medicaid is a 9b activity

10. A student on the playground is injured and I give the student first aid. How do I code this activity?

Giving a student first aid would be a code 4 activity

General

1. Do I only code medical issues with students that are Medicaid eligible?

You will code medical issues with all students whether they are Medicaid eligible or not.

2. Are school staff, such as an SLP and Physical Therapist that provide Medicaid services to students, considered a Medicaid service provider?

Staff such as an SLP or Physical Therapist are not Medicaid service providers.

3. What are four Medicaid services that are available for students?

Medicaid services available to students: physical exams, general health services, mental health services, substance abuse, dental, hearing aids, preventive care, immunizations, transportation, family planning, vision.

4. Do I need to put a descriptive narrative for “A” activities on the time study form?

“A” activities do not require a descriptive narrative.

5. If I do a follow-up on a student to ensure that medical services covered by Medicaid were provided, what activity does that fall under? Is this a reimbursable activity?

A follow-up activity on Medicaid services provided would be a 9B activity. Yes, this is a reimbursable activity.

6. How do I fill out my time study form if I am absent on a time study day?

When you are absent on a time study day, all of your time will be coded as code 10.

7. The total bubbled time, must be the same as what other part of the time study form?

The total bubbled time must be the same as your total paid time worked and also must be the same as your total hours tracked.

8. Under what activity do I code my prep period if I am planning curriculum or correcting papers?

Your prep period is a code 3 if you are planning curriculum or correcting papers.

9. To code a reimbursable activity it must be at least how long?

To code an activity as a reimbursable activity, it must be at least 7 1/2 minutes.

10. If I participate in a meeting/discussion to coordinate or review a student’s needs for health related services covered by Medicaid, what coded activity does this come under? Is this a reimbursable activity? Do I need to put a descriptive narrative on my time study form?

You would code the meeting/discussion as a 9B activity. This would be a reimbursable activity. You would also need to put down a descriptive narrative on the time study form.

Secondary

1. If we discuss substance abuse in class, how would I code that activity?

Time in class doing curriculum is considered an educational activity and is a code 3 activity.

2. During my prep period I talk with the SLP to do a follow-up on Medicaid services being rendered to one of my students by this specialist.  How do I code this activity?

Even though this is your prep period, doing a follow-up on a Medicaid service being rendered to a student is a 9b activity.

3. A fellow teacher and I discuss a potential medical issue on a student.  How do we code this activity?

A meeting/discussion to coordinate a student’s need for health related services covered by Medicaid is a 9b activity for both staff members.

4. When having our pre-season football meeting, I explain that all athletes need a physical to compete.  How do I code this activity?

Even if the meeting is during the contract day, the activity of explaining about physicals would be coded a code 3 since physicals are mandatory by state law to compete in athletics.

5. On a time study day I review the power point presentation and frequently asked questions on the Administrative Match program.  How would I code this activity?

Going over the power point presentation and the frequently asked questions on the Administrative Match is considered a refresher training activity and should be coded as an 8b.

6. I am the attendance secretary and keep track of all students’ attendance.  How do I code this activity?

Doing the attendance is considered a code 3 activity.

7. I am attending a meeting and we are writing up a student’s IEP.  How do I code this activity?

Writing up a student’s IEP, even though it may be a medical issue, is considered a code 3 activity.

8. After class my para-ed and I discuss the progress of a medical component of a student’s IEP.  How do we code this activity?

Evaluating and monitoring the Medicaid service components of a student’s IEP would be a code 9b activity for both the teacher and para-ed.

9. During the school day I call a parent about a medical concern that I have with their son who wrestles for me.  How do I code this activity?

Parent contact during the contract day to gather information that may be required for a medical or health referral is a 9b activity.  If during the conversation the parent is encouraged to access health services provided by the Medicaid program, this would be a 1b activity.

10. On a time study day I take a half-day personal leave to go to the doctor.  How do I code this activity?

Personal leave time or time not at work is a code 10 activity.  You would code your half day at school as you would any other day and code the half day away from school as a code 10.

Specialists

1. If I perform Medicaid services with a student, how do I code this activity?

Performing Medicaid services with a student should be a code 4 activity.

2. When I do a follow-up activity with a Medicaid service provider, how do I code this activity?

Doing a follow-up with a Medicaid service provider is a code 9b unless you are billing Medicaid for this time and then it would be a code 4 activity.

3. Since I only work for the school district on Tuesdays and Wednesdays, what time studies will I fill out?

You only fill out time studies when they occur during contract days with the school district.

4. I spent time during the school day arranging for a student with a substance abuse problem to go to the high school two days a week for a special class.  How do I code this?

The time arranging the class on substance abuse would not be considered a Medicaid service and would be a code 3 activity.

5. The special education teacher and I discussed a medical concern of a student that could potentially lead to a referral.  How do I code this activity?

Both you and the teacher would code the discussion/meeting to coordinate a student’s need for health related services covered by Medicaid as a 9b activity.

6. Will I ever code an activity a “b” code if I am billing Medicaid for this activity?

Any time that an activity is billed to Medicaid, it will never be coded in the “b” category during a time study day.

7. I received a request from a Medicaid service provider for paperwork to be done on a student’s health issue.  How do I code this activity?

Doing related paperwork for a Medicaid Service provider would be a 9b activity.  This is considered related paperwork necessary to perform this activity.

8. If I am giving follow-up information to staff on a student’s Medicaid related medical/dental/mental health services and plans, how do I code this activity?

Providing information to staff on a student’s related medical/dental/mental health services and plans would be a 9b activity.

10. When I give students mandated health screens, how do I code this activity?

Mandated health screens are a code 4 activity.

11. If I bill Medicaid for services rendered, am I considered a Medicaid service provider?

No, you are not considered a Medicaid service provider.