Operating Guidelines

PREVIOUS VENDOR TRANSITIONS

As your district onboards MSB, see below three areas that we support to successfully 

• TMHP Transition Forms - MSB’s Enrollments team will be reaching out to you in gathering the necessary paperwork. However, if you want access to these forms, click TMHP Enrollments to review and download: 

1. W-9 Form 
2. Tax Exempt Form
3. Signatory Authorization Form
4. Quick Start Form 
   

• Data Collection 835/R&S Reports - in order to accurately compare financials and set up your district for success in the event of an audit, your Program Specialist will request 3 years worth of historical R&S/835s.  Once submitted, our database team will  import this data into X Logs which will then give you access to a comprehensive financial report.
  

• Data Extraction for Potential Billing - In addition to  collecting 835/R&S reports, we also recommend collecting session data from your previous vendor. The more information that we get from your previous vendor, the more analysis we can provide to determine opportunities to maximize reimbursement. 

To participate in the Medicaid to Schools Program, school districts must enMeroll to become a “provider” with HHSC-TMHP. Once enrolled, there is a 5 year renewal requirement. The state will reach out when it is time to renew your district’s application through the TMHP system. MSB provides enrollment support for both initial and renewal agreements.

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To ensure student’s information is up to date for providers to document on, MSB sets up an integration with your IEP vendor that imports on a nightly basis. A comprehensive article is available to outline the integration settings and workflow processes to consider. Depending on your IEP vendor, the process of a successful integration is as follows:

1. Sign your vendor’s consent form found in your Implementation Guide
2. If you would like to customize the integration fields, reach out to your Program Specialist for next steps.

If you would like to expand the integration, click here to access a template email to request the data from the vendor.

On an ongoing basis the additional demographics fields should be updated to keep X Logs current if your district is not taking advantage of an SIS integration:

1. District of Liability
2. Exit Students (Inactivate) – When a student leaves the X Logs account. Only exit if the student leaves all districts in the Cooperative.
3. Student First Name, Last Name, Date of Birth and Social Security Number
4. Student School
5. Student Identity Verification – Since Service Providers can add students on the fly, need some type of internal administrative management to ensure duplicate students do not get created. Watch this video and schedule a monthly reminder to review this area to make necessary updates. If a student was accidentally moved to “active” but there is a duplicate student record, then you can submit a request to our Client Care Team to merge the student records by clicking here.

To Update in X Logs follow these steps:

1. Select “Student Management”
2. Select “Student Details”
3. Search for student’s name
4. Locate above demographic fields and update (to exit a student look under the section called “Exit Information”
5. Select “Save”
6. Done

NOTE: If you prefer to mass import updates, contact your Program Specialist for assistance.

X Logs offers a variety of reports to check progress on Medicaid reimbursements. Click here to access articles that outline the reports available.

Having a procedural document that clearly outlines responsibilities and expectations for any area of business can ensure consistency and audit readiness. We recommend the implementation of a SHARS Operating Guideline to combat the challenges we face in audits. You can schedule a complimentary consultation from a Program Specialist on how to use the SHARS Operating Guideline and ways to custom fit the document to your district.

Click here to access a template to get started creating, editing and applying it to your district today!

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As your district charts a course towards your goals, bringing your staff along is vital in the process. Although face-to-face opportunities are the best way, no communication can have significant implications on the success of hitting your goals. Consult with your Program Specialist today on a communication plan to your staff!

Template Samples:

• Staff Memo – Electronic Documentation to X Logs
• Staff Memo – Paper to X Logs

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The state requires at least one district employee attend state webinars for each program participating in.

“Primary” contact must be a district employee (Not an MSB employee). If a Coop/SSA, fiscal agent employee can only be primary in their district, but a member district must have a local employee designated. MSB personnel will be added as “secondary” contacts in all areas identified above and will meet the criteria for at least 1 contact.

Click here to register for training.

If you are unsure of your training credentials, log into Fairbanks to review training status under “Manage” tab  – “Manage Training Status” sub tab.

Each quarter the assigned Program Specialist (PS) will schedule time to meet with the district to obtain updates to the staff roster (participant list). All staff hired to provide a direct medical service /activity (billable service) related to a a child’s disability in order to accomplish FAPE should be included on the district’s quarterly participant list (PL). Direct services include: Speech, PT, OT, Psychological Services, Evaluations, Counseling, Nursing, or Personal Care.

Should you identify a new staff member or simply need to edit an existing staff member, please either contact your Program Specialist or proceed to X Logs – Admin Role – District Management – Staff Roster to make any edits.

If your district is part of a Coop/SSA, please note that the provider "Employee Type" should be listed as “Contract” if the employee works for the fiscal agent. If your district is the fiscal agent the employee works for, then select appropriate type.

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Each quarter Fairbanks makes random selections of who is being sampled that quarter. Each person who is selected is listed under the “Time Study Sample” Tab. Fairbanks sends numerous emails to ensure a participant knows they have been selected, but on occasion a person may not check their emails or is out of the office and has not responded. Here are some maintenance items that may be needed per quarter for the selected participants.

In order to perform any of these functions this person must be added as a “Secondary RMTS Contact” in Fairbanks, and have attended a refresher or initial training with the state. Click here for instructions on how the primary contact in Fairbanks can add contacts.  All of these features listed below, can be managed in Fairbanks under the “Time Study Sample” Tab.

1. Employee on Paid Time Off – If employee was off work on their moment can select they were off under the “Time Study Sample” Tab.
2. Employee on Leave – If employee was off work on their moment can select their were off under the “Time Study Sample” Tab.
3. Employee has left the district or should not be on the roster –  If employee left the district during the quarter but doesn’t already have a replacement and was selected for  a moment can select Unpaid Time Off” under the “Time Study Sample” Tab. If employee left but has a replacement, select to “Edit” the moment and update the information to the new person so that they can respond to the moment. In addition, update MSB staff roster for that person to “Remove” them under the Employee Status column and/or add a new row for the new person.
4. Employee has left and a new person was hired in their place – If employee has left the district during the quarter and a new person was hired, select to “Edit” the row and update the name and email address to the person who is new. The new hire will need to respond to the moment.
5. Vacancies – If a vacant slot has been selected but is not filled at the time of the moment, then select as “Unpaid Leave”. If the vacant slot has been filled then select “Edit” and update the information with the person who filled the slot. Also make sure that this new person has been updated on the MSB staff roster.
6. Employee is late responding to moment – There is an email link available to email the person directly from the system or call the person to get them to respond.
7. Update Email Address – To update an email address for a selected participant, select “Edit” to update. Keep in mind, that this work space only updates the time samples. You must also update the Participant List tab with the updated email for all future quarters or you can update your MSB staff roster and an MSB rep will take care of it for you.
8. Employee needs moment username and password – If an employee misplaces the email from Fairbanks with their login information, there will be an “Email” option that allows the contact to send the information to the provider selected.
9. Check status of responses – Under the “Time Study Sample” tab, a contact can see in the “Is Certified” column, the status of those selected for the quarter indicated at the top of the page.

In order to meet the requirements of providing training to all staff participating in RMTS, MSB will provide information in all X Logs Workshops as well as email and video training to participants. Participants are required to sign-in to X Logs workshops as well as submit confirmation for watching the video tutorial for audit purposes. Should an administrator need to communicate information relative to RMTS to participant(s), please click here to access a script.

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If a district would like to input a billing block for a student, follow these steps

1. Select “Student Management” 
2. Select “Student Details” 
3. Search for student’s name
4. Select “Medicaid Information” 
5. Input date on “Medicaid Billing Stop Date” 
6. Click “Save” 
7. Done

If a district would like to input a billing block for a provider, follow these steps 

1. Select “User Management”
2. Select “User Details” 
3. Find Provider’s Name
4. Select “Edit/View” 
5. Select “Federal Funding” tab 
6. Select “Add New Federal Funding” 
7. Complete the required information 
8. Select Save
9. Done

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If the district is taking advantage of data sharing of ordered IEP services information within X Logs, then additional features become available. One of those is the ability to place service delivery documentation on hold for reimbursement when the documentation exceeds the amount of services ordered in the IEP. Click here to schedule time with a Program Specialist to evaluate this option.

To ensure a provider’s credentials are up to date for billing purposes, MSB updates credentials at least quarterly throughout the year, or upon expiration. To manually update a provider’s credentials, follow these steps in X Logs: 

1. Select “User Management” 
2. Select “User Details” 
3. Find Provider’s Name
4. Select “Edit/View” 
5. Select “Credentials” tab
6. Select “Add Credential” 
7. Complete the required information
8. Select “Save”

To search for a provider’s credential, click link below and search for provider based on license category:

• Nursing
• LSSP
• Counseling
• Speech
• ASHA 
• OT/PT

Medicaid student audits are becoming increasingly common to districts. When you receive a Medicaid student audit, contact your Program Specialist to discuss next steps.

Our Mock Audit Program will review and discuss IEP documentation so in the event of a Medicaid student audit, your district is set up for success. The typical process is listed below: 

1. Program Specialist selects three students - similar to audits, we want to choose the district’s high frequency billers or at the district’s choosing
2. Program Specialist provides the district  a checklist of the student information needed (i.e. IEP documentation)
3. Program Specialist will collect copies of student information
4. Your Program Specialist will audit data within six weeks
5. Your Program Specialist will present audit findings to the district in compliance to TEA, TMHP, and HHSC regulations.
   

If you are interested in scheduling a mock audit, contact your Program Specialist for next steps.

In order for billing to be accurate, parent consent information must be updated in X Logs for each student. Districts can decide if they want to create an integration with another source to update X Logs or have a person make updates manually.

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INTEGRATION

If your district signs up for integration, this article explains the default settings in how the data makes it way to X Logs. These settings can be customized based on your unique workflow processes. Click here to schedule time with your Program Specialist to discuss further.

If you would like to expand your current integration, click here to access a template email to request the data from the vendor or contact your Program Specialist to develop a strategy to import data.

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MANUAL UPDATES

To update X Logs with status of consent, follow these steps:

1. Select “Student Management”
2. Select “Student Details”
3. Search for student’s name
4. Locate Medicaid Information – “Parental Acknowledgment/Notification Signed” and “Parental Acknowledgment/Notification Date” mark to “Y” for Yes, “R” for Refused or “N” for “No”.
5. Select “Save”
6. Done

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‍REPORTING‍

To run a report on all students and their status, follow these steps in X Logs or access this article:

1. Select “Reporting”
2. Select “Account Student Report”
3. Export to CSV or PDF
4. Done

To review what is being blocked for billing, go to X Logs - Administrator Role - Reporting - Billing Blocks or click here to access an article for more details.

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For families that are Medicaid eligible but have other forms of insurance, HHSC will perform a “pay and recover” method. This means that HHSC will pay the claim to the district, and then attempt to recover those dollars by seeking out reimbursement by private insurance companies. Although the school-based Medicaid program is exempt from “pay and recover” due to the protections of IDEA, it is the responsibility of the insurance carrier to deny the recovery efforts.

If the district has received an Explanation of Benefits from a parent and would like to put in a billing block for a student, follow these steps in X Logs.

• Select “Student Management” 
• Select “Student Details” 
• Search for student’s name
• Select “Medicaid Information” 
• Input date on “Medicaid Billing Stop Date” 
• Click “Save” 
• Done
  

Click here Third Party Liability/Parent Letter for a  TPL Parent letter that can be used to send to parents who have received an Explanation of Benefits (EOB) and are requesting more information regarding TPL.

If parents send additional Explanation of Benefits in future months showing continued efforts of pay and recover, then contact your Program Specialist to void past claims.   

In order for billing to be accurate for personal care services, information must be updated in X Logs for each student. Districts can decide if they want to create an integration with another source to update X Logs or have a person make updates manually.

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‍INTEGRATION

‍If your district signs up for integration, this article explains the default settings in how the data makes it way to X Logs. These settings can be customized based on your unique workflow processes. Click here to schedule time with your Program Specialist to discuss further.

If you would like to expand your current integration, click here to access a template email to request the data from the vendor or contact your Program Specialist to develop a strategy to import data.

MANUAL UPDATES

To update X Logs with status of consent, follow these steps:

1. Select “Student Management”
2. Select “Student Details”
3. Search for student’s name
4. Locate Medicaid Information – Personal Care Services Ordered in IEP and mark “N” for “No”. If you want to track those that you do have ordered services for, select “Y” for Yes.
5. Select “Save”
6. Done

REPORTING

To run a report on all students and their status, follow these steps in X Logs or access this article:

1. Select “Reporting”
2. Select “Account Student Report”
3. Export to CSV or PDF
4. Done

In order for billing to be accurate, prescription information must be updated in X Logs for each student. Districts can decide if they want to create an integration with another source to update X Logs or have a person make updates manually.

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INTEGRATION

If your district signs up for integration, this article explains the default settings in how the data makes it way to X Logs. These settings can be customized based on your unique workflow processes. Click here to schedule time with your Program Specialist to discuss further.

If you would like to expand your current integration, click here to access a template email to request the data from the vendor or contact your Program Specialist to develop a strategy to import data.

MANUAL UPDATES

To update X Logs with status of consent, follow these steps:

1. Select “Student Management”
2. Select “Student Details”
3. Search for student’s name
4. Locate Medicaid Information – Prescription fields for OT and/or PT and mark “N” for “No”. If you want to track those that you do have prescriptions for, select “Y” for Yes.
5. Select “Save”
6. Done

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REPORTING

‍To run a report on all students and their status, follow these steps in X Logs or access this article:

1. Select “Reporting”
2. Select “Account Student Report”
3. Export to CSV or PDF
4. Done

To review what is being blocked for billing, go to X Logs - Administrator Role - Reporting - Billing Blocks or click here to access an article for more details.

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If your district signs up for integration, this article explains the default settings in how the data makes it way to X Logs. These settings can be customized based on your unique workflow processes. Click here to schedule time with your Program Specialist to discuss further.

If you would like to expand your current integration, click here to access a template email to request the data from the vendor or contact your Program Specialist to develop a strategy to import data.

MANUAL UPDATES

To update X Logs with status of consent, follow these steps:

1. Select “Student Management”
2. Select “Student Details”
3. Search for student’s name
4. Locate Medicaid Information – “Ordered Specialized Transportation (modification/adaptation)” and mark “N” for “No”.
5. Select “Save”
6. Done

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REPORTING

‍To run a report on all students and their status, follow these steps in X Logs or access this article:

1. Select “Reporting”
2. Select “Account Student Report”
3. Export to CSV or PDF
4. Done

To review what is being blocked for billing, go to X Logs - Administrator Role - Reporting - Billing Blocks or click here to access an article for more details.

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Until MSB personnel are able to build relationships with all staff members, should you as an administrator receive communication from staff required to document, please use the below template email to help in our ability to grow our influence and reduce your administrative burden.

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TEMPLATE EMAIL – REDIRECT STAFF

Thank you for letting me know that you have questions. We have contracted with MSB Consulting Group who understands the system and our desired implementation plan so please contact them directly to get your questions answered. Here are some contact options:

• Program Specialist: <<enter contact="" info="">></enter>
• Client Care Toll-Free Number: 855-573-8071
• Client Care Live Chat: Click here to start chat
• Client Care Email: clientcare@msbconnect.com
• Live Training Webinars: Click here to register
• Video Tutorials: Click here to access videos

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NEED MORE WORK SHOPS?

Should your staff need additional X Logs WorkShops, please contact your Program Specialist or X Logs Consultant to schedule. Things to consider to make the workshops more efficient are the following:

• 2-Hour Sessions per 35 attendees
• If over 35 attendees, notify Program Specialist in order to increase MSB reps in attendance
• If needed, can have multiple sessions running simultaneously

• Schedule work shop after provider caseloads assigned and/or after services have already been performed
• Group workshops by position/function
• Autism and Behavior Units (i.e. PASS)
• ECSE and Life Skills
• Can opt to have Teachers manage documentation
• Related Service
• Speech
• Inclusion/Resource
• Consider teachers and aides attend
• For more workshop options and details click here

We encourage the use of tools like eduphoria to have staff RSVP for our work shops. Here is a description of a traditional style X Logs Work Shop:

Recommended Title: “MSB – X Logs Documentation Workshop” or “Documentation of Services Workshop”

MSB Consulting representatives will be facilitating a Work Shop on our Special Education Documentation Tool, X Logs, which is dedicated time for attendees to accomplish the following:

• Review district documentation requirements and procedures
• Dedicated time to enter service documentation for students

Recommend the following materials:

• Student names and date of births of students work with
• Access to or awareness of student absences for students work with for the school year
• Access to a computer/laptop. If laptop ensure fully charged.

Click here to read about X Logs!

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CHECK ON DOCUMENTATION EFFORTS

Should you want to run a report on how well providers are documenting, go to X Logs - Admin Role - District Management - Staff Roster and then export report. Once open report look for the columns that identify their total amount of Posted and Unposted Sessions.

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Some providers will use a paper log for all documentation. A copy of the logs need to be submitted to MSB for processing by clicking here. This includes Transportation logs as well.

• Keep originals for audit purposes unless have electronic version (i.e. scanned).
• Paper log templates can be found by clicking here.

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Nurses already have sophisticated ways they are documenting for their services. To streamline documentation efforts, MSB offers an import with nursing software or the collection of paper logs. Schedule a consultation today with your Program Specialist!

Your Transportation department deserves a custom approach to their unique documentation challenges. Schedule a consultation today with your Program Specialist!

X Logs is a documentation tool that allows any and all providers to use it as a one-stop-shop for all students. District administrative personnel can add blocks for a population of providers or students in order to ensure proper billing practices. A common billing block that is strategically used in a billing block on students whose only disability is learning disabled. Although districts are eligible to receive reimbursements through the Medicaid program for students who are LD only if services are ordered in the IEP, this billing block allows the district to be more strategic in if and when the district allows the billing to go through.

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REPORTING

To run a report on all students and their status, follow these steps in X Logs or access this article:

1. Select “Reporting”
2. Select “Account Student Report”
3. Export to CSV or PDF
4. Done

To review what is being blocked for billing, go to X Logs - Administrator Role - Reporting - Billing Blocks or click here to access an article for more details.

SET-UP CASELOADS

Provider Caseloads can be manually built by proceeding to X Logs – Admin Role – Caseload Management – Team Leaders or Data Entry Clerks. Click here for more details. Districts can forgo manual caseload set-up by providing your Program Specialist with data to import.

PROFESSIONAL OVERSIGHT

Some providers require professional oversight, supervision and/or confirmation of service delivery by an identified provider. MSB can collect staff assignments in order to update their profiles in X Logs. Some examples of assignments include the following:

• Speech Language Assistant
• Certified Occupational Therapist Assistant
• Physical Therapist Assistant
  

Click here to learn how to update a team leaders caseload. If a Service Provider requires professional oversight, then go to X Logs - Administrator Role - User Management - User Details - “Edit/View” of appropriate user - Check box “Requires professional oversight”.

TRANSFER CASELOADS

‍If you need to transfer a caseload and any created sessions from one provider to another, click here for instructions on how to complete this task.

If you need to run a report for a service provider and/or print session logs, follow these steps (video available as well):

1. Select “Reporting”
2. Select “District Reports”
3. Select “Session Logs” report
4. Enter in filter information to get information
5. Optional to Print by selecting button in top right corner or export to excel
6. Done

District administrators can run reports to evaluate the health of their documentation practices and/or download service delivery documentation. Click here for a series of articles that explains the reports available.

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