Operating Guidelines

To participate in the Medicaid to Schools Program, school districts must enroll to become a “provider” with DHHS. Once enrolled, there is a 5 year renewal (revalidation) requirement. The state will reach out when it is time to renew your district’s application through the Xerox/Conduent system.

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

In order to seek Medicaid reimbursements for documentation received by providers, MSB will need to collect the cost information associated with participating providers as well as the district’s transportation trip rate. Click here should you need a template to use to provide payroll information. Documents/reports that support the creation of rates will need to be submitted to MSB through this secure link. You can also use this secure link to provide the transportation trip rate information.

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 state and federal regulations.
   

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

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

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 on State Regulation License and search for provider based on license category.

On an ongoing basis the additional demographic 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 within the account.
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, they 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.

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In order to support the district in collecting educational documentation from identified staff, MSB maintains a staff roster within X Logs that manages staff expectations.

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.

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In order for billing to be accurate, ordered service 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.

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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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.

‍

‍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.

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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 – Prescription fields 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.

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.

‍

‍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.

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

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!

If 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.

NEED MORE WORKSHOPS?

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 for initial users
• If over 35 attendees, notify Program Specialist in order to increase MSB reps in attendance
• If needed, can have multiple sessions running simultaneously

• Schedule workshop 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
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RECOMMENDATION WHEN SCHEDULING 

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

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

MSB Consulting representatives will be facilitating a Workshop 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!

For more information about MSB and X Logs click here or browse the X Logs Resource Center! 

REDIRECT STAFF

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.

SAMPLE EMAIL – REDIRECT STAFF

Hello,

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

• Schedule a Consultation: Click here
• 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
• Documents, Videos & Tips+Tricks: Click here

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 the report. Once open, 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
• Paper log templates can be found by clicking here.

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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.

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‍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
• Paras – LPHA (confirmation of services)
• Paras – Teachers (data entry clerk)

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”.

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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.