Guidelines for Billing
The answer is in the IEP

When you put your services in the Service Portal, make sure you know what you are allowed to log.  The IEP will tell a provider what services a student is receiving, how often they should be receiving a service, and for what length of time.  If the actual services are consistently different from those prescribed in an IEP, it is time to amend the IEP.

Consultations are not billable.  Evaluations for new students cannot be billed until the IEP is finalized.  Transportation is billable, but only if it is listed in an IEP, the student is on an adaptive bus, and there is a medical need for riding the bus to and from school.
What's with all the paper?
Compliance matters

We keep track of a lot of paper around here to ensure that we remain in compliance with rules and regulations.  One important document we use is the parent Consent To Bill Form.  Parents have to authorize us to bill Medicaid for services that are put in the service portal.  SWMSS keeps copies of these forms and they only need to be signed once per student as long as they are in a district.  We suggest getting these formed signed at an IEP meeting.  Make sure the parent selects the box " I give permission"

Did you know there is an annual notice that goes with this form?  Districts are required to provide a copy of this notice annually to parents that have signed the consent form.  SWMSS likes to get copies of these forms too.  It is all about compliance after all.

You are awesome at what you do
Make sure to log your services. 

If you don't log your services, your district doesn't get reimbursed for Medicaid eligible services.  Please email the SWMSS office for help with passwords and other questions.  We can also set up a personalized training where we can utilize a shared screen to help with logging services. 

If you need to log services for a student that isn't in the system, please fill out the Student Information Sheet and fax it to the SWMSS office.  Students must have an active IEP before they can be added to the Service Portal.

We have a new process for logging non-billable services.  Please download our guidelines here.

Need a Little Logging Help?
Expect to spend a little extra time at first

Logging services in the portal takes a little practice.  If you are new to logging services or want to see the updated manual, please choose from the following:

There is a new Website for the Service Portal.  Make sure to bookmark  The Client ID is SWMSS.