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Maximize Medicaid Revenue by Maximizing Your Summer: What K-12 Medicaid Coordinators Can Do to Optimize Services

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The summer presents an excellent opportunity to streamline processes, enhance service delivery, and ensure a successful start to the upcoming school year. While the school may be less active during this period, that doesn’t mean the work slows down for anyone working on Medicaid. This blog post will guide you through several proactive steps you can take over the summer to positively impact Medicaid coordination.

1. Update and Organize Student Records

Summer break allows you the time to thoroughly review and update student records. Ensure that all necessary consent forms, eligibility documentation, and medical records are up to date and accurately filed. This preparation sets a solid foundation for Medicaid billing and claiming processes in the upcoming year.

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2. Collaborate with Stakeholders

Reach out to teachers, therapists, nurses, and other stakeholders involved in Medicaid services. Schedule meetings or informal discussions to evaluate the previous year’s challenges and successes. Gather feedback and insights to identify areas that require improvement and opportunities for collaboration in the future.

3. Enhance Training and Professional Development

Consider providing training sessions to staff members, focusing on areas such as proper documentation practices, billing procedures, and compliance with Medicaid guidelines.

4. Evaluate Service Providers

Review and evaluate the performance of service providers who work with your school. Assess their adherence to Medicaid billing guidelines, quality of documentation, and overall effectiveness in delivering services.

Use this evaluation to not only foster open communication and provide feedback, but also to identify areas for improvement in your processes. With an increased demand on providers, offering an easy-to-use system can make your district a more attractive place to work.

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5. Streamline Documentation Processes

Summer break is an ideal time to revamp your documentation processes. Review existing templates, progress note formats, and other documentation tools. Simplify and standardize these processes to ensure consistent and accurate recording of Medicaid billable activities. Develop clear guidelines for staff members regarding what information needs to be documented and how it should be recorded.

6. Strengthen Partnerships

Build and strengthen partnerships with external agencies, community organizations, and healthcare providers. Collaborate with them to enhance coordination of services and explore potential funding opportunities beyond Medicaid. Establishing strong relationships during the summer break can pave the way for expanded support and resources during the school year.

7. Plan for Staffing and Scheduling

Evaluate the staffing needs for the upcoming year, considering any changes in student enrollment or services. Work closely with administrators and human resources to ensure appropriate staffing levels for Medicaid services. Develop a comprehensive schedule for service providers, aligning it with student needs, and maximizing Medicaid billable hours.

Having a software system like Frontline Medicaid & Service Management can help make your planning process significantly easier, giving you a single source of truth on service and staffing needs.

8. Update Medicaid Policies and Procedures

Review your school’s Medicaid policies and procedures manual, ensuring it reflects the most recent guidelines and regulations. Update any outdated information and communicate the changes to staff members. Provide training or refresher sessions on the updated policies to ensure compliance and consistency.

9. Plan for Outreach and Enrollment

Prepare for the upcoming year’s Medicaid outreach and enrollment efforts. Develop strategies to educate parents and guardians about the importance of Medicaid services, eligibility requirements, and the enrollment process. Collaborate with school administrators, counselors, and community partners to facilitate the enrollment of eligible students.

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Frontline Medicaid & Service Management was built to make Medicaid easier and more effective for districts like yours. You can see it in action here.