Medicaid Plus for Frontline IEP-NY

The Medicaid Plus for Frontline IEP-NY service is designed to assist school districts in the processing and reconciliation of Medicaid claims and eligibility files for school districts. The goal of the Medicaid Plus for Frontline IEP-NY is to assist school districts in maximizing the reimbursement of Medicaid funds available through the SSHSP (School Supportive Health Services Program).

Data entry is the responsibility of the school districts providers and clerks as described. Districts will check the data entered for accuracy and verify it’s compliance. WNYRIC will review the necessary information and communicate missing information.

Desktop/Laptop/Compouter (PC)

• Operating System: Microsoft Windows 10
• Hardware: 
  • 8 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor
  • 8 gigabyte (GB) RAM minimum (8 GB RAM or more recommended)
• Other Software:
  • Microsoft Word 2008 or higher to generate and print letters.
  • Acrobat Reader XI or higher to read PDF files.

Macintosh (Mac)

• Operating System OS X 10.11 or higher
• Other Software
  • Microsoft Word 2008 or higher to generate and print letters.
  • Acrobat Reader XI or higher to read PDF files.

iPad

• Operating System iOS 10 or higher
• Hardware Apple A5 SoC (iPad 2) or Newer
• Other Software: Microsoft Word Reader App
• PDF Reader App
• Browser Safari or Chrome

Chromebook / Chromebox

• Operating System: Most recent version
• Hardware: Intel i5 or faster processor
• Browser Chrome
• Other Software
  • Microsoft Word Reader App
  • PDF Reader App

Supported Browsers

Frontline Education supports the most recent and widely-used modern browsers: Safari, Microsoft Edge, Firefox and Chrome released within 3 years, on a rolling basis. Individuals using unsupported browsers or systems may experience technical issues.

Supported Mobile Platforms

For Frontline Education native mobile apps, current versions of iOS and Android are supported, as well as previous versions released within the past 3 years, on a rolling basis.

Considerations

• “Save Password” features should be disabled in the browser.
• Web TCP port 80 and 443 is required to be open for general web and secured SSL connections from client workstations.
• SFTP Port 22 and FTPS ports 989, 990 and 991 are required for secure data transfers between district-hosted systems (student information system, data warehouse, etc.) and Frontline Education products.
• Browser history settings should be set to check for newer versions of stored pages on every visit.
• Pop-up Blockers must be turned off.
• Assess the effects of any Content Filtering devices on the speed of the connection.
• Assess the Internet bandwidth available for additional usage during peak times.
• Assess the effects of a Proxy Server on access and speed of the connection.
• Recommended display/screen resolution should be at least 1024 X 768 pixels.
• Cookies must be allowed.

In order to use any Frontline Education application, district devices must be connected to a high-speed broadband internet connecton.

District Responsibilities:

1. District is responsible for all data entry.
2. Providers must enter all Medicaid-eligible services into Frontline, regardless of Medicaid eligibility, for potential future claiming.
3. Verify any data entered is accurate and is follows the NYSED SSHSP Compliance Policy and Confidential Disclosure Policy including documentation that supports the validity of all Medicaid claims.
4. Annually acknowledge in writing the school district responsibilities with WNYRIC.
5. Designate a Medicaid Module coordinator.
6. Annually renew Medicaid Direct.
7. Ensure providers sign session notes contemporaneously.
8. Communicate with providers who have not signed the progress notes contemporaneously.
9. Notify providers of missing progress notes.
10. Retain all original written orders supporting a Medicaid claim for a period of 6 years from the date of payment in accordance with the retention policy set by the NYS Department of Health.
11. Retain all paper documentation received supporting a paid Medicaid claim for a period of 6 years from the date of payment in accordance with the retention policy set by the NYS Department of Health (i.e., UDO documentation, transportation logs, claims submitted on paper and parental consents).
12. Retain all electronic records supporting a paid Medicaid claim for a period of 6 years from the date of payment in accordance with the retention policy set by the Department of Health.
13. Participate and attend scheduled training sessions with WNYRIC staff.
14. Ensure that related service providers are trained on how to enter session notes and claiming information into the RS Log in Frontline IEP-NY, as trained.
15. Enter written orders into Frontline IEP-NY.
16. Upload written orders to Document Repository if district has it.
17. Keep all original written orders on file.
18. Enter parental consent dates into Frontline IEP-NY.
19. Enter special transportation claims into Frontline IEP-NY.
20. Enter any claims received on paper log into Frontline IEP-NY.
21. Verify provider license and NPI numbers are entered correctly into Frontline IEP-NY.
22. Link/unlink orders/referrals in Frontline IEP-NY as necessary.
23. Have a secure e-mail system and provide appropriate addresses to RIC.
24. Notify WNYRIC of need for training of related service providers.
25. Assign appropriate personnel to enter the above information into Frontline IEP-NY.
26. Receive and review all relevant announcements, directions, and documentation from WNYRIC, NYSED, Office of Health Insurance programs, and NYS Office of Medicaid Inspector General and vendor.
27. Retain all records as required by the Medicaid Guidelines, including parental consents and written orders/scripts and referrals.

WNYRIC agrees to:

1. Review the following:
   1. Verify entered claims and verify supporting information has been entered into Frontline IEP-NY.
   2. Check services being billed are consistent with the IEP.
   3. Check written orders have been entered into Frontline IEP-NY.
   4. Check that parental consent has been entered into Frontline IEP-NY.
   5. Review claims for proper provider and UDO signatures.
   6. Review related service provider’s license and NPI numbers are entered into Frontline IEP-NY.
2. Notify district office of any missing documentation required for a claim in a confidential manner via a phone call or other secure means.
3. Notify district of provider claims not electronically signed, in a confidential manner via a phone call, or other secure means.
4. Update eMEDNY with license and NPI numbers and communicate any inaccuracies to the district.
5. Check NYS and Federal exclusion lists for individuals or entities excluded, restricted, terminated or censured from participating in the Medicaid Program.
6. Upload claim files using Frontline IEP-NY, either quarterly or monthly depending on the service being used.
7. Analyze rejections and denials to determine reason for rejection and whether they can be resubmitted.
8. Provide district with monthly or quarterly remittance amount via email to the Medicaid Module Coordinator, if applicable.
9. Train district on running monthly and exception reports to identify missing required data, including contemporaneous signatures.
10. Perform on site documentation compliance reviews up to four times annually as requested by district.
11. Create reports of claims, eligibility, filed documents, and others in PDF format via secure FTP site or remote support application upon request.
12. Provide relevant group trainings at WNYRIC sites and/or online throughout the year.
13. Maintain strict confidentiality.
14. Be available for consultation during an audit upon request.
15. Provide ongoing telephone support.
16. Provide district with support contact phone numbers and email address.
17. Provide the number of Medicaid encounters of billable services annually to the business office for the Medicaid Cost Report.
18. Provide the number of one-way trips for Medicaid eligible transportation annually to the business office for the Medicaid Cost Report.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780, by email at servicedesk@e1b.org, or via live chat by clicking here. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.