ClearTrack County Medicaid Module

Training sessions are modified according to the needs of county staff, which may include supervisory personnel, clerical staff, evaluators, and service providers, to include:

1. Creating claims using a centralized billing method; with the option of having individual providers create their own claims using the provider interface.
2. Creating both demographic and claim files monthly. Importing eligibility and remittance files.
3. Maintaining demographic information, CIN numbers, and consent and script information on all students.
4. Maintaining provider information such as position, NPI number and license number.
5. Creating reports of claims, eligibility, filed documents and others in PDF format. Custom reports can also be created which can be exported into Word or Excel.

Workstation Requirements

PC Software

1. Firefox (latest version)
2. Google Chrome (latest version)
3. Adobe Acrobat Reader to view PDF reports
4. Microsoft Word to create and view letters

MAC Software 

1. Mac OS (latest version)
2. Apple Safari (latest version)
3. Firefox (latest version)
4. Adobe Acrobat Reader  to view PDF reports
5. Word MAC to view letters created

County is responsible to:

1. Ensure compliance with NYSED SSHSP Compliance Policy and Confidential Disclosure Policy including the validity and documentation of all Medicaid claims.
2. Provide T1 line or better for Internet connectivity to RIC.
3. Provide OS, browser, hardware, and software that meet vendor recommended requirements.
4. Ensure staff has Windows/Mac OS and Internet training.
5. Turnkey train providers on the use of software and appropriate documentation.
6. Accept responsibility for forms and paper management as well as printing of reports.
7. Designate a Medicaid Module coordinator.
8. Send appropriate staff to WNYRIC user meetings and workshops.
9. Participate in meetings with WNYRIC staff as needed.
10. Have a secure e-mail system and provide appropriate addresses to RIC.
11. 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.
12. Retain all records as required by the Medicaid Guidelines.
13. Create/maintain local (county) tables.
14. Allow remote access to workstations for WNYRIC support.

WNYRIC agrees to:

1. Provide up to two (2) days on-site training/support for the initial implementation. Additional days may be purchased at the per diem rate.
2. Provide up to one (1) day of on-site training/support annually in subsequent years. Additional days may be purchased at the per diem rate.
3. Offer relevant group trainings at WNYRIC sites and/or online throughout the year.
4. Provide ongoing telephone support.
5. Provide secure online access to application server located at RIC.
6. Serve as liaison between the county and the vendor.
7. Ensure vendor is aware of and responsive to NYS Medicaid and requirements.
8. Provide training documentation as appropriate.
9. Maintain strict confidentiality.
10. Backup data via IBM Tivoli Storage Manager (TSM) Server Backup/Restore which provides for the automated backup of selected application server data files to the data center at the Erie 1 BOCES Education Campus. Tests are performed monthly on the backups to insure data integrity.

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. 

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.