Medicaid Plus ClearTrack 200

The Medicaid Plus for ClearTrack 200 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 ClearTrack 200 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 is in compliance. WNYRIC will review the necessary information and communicate missing information.

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 view letters created

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

District Responsibilities:

1. Providers must enter all Medicaid-eligible services into Cleartrack, regardless of Medicaid eligibility, for potential future claiming.
2. Verify any data entered is accurate and is in compliance with NYSED SSHSP Compliance Policy and Confidential Disclosure Policy including documentation that supports the validity of all Medicaid claims.
3. Annually acknowledge in writing the school district responsibilities.
4. Designate a Medicaid Module coordinator.
5. Attend scheduled training sessions with WNYRIC.
6. Ensure that related service providers are trained on how to enter session notes and claiming information into the Teacher’s Interface in ClearTrack 200, as trained.
7. Enter written orders to ClearTrack 200.
8. Upload written orders to ClearTrack 200..
9. Keep all original written orders on file.
10. Enter parental consent dates into ClearTrack 200
11. Enter special transportation claims into ClearTrack 200.
12. Enter any claims received on paper log into ClearTrack 200.
13. Verify provider license and NPI numbers are entered correctly into ClearTrack 200.
14. Assign appropriate personnel to enter the above information into ClearTrack 200.
15. Participate in meetings with WNYRIC staff, as needed.
16. Have a secure e-mail system and provide appropriate addresses to RIC.
17. Notify WNYRIC of need for training of related service providers.
18. 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.
19. Retain all records as required by the Medicaid Guidelines, including parental consents and written orders/scripts and referrals.
20. Checks to ensure session notes are signed contemporaneously.
21. Obtain the CIN number for students eligible for Medicaid.
22. Run the exception report weekly to identify notes not signed comtemporaneously.
23. Notify providers in a confidential manner via a phone call or other secure means, if claims have not been electronically signed.
24. Enter paper log session information and notes

WNYRIC agrees to:

1. Review the following:
   1. Verify entered claims and supporting information has been entered into ClearTrack 200
   2. Check services being billed are consistent with the IEP
   3. Check written orders have been entered into ClearTrack 200
   4. Check that parental consent has been entered into ClearTrack 200
   5. Review claims for proper provider and UDO signatures.
   6. Check related service provider’s license and NPI numbers are entered into ClearTrack 200.
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. Transmit claim file from ClearTrack 200 per the monthly Medicaid Claiming calendar.
7. Analyze rejections and denials to determine reason for rejection and whether they can be resubmitted Provide district with monthly remittance amount via email to the Medicaid Module Coordinator, if applicable.
8. Perform on site documentation compliance reviews upon request.
9. Create reports of claims, eligibility, filed documents and others in PDF format to send to district via secure FTP site or remote support application upon request.
10. Provide relevant group trainings at WNYRIC sites and/or online throughout the year.
11. Maintain strict confidentiality.
12. Be available for consultation during an audit.
13. Provide ongoing telephone support.
14. Provide district with support contact phone numbers and email address.
15. Provide the number of Medicaid encounters of billable services annually to the business office (for the Medicaid Cost Report).
16. Provide the number of one way trips for Medicaid eligible transportation annually to the business office (for the Medicaid Cost Report).
17. Train district on running reports to verfy correct data entry and contemporaneous signatures.

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.