ClearTrack County Medicaid Module
The ClearTrack County Medicaid Module is a web-based software system designed to be a complete billing system for counties participating in the Preschool Supportive Health Services Program (PSSHSP).
Training sessions are modified according to the needs of county staff, which may include supervisory personnel, clerical staff, evaluators, and service providers, to include:
- Creating claims using a centralized billing method; with the option of having individual providers create their own claims using the provider interface.
- Creating both demographic and claim files monthly. Importing eligibility and remittance files.
- Maintaining demographic information, CIN numbers, and consent and script information on all students.
- Maintaining provider information such as position, NPI number and license number.
- 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
- Microsoft Internet Explorer 9, 10, 11
- Firefox (latest version)
- Google Chrome (not recommended but will work)
- Adobe Acrobat Reader 9 or newer to view PDF reportsWord 2007 or later to view letters create
MAC Software
- Mac OS X or newer
- Apple Safari 6.0 or newer
- Firefox (latest version)
- Adobe Acrobat Reader 9 or later to view PDF reports
- Word MAC 2008 or newer to view letters created
County is responsible to:
- Ensure compliance with NYSED SSHSP Compliance Policy and Confidential Disclosure Policy including the validity and documentation of all Medicaid claims.
- Provide T1 line or better for Internet connectivity to RIC.
- Provide OS, browser, hardware, and software that meet vendor recommended requirements.
- Ensure staff has Windows/Mac OS and Internet training.
- Turnkey train providers on the use of software and appropriate documentation.
- Accept responsibility for forms and paper management as well as printing of reports.
- Designate a Medicaid Module coordinator.
- Send appropriate staff to WNYRIC user meetings and workshops.
- Participate in meetings with WNYRIC staff as needed.
- Have a secure e-mail system and provide appropriate addresses to RIC.
- 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.
- Retain all records as required by the Medicaid Guidelines.
- Create/maintain local (county) tables.
- Allow remote access to workstations for WNYRIC support.
WNYRIC agrees to:
- Provide up to two (2) days on-site training/support for the initial implementation. Additional days may be purchased at the per diem rate.
- 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.
- Offer relevant group trainings at WNYRIC sites and/or online throughout the year. Provide ongoing telephone support.
- Provide secure online access to application server located at RIC.
- Serve as liaison between the county and the vendor.
- Ensure vendor is aware of and responsive to NYS Medicaid and requirements.
- Provide training documentation as appropriate.
- Maintain strict confidentiality.
- 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.