Medicaid Plus ClearTrack 200
Medicaid Plus for ClearTrack 200 is an enhanced Medicaid Processing service for districts participating in the School Supportive Health Services Program (SSHSP) and using ClearTrack 200 for Medicaid processing.
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
- 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
District Responsibilities:
- 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.
- Annually acknowledge in writing the school district responsibilities.
- Designate a Medicaid Module coordinator.
- Attend scheduled training sessions with WNYRIC.
- 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.
- Enter written orders to ClearTrack 200.
- Send copy of written orders to WNYRIC via, fax, BOCES courier, or US Mail.
- Keep all original written orders on file.
- Enter parental consent dates into ClearTrack 200
- Enter special transportation claims into ClearTrack 200.
- Enter any claims received on paper log into ClearTrack 200.
- Verify provider license and NPI numbers are entered correctly into ClearTrack 200.
- Participate in meetings with WNYRIC staff, as needed.
- Have a secure e-mail system and provide appropriate addresses to RIC.
- Notify WNYRIC of need for training of related service providers.
- Assign appropriate personnel to enter the above information into ClearTrack 200.
- 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, including parental consents and written orders/scripts and referrals.
- Checks to ensure session notes are signed contemporaneously.
- Obtain the CIN number for students eligible for Medicaid.
WNYRIC agrees to:
- Review entered claims and verify supporting information has been entered into ClearTrack 200; check services being billed are consistent with the IEP; check written orders have been entered into ClearTrack 200; check that parental consent has been entered into ClearTrack 200; review claims for proper provider and UDO signatures.
- Notify district office of any missing documentation required for a claim in a confidential manner via a phone call or other secure means.
- Review related service provider’s license and NPI numbers are entered into ClearTrack 200.
- Update eMEDNY with license and NPI numbers and communicate any inaccuracies to the district.
- Check NYS and Federal exclusion lists for individuals or entities excluded, restricted, terminated or censured from participating in the Medicaid Program.
- Transmit claim file from ClearTrack 200 per the monthly Medicaid Claiming calendar.
- Notify providers claim in a confidential manner via a phone call, or other secure means, if claims have not been electronically signed.
- 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.
- Perform on site documentation compliance reviews up to four times annually as requested by district.
- Create reports of claims, eligibility, filed documents and others in PDF format via secure FTP site or remote support application upon request.
- Provide relevant group trainings at WNYRIC sites and/or online throughout the year.
- Maintain strict confidentiality.
- Be available for consultation during an audit.
- Provide ongoing telephone support.
- Provide district with support contact phone numbers and email address.
- Provide the number of Medicaid encounters of billable services annually to the business office (for the Medicaid Cost Report).
- 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.