Medicaid guidelines require session notes for Occupational, Physical and Speech Therapy, as well as other related services, for each encounter that a provider has with a student. Guidelines also require that these notes be contemporaneous with the service provided. For additional information, please refer to the New York State Education Department's Medicaid Handbook.
The New York City Department of Education (NYCDOE) asks that all families of students with disabilities sign a Medicaid Consent Form. This form allows the NYCDOE to access the records (e.g. the IEP, progress notes) needed for claiming Medicaid reimbursements, as well as to access a family’s Medicaid information if applicable. For additional information on the Parental Consent For please visit NYCDOE’s Medicaid Website or contact the Office of Medicaid Operations at MedicaidOps@schools.nyc.gov.
An Order for Service is the documentation that establishes medical necessity for the related service(s) on a student’s Individualized Education Plan (IEP) and assents the medical direction of the ordering professional. In order to bill Medicaid, a written order is required. For additional information on Physician Orders, please refer to the New York State Education Department’s Medicaid Handbook or contact MedicaidOps@schools.nyc.gov.
Related Service Providers are required to meet certain qualifications as defined in the New York State Plan Amendment #09-61, as well as other NYS laws and federal regulations. For additional information on state license requirements, please refer to the New York State Education Department’s Medicaid Handbook.
School-based programs are required to certify their enrollment of New York City pupils each month within the CMR system. EasyTrac is then populated based on each school’s current roster of students. For additional information on enrollment in non-public schools, please contact the Office of Non-Public School Payables at NPSPReconciliations@schools.nyc.gov.
Mandates for Medicaid reimbursable services establish the recommended setting, frequency, and duration by which the service should be provided. Mandates for services are found on the Individualized Education Plans (IEPs) for students requiring services. For additional information on related services and IEPs, please refer to the New York City Department of Education’s website.
NYCDOE and PCG understand that certain non-public institutions have already contracted with third-party vendors that provide similar systems. These institutions may elect to participate in the EasyTrac Exchange. This allows session encounter documentation to be securely transferred between EasyTrac and eligible third-party systems. All other compliance information, such as staff licensure, Medicaid Parental Consent and Orders for Service must be maintained through EasyTrac. For more information about this process, please contact nyceasytrac@pcgus.com.
EasyTrac is secure software that compiles with all federal and state Medicaid and Education regulations. It streamlines the data collection and processing associated with providing related services at New York State approved non-public schools. EasyTrac is used by schools and providers to securely store service documentation in manners that are compliant with federal and state laws and regulations, and can be used by schools to satisfy state and local compliance requirements. The New York City Department of Education uses data captured EasyTrac to claim Medicaid reimbursements. For more information about EasyTrac, contact nyceasytrac@pcgus.com
PCG Education consulting solutions help schools, school districts, and state departments of education to promote student success, improve programs and processes, and optimize financial resources. Our technology solutions are used by educators to analyze and manage state and district data and student performance information. PCG Education solutions are supported by nearly 30 years of management consulting experience and significant K-12 educational domain expertise. Our commitment is to provide New York educators with the tools and skills to use data to make effective instructional decisions. Below are examples of other key initiatives PCG helps drive in New York.
The Office of Medicaid Operations is responsible for the coordination of programmatic and administrative efforts to maximize claims for Medicaid reimbursements of related services for applicable areas including Physical Therapy, Occupational Therapy, and Speech/Language Therapy. The Office works to find efficiencies to allow for increased Medicaid claims, and functions to ensure that claims submitted by the NYCDOE meet state and federal requirements.
For additional information on the Medicaid claiming process and policy at the NYC Department of Education, please refer to the NYCDOE Office of Medicaid Operations’ website or contact MedicaidOps@schools.nyc.gov.
Questions or inquiries regarding Medicaid or NYCDOE policy may be directed to MedicaidOps@schools.nyc.gov.
Questions or inquiries regarding Public Consulting Group may be directed to nyceasytrac@pcgus.com.
