Currently in CT when a student receives specialized transportation it is listed in their IEP. This has always been the way a district has maintained documentation of students receiving this service. Beginning July 1, 2014, transportation is now claimable as an Administrative cost for our SBCH program but you must provide acceptable documentation as outlined by CMS and the CT Department of Social Services.
Only documenting this service in a student’s IEP is not acceptable documentation for claiming on your cost reports.
The following tips will assist you in determining if you are properly documenting transportation in order to claim as a Medicaid eligible service.
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Transportation must be documented on a daily basis. This can be done by maintaining a bus log where a bus driver will check off a student’s attendance.
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District staff can maintain an attendance log of students riding the bus to and from the school by meeting the bus in the morning and checking attendance in the afternoon.
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Transportation logs should be maintained by every school in the district.
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District should determine how these logs are documented and the staff who are responsible.
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"Health related" or "medically necessary" services indicated in a student’s IEP must be provided on the same day as a transportation trip.
Now you may wonder how we can document these services to meet all business rules and regulations. In our service portal we have added our newest feature called “Transportation Wizard” Once transportation records are completed, you have the ability to log those transportation trips into the service portal. Once entered the Transportation wizard will calculate the actual trips, date of trips and match those trips with all related services that are provided to that student.
The district will be able to run a report that shows them how many trips, how many services match those trips and whether the trips are claimable for all Medicaid eligible students.
Read more: Check out transportation template to record bus trips.
docs/medicaid and specialized transportation services tips.docx
