SHARS Guidance: Start of 2020-2021 School Year

Texas Education Agency sent this bulletin at 06/26/2020 03:04 PM CDT

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School Health and
Related Services (SHARS)

June 26, 2020

SHARS: Starting 2020-2021 Services

As districts prepare to begin a new school year, SHARS implementation requires attention and preparation. Below are general SHARS tips to keep in mind:

Targeted Parent Consent and Notification

Parental consent for SHARS billing is required. The rules have not changed. Written parental consent must be obtained by the district before services can be billed to SHARS.

The parental consent form may not be provided to all parents of children with disabilities... The parental consent requirement … is only applicable to a parent of a child with a disability who is enrolled in a public benefits … program and from whom a public agency seeks to access that parent’s or child’s public benefits...

Office of Special Education and Rehabilitative Services

Districts can ask parents if the student receives Medicaid benefits. Once a district has reason to believe a child receives Medicaid benefits, consent may be requested. Enrollment can be verified through the Texas Medicaid & Healthcare Partnership (TMHP).

Third Partly Liability Billing

All SHARS districts and charters are expected to clearly explain the HHSC Third Partly Liability policy (TPL) to all SHARS parents. Details are available on the TEA and HHSC websites (see "Additional Information" in the sidebar).

Telehealth Services

In 2019, speech therapy, occupational therapy, and counseling were approved for telehealth SHARS billing. During the 2020 spring school closures, HHSC approved reimbursement for additional SHARS telehealth services. This included audiology and physical therapy. As of the date of this notice, the authorization for additional telehealth will expire on June 30, 2020. After that date, only speech therapy, occupational therapy, and counseling will be allowed through telehealth.

Significant Findings in 2019-2020 TEA SHARS Audits
Upcoming Due Date

Additional Information:

TEA Program: SHARS

TEA Financial: SHARS/ MOE

HHSC Rate Analysis: HHSC Rate Analysis - Acute Care

HHSC Random Moment Time Study/ Participant List: TimeStudy@hhsc.state.tx.us

TMHP Website: Tx Medicaid

Contacts:

HHSC - SHARS Help Line
(512) 730-7400
ra_shars@hhsc.state.tx.us

TEA - Angela Foote Financial Compliance Division
(SHARS Program)
(512) 463-6639
angela.foote@tea.texas.gov

TEA - Federal Fiscal Compliance and Reporting Division
(IDEA_B MOE)
(512) 463-9127
compliance@tea.texas.gov

Significant Findings in 2019-2020 TEA SHARS Audits

TEA conducted on-site and desk reviews during the 2019-2020 school year. Some common areas for growth are listed below:

1. Though not required, written district SHARS procedures support an effective program.

2. Third Party Liability (TPL) should be understood by staff responsible for its dissemination. It must be clearly explained to all parents, guardians, and adult students who participate in the SHARS program.

3. All services, including personal care services (PCS), require individualized frequency and duration in the ARD/ IEP.

4. Grouping (individual or group) designation is required on logs. HHSC has recently indicated that individual or group designations will not be expected on ARD documents. Therefore, TEA will not include this in future audit reviews.

5. Logs can be specific to various services, but must have required SHARS elements (see District Self-Monitoring Tool)

6. A service in an ARD/ IEP(description and time) should be consistent with the SHARS log and billing.

7. Special education transportation is not the same as specialized transportation as defined by SHARS. Staff should be able to differentiate between the two and only bill for SHARS specialized transportation.

8. PCS is an individual service based on SHARS guidance. It does not include instruction, age appropriate support, or irregular intervention. If billed for SHARS, individual ARD/IEP documents should reflect the HHSC limitations.

Desk reviews for the 2020-2021 school year may include up to 7 districts per quarter. Each district will be notified if they are chosen to submit documents for review.

Upcoming Due Date

Districts participating in the SHARS program must submit a Participant List (PL) periodically. This list includes staff who provide SHARS services at least weekly. An updated Participant List (PL) is due to HHSC on September 15, 2020. Questions can be directed to : TimeStudy@hhsc.state.tx.us