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November 23, 2020
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SHARS providers are required to certify on a quarterly basis the amount reimbursed during the previous federal fiscal quarter. Typically, the Texas Medicaid Healthcare Providers (TMHP) mails the quarterly Certification of Funds (COF) statement to SHARS providers after the end of each quarter of the federal fiscal year (October 1 through September 30). The purpose of the statement is to verify that the school district incurred costs on the dates of service that were funded from state or local funds in an amount equal to, or greater than, the combined total of its interim rates times the paid units of service. While the payments were received the previous federal fiscal quarter, the actual dates of service could have been many months prior. Therefore, the certification of public expenditures is for the date of service and not the date of payment.
Texas Medicaid Provider Procedures Manual (TMPPM) 3.5.3.1, November, 2020
On May 4, 2020, providers were notified that in response to COVID-19 and associated school closures, TMHP is sending the Certification of Funds (COF) letter through email to School Health and Related Services (SHARS) providers in addition to the current mailed letter. The email provides instructions for completing and submitting the electronic Certification of Funds form. The notary requirement for COF letters is waived. On November 20, 2020, the waiver of the requirement for notarization of certification of funds letters was extended through the end of the 2020-2021 school year.
For more information, call the TMHP Contact Center at 800-925-9126.
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The Texas Medicaid Provider Procedures Manual (TMPPM) may be accessed via the internet at https://www.tmhp.com/. Medicaid providers have a duty to become educated and knowledgeable with the contents and procedures contained in the TMPPM and agree to comply. Providers are responsible for ensuring that all employees and agents of the provider also comply.
HHSC Medicaid Provider Agreement 1/1/2019
Within 90 calendar days of occurrence, providers must report changes in address (physical location or accounting), telephone number, name, federal tax ID, and any other information that pertains to the structure of the provider’s organization addresses. Failure to provide this information may lead to administrative action by HHSC.
TMPPM 1.7.2, November, 2020
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In accordance with Texas Administrative Code (TAC) 1 TAC §355.8443, Reimbursement Methodology for School Health and Related Services (SHARS), was amended to permit the HHSC to implement a one percent (1%) administrative fee for the SHARS program.
Beginning November 16, 2020, the deduction for this fee is shown in a new section, MISCELLANEOUS LEVIES II, on the SHARS provider’s R & S report.
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SHARS expanded telehealth services are available until November 30, 2020.
If this date changes, an updated bulletin will be sent.
When schools closed in Spring 2020, telehealth was extended for some SHARS services. Currently, the extension expires on November 30, 2020 unless the U.S. Secretary of Health and Human Services ends the public health emergency earlier.
At this time, services approved for SHARS telehealth billing are:
- Audiology services
- Counseling/ Psychological services *
- Occupational therapy*
- Physician services
- Physical therapy
- Speech therapy*
* services continue to be eligible for telehealth after the extension ends
Distant site telehealth providers must obtain informed consent for treatment from the patient, patient's parent, or the patient's legal guardian prior to rendering a telehealth service. Consent may be written or verbal and must be included in the student’s SHARS records.
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Participation in Random Moment Time Study (RMTS) and compliance with all RMTS requirements is mandatory for participation in SHARS. Attendance at RMTS training each federal fiscal year is mandatory. RMTS program contacts must attend annual training provided by HHSC. School staff who are randomly selected to participate in the time study must receive annual training from a local RMTS program contact who has completed the HHSC mandatory training.
Participant List (PL)
Prior to each federal fiscal quarter, the RMTS contact for each participating provider will identify personnel who are eligible to participate in the RMTS. This information is entered into the State of Texas Automated Information Reporting System (STAIRS) and reviewed each quarter.
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FFY 1st Quarter
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FFY 2nd Quarter
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Time Study Begins: 10/01/2020
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PL Opens: 09/16/2020
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Time Study Ends: 12/11/2020
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PL Closes: 12/15/2020
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