Sandi ClarkSchool Health Nurse Consultant

Contract Development

Clearly define specific roles and responsibilities of each agency

Dependent upon local resources and policiesProvides understanding and gives directionMeet with key agency personnel to assess

needs and services that may be providedReview, update and renegotiate annuallyContracts of $10,000 or greater must be

reviewed by DPH

Correct contract language – “school satellite clinic site”

“School-based health services “ are described in 907 KAR 1:175 & are the FEDERAL Medicaid Services, under the Disabilities Education Act, required by schools.

The services provided at satellite clinic sites are billed to KY Preventive Medicaid

Do not use the term “School Health Coordinator in the contract language. This is a position funded by the state for school districts.

ConsiderationsSchool districts responsible for writing own

health policies and proceduresFERPA governs student education records,

including health recordsKey stakeholders – School Superintendent,

School Health Coordinator, 504 & IEP Coordinator and Special Education Director/Coordinator

KDE is the lead agency of school health services working in conjunction with LHD’s to fulfill requirements

Required Health Records704 KAR 4:020Immunization CertificatePhysical examination forms & sports physical formVision and Dental exam/screening formsScreening programs – vision, hearing and scoliosis Cumulative Health Records: ( all health records)1.Medication & clinical procedures2.Health room documentation3.Parent/Guardian communication4.Health exams and screening information

Specific LHD ConsiderationsNurse/clerk salaries, benefits, travel and

training costsSchedules, hours and supervision by LHDRequirement of nursing substitutes Office equipment, maintenance & repairJob responsibilities/services to be providedAttendance of field trips and home visitsTraining requirements for nursesSigned release form by parents to share

student information

Key school personnel contactsIndividual school health policiesFERPA/HIPPA regulationMaintaining school health records and IC

data entryAdequate facilitiesServices provided for faculty & staff Responsibility for providing & sending out

consent form for School Health Services

Training, delegation and supervision of unlicensed school personnel

Professional liability insurance for nurses provided by LHD

Board of Education provides insurance coverage for school employees, facility and property

Training Requirements for NursesPediatric Assessment training and required

updateNew School Nurse OrientationBLS CPR and First AidMedication AdministrationOSHASpecial Procedures

FERPA-HIPAA Guidance DocumentJoint Guidance on the Application of the

Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to Student Health Records

(November 2008)

http://www2.ed.gov/policy/gen/guid/fpco/doc/ferpa-hipaa-guidance.pdf

Medicaid requires ALL IEP services be billed through schools (provider type 21)

LHD role in IEP services to be specifically written:1.Will the nurse provide or not provide these

services2.Sharing student IEP list/names3.Add LHD school nurse as part of the IEP team- not

always necessary depending on the service needed

4.If LHD provides IEP services for school, reimbursement mechanism for LHD

Individual Education Plan Guidance

IEP DocumentsLocated on the AFM Local Health Operations

Branch webpage at http: //chfs/ky.gov/dph/info/lhd/lhob.htm

To access the KDE School Based Medicaid Services Webpage, please click the following URL.  KDE Medicaid Services Webpage

Contract Questions Related to billing & coding, contact: Local Help Desk (502) 564-6663, option 5 LocalHealth.Helpdesk@ky.gov

Related to School Health Services: Sandi Clark RN School Health Nurse Consultant (502) 564-2154, ext. 3862 sandik.clark@ky.gov