Special Program Finances

DCMO BOCES

Finanical Tracking and Medicaid Reimbursement Services

Our Mission

• To provide our districts with high quality and cost effective means to maximize State and Federal Revenues

• To provide districts with consistent and timely best practices for Tracking and Accounting for Students

• To work collaboratively with school districts, SED and various agencies for the Benefit of our Students!

Under Our Umbrella

STACHigh Cost District

BOCES PlacementsPrivate Placements Chapter Placements

Summer programming Transportation

Homeless Youth (McKinney Vento)

Non-Resident

Billing

MedicaidCompliance

ClaimingCost Report

Consulting &

Training Audit Support

DCMO BOCES Financial Tracking ServicesSTAC - $8,997• Identify and verification of eligible

students• Tracking and STACing of all high

needs/cost students• Regular district visit • Preapprovals for Private Placements• Verification of High Cost State Aid

Reports• Summer programming (4408)• Summer Transportation• STAC 200 Review• Ongoing STAC review and

maintenance

Medicaid Reimbursement - $2,690• Supporting documentation

review• Maintenance of files and

systems• Medicaid eligibility monitoring• Submission of service claims• Exclusion List review• Regular district visits• Payment Reconciliation• Cost Reporting support

Kinney Services – Medicaid Onlyo Service based on estimated statistics provided by NYSo Based on this information; a rate of about $38.65 per Medicaid

Eligible student for a small school district with a population of around 580. For school districts that are average to large in population, the rate per student would reach $100 and up.

o In addition, there is the fee to purchase Kinney’s software. KSYSTEMS for actual billing - $4500 to $5000 per year

o School districts already have the billing component built into their Special Education software

o ClearTrack annually around $5000o IEP Direct/Medicaid Direct annually around $10,000 -

$15,000

Questar III BOCES – STAC only

o Vendor offers a STAC service at $500 a day o They will do the actual STACing for districts but prefer to

train and consult o They will visit a school district at requesto Most work is done in office and over the phoneo If a district has 12 contacts a year their annual cost

would be $6000

Program/Cost Comparison

• Runs a similar Medicaid service to DCMO BOCES

• Average district fee is around $4500 – $5000 and is based on district statistics

• Tends to increase annually• Limited district contact and

support• No support for Cost Reporting• No information on their STAC

service

• Medicaid Program modeled after DCMO BOCES

• Work/copies are sent to OCM and the work essentials are done from the office

• Fee is based on Medicaid Eligibility at $50 per student

• STAC is a new program this year and fee is based on Classified/Special Education population at $90 per student

Management Advisory Group

OCM BOCES

Baseline Comparison - STACCost to District versus Cost of Special Program Finances

Business Official/Manager

CSE Chair/Director

Secretary to CSE($25,000 base salary)

• $98,152.27 – Total Salary with Fringes Included

• $58.42 – Average Hourly Salary (240 work days, 7 hours/day)

• $2,804.16 – Total Cost of Business Manger Working 48 hours/year (4 hours/ month x 12 months)

• $113,098.84 – Total Salary with Fringes Included

• $67.32 – Average Hourly Salary (Working 180 days, 7 hours/day)

• $5,654.94 – Total Cost of CSE Director Working 84 hours/year (7 hours/month x 12 months)

• $46,409.50 – Total Salary with Fringes Included

• $27.62 – Average Hourly Rate (Using 240 Work Days – 7 hours/day)

• $2,068.08 – Total Cost of Secretary Working 84 hours/year (7 hours/month x 12 months)

$10,527.18 – Estimated Cost for District

Medicaid ComparisonEssential Elements of Medicaid

• Parental Consents

• Scripts

• E-Med Providers

• Demographic uploads and downloads (Matching Claim Rejects, etc.)

• Service uploads and downloads – claiming process

• Exclusion Lists

• Transportation

• Systems management

Baseline Comparison - MedicaidCost to District versus Cost of Special Program Finances

CSE Chair/Director

Secretary to CSE($25,000 base salary)

• $113,098.84 – Total Salary with Fringes Included

• $67.32 – Average Hourly Salary (Working 180 days, 7 hours/day)

• $5,385.60 – Total Cost of CSE Director Working 80 hours/year (7 hours/month x 12 months)

• $46,409.50 – Total Salary with Fringes Included

• $27.62 – Average Hourly Rate (Using 240 Work Days – 7 hours/day)

• $2,762.00 – Total Cost of Secretary Working 100 hours/year (7 hours/month x 12 months)

$8,147.60 – Estimated Cost for District

Intangibles(The things we cannot measure in monetary value)

Experience and Expertise – The process & navigating the system

Rapport/Relationships

Teamwork Concept

The Gift of Time…

Best Practiceso Currento Maximize all available funding streamso Complianceo Documentation

Educating, Assisting and Guiding

In closing “The Secret to

Success”

http://www.youtube.com/watch?v=SyxWWYeXKBw