WEB-BASED REPORTING OF SCHOOL HEALTH SERVICES

1. DIVISION OF SCHOOL HEALTH WEB-BASED REPORTING OF SCHOOL HEALTH SERVICES Jon Dale, M.S. Director Stephanie Weigle, Administrative Officer March 13, 2008

2. Pennsylvania Public School Code of 1949 Act of 1949, P.L.30, No.14

3. Article XIVSchool Health ServicesSection 1408 Reports Every school district in this Commonwealth shall file, with the Secretary of Health and/or the Secretary of Education, such reports as required by the regulations of the two departments. NOTE: Also includes Charter Schools and Comprehensive Area Vocational Technical Schools

4. Article XXV Reimbursement by Commonwealth and Between School DistrictsSection 2505.1State Reimbursement for Health Services • Every school district which renders health services shall be reimbursed by the Commonwealth for services which conform to standards approved by the Secretary of Health • Reimbursement may be withheld by the Secretary of Health unless the actual expenditures for the health services are certified to the Secretary of Health within three months after the end of school year

5. Pennsylvania CodeTitle 28. Health and SafetyHealth Department Part III. Prevention of Diseases Chapter 23. School Health Subchapter Section General Provisions………………………… 23.1 School Nurses Services……………….. 23.51 Immunizations…………………………….. 23.81

6. Subchapter A.General ProvisionsSection 23.28 Application Application* for reimbursement shall be made to the Department of Health within THREE months after the end of the school year…to be accompanied by a certified statement in detail of amounts actually spent for medical and dental services. *Application = Request for Reimbursement of School Health Services Report

7. Subchapter B.School Nurse Services Section 23.61 Maximum Reimbursement Reimbursement for school nurse services by the Department of Health shall be made to the school district annually…

8. Purpose for Application • Mechanism for school districts to document provision of health services and receive reimbursement; • Method for DOH to monitor compliance; • Means to obtain information about school health programs, such as; • health service utilization • student health status • selected nursing activity

9. Who must submit a report electronically? • All School Districts (501) • All Charter Schools (125) • All Comprehensive Vocational- Technical Schools (11)

10. Electronic reporting via web-based application SHARRS School Health Annual Reimbursement Request System Can be accessed at www.health.state.pa.us/schoolhealth

11. Features of System • Reports processed electronically • Elimination of hardcopy documentation • Automatic data entry • Compliance tracking • Administrative and accounting controls • Pre-loaded information

12. Features of System (cont’d) • School district’s ability to transmit and track reimbursement request and print the payment voucher • Error messages and HELP ME tabs • Ability to email the Division of School Health • Security measures are in place

13. Security Approver Role • Only 1 user account can be established • Account will be activated for Security Approver ONLY • Security Approver may access system only to: • Log in to system (will require temporary password to be changed to confidential password) • Create other User Accounts (Data Entry, Business Manager, Superintendent or CEO) • Can not enter data or submit reports

14. Data Entry Role • Only 5 user accounts can be established • Enters financial & demographic data • Subsequent revisions • View and print reports

15. Business Manager Role • Only 3 user accounts can be established • All functions of Data Entry role • View and print payment vouchers

16. Superintendent/CEO Role • Only 1 user account can be established • All functions of Data Entry and Business Manager roles • Certifies and submits report and subsequent revisions

17. SHARRS • All educational entities should have ALL four (4) roles assigned in SHARRS • Each role requires a separate user id and password. The main menu screen will also differ for each role • NOT a fully integrated system w/ school computer systems

18. SHARRS(cont’d) • Data imports from schools NOT currently a viable solution – SHARRS designed for manual data entry via Internet • Post-production, DOH can review need for development of an electronic data transfer system using a prescribed interchange format

19. Website: www.health.state.pa.us/sharrs

20. On the Main Menu page, you can access: • Instruction Manual in completing the report • Tally sheets • Frequently Asked Questions • SHARRS Users Manual • Security Approver Users Manual

21. This page lists all the screens that need to be completed before the report should be submitted. This page also lists the school’s demographics.

23. The items in the drop down menu are displayed here. The items in the Special Dental Services drop down menu are displayed here.

24. Common Errors on ItemizedExpenditures ERROR: Including psychological evaluations for academic placements under Special Exams. CORRECT: Only psychological evaluations for medical reasons are reimbursable.

25. Common Errors on ItemizedExpenditures (cont’d) ERROR: Including athletic physical exams under either School Physicians or Special Exams. CORRECT: No athletic physical exams are reimbursable.

26. 01 Special Medical, Diagnostic & Treatment Services If claiming costs for psychological assessments and evaluations, only those for medical reasons are eligible, not those performed for academic placement. DO NOT claim health care provider costs to perform athletic examinations or to support school athletic programs. See Instruction Manual, Page 3, for a complete description of this section. 02 Medical Supplies, Equipment, Lab Services & Educational Materials Copies of invoices or itemized lists of expenditures are no longer required to be submitted. This documentation should remain on file for future auditing purposes. ALL first aid supplies used in conjunction with the School Health program are eligible to be claimed for reimbursement. DO NOT claim expenses related to the District’s sports/athletic program. Non-reimbursable items include capital equipment such as office furniture, including filing cabinets; window treatments; typewriters; computer hardware, software, and technical support; professional membership fees, etc. See Instruction Manual, Page 3, for a complete description of this section.

28. ERROR: Putting AVTS-enrolled in “Other” and putting AVTS in Comments. CORRECT: If enrolled part-time in AVTS, student is claimed by the district as 1 ADM. If enrolled full-time in AVTS, student is claimed by the AVTS. NOTE: Those students being claimed by the district need to be put in the appropriate grade field. Common Errors on ADM and Cost of Services

29. Common Errors on ADM and Cost of Services (cont’d) ERROR: The Supplemental Health Staff salaries being listed with the Certified School Nurse salaries. CORRECT: Supplemental Health Staff salaries go under Cost of Medical Services, Supplemental Staff.

30. Common Errors on ADM and Cost of Services (cont’d) ERROR: Including fringe benefits with Certified School Nurse and Supplemental Health staff salaries. CORRECT: No fringe benefits are reimbursable.

31. Common Errors on ADM and Cost of Services (cont’d) ERROR: Including Certified School Nurse out-service training and travel costs. CORRECT: Only travel costs for CSNs between school buildings are reimbursable.

32. ONLY CERTIFIED SCHOOL NURSES GET PLACED ON THIS PAGE.

34. Common Errors on CertifiedSchool Nurse Summary ERROR: Listing Registered Nurses, Licensed Practical Nurses, Unlicensed Assistive Personnel on the Certified School Nurse Summary. CORRECT: Only Certified School Nurses get listed on this page. RNs, LPNs, UAPs go on the Supplemental Staff summary.

35. Common Errors on CertifiedSchool Nurse Summary (cont’d) ERROR: Entering ADM figures instead of actual student caseload figures per nurse per building. CORRECT: List the actual number caseload figures per nurse per building. NOTE: ONLY A CERTIFIED SCHOOL NURSE CAN CARRY A CASELOAD. AN RN, LPN, OR UAP MUST WORK UNDER THE DIRECTION OF A CSN.

36. Common Errors on CertifiedSchool Nurse Summary (cont’d) ERROR: Listing the total number of students in a school on each Certified School Nurses’ caseload if two (2) or more CSNs share that school. CORRECT: If two (2) or more CSNs share a school, the total number of students in that building should be divided among those CSNs.

38. District CSNs will appear in drop down menu.

40. Common Errors on Other Health Professionals ERROR: Listing a Dental Hygienist on the Other Health Professional page without listing a Dentist. CORRECT: A Dental Hygienist must be under the General Supervision of a dentist, and that dentist must be listed on this page.

41. Common Errors on Other Health Professionals (cont’d) ERROR: No Dentist or Physician listed on report. CORRECT: A Dentist and Physician are required by law and must be listed.

45. Health Exams, Screens, & Select Services (cont.)

46. Common Errors on Health Exams, Screens & Select Services ERROR: Entering the number of CONTACTS under Students Requiring Skilled Nursing. CORRECT: Should be the number of INDIVIDUAL students, not the number of contacts.

47. Common Errors on Health Exams, Screens & Select Services (cont’d) ERROR: Counting only 6th grade for Scoliosis screenings when mandated for Grades 6 & 7. CORRECT: If a student had his/her scoliosis screening done by a private provider during the 6th grade physical, it gets counted.

48. These 3 numbers must match

49. The numbers in the Other, Doses by Individual or Standing Order, should be low. These fields should only include medications that do NOT fall into the other nine (9) categories.