Documentation must be maintained
which shows that services provided to, or on behalf
of, the student billed,
comply with the MDHHS policy. These rules state that the following
information should be documented and maintained for eight (8)
A progress note/record notation for
each direct service including: the student's name and birth date; date of
service/treatment; type(modality) of service/treatment, and the student's
response to that day's service/treatment; the name and title of the person
providing the service/treatment and a dated signature.
A record notation for each date of
targeted case management activity that occurred throughout the month on the
student's behalf. The record must clearly reconstruct the case management
activity with a detailed description of services. The service note or monthly
summary must include the actual dates the services were provided and include the
student's name and birth date, the name and title of the person providing the
service and a dated signature.
clinician or local school district must maintain legible, written or electronic
records/documentation to support the provision of the service and the subsequent
reimbursement by Medicaid. You must maintain documentation verifying that dates
billed on Medicaid records accurately reflect the dates that services were
rendered. The dates of consultations with staff and/or family must be maintained
in your records. Oakland Schools archives all electronic billing information for
a minimum of eight (8) years.