Create a Temporary Placement (Summer School or ESY)

Open a student's record (see the "Find a Student" lesson in the "Students" manual for help) then

• for ISE Only Users select Medicaid -> Temporary Placements .
• for Multi-product Users (DnA and ISE, ISE and ISI, etc.) select Special Ed -> Temporary Placements

Note: Clicking on the Temporary Placements link will automatically redirect you to a new page where you will be required to Choose a Provider.

Utilize the provided fields to locate the appropriate service provider.

Note: A Provider will only appear if they are assigned the appropriate role in the system (e.g., if you attempt to search for a person not authorized to bill Medicaid, he/she will not appear on the list).

Hint: If you are are an administrator or other personnel with permission to create a Temporary Placement and you cannot remember how to spell the name of the Provider, simply type the first few letters of his/her first or last name and the search option will populate a list from which to choose the appropriate service provider. See the screen shot below for a snapshot of how this works!

1. Enter the first few letters of a providers first or last name or select a specific role or site.

2. Click the Search button.

Hint: This search feature works the same way for all of the fields in the Choose a Provider screen. If you search by Site, a list of all of the providers at that site will appear.

Notice in the above step the letters "Go" were entered in the Last Name field before searching. Resultantly, a list of all providers whose last names begin with "Go" are now displayed on the Choose Provider screen. Simply click the provider's name (hyperlink) and you will automatically be redirected to the Temporary Placements page for the selected provider.

Click the Add Student button to create a Temporary Placement and add a student to the Current Provider's caseload.

Note: Clicking the Add Student link will automatically open the Add Temporary Placement Student page. If you accidentally selected the incorrect provider, click the [change provider] link next to Current Provider and you will automatically be redirected to the Provider Search page where you can locate the correct provider.

From the drop down menu select whether the Temporary Placement will be a Program or Service

Note:  Depending on which selection you make the following menu will provide different choices (either programs or services)

Select the appropriate Program from the drop down menu.

Note: You may not see all of the available programs for your district in this example. These options are customizable and are likely different for each district.

1. Using the Date Picker Icon select the Inactive Date for which you would like the student to drop off the provider's caseload.

Note: It is crucial that the selected Inactive Date is BEFORE the first day of school in the following year (e.g., If the first day of school is September 6, 20xx, the Inactive Date should be on or before September 5, 20xx). Also, remember that for Medicaid billing purposes (so that providers can "back-bill") a student will appear on a provider's caseload for 30 days after the student's Inactive Date.

Once the Inactive Date has been selected click the Save button to ensure that the student's Temporary Placement has been saved.

Select the appropriate Service from the drop down menu.

Note: Only services for which the provider has role permissions will be available from the drop down menu (e.g., In this example the Provider has role permissions to function as a Designated Case Manager (DCM) as well as an Occupational Therapist).

Type the student's name into the Student field. Notice a list of students will be automatically be generated based on the letters entered in the Student field. Simply click on the the name of the student for whom you would like to add a temporary placement and his/her name will automatically populate the field. Selecting a Student will open an additional field in which you will be required to enter an Inactive Date.

Note: When you input the Student name into the field, only students who are receiving the Service selected in the above field (e.g., Homebound/Hospitalized, Occupational Therapy, Social Work, etc.) will be available. Also, notice that the student's current service provider is listed in parenthesis next to the student's name (e.g., Segio Luccketta (Mark Walker)).

Hint: If you are having trouble locating the student for whom you are searching and have forgotten or are unaware of his/her designated Service(s) search for that particular student and view the Programs/Services in the student's IEP. For more information on how to locate the student's Programs/Services, see the "Complete an Eligible IEP" manual.

1. Using the Date Picker Icon select the Inactive Date for which you would like the student to drop off the provider's caseload.

Note: It is crucial that the selected Inactive Date is BEFORE the first day of school in the following year (e.g., If the first day of school is September 6, 20xx, the Inactive Date should be on or before September 5, 20xx). Also, remember that for Medicaid billing purposes (so that providers can "back-bill") a student will appear on a provider's caseload for 30 days after the student's Inactive Date.

Once the Inactive Date has been selected click the Save button to ensure that the student's Temporary Placement has been saved.

Once you have successfully created a Temporary Placement (either a Program or Service), the student will automatically be added to your caseload.

By clicking on the Medicaid tab and selecting the Provider Case Load link you will see that the student for whom you created a Temporary Placement is now on your case load. You are now able to add encounters to this student, place this student in groups, view the student's encounter history, view the student's current and previous Medicaid eligibility, etc.

For more information on how to manage encounters, see the "Manage Encounters" chapter in the Medicaid manual.