Frequently Asked Questions

Case Management General Questions

• When the Office of Third Party Billing sends out reports to principals and the Area Assistant Superintendents, does the report include all encounter data submitted or just case management encounter data? The report includes all encounter data submitted for case management only.
• When will we receive our reports on the case management encounter data forms submitted? Starting in November, the Office of Third Party Billing will publish our "report card." The "report card" will delineate the number of case management services provided by each case manager. This report can be utilized to ensure that all Third Party Billing encounter data forms are submitted.
• What is case management? Case Management is defined as service coordination of all activities outlined in the IEP. Case management insures that the child will receive all services, safeguards, and rights that are provided.
• Who can be a case manager? According to the Medicaid guidelines, the case manager is the person who has the most amount of contact with the student as delineated in the IEP. In most cases, the case manager is a special education teacher or a speech pathologist.
• What is the difference between related services and case management? Case Management is defined as service coordination of all activities outlined in the IEP. Case management insures that the child will receive all services, safeguards, and rights that are provided. Case Management services do not have to be face-to-face services.
  
  Related Services are provided by Audiologists, Nurses, Occupational Therapists, Physical Therapists, Psychologists, Social Workers and Speech Language Pathologists. These services must be delineated in the IEP and must be face-to-face consultations.
• Can a regular education teacher be a case manager? Yes, a regular education teacher can be a case manager.
• When would we use the related services area of the encounter data form? As a case manager, you cannot use this area of the encounter data form.
• Can a child have more than one case manager? No, only one case manager should be assigned to each child. However, the case manager can change during the school year.
• When could both sections of the encounter data form be completed? Both sections of the encounter data form could be completed if the case manager is the primary provider of the student and is also a related services provider as delineated in the IEP.
• Should one person collect and send in all encounter data forms monthly? It is not necessary; however recommended, for one person to send in all data forms. Remember each data form must have an original signature.
• What data should the nurse submit? The nurse should submit only related services data. The nurse would not be a case manager.
• Is sending home an interim report considered a portion of monthly ongoing IEP case management? Yes, sending home an interim report with the student is considered as a contact for monthly IEP case
  management. Be sure to document this activity correctly using your case management activity detail log.
• How can we arrange for a school based training session? You may arrange for a school based training session by calling the Office of Third Party Billing at 4130. My secretary, Maricela Rivera, will be happy to schedule a training session time for your school.
• How long does it take for a school based training session? The amount of time to conduct a school based training session varies from school to school depending on the circumstances at each school. If you are a new school, have a large number of new case managers to your school or Baltimore County Public Schools; I would like to spend at least one hour with your school explaining the Third Party Billing program. I will also answer any questions and/or concerns pertaining to Third Party Billing. If you have seasoned case managers the training session will only take approximately 1 hour.
• We have the name of a student on our list that is currently receiving Home and Hospital services. As a result, we are not providing services to the child. What should we do in order to make sure that we are not held accountable for submitting monthly encounter data forms for this student while on Home and Hospital? In this scenario, it is imperative that the IEP Chairperson notifies the Office of Third Party Billing immediately using the Home and Hospital Notification Form when the student begins to receive Home and Hospital services. We will document the student as being on Home and Hospital. The Office of Third Party Billing must also be notified when the student is returned to the regular school program so he/she can be officially added back onto the Third Party Billing monthly reports.