Recently, questions have been raised as to original documentation that must be produced for a Medicaid audit in New Hampshire. As everyone is probably aware, Medicaid audits require that documentation be produced for auditor review including, but not limited to, Individualized Education Programs, referrals by licensed practitioners of the healing arts, practitioner credentials, service delivery logs, etc. Specifically, the question that has been raised is whether the documents produced have to be the original documents, or whether the documents may be copies of documents. In our experience, the only original documents that must be produced when using paper-based documentation of services are the service delivery logs that contain the original handwritten, ink signature of the service providers as required by He-M 1301.02(q), He-M 1301.04(ae)(5)(g) (specialized transportation trip log) and He-M 1301.06(e) (service delivery logs). For all other required documentation, the auditor has typically accepted copies of original documents.
It is important to note that Medicaid audits often come years after services have been delivered and claims have been submitted, therefore it is important for districts to have the ability to access these required documents whenever the audit may arise, whether the student(s) being reviewed are still with the district, graduated or transferred to another district. MSB can provide recommendations as to a filing approach that maintains pertinent documents in a student Medicaid file in addition to the regular special education files that may travel with the student when the student leaves the district.
Please contact your Program Specialist with any questions.