End of Year Lumea™ Account Wrap-up Checklist
Medicaid Key Items – This is a great time to make sure you are caught up and will end the year with a clean account!
Unposted Sessions Report
- Get all old sessions updated and submitted/posted so they can be submitted for reimbursement within the 90-day filing deadline
- Cleaning up sessions helps Service Providers start the new year positively
Check the Service Provider Details and Activities Reports
- Are all Service Providers that should be scheduling sessions doing so?
- Is the session volume what you anticipated
Review the Non-billable and Missing Information Reports in Secure Documents
- Contact your Claims Analyst for guidance, support, and assistance
Team Leaders have signed off on all sessions by Service Providers they supervise
- Lumea sessions – Team Leader has posted all sessions submitted to them
- Paper Logs – Service Provider has printed off all sessions logs, Team Leader has signed off on them, Admin has filed signed logs in Medicaid file for the student
Prepare your Random Moment Time Study Calendar – due approximately August 1st
- Your Claims Analyst will be in touch to review the start and stop times and calendar groups
- Accuracy of the calendar and appropriate “school/group” assignment will increase the likelihood that random moments occur when staff is expected to work
Set reminder to submit July 5th rosters to your Claims Analyst
Special Considerations – These items are good to check on at the end of the year if your district participates in these items
Extended School Year Setup
- Input ESY dates on calendar
- Communicate with Out-of-district facilities on the transaction logs that need to be completed
Review Professional Oversight Setting
- Are all Service Providers requiring Professional Oversight assigned to a Team Leader
- Are Team Leaders posting sessions submitted to them?
Student Identify Verification
- Ensure there are no duplications
- Ensure all students are in Active not Pending status
Out of District Students
- Forward all logs to your Claims Analyst for Processing
Complete January 5th Special Education Roster
- Must include additional information to identify students with both Medicaid Eligible Services on IEP and Parental Consent as of January 5th.
- See EDMS January 5th Roster Request email
On-going but Good to Review – These items are consistently reviewed throughout the year, but this is a great time to double check and plan for making some changes over Summer!
Current Year Calendar Review
- Be sure that all emergency closing/snow days, vacations, in-service days have been marked on the Calendar in Lumea – only mark days that were full non-student days, do not mark days that were partial attendance for students
- Update your last day of school to reflect changes for unexpected closings
- Contact your Claims Analyst if you have possible errors to correct
- Input the School Year Calendar as it becomes final
Caseload Management
- Update Staff to Student Assignments as needed – ESY, new year, new staff
- Update Team Leader Caseloads as needed – program changes, new staff
- All staff requiring supervision have Professional Oversight turned on
Update Student Details
- Important fields that change annually – grade, school,
- Other considerations – Conta information, okay to bill, District of Liability
- Exit students that have aged out, no longer receive services, or have left the district
Update User Details
- Remove old users from account – reassign their caseload first
- Review and update credentials as needed
- Ensure providers have the correct State-approved Provider Type
- Adjust Permissions and Roles if needed