1. What is School-Based Administrative Claiming?
2. How do I Log in to the SBAC system?
3. I forgot my password, how do I reset the password?
4. How do I create a user/participant in the SBAC system?
5. How often do user/participants have to train for the SBAC system?
6. How do I return to the main menu?
7. What are my responsibilities as a District SBAC Coordinator?
8. What are my responsibilities as a District SBAC Business Manager?
9. What is the purpose of the “Manage Employee Roster” icon?
10. What is the purpose “Manage Selected RMS Roster” icon?
11. What is the purpose of the “Migrate Employee Roster” icon?
12. What type of training is necessary for SBAC participants?
13. What is Random Moment Sampling (RMS)?
14. How many reminders does the system generate for a person to complete his/her employee training module?
15. For an audit, what does a school district need to keep on file?
16. Should the Random Moments be kept on paper and filed?
17. Is there a specific format that the staff should use in their Training responses?
18. Can you use contract workers on the “employee roster”?
19. Will school districts have a specific way to access the system?
20. Who can I email if I have a question?
21. What if “none of the above” is listed as a response to the question?
22. How many days does a staff member have to complete their moment?
23. Does MDE send out an introductory e-mail informing participants about the program and RMS samples?
24. What is the average percent of reimbursable funds generated by the time study?
25. If there are follow-up questions from MDE as it relates to coding concerning a specific Random Moment, do the coordinators receive these e-mails as well? Are the coordinators responsible for the employee in terms of following-up?
26. Is there a specific format that the staff should use in their Random Moment responses?
27. After a staff member has sent in their Random Moment Response, can that response be modified?
28. What is the time window to receive information back from a staff member regarding a random moment in order to properly code that moment?
29. How many days does a staff member have to complete their moment?
30. Who will the Notification Email to participants come from?
31. What will the subject line read? The issue is that employees have been warned to not open email if they do not know the sender.
32. Who can be included on the “Employee Roster”?
33. Are contracted staff allowed to be listed on the “Employee Roster”?
34. Can the information from the staff member’s moment be changed or modified?
35. How will I know about the SBAC deadlines?
36. Can a hard copy of the Random Moment be submitted if the notification e-mail is accidentally deleted?
37. Will the District Coordinators have administrative rights to the list of passwords and/or be able to update the passwords?
38. How many reminders does the system generate for a person to complete his/her moment?
1. What is School-Based Administrative Claiming?
- The School-Based Administrative Claiming (SBAC) program is federally- funded, and administered by Mississippi’s Division of Medicaid and Department of Education.
- It is designed to allow school districts to be reimbursed for some costs associated with school-based health and outreach activities that they already perform on a daily basis.
2. How do I Log in to the SBAC system?
Contact MDE
3. I forgot my password, how to I reset it?
Go to the SBAC web site, key in your username and select <Recover Password>. Your password will then be sent to your email address.
4. How do I create a user/participant in the SBAC system?
- Go to the “Manage Employee Roster”
- Select “Add New Employee”
- Complete all fields provided. If there are any problems, contact MDE.
5. How often do user/participants have to train for the SBAC system?
Once an employee has been trained, they will continue to have the status of trained within the system and should not require additional training for each RMS quarter.
6. How do I return to the main menu?
It should be noted that the name of the application is displayed in the upper right hand portion of the Control Panel. This name will always be displayed in the same area on each screen throughout the system. If at any time the user desires to return to the main control panel, this name can be clicked and the main control panel will be displayed.
7. What are my responsibilities as a District SBAC Coordinator?
- Select SBAC participants
- Coordinating and tracking participants’ training
- Maintaining the roster
- Monitoring the completion of RMS sample moments
- Inputting any hardcopy RMS sample moments
8. What are my responsibilities as a District SBAC Business Manager?
- Inputting all cost information into the SBAC web-based system
- Updating the cost pool as needed
- Maintaining communication with your SBAC Coordinator
- Submitting completed district invoices to MDE
- Verifying the final invoice and completing the Quarterly Certification of State Expenditure document
9. What is the purpose of the “Manage Employee Roster” icon?
Used to perform the creation of and maintenance to the personnel from each school participating in the RMS process
10. What is the purpose “Manage Selected RMS Roster” icon?
Used to keep track of who, from your district, was selected to participate in the RMS pool
11. What is the purpose of the “Migrate Employee Roster” icon?
Used to migrate employees from one quarter to another as the districts are preparing for a new quarterly RMS process
12. What type of training is necessary for SBAC participants?
- An overview of Medicaid
- Information about the SBAC System
- Receive an understanding of the definitions of all 100% Medicaid reimbursable, partially reimbursable activities that staff participant in during the day
13. What is Random Moment Sampling (RMS)?
- RMS is a time study method that is approved by Medicaid for use by school districts.
- It enables districts to determine what percentage of time their employees spend on Medicaid reimbursable activities through a random questionnaire.
14. How many reminders does the system generate for a person to complete his/her employee training module?
They get an email notification reminder every day, starting 90 days prior to deadline.
15. For an audit, what does a school district need to keep on file?
- In respect to the staff list, the district should keep a copy of their staff pool list that was submitted to MDE and job descriptions for audit purposes.
- Any computation or allocations used in reimbursement calculation
- A detailed listing of all revenues offset from the claim, by source
- A completed quarterly claim
- A copy of the warrant and remittance
- Records such as degrees, licenses, certificates or other proof of SPMP status
- Organization charts, job descriptions, or other documents
- Each listed audit files should be retained by each SBAC school district for a period of 5 years after each quarterly claim is filed with MDE unless an on-going or resolution of an audit exception is in progress.
16. Should the Random Moments be kept on paper and filed?
This information can be maintained in an electronic or paper file; however, these items must be made available upon request by Medicaid or MDE.
17. Is there a specific format that the staff should use in their Training responses?
The user must perform 3 tasks before the training is considered complete:
Verify the pre-printed information.
Select the activity that best describes the activity you were performing during your RMS moment. If “none of the above” applies, please type or write in a description of what you were doing in no more than a sentence.
Click the “submit” button or sign and date the form to verify that the activity you selected correctly identifies what you were doing during your sample moment.
Note: As training is an integral part of the SBAC process, staff completing training must meet an 80% performance standard on the quiz issued by the SBAC application.
18. Can you use contract workers on the “employee roster”?
Contract workers should not be included unless: (1) they are performing administrative services (other than direct services), and (2) the contract states that they are receiving payment for school health-related and administrative services
19. Will school districts have a specific way to access the system?
It depends on your role in the school district, please contact MDE for further instructions.
20 Who can I email if I have a question?
Please send information to sbac@mde.k12.ms.us, dwhite@mde.k12.ms.us or kstephens@mde.k12.ms.us
21. What if “none of the above” is listed as a response to the question?
Please type or write in a description of what you were doing in no more than a sentence.
22. How many days does a staff member have to complete their moment?
Participants must complete the RMS sample no later than 30 days after the end of the quarter. SBAC Districts Coordinators will be able to check via the web site to see if the participants have completed their moment. SBAC District Coordinators are responsible for doing a follow-up with the participants who have not completed their RMS sample on a weekly basis.
23. Does MDE send out an introductory e-mail informing participants about the program and
RMS samples?
MDE does have a presentation that gives a brief overview of the SBAC program. Please view it at http://www.healthyschoolsms.org/health_services/schoolbasedadmin.htm Listed as “SBAC Training Presentation”.
24. What is the average percent of reimbursable funds generated by the time study?
The reimbursable time is dependent upon who is selected and the moment of time selected versus what the person was doing at that moment. The state is globally sampled but individual participating districts must complete 80% to 100% of all RMS to be considered as a participating district otherwise those districts deemed "none-participating" will not receive reimbursement for that quarter.
25. If there are follow-up questions from MDE as it relates to coding concerning a specific Random Moment, do the coordinators receive these e-mails as well?
Yes
26. Is there a specific format that the staff should use in their Random Moment responses?
Write in a description of what you were doing in no more than a sentence.
Please do not use acronyms, names or any shorten phrase.
27. After a staff member has sent in their Random Moment Response, can that response be modified?
Contact MDE
28. What is the time window to receive information back from a staff member regarding a questioned random moment in order to properly code that moment?
The RMS needs to have all follow-up information received, and the moment coded by the end of the quarter.
29. How many days does a staff member have to complete their moment?
RMS participants should respond to the sample moments promptly.
SBAC District Coordinators are responsible for verifying and following up with participants on the RMS Completion via the web site.
30. Who will the Notification Email to participants come from?
sbac@mde.k12.ms.us
31. What will the subject line read? The issue is that employees have been warned not to open emails
SBAC - Employee Training
SBAC - RMS Completion
32. Who can be included on the “Employee Roster”?
The SBAC District Coordinator should be very selective in the staff, once it is determined by a school that certain staff or categories of staff are to be included in time studies, all of their time must be considered during time studies in order to obtain a statistically valid accounting of their SBAC compensable time.
33. Are contracted staff allowed to be listed on the “Employee Roster”?
Yes, a contracted person’s name can be on the list, if their contract specifies that they work with Medicaid eligible children.
34. Can the information from the staff member’s moment be changed/modified?
It is important that the information listed on the RMS be verified by the participant, if there are any questions please contact MDE.
35. How will I know about the SBAC deadlines?
A yearly MDE SBAC yearly calendar will be published, that will specifically identify the dates that will be used during each quarter.
Check the SBAC web site at http://www.healthyschoolsms.org/health_services/schoolbasedadmin.htm
36. Can a hard copy of the Random Moment be submitted if the notification e-mail is accidentally deleted?
All notification/correspondence will be done through email.
Email will come from sbac@mde.k12.ms.us unless otherwise notified.
MDE will also resend the link to the Random Moment or Training if requested.
37. Will the District Coordinators have administrative rights to the list of passwords and/or be able to update the passwords?
SBAC District Coordinators will not have access to them. Contact MDE.
38. How many reminders does the system generate for a person to complete his/her moment?
They get an email notification every 5 days, starting 5 days prior to deadline.
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