Chapter DHS 105

DHS 105.53(3) (3) Record-keeping requirements.

DHS 105.53(3)(a) (a) For each recipient of school-based services, the provider shall keep a record containing, at a minimum, all of the following:

DHS 105.53(3)(a)1. 1. The recipient’s first and last name and date of birth;

DHS 105.53(3)(a)2. 2. The prescription or, if referred, the referral for the service;

DHS 105.53(3)(a)3. 3. Documentation used to develop the recipient’s IEP and to annually revise the IEP; and

DHS 105.53(3)(a)4. 4. Annual documentation of the individual’s progress toward treatment goals identified in the IEP, changes in the individual’s physical or mental status and changes in the treatment plan identified in the IEP.

DHS 105.53(3)(b) (b) For each date of service, the provider shall keep a service record within the recipient’s record containing all of the following:

DHS 105.53(3)(b)1. 1. The date of service;

DHS 105.53(3)(b)2. 2. The general type of service provided;

DHS 105.53(3)(b)3. 3. A brief description of the specific service provided;

DHS 105.53(3)(b)4. 4. The unit of service delivered as defined through handbooks distributed by the department under s. DHS 108.02 (4);

DHS 105.53(3)(b)5. 5. A description and the cost of each durable medical equipment item with sufficient detail to allow the MA program to determine the reimbursement rate, when appropriate; and

DHS 105.53(3)(b)6. 6. Documentation of whether the procedure was provided in a group or individual setting, when appropriate.

DHS 105.53(3)(c) (c) Periodically, at least monthly, the provider shall include in the service record under par. (b) the following:

DHS 105.53(3)(c)1. 1. For each service provided, a brief description of the recipient’s response to the service and progress toward the treatment goals identified in the IEP; and

DHS 105.53(3)(c)2. 2. The service provider’s signature.

DHS 105.53(3)(d) (d) The provider shall include in the records other information identified by the department in publications in accordance with s. DHS 108.02 (4).

DHS 105.53(4) (4) Reporting requirements. The required annual audit of school district accounts under s. 120.14, Stats., and the audit of CESA receipts and expenditures under s. 115.28 (3m), Stats., shall include evidence, in accordance with instructions distributed by the department under s. DHS 108.02 (4), that requirements for billing and for paying expenses under s. 49.45 (39) (b), Stats., are being met. Sections of those annual audits shall be made available to the department upon request.

DHS 105.53(5) (5) Reimbursement.

DHS 105.53(5)(a) (a) School-based services shall be reimbursed when the services are provided by certified providers or their contractors to recipients eligible for school-based services.

DHS 105.53(5)(b) (b) Payment, based on the cost to provide the service, shall be made to certified providers of school-based services according to terms of reimbursement established by the department and stated in the medicaid state plan under 42 CFR 430.10.

DHS 105.53(5)(c) (c) Services provided between July 1, 1995 and June 30, 1996 may be billed through June 30, 1997, to the extent allowed by federal law, notwithstanding s. DHS 106.03 (3) (b) 1.

DHS 105.53(6) (6) Coordination with other MA-certified providers.

DHS 105.53(6)(a) (a) Memorandum of understanding with HMO. School-based services providers shall have on file a signed copy of a memorandum of understanding with each HMO participating in the medical assistance HMO program when the geographic service area of the HMO coincides with part or all of the geographic service area of the school-based services provider.

DHS 105.53(6)(b) (b) Coordination with fee-for-service providers. When a recipient receives similar services from both an MA fee-for-service provider and a school-based service provider, the school-based service provider shall document, at least annually, regular contacts with the MA fee-for-service provider, and provide the MA fee-for-service provider with copies of the recipient’s IEP and relevant components of the multidisciplinary team evaluation under s. 115.80 (3) and (5), Stats., upon request.

DHS 105.53 History History: Emerg. cr. eff. 6-15-96; cr. Register, January, 1997, No. 497, eff. 2-1-97; CR 03-033: am. (3) (a) 3., 4., (c) 1. and (6) (b) Register December 2003 No. 576, eff. 1-1-04; corrections in (3) (b) 4., (d), (4) and (5) (c) made under s. 13.92 (4) (b) 7., Stats., Register December 2008 No. 636.

DHS 105.54 DHS 105.54 Qualified complex rehabilitation technology suppliers.

DHS 105.54(1) (1) Certification. For MA certification, complex rehabilitation technology suppliers shall do all of the following:

DHS 105.54(1)(a) (a) Be accredited by a department recognized accrediting organization.

DHS 105.54(1)(b) (b) Employ at least one complex rehabilitation technology professional.

DHS 105.54(1)(c) (c) Have the capability to service and repair all complex rehabilitation technology provided.

DHS 105.54(2) (2) Client services. Complex rehabilitation technology suppliers shall do all of the following:

DHS 105.54(2)(a) (a) Require a complex rehabilitation technology professional to be present for evaluation and determination of recipients’ complex rehabilitation technology needs.

DHS 105.54(2)(b) (b) Provide recipients with written information about how to receive service and repair for complex rehabilitation technology supplied at the time of delivery.

DHS 105.54(2)(c) (c) Maintain records of proof of delivery in recipients’ files.

DHS 105.54(3) (3) Requirements for managed care organizations. For MA certification, contracts between the department and managed care plans shall require managed care plans to comply with s. 49.45 (9r) (a) 2., Stats., this section, and s. DHS 107.24.

DHS 105.54 History History: CR 20-012: cr. Register October 2021 No. 790, eff. 11-1-21.