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The Administrative Claiming Program

LEAs have a responsibility to identify, evaluate, and accommodate the physical and mental health needs of all of their students who may be at risk for poor school outcomes. To this end, LEAs often spend time reaching out to children and families to inform, encourage, and assist them in accessing needed health care services. The Administrative Claiming Program (ACP) allows LEAs to claim Medicaid reimbursement for performing certain eligible outreach services as they relate to Medicaid.

Quarterly one-week time studies of staff activities are conducted three times a year to identify the costs of allowable administrative activities. During a predetermined five-day period, each participant identifies the tasks he/she performed and the time spent on those tasks (in 15-minute increments). The participant fills out this information on a timesheet form, using the Code Sheet as a guide.

Leader processes the captured data and calculates the claim based on allowable activities as recorded on the timesheet forms. PDE submits a claim to DPW for the claiming amount. Leader notifies the LEA of the check amount for the quarter. The LEA receives the check 6-8 weeks after the quarter ends. The check for the fourth quarter is based on the average claiming amount calculated from the previous quarters; no time study is required for the 4th quarter.

ACP Presentation

To download a copy of the PowerPoint from the latest ACP presentation offered by Leader Services, click one of the following links:

2nd Quarter 2009-10 Time Study

Documents for the 2nd Quarter 2009-10 Time Study are available here.