My MAA Codes: Vision & Mobility Specialist
Code 1: Direct 1‐1 School Related/Educational Activities
Delivering assessments
Delivering treatment
• Attending IEP and completing the meeting process, obtaining signatures as well as all educational or academic discussions
• Writing assessment results and reporting them at IEP
• Performing routine or mandated screenings • Providing direct clinical or treatment services • Providing therapy
• Includes preparing related reports
*Even though you work in the health field and deal with the health issues of students, your credentialing is that of a regular teacher, not restrictive.
*Include all time devoted to paperwork, clerical activities, and staff travel necessary to perform this activity
Code 4:
Initial
efforts getting individuals to Medi‐Cal (Health) Services
*Remember, any service that can be covered by Medi‐Cal in the private sector is a Medi‐Cal service, including those provided in the school setting.
*Include all time devoted to paperwork, clerical activities, and staff travel necessary to perform this activity including initiating and responding to e‐mail
Outreach
Referral
• Informs and links eligible or potentially eligible individuals to Medi‐Cal programs and services • Assists in accessing these programs
• Examples of Medi‐Cal services:
o Medi‐Cal/Healthy Families Program o CHDP Program
o Clinics & Hospitals
o Camp & Sports Physicals (Medically Necessary Interperiodic Health Assessments – MNIHA) o Resource guides that list Doctors, Dentists,
ENT’s, OT’s, PT’s, etc. o Substance Abuse Services o Family Planning
o EPSDT Program
o Pre‐natal and Well Baby Care
o Family Planning health education outreach program or campaign (specific to Medi‐Cal services)
o PACT – Family Planning, Access, Care and Treatment Program (family planning
reproductive health clinical services program) o Outreach trainings that improve delivery of
Medi‐Cal services
• Directly referring individuals to Medi‐Cal (health) providers
o These referrals have substance behind them and are not for routine first aid of other general health care issues.
• Examples of Medi‐Cal providers (either within the school system or outside):
o Psychologists/Mental Health Counselors o Speech Therapists, Audiologists
o Nurse, Health Clerks/Assistants o OT’s and PT’s
o Doctors, Surgeons, Internists o Dentists, Orthodontists o Personal Care Service Providers o Pharmacies, Pharmacists o Social Workers with appropriate
credentials/licenses
• Referrals are based on each new referral to a provider not to an individual being referred:
o A student receiving mental health counseling services and then is referred to a speech therapist would be a new referral
o It is based on each new service
Referrals can be direct (1‐1 referral), indirect (1‐1‐ 1), verbal or written, formal or informal and can be individually made or made in a team setting such as IEP or SST. You do not need to know the
outcome/result of the referral for it to be counted in code 4.
My MAA Codes: Vision & Mobility Specialist
Questions to ask in order to capture all of your MAA time
Did I make an initial referral of a student to receive any health services such as speech therapy, mental health counseling, occupational therapy, school nursing, medical or dental services?
Did I make an initial referral of a student to any other type of (Medi‐Cal) health provider for other (Medi‐Cal) health services? Did I participate in or coordinate outreach trainings to improve the delivery of Medi‐Cal services?
Did I consult with any other staff members regarding a student's initial health or mental health referral?
Did I refer a student to a health care provider for a sport related physical, Pre Natal/Well babies, Family Planning, Access, Care & Treatment (PACT) program or to a substance abuse program?
Did I attend or participate in any school meetings, such as SST, IEP or SARB, where an initial health or mental health referral was made?
Did I provide any written/oral/ formal or informal Medi‐Cal outreach information to parents or the school community about the Medi‐Cal Program or Medi‐Cal covered health services?
Code 4 Examples of Good Samples
1. I made an initial referral of a student receiving vision services to an OT for further testing due to noted physical
changes during therapy.
2. I made an initial referral of a student to an eye doctor for an examination for noted physical changes during therapy.
3. I made an initial referral of a student to the school nurse for a non‐mandated vision examination.
4. I distributed information about Medi‐Cal/Healthy Families during an SST meeting.
5. I attended an SST meeting where Medi‐Cal covered health issues and concerns of a student were discussed with the
speech therapist, nurse and psychologist and initial referrals were made for Medi‐Cal health services.
6. I distributed initial information on non‐mandated CHDP physicals and Medi‐Cal providers to students for a possible
Medi‐Cal referral.
7. I distributed flyers to students that included a list of local health clinics that accept Medi‐Cal.
8. I provided a student and the student’s family information about the Medi‐Cal/Healthy Families program.
9. I distributed initial local information on how to access Medi‐Cal health providers and health services resources in our
area to assist parents with medical help.
10. I informed families on how to effectively access, use, and maintain participation in all health services under Medi‐
Cal/Healthy Families program.
11. I referred a student/family to Medi‐Cal programs for initial health services to properly identify a medical condition.
12. I made an initial referral of a student to the doctor for physical health concerns and a possible Medi‐Cal referral.
13. I referred a student to a doctor for an initial physical examination due to difficulties noted in therapy.
14. I referred a student to Medi‐Cal health services through the EPSDT program to evaluate health concerns.
15. I referred a student with a severe injury to a medical clinic for an initial evaluation and a possible
Medi‐Cal/Healthy Families referral.
16. I gathered health information for a meeting to discuss health concerns noted in a student with a referral for Medi‐
Cal/Healthy Families.
17. I attended a meeting where new vision services were added to the student’s plan.
18. I attended a meeting where new mobility services were added to the student’s plan.
19. I provided information to a family of the California Children’s Services (CCS) to access Medi‐Cal.
20. I participated in Medi‐Cal outreach trainings to help schools improve the delivery of Medi‐Cal covered services.
Note: The Examples of Good Samples sections are designed to provide you with "examples" of samples that are written in a way that would be acceptable for the respective MAA codes. Please DO NOT COPY these samples word for word for use on your MAA time survey form. Your samples should be in your words and NOT an exact replication of the "examples" provided within this document.
My MAA Codes: Vision & Mobility Specialist
Code 8: Managing
known
Medi‐Cal/health issues, concerns and services
(
student specific
)
Ongoing Referrals
Coordination and Monitoring
• Follow‐up to any referral made for health services o Steps taken to make sure that referral process is
being met:
• Includes additional paperwork or information • Includes follow‐up phone calls or emails • Includes follow‐up meetings such as:
a. Follow‐up to initial SST’s b. Annual IEP meetings c. Parent conferences
o Providing follow‐up contact to ensure that a child has received the prescribed medical/dental/mental health service
o Coordinating the completion of the prescribed services, termination of services and the referral of the child to other Medi‐Cal service providers as may be required to provide continuity of care
o Follow‐up to any health outreach that was provided • Follow‐up to an initial referral made from a mandated
service
o Steps taken to make sure that you are outside of the mandated services:
• The mandated service must be administered first and completed
• The first referral from the mandated service must have already been made
• Any and all subsequent referrals made after this point are reimbursable through code 8
Please also use this code for managing health concerns of your students, including coordinating with case managers when dealing with mental health/physical health/dental health/and substance
abuse issues. These activities must be outside of and not linked to
your direct services. • Determining needs:
o Gathering information related to student issues for determining treatments
o Gathering multi‐disciplinary materials to determine treatments
o Reviewing any information for purpose of determining treatments
• Coordinating a plan for providing therapy services: o Consultations and collaborations with teachers,
parents, and other professionals o Putting accommodations into place • Reviewing progress of students:
o Determining if current plan is effective o Making changes to current treatment plan o Reviewing information to track progress
o Evaluating effectiveness of treatment/equipment, etc.
• Meetings:
o IEP’s, SST’s, parent conferences, or any meeting that deal with Medi‐Cal (health) services of the student. Only the parts of the meeting that deal with Medi‐ Cal (health) services including discussions,
implementation, monitoring and coordination. (See code 1 IEP activities to distinguish between these two codes)
o 504 plans and meetings are not reimbursable activities through MAA.
*Include all time devoted to paperwork, training, clerical activities, or staff travel necessary to perform these activities, including initiating and responding to e‐mail and voicemail.
*These activities must be a normal part of your job duties and not performed only during time survey weeks.
*Case Managers participating in the LEA Medi‐Cal Billing Option for IEP case management cannot claim MAA Referral, Coordination and Monitoring. Staff should claim time under Code 2, Direct Medical Services as TCM billing includes Referral, Coordination and Monitoring.
Questions to ask in order to capture all of your MAA time
Did I follow‐up on a student's ongoing medical health, mental health, substance abuse, speech therapy, occupational therapy, dental or school nursing services with a Medi‐Cal health or mental health provider?
Did I gather any information that may be required in advance of a referral?
My MAA Codes: Vision & Mobility Specialist
Did I arrange or schedule any Medi‐Cal covered CHDP screens, interperiodic screens, non‐mandated immunization or sports physicals that do not include the mandated health services (See My MAA Tips)?
Code 8 Examples of Good Samples
1. I followed up with the OT about the ongoing referral made for OT treatment services.
2. I consulted with a teacher and OT about Medi‐Cal physical therapy services being provided to a student to help
coordinate the treatment plan.
3. I followed up with the school nurse on the physical health services being provided to a student per the IEP in order to
ensure the effectiveness of the treatment.
4. I followed up with the school office staff and parents about a student’s physical therapy services in coordination with
the physical therapist.
5. I discussed the ongoing vision services being provided to a student in a meeting with the parents and teacher in
order to coordinate all health services under the treatment plan in the IEP.
6. I monitored the Medi‐Cal related physical health needs of a student and followed up with the school nurse and vision
specialist so noted changes to treatment plan could be made.
7. I discussed the individualized health care plan of a student with the school nurse and mobility specialist to coordinate
the health services being delivered to a student through the IEP.
8. I coordinated the vision services for a student during an SST meeting to determine if an extended treatment plan is
needed.
9. I monitored the health needs of a physically handicapped student in coordination with a mobility specialist per the
Medi‐Cal health services received in IEP.
10. I coordinated with the vision specialist to maintain Medi‐Cal health services for a blind student to ensure
effectiveness of the treatment.
11. I attended an IEP meeting where we discussed the vision concerns of a student with the school nurse and school
psychologist to ensure that the plan is effectively meeting the student’s vision needs.
12. I attended an IEP meeting where we discussed the ongoing physical health issues of a student with the social worker,
school psychologist, special education teacher and school nurse to help coordinate all of the Medi‐Cal health services being delivered at school.
13. I assisted a student in medical crisis to maintain access to Medi‐Cal programs and services.
14. I assisted a family in crisis to maintain access to Medi‐Cal programs and services.
15. I coordinated ongoing Medi‐Cal services physical therapy/occupational therapy with the mobility specialist to verify
that the physical therapy/occupational therapy services outlined in the IEP are being met.
16. I followed up with the school nurse to discuss the health services of a student in order to monitor the Medi‐Cal
services for that student.
17. I followed up with the nurse regarding an ongoing referral for the evaluation of a student and the Medi‐Cal covered
health services the student will be receiving.
18. I followed up with the PT regarding a student’s Medi‐Cal physical therapy services being delivered.
19. I followed up with a parent regarding the student’s Medi‐Cal covered health services being delivered in coordination
with the school nurse.
20. I coordinated with the school nurse the Medi‐Cal health service provisions for a student as part of individualized
health care plan.
Note: The Examples of Good Samples sections are designed to provide you with "examples" of samples that are written in a way that would be acceptable for the respective MAA codes. Please DO NOT COPY these samples word for word for use on your MAA time survey form. Your samples should be in your words and NOT an exact replication of the "examples" provided within this document.
My MAA Codes: Vision & Mobility Specialist
Code 12: Activities that deal with the arrangement and actual translation
Arranging or Scheduling for Translation Services
Providing Translation Services
• Translation can be oral and written, including sign language and braille
• Translation needs to be for Medi‐Cal (health) services • Translator must be paid
• Requires that three parties be present • Document could be the third party
• If you translate for yourself it is communication not translation
*Include all time devoted to paperwork, training, clerical activities, or staff travel necessary to perform these activities, including initiating and responding to e‐mail and voicemail.
*These activities must be a normal part of your job duties and not performed only during time survey weeks.
Questions to ask in order to capture all of your MAA time
Did I arrange for any translation services regarding health or mental health issues covered by Medi‐Cal? Did I provide any translation services for any health or mental health services covered by Medi‐Cal? Did I arrange for any translation services for any health or mental health services covered by Medi‐Cal?
Did I arrange for any translation services for any Medi‐Cal covered health or mental health forms to be translated?
Code 12 Examples of Good Samples
1. I arranged a translator to call a parent about a student’s referral to health services.
2. I arranged a translator to inform parents about a referral made for physical therapy services.
3. I arranged a translator to assist with translation at an IEP meeting where the student’s physical therapy and health
services were discussed.
4. I arranged for vision and mobility forms to be translated for a parent conference.
5. I arranged a translator to help with translating health services information for the school nurse to be shared with
students.
6. I helped arrange a translator during parent conferences to discuss student’s health issues and concerns.
Note: The Examples of Good Samples sections are designed to provide you with "examples" of samples that are written in a way that would be acceptable for the respective MAA codes. Please DO NOT COPY these samples word for word for use on your MAA time survey form. Your samples should be in your words and NOT an exact replication of the "examples" provided within this document.
Code 14: Interagency meetings that help to develop or assess new Medi‐Cal/health
services for district (
Non‐student specific, group efforts not individual efforts
)
Program
Planning, Policy Development
Interagency
Coordination
• Developing interagency advisory or work groups to provide consultation and advice regarding delivery of Medi‐Cal services to school populations
• Participating in or coordinating training that enhances early identification, intervention, screening, and referral of students with special needs to Medi‐Cal services (This is distinguished from IDEA child find
• Interagency collaborations that coordinate and develop new health services in schools
• Looking at gaps in services and attempting to close those gaps
• Evaluating the need for Medi‐Cal services in relation to specific populations or geographic areas
My MAA Codes: Vision & Mobility Specialist
Questions to ask in order to capture all of your MAA time
Did I attend any meetings where Medi‐Cal health services were discussed in conjunction with outside agencies? Did I work with any practitioners or outside agencies to improve Medi‐Cal covered services?
Code 14 Examples of Good Samples
1. During a work group, we developed new a Medi‐Cal resource guide to make a good faith effort to locate and identify
health services resources.
2. I attended an interagency work group of health professionals within the County to provide an overview of Medi‐Cal
care services being delivered in schools and to identify addition Medi‐Cal health services resources.
3. I attended an interagency coordination meeting with different agencies that provide Medi‐Cal services to expand
access to and improve collaboration around referring students with identified medical problems.
4. During a collaborative meeting, we developed strategies to increase mental health services in schools.
5. During an interagency meeting, we identified gaps in Medi‐Cal services provided to students and developed
strategies to improve the delivery and coordination of these health services.
6. During a committee meeting, we developed procedures for tracking families’ requests for medical or health services
assistance with Medi‐Cal covered services and providers.
7. We coordinated with other interagency committees to identify, promote, and develop CHDP services in the school
system.
8. At the LEA Collaborative meeting we discussed how to use Medi‐Cal revenue to expand Medi‐Cal covered health
services for students and families.
9. I met with Medi‐Cal providers to determine their availability to ensure our district’s students will have access to
Medi‐Cal services.
10. I worked with the health center discussing available medical programs that we can offer to students and families that
may not have medical insurance.
Note: The Examples of Good Samples sections are designed to provide you with "examples" of samples that are written in a way that would be acceptable for the respective MAA codes. Please DO NOT COPY these samples word for word for use on your MAA time survey form. Your samples should be in your words and NOT an exact replication of the "examples" provided within this document.
Code 16: Other activities related to duties that could be replicated at any job site
Paid
Time Off/MAA form completion
General
Administrative Activities
• Time spent filling out MAA forms online
• Time spent reading materials to help fill out MAA forms
• Sick leave • Maternity leave • Jury duty
• Personal necessity
• The purpose of this code is to capture administrative duties that are more specific to general
administrative/clerical activities related to facilities, district functions, and operations. Include here:
o General supervision of staff or facilities, including staff performance reviews
o Reviewing non‐instructional school policies, procedures, or rules
o Attending or facilitating school or unit staff
meetings, board meetings, negotiations, or required in‐service trainings and events
o Completing personal mileage and expense claims
*Include all time devoted to paperwork, clerical activities, training, or staff travel necessary to perform these activities, including initiating and responding to e‐mail and voicemail.
My MAA Codes: Vision & Mobility Specialist
Questions to ask yourself in order to capture all of your MAA time
Did I complete my MAA time survey form?Did I review training materials to complete my MAA time survey form? Did I take any paid time off today?
Did I supervise any staff today?
Did I complete personal mileage or expense claims? Did I attend a board meeting?
Code 16 Examples of Good Samples
1. I completed my MAA time survey form.
2. I reviewed training materials to help fill out my MAA time survey form.
3. I was out due to jury duty.
4. I was out all week for paid maternity leave.
5. I was off due to paid sick leave.
6. I was off due to paid personal necessity.
7. I supervised a student teacher, including performance reviews.
8. During a staff meeting, we reviewed school policies, procedures, and rules.
9. I attended a board meeting to gain knowledge in district procedures.
10. During MAA week, I was away from the school campus at non‐educational conference.
11. I took time to complete personal mileage and expense claims.
Note: The Examples of Good Samples sections are designed to provide you with "examples" of samples that are written in a way that would be acceptable for the respective MAA codes. Please DO NOT COPY these samples word for word for use on your MAA time survey form. Your samples should be in your words and NOT an exact replication of the "examples" provided within this document.
