My MAA Codes: Office Staff
Code 1 and 2: Direct 1‐1 Student Services
Code 1: School Related/Education Activities
Code 2: Delivering Medical Services
• Compiling attendance reports• Reviewing educational records • Assisting with discipline issues • Enrolling students
• Arranging or coordinating IEP meetings
• Administering first aid or medication • Providing health care/personal care
• General health care issues such as playground injuries,
illnesses, etc.
• Includes preparing related reports *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 and voicemail.
*These activities must be a normal part of your job duties and not performed only during time survey weeks.
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 & Sport physicals that are Medically Necessary Interperiodic Health Assessments (MNIHA)
o Resource guides that list Doctors, Dentists, 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 or other general health care issues
• Examples of Medi‐Cal providers (either within the school
system or outside):
o Psychologists/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 being 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 as well as individual or group efforts (including SST or IEP meetings) and you do not need to know the outcome/result of the referral for it to be a code 4.
My MAA Codes: Office Staff
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 family/student to the doctor for health concerns.
2. I made an initial referral of a student to an internist for an initial sport related physical. 3. I made an initial referral of a student to the eye doctor for a severe eye injury.
4. I made an initial referral of a student to a dentist for non‐mandated dental evaluation. 5. I made an initial referral of a student to the school nurse for a physical examination. 6. I made an initial referral of a student to the dietician for a health evaluation. 7. I referred a pregnant teen to Medi‐Cal prenatal and well baby services.
8. I made an initial referral for parents/students to a local Medi‐Cal mental health facility in our area for a mental health evaluation.
9. I made an initial referral of a student to a Medi‐Cal covered substance abuse program for drug and alcohol counseling services.
10. I made an initial referral of a student with a severe injury to medical clinic for initial evaluation and a possible Medi‐ Cal referral.
11. I made an initial referral of a student to local mental health department in our area for an initial emotional mental health evaluation.
12. I provided a student and the student’s family information about the Medi‐Cal/Healthy Families program. 13. I provided information to a family of the California Children’s Services (CCS) to access Medi‐Cal.
14. After I reviewed health referrals, I provided initial Medi‐Cal outreach information to families for students needing medical care.
15. I copied, collated, and distributed Medi‐Cal outreach materials to teachers for student distribution. 16. I distributed information about Medi‐Cal/Healthy Families to students during a school‐wide campaign. 17. I provided Medi‐Cal outreach to a family in conjunction with an accident report for an injured student. 18. During a phone call to a parent on a student’s absences, I provided information to a family about the Medi‐
Cal/Healthy Families program to assist with medical care.
19. I distributed information about where to find local Medi‐Cal providers including lists of names and numbers of providers accepting Medi‐Cal as part of back‐to‐school packets.
20. While compiling a newsletter for distribution, I provided Medi‐Cal/health outreach information on programs and services available in our area and how to access them to families.
21. I designed and updated display boards on how to access Medi‐Cal/health programs and services for our students and families.
22. After I reviewed a cumulative folder for a student, I provided Medi‐Cal outreach, including a list of CHDP providers, to families needing non‐mandated immunizations.
23. I worked on truancy letters to go home to parents, which included referrals to Medi‐Cal/Healthy Families for medical assistance.
24. I called on an injured student needing medical intervention and included Medi‐Cal outreach for parents. 25. I included Medi‐Cal health services information while preparing SARB letters and communications.
26. I researched local Medi‐Cal outreach resources and Medi‐Cal services to provide information to families for distribution.
My MAA Codes: Office Staff
Code 4 Examples of Good Samples
continued
27. I informed families on how to effectively access, use, and maintain participation in all health services and resources under the Medi‐Cal/Healthy Families program.
28. I distributed initial information on CHDP physicals and providers to students needing non‐mandated physicals with possible Medi‐Cal referrals included.
29. I assisted another staff member with a Medi‐Cal referral of student to the nurse for an evaluation of physical health 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 6: Helping to facilitate Medi‐Cal/Healthy Families
Application
Facilitating Applications
Verifying Eligibility
• Helping an individual to fill out the application: o Must be a Medi‐Cal application
o Healthy Families applications are claimable unless the box “I do not want Medi‐Cal” is marked
•Gathering information related to the application: o Providing necessary forms
o Assisting family in collecting required information
o Packaging all forms in preparation for submittal
•Verifying an individual’s current Medi‐Cal/Healthy Families
eligibility
•Explaining eligibility process to applicants
•Gathering information from various programs to help
expand enrollment into Medi‐Cal programs:
o CHDP physicals
o Free and Reduced Lunch program
*Include all time devoted to paperwork, clerical activities, and staff travel necessary to perform this activity including initiating and responding to e‐mail or 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 speak to anyone about services which may be covered by Medi‐Cal? Did I provide any Medi‐Cal/Health Family Applications to any families? Did I help anyone complete a Medi‐Cal/Healthy Family Application? Did I submit a Medi‐Cal/Healthy Family Application on behalf of a family?
Code 6 Examples of Good Samples
1. I helped a family fill out an application for Medi‐Cal/Healthy Families.
2. I assisted a family to the Medi‐Cal office to obtain a Medi‐Cal/Healthy Families application.
3. I used information from a student’s CHDP’s to facilitate the Medi‐Cal/Healthy Families application process and expand their enrollment into Medi‐Cal programs and services.
4. I explained Medi‐Cal/Healthy Families eligibility rules and the process for prospective applicants.
5. I helped a family gather the necessary information related to the application and eligibility for Medi‐Cal/Healthy Families.
6. I reviewed a family’s Medi‐Cal/Healthy Families application to assure them that it was correctly completed.
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: Office Staff
Code 8: Managing
known
Medi‐Cal/health issues, concerns, and services
(
student specific
)
*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 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?
Did I provide any follow up contact to ensure that a child received their Medi‐Cal/Mental Health services?
Did I coordinate or monitor ongoing medical health, mental health, substance abuse, speech therapy, occupational therapy, dental or school nursing services?
Ongoing referrals
Coordination and Monitoring
• Follow‐up to any referral made for health services • This code is used after an initial referral is made
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
• Providing follow‐up contact to ensure that a child has
received the prescribed medical/dental, mental health service
• 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
• 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 8Please 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.
• Assisting case managers (special education teacher,
nurses, etc.) by:
o Gathering materials related to a Medi‐ Cal/health referral
• Coordinating health services or needs of students o Gathering health information
o Helping to gather multi‐disciplinary materials o Meetings or conversations with health providers
(nurses, speech therapists, psychologists) that coordinate the health needs of students o Reviewing managed care plans (health plans)
with nurse or health aides to coordinate the needs of students
• Monitoring health concerns of students in
coordination with health providers (can include special education teachers and administrators as case managers)
o Mental health service plans (behavior plans) with counselors or psychologists
o Mental health counseling needs with mental health counselors
o Managed care plan (health plans) with nurses or health assistants
o Speech services with speech therapist o Treatment plans with OT/PT
o On task ADD behaviors with special education teacher as case manager
o Autistic behaviors with speech therapist o Noted reactions or side effects with school
nurse on medical issues of students
o
Non‐mandated vision and hearing concernsMy MAA Codes: Office Staff
Did I participate in the coordination of any ongoing health services including, but not limited to, medical health, mental health, substance abuse, speech therapy, occupational therapy, dental or school nursing, which were discussed during (SST, IEP, or SARB) or other school meetings?
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 nurse about coordinating a student’s scheduled Medi‐Cal covered treatment services. 2. I followed up on a student’s ongoing referral to the psychologist for a mental health evaluation.
3. I followed up on the ongoing referral made to Medi‐Cal/Healthy Families for a family in need of medical assistance. 4. I followed up with the nurse regarding new Medi‐Cal covered treatment services being prescribed by the physician. 5. I followed up with parent regarding the student’s Medi‐Cal covered treatment being received in coordination with
school nurse.
6. I followed up with parents about the identified reactions of a student’s medical condition per the student’s individualized health care plan in coordination with the school nurse.
7. I followed up with a pregnant teen on her pre‐natal and well baby care she is receiving through Medi‐Cal.
8. I followed up with a teen to help coordinate the mental health services being delivered for grief counseling to ensure that the services are adequately meeting the student’s mental health needs.
9. I consulted with the mental health counselor to discuss the progress of a student to ensure the effectiveness of the Medi‐Cal covered care and treatment plan.
10. I met with the nurse to follow up on the health services being delivered to a student.
11. I spoke with a parent to coordinate information requested by the physician to provide Medi‐Cal covered health services to a student.
12. I gathered medical materials necessary for the referral made to a physician for a health evaluation for a student. 13. I gathered mental health materials necessary for the referral made to Mental Health for a mental health evaluation
for a student.
14. I coordinated with the nurse on the medical health service provisions for a student as part of their individualized health care plan.
15. I identified the noted reactions of a student’s Medi‐Cal related medical condition in coordination with the school nurse.
16. During phone call, I followed up with a Medi‐Cal covered physician about the noted side effects of student’s medical condition.
17. I consulted with the speech therapist about ongoing Medi‐Cal covered speech services being provided to a student. 18. I worked with the nurse to follow up on the health concerns of a student.
19. I worked with the nurse on Medi‐Cal health services referral for students needing medical intervention. 20. I coordinated the mental health care of a student to ensure their Medi‐Cal services were being provided.
21. During a home phone call, I followed up with parents about a student’s noted medication side effects in coordination with their Medi‐Cal covered physician.
22. I followed up with the school nurse about health services being provided in a student’s individualized health care plan.
23. I monitored a diabetic student’s Medi‐Cal covered physical health needs in coordination with the school nurse. 24. I monitored an asthmatic student’s Medi‐Cal covered physical health needs in coordination with the school nurse. 25. I monitored the Medi‐Cal related physical health needs of a student with severe allergies in coordination with the
school nurse to maintain consistency of the care and treatment being provided at school.
26. I monitored the Medi‐Cal covered physical health needs of students in coordination with the school nurse. 27. I monitored the individualized health care plan of a student in coordination with the school nurse to ensure the
effectiveness of the prescribed treatment from the physician.
28. I monitored the Medi‐Cal related vision concerns of a student in coordination with their eye doctor.
29. I monitored the mental health concerns of a student in coordination with the administrator as the case manager of the Medi‐Cal services received in the IEP.
30. I assisted a student in medical crisis to maintain access to Medi‐Cal programs and services. 31. I assisted a student in crisis to maintain access to Medi‐Cal programs and services.
My MAA Codes: Office Staff
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 10: Activities that deal with the arrangement of transportation
Scheduling and Arranging Transportation
Services
at school
Scheduling and Arranging Transportation
Services
outside of school
• Must be delivered in a specialized van or bus
• Student must receive a health service
• Appointments to a Doctor, Dentist, etc. • Appointments to Mental Health *Not transporting – arranging only
*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 transportation for a student to receive health services?
Code 10 Examples of Good Samples
1. I arranged for the specialized transportation of a student to receive Medi‐Cal services provided at school through their IEP.
2. I arranged for the transportation needs of a student to access the Medi‐Cal services being delivered off campus. 3. I notified the administrator about the specialized transportation needs for a student to receive Medi‐Cal services at
school through their IEP.
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 signlanguage
• 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?
Code 12 Examples of Good Samples
1. I arranged for a translator to call a parent about a student’s Medi‐Cal covered medication. 2. I arranged for a translator to inform a parent about a referral made for speech services.
3. I arranged for translation by phone to parents about a student’s Medi‐Cal related health issues for the school nurse. 4. I arranged for the translation of health forms for an upcoming IEP meeting.
My MAA Codes: Office Staff
Code 12 Examples of Good Samples
continued
6. I arranged for the translated lists of Medi‐Cal providers, including phone numbers and addresses, for students and their families.
7. I translated for the nurse during an IEP meeting to discuss the individualized health care plan of a student.
8. I translated for the speech therapist during a call to a non‐English speaking parent about the speech services being delivered to their student.
9. I translated for the school psychologist during an IEP meeting to discuss the mental health services being provided to the student.
10. I translated for the OT during a meeting to discuss the care and treatment plan being delivered at school.
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
• Time spent helping others to 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. These activities exist in any job in any setting and are not exclusive to schools (those activities would be code 1). Include here:
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 Supervising the use of facilities
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.
*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 complete my MAA time survey form?Did I ask questions to assist me in completing my MAA time survey form? Did I help others in completing their MAA time survey form?
Did I review training materials for the purpose of assisting with the completion of my MAA time survey form? Did I take any paid time off today such as vacation, sick leave, jury duty and/or disability?
Did I prepare for or attend a board meeting? Did I review school policies, procedures or rules?
Did I coordinate, participate in or present training necessary to clarify site and district policy, procedures or issues related to employees?
Did I attend a required in‐service training or event that was not related to curriculum, instruction or students?
My MAA Codes: Office Staff
Code 16 Examples of Good Samples
1. Each day, I filled out my MAA time survey and reviewed my training materials. 2. I reviewed MAA related activities and how to code for them on my time survey form. 3. I met with the MAA Coordinator to go over my time survey form.
4. I reviewed MAA related activities and how to code for them on my time survey form. 5. I assisted another staff member in completing their MAA time survey form.
6. I was out due to jury duty.
7. I was off on paid sick leave.
8. I was out all week for maternity leave.
9. I was out due to personal necessity.
10. During a staff meeting, we reviewed school policies and procedures.
11. I reviewed travel and conference forms/expense forms to ensure accuracy
12. I supervised the use of facilities for oversight and management.
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.
