Medicaid in Schools

FDOE-Sponsored Medicaid Tracking & SDAC Systems

Medicaid Tracking System (MTS) 3.0 -MTS 3.0 is a web application provided by the Bureau of Exceptional Education and Student Services (BEESS), Florida Department of Education (FDOE) at no cost to school districts for service providers to document and request reimbursement for services provided to students with disabilities through the Medicaid Certified School Match Program.

Key Features

  • Service Documentation: Providers can document and bill for various services, including speech therapy, physical therapy, occupational therapy, and nursing services. Behavioral services are currently under development.
  • Report Generation: Both providers and administrators can generate detailed reports of documented services.
  • Medicaid Eligibility: MTS 3.0 can produce and process Medicaid eligibility request and response files.
  • Billing Batches: Administrators can generate billing batches for eligible services for reimbursement.

Rolling Out MTS 3.0

As we approach the completion of the behavioral services enhancements, it is recommended that onboarding be finalized after these updates go live, as the application will be migrating to the department’s new SSO.

  1. Data File Creation: Coordinate with your IT department to create two data files containing student and parent demographic data and student exceptionality data.
  2. User Authentication: Work with your IT department to authenticate users via the FLDOE Single Sign-On (SSO). Users can be granted access either by bulk provisioning or manually via the SSO Admin Portal.
  3. Training: Train your service providers on using MTS 3.0, typically through a half-hour-long session via Teams, with participation from the state Medicaid consultant. District administrator training is provided one-on-one over multiple sessions.

Considerations for Transitioning from a Medicaid Vendor System to the FDOE’s Medicaid Tracking System (MTS):

  • Determine which district staff members will be responsible for fee-for-service billing activities currently handled by your vendors. These activities include:
    • Uploading student data files to the MTS
    • Downloading files from the MTS for upload to the Florida Medicaid Web Portal
    • Managing service provider access to the MTS
    • Developing a process to match transportation logs with documented services for billing transportation through the MTS 2.0
    • Reviewing billable services before seeking reimbursement to ensure all plans of care include the documented services in the MTS

To access MTS in SSO Test/Training:

  1. Go to https://portal.test.fldoesso.org
  2. Click EDUCATORS
  3. Click SSO Hosted Users
  4. Enter the username for one of the following roles:
    1. Speech-Language Pathologist – 2500-MTS.SLP@FILLER.NET
    2. Physical Therapist – 2500-MTS.PT@FILLER.NET
    3. Occupational Therapist – 2500-MTS.OT@FILLER.NET
    4. Registered Nurse – 2500-MTS.RN@FILLER.NET
    5. Licensed Practical Nurse – 2500-MTS.LPN@FILLER.NET
    6. School Health Aide – 2500-MTS.SHA@FILLER.NET
    7. District Medicaid Administrator – 2500-MTS.ADMIN@FILLER.NET
  5. Enter the password Training2025!
  6. Click MTS from Resources & Assessments

Contact MTSSupport@fldoe.org for more information.

Medicaid Tracking System (MTS) 2.0 – MTS 2.0 is a desktop-based (versus web-based) school district Medicaid billing software application (does not support enrolled charter or private schools). It is designed to facilitate a school district’s student Medicaid eligibility checks and student Medicaid billing, as performed under the Medicaid Certified School Match Program. MTS 2.0 is provided at no cost to school districts by the Florida Department of Education (FDOE).

MTS 2.0 Features

  • Can bill all service types which are billable under the Medicaid Certified School Match Program.
  • Draws its core data from your School Information System (SIS) via a “Student File” and an optional “Exceptionality File” which are produced by your IT Department on monthly basis for importation into MTS 2.0.
  • Enables automated mass student Medicaid Eligibility checks to be performed monthly. With the received eligibility data, you can generate paper based or PDF based monthly student Medicaid eligibility reports.
  • Streamlined Medicaid billing record entry. To bill a service, you only need to enter Student ID, Service Provider ID, Date of Service, Procedure Code, Diagnosis Code, and Units.
  • You can enter your billable service data from paper service documents, or from electronic service documents (such as Microsoft Word or Excel documents, or PDF documents, etc.).
  • Optionally, you can import service records into MTS 2.0 in bulk from other software applications using a specifically formatted Microsoft Excel file, to avoid having to hand enter that service data into MTS 2.0.

MTS 2.0 Architecture – MTS 2.0 is a Microsoft Windows desktop database application. It is designed for installation in your school district central office’s Medicaid department, either as a single-user installation on one computer, or as a multi-user installation on multiple client computers in conjunction with a shared data folder on an IT Department file server. Multi-user installations typically contain up to five users, but more users can be supported.

Technical support on installation and operation of MTS 2.0 is provided by Nanci English, Medicaid in Schools Consultant, Student Support Services Project, nanci.english@fldoe.org.

EMACS – Electronic Medicaid Activities Claiming System – The EMACS is a random moment sample (RMS) web application which supports Florida public school districts in meeting the requirements of the Florida Medicaid School District Administrative Claiming (SDAC) program. The EMACS is utilized by the EMACS Group, which is composed of very-large, large, medium, and small Florida public school districts. The Group’s member districts work cooperatively to complete the quarterly SDAC RMS. By working together on the random moment sample, the EMACS Group spreads the RMS workload proportionately among its member districts. The EMACS Group and the EMACS web application are managed and supported by the EMACS Data Manager. The Florida Department of Education (FDOE) provides the EMACS web application, and the services of the EMACS Data Manager, at no cost to member districts in the EMACS Group. No contract is necessary for a district to become a member of the EMACS Group.

EMACS Features

  • No contract and no cost for a school district to participate.
  • The EMACS web application can be accessed using popular desktop/laptop/tablet web browsers.
  • The EMACS web application and the EMACS Data Manager support the EMACS Group’s member school districts end-to-end in the SDAC random moment sample process.

Contact Nanci English, Medicaid in Schools Consultant, Student Support Services Project, nanci.english@fldoe.org for more information.

Legislation

The Agency for Health Care Administration shall reimburse Medicaid providers, in accordance with state and federal law, according to methodologies set forth in the rules of the agency and in policy manuals and handbooks incorporated by reference therein. Requirements are specified in the following sections of the Code of Federal Regulations (CFR), Florida Statute (F.S.) and Florida Administrative Code (F.A.C.):

Parental Consent and Annual Notification

  • 34 CFR Chapter III – Office of Special Education and Rehabilitative Services, Department of Education
  • 34 CFR Part 99 – Family Educational Rights and Privacy
  • 6A-6.03028, F.A.C. – Provision of Free Appropriate Public Education (FAPE) and Development of Individual Educational Plans for Students with Disabilities

Certified Match

IDEA

Medicaid

Maximization

Medicaid Handbooks, Guides, Fee Schedules, and Forms

Medicaid Certified School Match Program

Medicaid School District Administrative Claiming Program

Archived Medicaid Handbooks, Guides, Fee Schedules, and Forms

Medicaid Implementation and Program Readiness

Contact List

Enrollment

New Medicaid Contacts

Medicaid Web Portal Access

Annual Notification and Medicaid Parental Consent

Plan of Care

Size-Alike Data

Maximization of Medicaid Reimbursement

Medicaid Implementation and Program Readiness Workshop

Agency for Health Care Administration (AHCA) and Centers for Medicare & Medicaid Services (CMS) Guidance

AHCA Guidance

CMS Guidance

Florida Department of Education (FDOE)/University of South Florida (USF) and US Department of Education Guidance

FDOE Guidance

Medicaid in Schools – Tip of the Week

US DOE Guidance

AHCA Rate Calculations
School-Based Medicaid Meeting Materials

School-Based Medicaid Meetings 2025-2026 School Year PDF, School-Based Medicaid Meetings 2025-2026 School Year

Medicaid Re-enrollment Process Meeting (10/31/2024)

EMACS User Call (5/23/24)

Quarterly Call (5/4/22)

Medicaid 101 Call (3/30/2022-3/31/2022)

Quarterly Call (12/9/21)

Medicaid 101 Call (9/1/21 – 9/2/21)

AHCA Conference Call (5/27/21) – Zoom Recording

Medicaid in Schools Virtual Conference (3/2/21-3/3/21)

Medicaid 101 Call (11/17/20)

Quarterly Call (10/29/20)

Quarterly Call (7/9/20)

Quarterly Call (4/7/20)

Archived 2014-2019 Conference Calls Related to Schools and Medicaid

Archived Annual Schools and Medicaid Meetings

Important Links

Federal Medical Assistance Percentage (FMAP) for Medicaid and Multiplier

Medicaid and School-Based Services – This page from CMS provides an overview of Medicaid and school-based services as well as links to technical assistance materials and the Technical Assistance Center.Florida Agency for Health Care Administration (AHCA) is responsible for the administration of the Medicaid program, for the licensure and regulation of health facilities and for providing information to Floridians about the quality of the health care they receive in Florida.

Healthy Kids Corporation (KidCare) arranges health care coverage for Florida’s uninsured children.

National Alliance for Medicaid in Education represents the nation’s Medicaid and Education agency staff, along with local education agency administrators, with programmatic responsibility for administering Medicaid’s Administrative Claiming and Direct Billing of Health Related Service programs in schools.

U.S. Department of Health and Human Services – Office of Inspector General Reports

Shared District Resources

Directories

Electronic Signature Policies

Examples of ICD-10 codes and ICD-9 to ICD-10 conversions shared by school districts