Programs & services

School-based health care services (SBHS)

What is School-Based Health Care Services (SBHS) ?

The SBHS program reimburses school districts for Medicaid covered health care related services provided to Medicaid eligible children requiring special education services consistent with section 1905(a) and section 1903(c) of the Social Security Act.

These services must be included in the student's current Individualized Education Program (IEP) or Individualized Family Service Plan (IFSP) and must be provided by a licensed health care provider.

Client eligibility

Children with a disability (age 0 through age 20) who require special education services must be receiving Title XIX Medicaid under a categorically needy program (CNP) or medical needy program (MNP). Children enrolled in managed care receive SBHS on a fee-for-service basis.

Covered services

Evaluations: When the child is determined to have a disability, and is in need of special education and health care related services that result in an IEP or IFSP.

Reevaluations: To determine whether a child continues to need special education and health care related services.

Direct health care related services which are included in a child’s IEP or IFSP, including:

  • Audiology services
  • Counseling services
  • Nursing services
  • Occupational therapy services
  • Physical therapy services
  • Psychological assessments
  • Speech-language therapy services

Provider eligibility

School-based health care services must be delivered by health care providers who meet state licensure and certification requirements according to Washington State law (WAC 182-537-0350).

School districts can confirm provider qualifications on the Department of Health’s website. All providers must apply for a National Provider Identification (NPI) number through National Plan and Provider Enumeration System (NPPES). Providers must be enrolled as a servicing provider under the school district’s billing NPI number.

Reimbursement

The SBHS program is an optional Medicaid match program with a 50/50 state/federal match funding structure. Reimbursements are based on fee-for-service established rates, and are facilitated via an Intergovernmental Transfer (IGT) process. School districts must sign an interagency agreement with HCA and a core provider agreement with the provider enrollment unit in order to participate. When a fully executed contract is in place, the district can begin submitting claims for Medicaid covered services.

Resources

SBHS billing guide

SBHS fee schedule

SBHS fact sheet

SBHS checklist for new school districts

SBHS checklist for new SBHS coordinators

SBHS contracted school districts

Intergovernmental transfer (IGT) flowchart (updated June 2018)

SBHS trainings

SBHS training videos and materials

SBHS 101 training ​- pdf

SBHS annual training for returning school districts 2018-2019  training video/pdf 

SBHS vs MAC

SBHS provider trainings

Billing for audiology service - training video  / pdf

Billing for behavioral health services - training video / pdf 

Billing for nursing services - training video / pdf 

Billing for occupational therapy services -- training video / pdf 

Billing for physical therapy services - training video / pdf 

Billing for speech-language therapy services - training video / pdf 

NCCI edits training tool 

ProviderOne trainings and resources

How to enroll as a billing provider (setting up a ProviderOne account)

How to enroll servicing providers 

How to end-date providers 

Checking Medicaid eligibility 

How to access ProviderOne 

Creating ProviderOne users and adding profiles

Forms

Provider and contact update form

Sample signature log

SBHS contract

Sample SBHS contract

School Districts interested in contracting with the SBHS program must complete a Contractor Intake form. Submit completed form via email to the SBHS program manager.

Program updates

SBHS sends updates via our email communications tool, GovDelivery.

Past notifications are available to view through our RSS feed.

Please note: If you subscribe to our RSS feed and use the Chrome browser, you will need to install the RSS feed extension for Chrome.

Contact

Shanna Muirhead
SBHS Program Specialist
Phone: 360-725-1153
Fax: 360-725-1152
Email: shanna.muirhead@hca.wa.gov

SBHS A-19 invoice inquiries should be directed to HCA's accounting office at HCASchoolBased@hca.wa.gov