The purpose of this memo is to provide districts and education cooperatives with instructions to generate the following student Medicaid eligibility reports to submit to the district’s billing vendor for billing and other health related activities:

• APSCN Medicaid Check/All Active Students
• APSCN Medicaid Early Childhood Special Ed file
• APSCN Medicaid Vision/Hearing Screening Data by Date file
• APSCN Medicaid School Age Special Education file

Due to personal identifiable information included with these eligibility reports and according to the Family Educational Right and Privacy Act (20 U.S.C. §12032g; 34cfr part 99) and the Arkansas Security Rules, email is not permitted in the transmission of these reports so please contact the district’s billing vendor to establish a secure mode of transmission. 

If a district bills independently, please contact Medicaid In The Schools, Program Advisor Veronica Milton, for instructions to access Medicaid eligibility through the Medicaid website, as the above instructions will not apply.  For additional questions regarding the reports, please contact Medicaid In The Schools with the ADE School Health Services Unit at 501- 683-3604.

 Downloading Cognos Medical files

The purpose of these Download Medical Files is to pull student data in batch form for checking students’ Medicaid eligibility. The user must have the appropriate security resources within eSchool.

• Login to eSchool at http://eschoolplus31.k12.ar.us/
•  Select Cognos Reporting from the left menu.
•  Login using your eSchool login and password including the apscn\
•  If message displays at the bottom of screen, select to ‘Show All Content’.
•  Verify the Public Folders tab is selected.
•  Menu: Public Folders > Student Management System > Medical > Medical Download Files.
•  Click on the Report Name to run:

o APSCN Medicaid Check/All Active Students:

  The purpose of this file is to pull student data in batch form for checking students’ Medicaid eligibility. The file contains columns of student’s last name, first name, and birthdate. The file pulls active students.

o APSCN Medicaid Early Childhood Special Ed file

  The purpose of this file is to pull student data in batch form for checking students’ Medicaid eligibility. The file contains columns of student’s last name, first name, and birthdate. The file pulls active students also currently active in the Early Childhood program.

o APSCN Medicaid Hearing/Vision Data by Date file

  The purpose of this file is to pull student data in batch form for checking students’ Medicaid eligibility of Vision and/or Hearing reimbursement. The file contains a blank SSN column, the students’ first name, last name, birthdate, and one instance of a vision and/or hearing screening date. The file only pulls students whose Medicaid Permissions flag is checked. (Tip: The prompts are normally all buildings and dates from July 1 to June 30 of the current school year.)

o APSCN Medicaid School Age Special Ed file

The purpose of this file is to pull student data in batch form for checking students’ Medicaid eligibility. The file contains columns of student’s last name, first name, and birthdate. The file pulls active students also currently active in the School Age Sped program.

• Select Finish, if applicable.
•  Normally at the bottom of the screen, a prompt will display to Open or Save the Excel file.
•  Select to ‘Save As’ under the Save dropdown selection and save to location desired.

Per the Arkansas Security Rules a file with PII (Personal Identifiable Information) cannot be sent via email unless encrypted/password protected. After downloading the file locally work with your vendor on submitting the file appropriately.