Information for School Staff

Board Certified Behavioral Analyst

Case Manager

Occupational Therapist

Orientation and Mobility

Personal Care

Physical Therapist

• Physical Therapy Prescription

Psychologist

Registered Nurse

• Where to Document Nursing in an IEP
• Licensed Practical Nurse

Social Worker

Speech and Language Assistant

Speech-Language Pathologist

Social Work, Psychological & Counseling Services Tip Sheet

The Random Moment Time Study is one of the integral parts of the Medicaid reimbursement process.  It is the federally accepted method of documenting the amount of staff time spent on direct service and administrative outreach activities. It is a Medicaid program requirement that helps schools receive federal reimbursement for time spent on allowable related activities. 

If your district has identified you as a person who performs activities related to Medicaid and health-related services as part of your job, you have the potential to be randomly selected to participate.  If selected, you will receive an email from [email protected] with a link to your moment that will ask you questions about a specific minute in your day.  Your role is to respond to all moments you have been selected for in a timely manner.  You will be asked the following questions: 

1. Were you working during your sample moment? 
   • Yes 
   • No  
2. Is the service you provided part of the child's medical plan of care or for which medical necessity has been determined? 
   • Yes - IEP/IFSP 
   • Yes - medical plan of care other than an IEP/IFSP (i.e. 504, student health plan of care, physician’s order, crisis intervention service) 
   • Medical necessity established by another method 
   • No or N/A 
3. Who was with you? 
4. What were you doing? 
5. Are you the student's designated case manager? (for targeted case management only) 

Provide truthful and thorough, detailed responses.  There are no wrong answers, but if your response is vague, you may be contacted by PCG staff for additional follow-up information. 

RMTS Tip Sheets for:

• Case Managers
• Direct/Ancillary Staff
• Personal Care Staff

Random Moment Time Study AT*A*GLANCE

How to complete a time study for specific situations that occur (e.g., you were responding to emails, driving to another location, attending a conference or professional development, etc.) 

Table of Contents:   

• Accessing Service Capture 
• Calendar Views & Shortcuts 
• Creating, Editing & Deleting Caseload Groups 
• Creating Service Records in Service Capture & Creating Records for Non-Caseload Students 
• Creating Multiple Days Logs for One Student 
• Creating Multiple Days Logs for Multiple Students 
• Creating Group Service Logs 
• Scheduling Future Services 
• Editing, Deleting & Voiding Service Records 
• Creating Private Insert Statements / Monthly Summaries 
• Common Error Messages 

PSSP Users Manual

False Claim and Whistle Blower Protection Act

Medicaid Annual Quality Assurance Plan