School Medicaid Billing Checklist: Consent, Prescriptions, NPI | MyTherapyWizard

School Medicaid Readiness: Prescriptions, Consents and Provider Orders

School Medicaid Readiness - Prescriptions, Consents and Provider Orders - MyTherapyWizard help article card

Districts starting Medicaid billing often ask the same questions: do we need a prescription, which consent forms, and whose NPI goes on the claim? Answers depend on your state, so confirm each item with your state Medicaid agency and billing agent.

✨ Available on: Teams; the Provider order stage and Provider Orders require the Billing add-on

✅ Readiness checklist

  • Written parental consent to bill public benefits. Under IDEA this is a one-time consent, with annual written notice to parents.
  • A release of information if you will talk with the student's physician.
  • A prescription or referral, if your state requires one for your discipline.
  • Each therapist's NPI and license on file, and a decision on whether claims go under the district's or the therapist's NPI.
  • A medical plan of care, if your state requires one (see Medicaid in Schools: Writing a Medical Plan of Care Alongside the IEP).
  • A process for tracking which students have each item.

🪄 Track it in MyTherapyWizard

  1. Build consent and release forms in Forms Manager. Families sign on their phone, and the signed PDF files to the client record.
  2. Record each therapist's NPI and license in Members › Profile.
  3. Turn on the Provider order stage in Flow Settings and limit it to your Medicaid payer.
  4. Send order packets and validate prescriber NPIs in Provider Orders.
  5. Watch My Worklist (overdue provider orders) and Evaluation Tracker for missing pieces.
Forms Manager with consent and release forms
Provider Orders list with sent, overdue and signed orders

⚠️ Note: the Provider order stage is part of Teams lifecycle flows, but its order steps only work when the Billing add-on is turned on. This is true for every organization type, not only schools.

💡 Why it matters: a missing consent or order is the most common reason a school claim can't be billed. Tracking it in the client's lifecycle catches it before the session is lost.

📚 See other articles in School-Based Practice here.