Superintendent’s Memo #212-12

State seal, Commonwealth of Virginia

Department of Education

August 24, 2012

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  Training Opportunity: Medicaid and Schools

The Virginia Department of Education is pleased to announce a training opportunity in Medicaid reimbursement and documentation procedures. The training will be held at the Doubletree Hotel in Charlottesville, Virginia on Wednesday, October 17, 2012, 4:30 p.m. to 8:30 p.m. and Thursday, October 18, 2012, 7:30 a.m. to 4:30 p.m. Wednesday’s training agenda will consist of multiple breakout sessions and will include a question and answer session. All sessions will be repeated on Thursday to allow attendees to participate in multiple sessions. Please see the attached tentative agenda.

Training on Wednesday and Thursday regarding Medicaid documentation requirements is designed for occupational therapists, physical therapists, speech-language therapists, nurses, psychologists, social workers, special education aides, and clinic aides (school division personnel and outside contracted agency personnel).  Special education directors, special education supervisors, school nurse coordinators, and school financial officers will also receive information on how to implement and manage the Medicaid billing program.

Topics to be addressed include the following:

The Virginia Department of Education will provide breakfast, lunch, and an afternoon break on Thursday.  Participants will be responsible for their own lodging. There will be exhibitors from 4:00 p.m. to 5:30 p.m. on Wednesday, during registration, and 7:30 a.m. to 4:30 p.m. on Thursday.

The Doubletree Hotel will offer government rates through September 16, 2011, at $115 plus tax for a single or double. The Doubletree is located at 990 Hilton Heights Road, Charlottesville, VA, 22901.  Please call (434) 973-2121 to make reservations.  Please reference Medicaid and Schools when making your reservation.

The cost of the registration is $20.00 per participant.  A check must be submitted with two copies of the registration form.  The check must be written to the “Treasurer of Virginia.”  The conference registration form is attached and must be returned by October 5, 2012.  Please mail the registration and payment to:

Virginia Department of Education
Accounting Department
P.O. Box 2120
Richmond, Virginia, 23218-2120

All conference materials will be available for downloading/printing three weeks prior to the training.  An e-mail with the link to the training materials will be sent to all registered participants. Questions and technical assistance requests may be directed to Amy Edwards at or (804) 692-0150.



  1. Medicaid and Schools Annual Training Registration Form (Word)
  2. Medicaid and Schools Annual Training Tentative Agenda (Word)