Superintendent’s Memo #156-14

State seal, Commonwealth of Virginia

Department of Education

June 13, 2014

TO:  Division Superintendents

FROM:  Steven R. Staples, Superintendent of Public Instruction

SUBJECT:  Training Opportunity:  Medicaid and Schools

The Virginia Department of Education (VDOE) will offer a training opportunity in Medicaid reimbursement and documentation procedures on Monday, October 6, 2014, through Wednesday, October 8, 2014 at the DoubleTree Hotel in Charlottesville, Virginia.

Training 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, school financial officers, and Medicaid coordinators will also receive information on how to implement and manage the Medicaid billing program.

On Monday there will be two sessions, both designed for psychologists and social workers.  The first session will address ethics.  The second session is a presentation about Medicaid and Schools Psychiatry, Psychology, and Mental Health Services.  Multiple breakout sessions will be offered on Tuesday.  On Wednesday, a repeat breakout session will be provided on cost-based reimbursement.  A question and answer panel will provide participants with the opportunity to clarify session content and ask questions.

Other topics to be addressed include the following:

The Virginia Department of Education will provide lunch to those participants registered for both the ethics session and the psychological services session on Monday.  Breakfast and lunch will be provided on Tuesday for all registered participants.  On Wednesday, breakfast only will be provided to all registered participants.  Exhibitors will be available on Monday from noon to 6 p.m., and from 7:30 a.m. to 5 p.m. on Tuesday.

Participants will be responsible for their own lodging and other travel costs.  The Doubletree Hotel will offer government rates until the room block is sold out, at $119 plus tax for single or double occupancy.  The DoubleTree is located at 990 Hilton Heights Road in Charlottesville, Virginia.  Please call (800) 494-9467 to make reservations and reference “Medicaid and Schools.”

The cost of registration is $25 per participant.  A check must be submitted with two copies of the registration form.  The check should be made payable to the “Treasurer of Virginia.”  The conference registration form is attached and must be returned by September 26, 2014.  Late registrations will not be accepted.  Please mail two copies of the registration form and payment to:

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

An e-mail with the link to training materials will be sent to all registered participants three weeks prior to the event.  Questions and technical assistance requests may be directed to Education Coordinator I Amy Edwards; telephone (804) 692-0150.



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