July 8, 2016

TO:  Division Superintendents

FROM:  Steven R. Staples, Superintendent of Public Instruction

SUBJECT:  Training Opportunity: Medicaid

The Virginia Department of Education (VDOE) will offer a training opportunity in Medicaid reimbursement and documentation procedures on Wednesday, October 19, 2016 - Friday, October 21, 2016, 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 (both school division and contracted 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 Wednesday, there will be two sessions, one designed for primary Medicaid contact in a school division who has been in the position for three years or less.  The second session is a presentation about Medicaid and Schools Psychiatry, Psychology, and Mental Health Services.  Multiple breakout sessions will be offered on Thursday.  On Friday, 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.  This year, there will no Continuing Education Units session for Psychologist provided.

Other topics to be addressed include the following:

The VDOE will provide breakfast and lunch on Thursday and breakfast on Friday for all registered participants.  There will be a Medicaid Coordinator’s Meeting (only for those that represent a school division as the Medicaid contact) immediately following the Annual Medicaid and Schools Training.  Lunch will be provided.  Exhibitors will be available on Wednesday from noon to 5 p.m., and from 7:30 a.m. to 5 p.m. on Thursday. 

Participants are responsible for their own lodging and other travel costs.  The Doubletree Hotel will offer room rates of $128 per night (plus tax), until the room block is sold out.  The DoubleTree Hotel 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 must be made payable to the “Treasurer of Virginia.”  The conference registration form is attached and must be returned by September 30, 2016.  Late registrations will not be accepted.  Please mail the registration form and payment to:

Attn: Fiscal Services
Virginia Department of Education
P.O. Box 2120
Richmond, Virginia 23218-2120

An e-mail with the link to training materials will be sent to all registered participants a week and a half prior to the event.  Questions and technical assistance requests may be directed to Amy Edwards at Amy.Edwards@doe.virginia.gov; telephone (804) 692-0150.



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