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MJ Care Web Manual

SBS Contact Information

Training & System Questions

1-800-359-1046

Jennifer Corwin ext. 425 [email protected]

Claudia Engstrom ext. 454 [email protected]

Debbie Ogrizovich ext. 420 [email protected]

MPS Medicaid Staff

Lynn Ruhl ext. 5-8894 [email protected]

Chris Malicki ext. 5-8142 [email protected]

Lisa Medill ext. 5-8597 [email protected]

2013 MJ Care, Inc.__________________________________________________________________________________________

mailto:[email protected]






Table of ContentsSBS SET-UP INSTRUCTIONS.............................................................................................1-5MENU............................................................................................................................................6ACCOUNT....................................................................................................................................7MY SERVICES.......................................................................................................................8-11SHARED SERVICES..........................................................................................................12-13MY CASELOAD...................................................................................................................14-18Additional Information..........................................................................................................19-20

2013 MJ Care, Inc.

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USER NOTES

User Name:____________________Password: ____________________

Notes: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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MJ CARE User Manual | Page 1____________________________________________________________________________________________________________

SBS Set-up Instructions Step 1: Upon the first visit to https://sbsweb.mjcare.com initial login is necessary to access the system.

Username will be the first six letters of their last name, the first letter of their first name, and their middle initial. For example, if user’s name were John A Johnson the username would be johnsoja.

The Password at the first time of logon will be password

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https://sbsweb.mjcare.com/

SBS User Manual | Page 2____________________________________________________________________________________________________________

SBS Set-up Instructions

Step 2: After logging on for the first time, the user will be prompted to change the password.

Passwords must be at least 8 characters and include the following:

At least one upper case character

At least one lower case character

At least one numeric character

A password must be changed once every school year.

User may not use the same password as the previous three passwords.

The default system password may not be used as a password.

Enter new password

Confirm password

Click Submit button

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Step 3: After changing the password, click on Click here link to return to the login page.

Step 4: Log in using the new password.

Step 5: Confidentiality and Password Security Agreement

Please take the time to read this agreement that reviews signature authentication and HIPPA regulations as it relates to this web-based program.

Note: The Confidentiality and Password Security Agreement can be found under Additional Information on page 10.

Once finished: Click the box indicating “I have read, understand, and agree to all the above terms.”

Click Agree and Continue button

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Step 6: After accepting the Confidentiality and Password Security Agreement, Click here link to go to the home page.

Step 7: Click on Account link to update the contact information.

To update the user information, click Edit Account button

Enter the following information:

Email address

Phone Number with Extension - optional

Role

Note: Please do not use a dash or slash in the role

section. Instead use the word “and”, when applicable.

Click Save Changes button

Note: The “You have successfully updated your account info.” message will appear. Click here to return to the dashboard.

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Forgot PasswordThe user can request assistance, if they have forgotten their password. When

logging onto https://sbsweb.mjcare.com, click on the here link

The Forgot Password screen appears.

Enter the user name

Enter the email address

Click Submit button

Note: The user will get a message the following message: “We have received your request for password reset.

An email containing detailed instructions for resetting your password has been sent to the email address you

provided. Follow the instructions in the email to reset your password.”

Once the user has received the email, they can click on the link to start the “Password Rest” process.

The Password Reset screen appears. The user name and email address are already listed.

Enter New password

Confirm password

Click Submit button

Note: The user will get a message that the password reset was successful.

Once the password has been reset, the user can click on the here link to return to the log in page.

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https://sbsweb.mjcare.com/


Menu

Log Out Log out of system

Account Change password Update contact information

Home Dashboard

My Provider My Caseload My Service Records Shared Services

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Account

This screen allows the user to update the contact information. Click on Account to update the contact information and change the password.

To update the user information, click Edit Account button


Email address

Phone Number with Extension – optional

Role

Note: Please do not use a dash or slash in the role

section. Instead use the word “and”, when applicable.


Note: The “You have successfully updated your account info.” message will appear. Click home icon.

To update the Change Password, click Change Password button


Current Password

New Password

Confirm Password


Note: The “You have successfully updated your account info.” message will appear. Click home icon.

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My Services

This screen allows the user to enter services for any student. Information is organized by the status of the

service.

To Enter Billing Click + Add Service Record button to start entering the billing information.

To Add Information Select the following:

Student

Can’t find the student, click Add New Student link (Directions pg 9)

Procedure

Enter the following:

Date of service

Time in - optional

Amount of minutes

Select the Progress

Enter Notes / Response

Click submit check box

Click Create Service button when finished

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My Services

Add New Student screen allows the user to enter the student’s name and birthdate.

To Add New Student Enter the following student information

Last name

First name

Date of Birth

Select the following:

Procedure


Date of service

Time in - optional

Amount of minutes

Select the Progress




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My Services

This screen lists all students that have a service record

entered. The services records are organized into four

categories.

Open/In Progress This tab lists service entries that have not been submitted to MJ Care.

SubmittedThis tab lists service entries that have been submitted to MJ Care.

ClosedThis tab lists service entries that have been billed by MJ Care.

All This tab lists all service entries.

Note: Once a service entry has been billed, the user can not change it. Please contact the Medicaid administrator

to make the corrections.

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My Services

Once a student’s service has been created, the user can view, edit, or

delete the information before it has been billed.

To View Information Click View link.

Review Information

Either Click

Edit Services button

Back to Services button

To Edit Information Click View link

Click Edit link

Make changes

Either Click

Save Changes button

Click Cancel button

To Delete Information Click Edit link

Click Delete link

Review information

Either Click

Click Delete button

Click Cancel button

Note: User can return to the previous by clicking one of the 4 links listed on the left hand side of the page.

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Shared Services

This screen lists all services in the user’s discipline. The services records are organized into two categories.

To Search Services Search for the specific student or date by either Quick Search box or +Show Filter

Quick search box (See picture above)

Type in the student name

Or

Type in the date of service

+Show Filter (See picture above)

Enter:

Date of Service

Submitted Date

Select from the drop down list:

Education Agency

Service Provider

Location

Procedure

Shared Services

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Filter

Quick Search


To View Detailed Information Click View link.

Review Information

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My Caseload

This screen allows the user to add students to their account. This will provide a faster entry for service page.

To Create Caseload Click + Add Student To Caseload button to start adding a student.

To Add Information Select the following:

Student

Can’t find the student, click Add New Student Link (Directions pg 15)

Location

Enter start date

Enter end date (optional)

Click Not billable check box – when applicable

Click Add Caseload button when finished

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My Caseload

Add new student screen allows the user to

enter the student’s name and birthdate.

To Add Information Enter the following student

information

Last name

First name

Date of Birth

Select the location

Enter start date

Enter end date (optional)

Click Not billable check box – when applicable

Click Add Caseload button when finished

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My Caseload

This screen lists all students that are on the caseload. The

caseload records are organized into four categories.

Active This tab lists active students on the caseload.

ClosedThis tab lists students that have been ended on the caseload.

Not BillableThis tab lists students that are on the user’s caseload, but the provider will not be billing.

All This tab lists all students.

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My Caseload

Once a caseload has been created, the user can add a service from the caseload.

To Add Service Click Add Service link.

Note: By clicking Add Service link, the Education Agency, Service Provider, Student, and Location are

already selected.

Select the following:

Procedure


Date of service

Time in - optional

Amount of minutes

Select the Progress




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My Caseload

Once a caseload has been created, the user can view, edit, or delete the

student from the caseload.

To View Information Click View link.

Review Information

Either Click

Edit Caseload button

Back to Caseload button

To Edit Information Click Edit link.

Make changes

Either Click

Save Changes button

Click Cancel button

To Delete Information Click Delete link

Review information

Either Click

Click Delete button

Click Cancel button

Note: User can return to the previous by clicking one of the 4 links listed on the left hand side of the page.

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Additional Information

Confidentiality and Password Security Agreement

MJ Care Inc. provides the Simply SBS web-based software as a means for education agencies and school districts to manage school-based medical services and related information. MJ Care considers maintaining the security and confidentiality of this information a matter of its highest priority. In order to be granted access to the SBS software, all users must agree to the terms and conditions outlined in this agreement.

These policies are enforced to ensure that private information is safeguarded against unauthorized access and to ensure that a process is available for reconstruction of the records upon request from an intermediary, stte surveyor, or other authorized personnel.

Whether medical records are charted electronically or on paper, they are subject to the same requirements. All medical records must be authenticated and dated. Authentication must include signatures and/or written initials. The SBS software allows electronic signatures to be used to provide authentication for records entered electronically. The electronic signature is authenticated by secure computer entry from a primary author who has reviewed and approved the entry.

In addition, the following requirements apply to education agencies or school districts charting medical records electronically:

Providers must have a paper or electronic back-up system for charting medical records electronically. This could include having backup files saved on disk or other electronic media.

For audits conducted by the Division of Health Care Financing, providers are required to produce paper copies of electronic records.

Providers must have safeguards to prevent unauthorized access to the records.

The following terms and conditions apply to all users:1. Upon accessing or entering information in any MJ Care system, I will comply with all federal and state

regulations including but not limited to the Federal Education Rights to Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

2. I understand that the information accessed through the SBS system contains sensitive and confidential information which should only be disclosed to those authorized to receive it.

3. I will respect the privacy and rules governing the use of any information accessible through the SBS system and only access and/or utilize protected health information that I have a need to know in order to perform my job.

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4. I will respect the confidentiality of any reports or documents printed from the SBS system containing protected information and will handle, store, and dispose of the documents appropriately.

5. I will only enter medical records for services that I personally provided or services that were provided under the direction of a licensed professional.

6. I understand that I am responsible for using my electronic signature to authenticate any medical records I may enter or modify.

7. I will follow the security best practices and use a strong password on my account. I will safeguard my password and will not post it in a place where it will be easily lost or stolen.

8. I will not store my password in a file on any computer system or similar device without encryption.

9. I will not allow anyone, including other employees, to use my account to access the SBS system or alter information under my identity.

10. I will not utilize anyone else’s account to access the SBS system or alter any information under someone else's identity.

By signing this agreement, I agree to maintain all protected health information in a manner consistent with federal privacy regulations. As a professional I understand that I am responsible for the accuracy of the information that I will enter into the MJ Care SBS software. My acceptance of this document signifies that I have read, understand, and agree to all of the above terms.

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