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MJ Care Web Manual
SBS Contact Information
Training & System Questions
1-800-359-1046
Jennifer Corwin ext. 425 jennifer.corwin@mjcare.com
Claudia Engstrom ext. 454 claudia.engstrom@mjcare.com
Debbie Ogrizovich ext. 420 debbie.ogrizovich@mjcare.com
MPS Medicaid Staff
Lynn Ruhl ext. 5-8894 ruhllc@milwaukee.k12.wi.us
Chris Malicki ext. 5-8142 malickc@milwaukee.12.wi.us
Lisa Medill ext. 5-8597 medillll@milwaukee.k12.wi.us
2013 MJ Care, Inc.__________________________________________________________________________________________
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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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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SBS User Manual | Page 3____________________________________________________________________________________________________________
SBS Set-up Instructions
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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SBS User Manual | Page 4____________________________________________________________________________________________________________
SBS Set-up Instructions
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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SBS User Manual | Page 5____________________________________________________________________________________________________________
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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SBS User Manual | Page 6____________________________________________________________________________________________________________
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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SBS User Manual | Page 7____________________________________________________________________________________________________________
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
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 home icon.
To update the Change Password, click Change Password button
Enter the following information:
Current Password
New Password
Confirm Password
Click Save Changes button
Note: The “You have successfully updated your account info.” message will appear. Click home icon.
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SBS User Manual | Page 8____________________________________________________________________________________________________________
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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SBS User Manual | Page 9____________________________________________________________________________________________________________
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
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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SBS User Manual | Page 10____________________________________________________________________________________________________________
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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SBS User Manual | Page 11____________________________________________________________________________________________________________
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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SBS User Manual | Page 12____________________________________________________________________________________________________________
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
SBS User Manual | Page 13____________________________________________________________________________________________________________
To View Detailed Information Click View link.
Review Information
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SBS User Manual | Page 14____________________________________________________________________________________________________________
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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SBS User Manual | Page 15____________________________________________________________________________________________________________
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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SBS User Manual | Page 16____________________________________________________________________________________________________________
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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SBS User Manual | Page 17____________________________________________________________________________________________________________
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
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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SBS User Manual | Page 18____________________________________________________________________________________________________________
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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SBS User Manual | Page 19____________________________________________________________________________________________________________
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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SBS User Manual | Page 20____________________________________________________________________________________________________________
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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