WSR 14-15-147
(Washington Apple Health)
[Filed July 23, 2014, 9:41 a.m.]
Original Notice.
Preproposal statement of inquiry was filed as WSR 14-07-037.
Title of Rule and Other Identifying Information: WAC 182-537-0700 School-based health care services for children in special educationSchool district documentation requirements.
Hearing Location(s): Health Care Authority (HCA), Cherry Street Plaza Building, Conference Room, 626 8th Avenue, Olympia, WA 98504 (metered public parking is available street side around building. A map is available at or directions can be obtained by calling (360) 725-1000), on August 26, 2014, at 10:00 a.m.
Date of Intended Adoption: Not sooner than September 27, 2014.
Submit Written Comments to: HCA Rules Coordinator, P.O. Box 45504, Olympia, WA 98504-5504, delivery 626 8th Avenue, Olympia, WA 98504, e-mail, fax (360) 586-9727, by August 26, 2014, at 5:00 p.m.
Assistance for Persons with Disabilities: Contact Kelly Richters by August 22, 2014, TTY (800) 848-5429 or (360) 725-1307 or e-mail
Purpose of the Proposal and Its Anticipated Effects, Including Any Changes in Existing Rules: The purpose of this amendment is to clarify requirements related to how records may be signed. Electronic signatures are prohibited unless a physical disability makes it impossible for the provider to hand write his or her signature.
Reasons Supporting Proposal: This rule change is necessary to eliminate provider uncertainty regarding electronic signatures.
Statutory Authority for Adoption: RCW 41.05.021.
Statute Being Implemented: RCW 41.05.021.
Rule is not necessitated by federal law, federal or state court decision.
Name of Proponent: HCA, governmental.
Name of Agency Personnel Responsible for Drafting: Mick Pettersen, HCA, P.O. Box 45504, Olympia, WA, (360) 725-1842; Implementation and Enforcement: James Harvey, HCA, P.O. Box 45530, Olympia, WA, (360) 725-1153.
No small business economic impact statement has been prepared under chapter 19.85 RCW. The agency has analyzed the proposed rule and concludes that it does not impose more than minor costs for affected small businesses.
A cost-benefit analysis is not required under RCW 34.05.328. RCW 34.05.328 does not apply to HCA rules unless requested by the joint administrative rules review committee or applied voluntarily.
Kevin M. Sullivan
Rules Coordinator
AMENDATORY SECTION (Amending WSR 13-05-017, filed 2/7/13, effective 3/10/13)
WAC 182-537-0700 School-based health care services for children in special educationSchool district documentation requirements.
(1) ((For the purposes of this chapter, providers must document all health care related services as specified in the medicaid agency's current, published school-based health care services for children in special education medicaid provider guide. Assistants, as defined in WAC 182-537-0350, who provide health care related services must have their supervisor cosign any documentation in accordance with the supervisory requirements for the provider type.
(2) Health care related documentation must include, at a minimum:)) Providers must document in writing all health care related services in the manner set out in this section, WAC 182-502-0020, and the medicaid agency's program-specific provider guide.
(2) The following documentation must be maintained for each client:
(a) Professional assessment reports;
(b) Evaluation and reevaluation reports;
(c) Individualized education program (IEP); and
(d) Treatment notes for each date of service ((the provider billed the agency.
Treatment notes must include the following information:
(i) Activity and intervention involved;
(ii) Child's name;
(iii) Child's ProviderOne client ID;
(iv) Date of birth;
(v) Date of service, actual time-in and time-out, and the number of billed units for the service;
(vi) Indication if the treatment note was for individual or group therapy; and
(vii) Original signature of the licensed provider, title, and National provider identifier (NPI) number.
(3) As described in WAC 182-502-0020, all records must be legible and easily and readily available to the agency upon request)) that give a clear, comprehensive picture of the care being provided, the response to each intervention, and that include the:
(i) Child's name;
(ii) Child's ProviderOne client ID;
(iii) Child's date of birth;
(iv) Activity and intervention performed;
(v) Date of service;
(vi) Time-in;
(vii) Time-out;
(viii) Number of units billed for the service; and
(ix) Whether the treatment described in the note was individual or group therapy.
(3) All required documentation must include the provider's handwritten signature, title, and National Provider Identifier (NPI) number.
(a) Signature by stamp or electronic means is acceptable only if the provider is unable to sign by hand due to a physical disability.
(b) Assistants practicing under WAC 182-537-0350 must have a supervisor cosign all documents in the manner required by subsection (3) of this section.