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Other  

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This feature is still being enhanced to add more functionality.

Overview

Medical Insurance Information has been enhanced in Aeries for a student. The Insurance Information page can be accessed from the menu under Student Data > Medical > Insurance Info. This will allow more insurance information on the different types of insurance that covers a student, and can be used to help California Districts comply with the Medi-Cal billing process if they participate and to help comply with Children and Youth Behavioral Health Initiative (CYBHI).

The following form will display.

The default view is Active Records of All Types. This filter can easily be adjusted by the user. 

• Active:  Effective Date equal or prior to today's date with either no Expiration Date or Expiration date is in the future.
• Expired:  Records that have an Expiration Date equal or earlier than today's date. 
• Scheduled:  Effective Date is in the future.

Security  ↑

Available fields:

• Insurance Type (TY): Required - Type of insurance entered (Local codes can be added via the Update Code Table)
• Primary Coverage (PRI): Indicator that the policy is primary coverage for that Insurance Type
• Effective Date (SD): Required - Date covereage begins
• Expiration Date (ED): Date coverage ends (may be left blank)
• Insurance Carrier (ICC): Code and Name of Insurance Carrier (selected from Insurance Carrier Code list)
• Other Insurance Carrier Name (NM): Name of other insurance carrier (Not found on Insurance Carrier Code list)
• Policy Number (PN): Policy number on insurance account (tied to family)
• Member (MID): Member ID (tied to student)
• Subscriber First Name (SFN): First Name of Insurance Subscriber (policy owner)
• Subscriber Last Name (FLN): Last Name of Insurance Subscriber (policy owner)
• Subscriber Street Address (SAD): Street Address of Insurance Subscriber (policy owner)
• Subscriber Street Address2 (SA2): Street Address of Insurance Subscriber (policy owner)
• Subscriber City (SCY): City of Insurance Subscriber (policy owner)
• Subscriber State (SST): State of Insurance Subscriber (policy owner)
• Subscriber Zip (SZC): Zip Code of Insurance Subscriber (policy owner)
• Group Number (GP): Group Number for Insurance provider
• Medicaid (Medi-Cal)? (MC): Y/N field to indicate Insurance provided by Medicaid (also called Medi-Cal in California)
• Benefits ID (MBI): Only appears and is required if Medicaid Indicator is Yes (tied to student)
• Primary Care Provider Name (PCN): Name of primary care provider for this insurance
• Primary Care Provider Phone (PCT): Telephone of primary care provider's office
• Comments (CO): Free-form comment section
• Date Entered (IDT): Date & time when record was created (automatically collected) 
• Created By (IUN): User Name who created the record (automatically collected)

Code Table  ↑

Codes for different types of Insurance can be set up on the Update Code Table page by selecting MII as the table and TY as the field. 

Add Record  ↑

To add Insurance Information for a student, click the mouse on the Add Insurance button in the header, or if there are no existing Insurance records, the Add Record button in the middle of the card,

A window will display with several fields to store Insurance information, subcriber information and effective dates.

Insurance Carrier Codes have been added as a new field that utilizes a drop-down list. a list of fixed codes have already been added, along with codes for Other and None.  If the Carrier Code list is blank, please run the Update USYSGCOD function found under Administrative Functions . Custom Insurance Carrier codes can be added using the Update Code table page for MII.ICC. 

When a carrier is selected, the code is populated in the Insurance Carrier Code field (MII.ICC) and the Insurance Carrier name is displayed in that field, and also in the Insurance card header for that record. 

An option to select None - NON is available by default in the fixed codes list. 

For cases where the insurance carrier is not on the list, parents can select Other-OTH. The Other Insurance Carrier Name field will be greyed out by default. The Other Insurance Carrier Name field will become enabled once Other-OTH is selected under Insurance Carrier dropdown. The 'other IC name' field (MII.NM) will store the text entered as it is populated. 

Edit Record  ↑

To edit existing Medical Insurance Information, click the mouse on the Edit icon. The record will display in edit mode. Edit any information and then click on the Save icon to save the information.

Delete Record  ↑

To delete a record, while in edit mode, click on the Delete icon in the bottom left corner.  

Other  ↑

With proper permissions to the Parent Portal Group, parents can add/edit the Insurance information. An option is available in the Parent Data Confirmation settings that allows that page to be presented as part of the Parent Data Confirmation process. See PDC Setup.

More information about the fields in the Insurance Info page is available from the Database Definitions page and the Database Table Information report.

Query  ↑

Fields are also available in Query. Using an IF statement related to the required field of Insurance type will filter to only students who have at least 1 insurance record. 

Additionally, Query Change can be used to clean up old records that may exist in the system. However, because many of them may not have the Effective Date popupulated, the will not display on the page, as the system is unable to determine if it is an Active, Expired, or Scheduled policy. It is up to the district to decide how to handle old records

Report  ↑

A report can be printed by selecting the Print Icon on the Insurance Info page for a student.

Multiple students can be printed by navigating to View All Reports > Student Insurance Info Report. The report is available from District or School.