Table Of Contents
Overview
Medical Insurance Information has been enhanced in Aeries for a student. The Medical 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. Records are sorted by Expiration Date, so the active insurance records will display at the top.
Security
Table | Permission | Description |
|---|---|---|
| Medical Insurance Information (MII) | Read Insert Update Delete | View page, print records Add new record Update records Delete Records |
Available fields:
Insurance Type (TY): Required - Type of insurance entered (Local codes can be added via the Update Code Table)
Insurance Carrier (NM): Name of insurance carrier
Group Number (GP): Group Number for Insurance provider
Policy Number (PN): Policy number on insurance account
Effective Date (SD): Required - Date covereage begins
Expiration Date (ED): Date coverage ends (may be left blank)
Member ID (MID): Member ID (tied to student)
Primary Coverage (PRI): Indicator that the policy is primary coverage for that Insurance Type
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)
Configurations
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.
If you wish to offer a way for parents to indicate that there is no medical insurance coverage for a child, you could add a code for N - None. Then instruct the parents to select that code and enter today's date as the Effective Date, since those are the only 2 required fields.
To add Insurance Information for a student, click the mouse on Add 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.
To delete the record, while in edit mode, click on the Delete icon.
The is a copy function to easily take records added to one student and copy them to a sibling. Select the record(s) you wish to copy and click on the Copy button. Then navigate to the sibling's record and click the Paste button to add those records to the sibling, Then the Member ID and/or Benefits ID need to be updated for that sibling. The copy function can also be used to copy a prior year insurance record for a student, and paste it again for the new year. If nothing else has changed, just update the Effective and Expiration dates. Also note, the Effective date can be left blank to indicate that the record is still Active.
Other
With proper permissions to the Parent Portal Group, parents can add/edit the Insurance information. Future enhancements will be to allow that page to be presented as part of the Parent Data Confirmation process and Online Enrollment.
More information about the fields in the Insurance Info page is available from the Database Definitions page and the Database Table Information report.
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.
