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Local Education Agency Medicaid Coordinators’ Professional Learning Community

This page includes resources and information for Local Education Agency (LEA) staff who act as a Medicaid Coordinator for their school or district.
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We encourage you to join the Professional Learning Community (PLC) if your role includes any of the following responsibilities: 

  • Oversight and management of Random Moment Time Study (RMTS) participation
  • Oversight and management of direct service interim billing processes
  • Submission of Administrative Activity Claim or Cost Report information, and
  • Other important tasks, such as ensuring staff participants have reviewed relevant trainings on the program website.

What is the Medicaid Coordinators’ Professional Learning Community?

The Medicaid Coordinators’ PLC is an informal workgroup to help LEA Medicaid Coordinators succeed in their key role in the School-Based Medicaid Program (SBMP). This facilitated peer-to-peer learning community addresses topics such as training, sharing resources and developing new ones, collaborating on common challenges, and disseminating best practices and tips.

How do I join the Professional Learning Community?

Contact the SBMP support team by

Meeting Dates for the 2025–2026 School Year

Save the dates and make sure you’re on our mailing list!  PLC meetings are virtual and registration is required. To register for a meeting, sign up for the mailing list, or get more information, contact the SBMP Help Desk at (800) 535-6741 or by email at SchoolBasedClaiming@umassmed.edu. Hope you can join us at a meeting soon!

  • September 17th 2025, 10:00-11:00
  • November 19th 2025, 1:00-2:00
  • January 21st 2026, 10:00-11:00
  • March 18th 2026, 1:00-2:00
  • May 13th 2026, 10:00-11:00

Tools for SBMP Success

LEA Toolkit for Success—Roles and Responsibilities in SBMP: Word

This tool can help your LEA to build strong oversight practices by providing operations/tasks for each major component of the SBMP.  Use this tool to clarify roles, strengthen communication with vendors, verify accuracy of information, and ensure your maintains full compliance and audit readiness.

SBMP Self-Audit Tool: XLS

Use this tool to spot-check your LEA’s compliance with direct service claiming requirements. This tool is voluntary and intended only for internal LEA use to guide program improvements and staff training efforts.

Date published: September 25, 2024
Last updated: January 15, 2026

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