Medicaid Reimbursement Program

Deck: FY26 Medicaid Reimbursement Policy Presentation for Charter Bootcamp_Final_12-12-2025.pptx

Each year, the New York City Public Schools (NYCPS) receives reimbursement from the Federal government for some of the related services that are provided to Medicaid eligible students with Individualized Education Programs (IEPs).  This process includes occupational therapy (OT), physical therapy (PT), and speech therapy (SP).  In order to ensure that the NYCPS receives Federal reimbursement for services, (1) a Medicaid Reimbursement Parent Consent Form from families of all students with IEPs who have not already provided their consent and (2) a physician’s Order and/or Referral for all students with IEPs are required.  To support this process, the NYCPS has created guidance and resources to assist schools:

Medicaid Reimbursement Parent Consent Form

  • Distribute Medicaid Reimbursement Parent Consent Forms

Families of students with IEPs, who do not have a consent status of "SIGNED" on the MEDL or RSEM screens in ATS, should be requested to complete a Medicaid Reimbursement Parent Consent Form (aka Medicaid Consent Form which is on the parent facing website).  After checking the MEDL and RSEM screens in ATS to identify students who do not have a “SIGNED” consent form, schools should print the Medicaid Consent form from the MEDL screen in ATS and backpack or mail it to the parents/guardians of these students.  Forms can be provided or mailed home for all students who have IEPs, regardless of Medicaid eligibility status.  As a standing practice, the school should scan returned paper forms into the ATS scanner, which will cause the automatic upload of relevant data into ATS.  The Medicaid Consent forms can also be distributed and collected via the NYCPS’ Medicaid Consent and CIN Collection Portal.  The portal can be shared with parents in person or over email.  Schools can send emails to families with a link to the portal, which allows families to securely provide an electronic Medicaid Consent form.  Schools may also use this Medicaid Consent and CIN Collection Portal - Template for Email to Parents to email families to request Medicaid consent.  In order to access the portal, parents will need to know their student’s 9-digit NYC Student ID number (OSIS). When sharing the OSIS number with families, please refer to it as NYC Student ID number because that’s how it is listed on the Medicaid Consent and CIN Collection Portal.

  • Inform Families Who Have Already Given Medicaid Consent

Families of students with IEPs who have previously given approved consent by completing a Medicaid Reimbursement Parent Consent Form, do not need to complete a new form.  Work with your staff to check the MEDL and RSEM screens in ATS to determine which students already have a form with a "SIGNED” status.  After confirming that there is a Medicaid Consent form on file with a “SIGNED” status, schools should send an Annual Written Notification (AWN) to families of those students with a “SIGNED” status; this notification informs families that they have provided an approved Medicaid consent for their child(ren) with an IEP.  This letter is also available in different translations via the NYCPS Website on Medicaid.  This notification can be sent by backpack, mail, or email.  Note, families do not need to respond or return the notification.

  • For more information on the NYCPS Medicaid Consent Forms, as well as frequently asked questions, review the NYCDOE Medicaid page.  School staff can also refer to the comprehensive guide on distributing AWNs and collecting Medicaid consent.

Medicaid Orders and/or Referrals

  • Physician Referral Program

As mentioned, valid orders and/or referrals are required for all students confirmed with mandated related services in their IEPs.  SP Referrals can be created by Speech Providers with the full Speech Language Pathology (SLP) licensure.  For OT and PT services, the NYCPS has created the Physician Referral Program, where NYCPS Physicians can be scheduled in collaboration with schools to observe students with IEPs and determine the best treatment (plans) that meets students’ needs.  Physicians can observe students in-person and/or remotely.  Once created, orders are valid for one (1) full year.  This service is offered at NO COST to schools.  Schools are encouraged to take advantage of this program, as it not only covers the need for orders, but additionally takes the administrative pressure off schools.

  • Scheduling a Physician’s Visit

To request a physician’s visit, complete the Contact Information Form. NYCPS will contact you via email approximately two (2) to three (3) weeks in advance to schedule a physician’s visit at your school.  Before the physician’s visit, you must print out and backpack home or mail the Parent Notification Letter to families of students who already receive OT and/or PT services to notify them that their child will be observed; translations are available on the Health Forms and Notices InfoHub page in the General--OT/PT Parent Notification Letters section.  Confirm that you have sent notification letters to families prior to the physicians’ visits, which are scheduled throughout the school year, by responding to the scheduling email that you receive.  Note that physicians will be unable to proceed with the visit if notification letters are not sent to families of students who receive these services before they arrive at your school.  Your IEP coordinator should have a list indicating which students are mandated for OT and/or PT services, and of those students, which ones are actually receiving the services at school.

For more information on the NYCPS Medicaid process, as well as answers to frequently asked questions, see the Medicaid page.  For further questions, email medicaidops@schools.nyc.gov.