If your district uses SES as its Medicaid billing vendor, your district may have SLP Toolkit configured to collect documentation for Medicaid billing. With this workflow, you'll document Medicaid services directly in SLP Toolkit, and your district will generate a Medicaid Data Report to securely share with SES for claim submission.

Important

Not every district using SES has this workflow enabled.

Some districts still require providers to document evaluations and therapy services directly in SES's platform instead of SLP Toolkit. Before documenting Medicaid services, confirm your district's workflow with your district's Medicaid coordinator or Plan Manager.

If your district is interested in using SLP Toolkit for SES Medicaid reporting, please contact us at help@slptoolkit.com.

🎓 New to this Workflow?

If you're documenting Medicaid services in SLP Toolkit for the first time, we recommend completing our Documenting Medicaid Services in SLP Toolkit: SES Edition course in Toolkit University.

The course includes step-by-step video demonstrations, common mistakes to avoid, short quizzes, and practical guidance to help you confidently document Medicaid services in SLP Toolkit.

If you don't see the course in your Toolkit University account, please contact us at help@slptoolkit.com and we'll be happy to help you get access.

Documentation Requirements for SES

Provider Information

Before documenting Medicaid services, verify your provider information.

Name: Enter your legal first and last name only, exactly as they appear in your district employee records. Do not include nicknames, middle names, or credentials (such as CCC-SLP).

Student Information

Verify each student's information before documenting services.

Name: Enter the student's legal first and last name only. Do not include classroom information, RTI, teacher names, or other reminders in the student's name. If you'd like to organize students with additional information, use Tags instead.
Student ID: Enter the student's State Student ID.
Date of Birth
DX Medicaid Code: Enter the student's ICD-10 diagnosis code. If multiple ICD-10 codes are required, type them manually in the field.
School District Name: Enter your district's School District Name.

Therapy Session Documentation

Document therapy sessions from the Daily Data tab.

During each session:

Record quantitative data whenever appropriate.
If you don't collect quantitative data for a goal, add a Goal Note so the goal appears on the Medicaid Data Report.
Use Group Notes only for information that applies to every student in the session.
Use Student Notes when individual students participated in different activities or received different interventions.
Use Goal Notes only for goal-specific information or when quantitative data wasn't collected.
If a student is absent, mark the student Absent and select an absence reason rather than typing "Absent" in the notes.

Note: Medicaid requires providers to include documentation for each billable session. However, documentation requirements vary by district and state. SLP Toolkit shows you where to document your services. If you have questions about what information should be included in your notes, please contact your district's Medicaid coordinator or SES.

Evaluations

Some districts document evaluations in SLP Toolkit, while others document them directly in SES.

If your district documents evaluations in SLP Toolkit:

Create a one-time therapy session for the evaluation.
Add your evaluation documentation in the Student Notes section.
Complete the required fields on the Medicaid Data page.

If you're unsure which workflow your district uses, check with your district's Medicaid coordinator or Plan Manager before documenting evaluations.

Medicaid Data

After documenting services, navigate to Reports > Medicaid Data.

Complete the remaining information required by your district, which may include:

Service Type
Place of Service
Observation

Depending on your district's workflow, you may complete these fields daily, weekly, monthly, or at another interval determined by your district.

Student absences will also appear on the Medicaid Data page but do not require a Service Type or Place of Service.

If multiple sessions require the same information, you can save time by selecting those sessions and using Actions > Edit Data to update them all at once.

Important: The Medicaid Data Report available in your SLP Toolkit account is for your own review. Your district's Plan Manager will generate the district-wide Medicaid Data Report that is securely shared with SES.

Clinical Fellows (CFs) & Speech-Language Pathology Assistants (SLPAs)

Most Clinical Fellows (CFs) and SLPAs who have their own SLP Toolkit account document services the same way as any other provider.

If your district has SLPAs documenting services using a supervising SLP's account, update the Provider Name on the Medicaid Data page so the report reflects the individual who actually provided the service.

If your state requires supervising SLP approval for Clinical Fellows or SLPAs, that approval typically occurs within SES rather than SLP Toolkit.

Best Practices

✅ Use legal first and last names for providers and students.

✅ Verify Student IDs, DX Medicaid Codes, and School District Names before documenting services.

✅ Record quantitative data or a Goal Note for every goal you address.

✅ Use the appropriate note section:

Group Notes for information that applies to everyone.
Student Notes for student-specific documentation.
Goal Notes for goal-specific information or when quantitative data wasn't collected.

✅ Complete the required fields on the Medicaid Data page before your district generates its report.

What Happens Next?

Once you've completed your documentation, your district's Plan Manager will generate the district-wide Medicaid Data Report and securely share it with SES for claim submission.

Providers typically do not need to submit reports directly to SES.

Medicaid Documentation in SLP Toolkit – SES