If your district uses ORMED 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 ORMED for claim submission.
Important
Not every district using ORMED has this workflow enabled.
Some districts may require providers to document evaluations or therapy services directly in ORMED'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 ORMED 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: ORMED 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 ORMED
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.
Employee ID: Enter your district email address.
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 (SSID).
Date of Birth
DX Medicaid Code: Enter the student's ICD-10 diagnosis code.
School District ID: Enter your district School District ID used by ORMED
Medicaid Field 1: Enter Approved or Denied based on parent consent.
Medicaid Field 2: Enter the date of consent using the MM/DD/YYYY format.
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.
If an SLPA is documenting services using a supervising SLP's SLP Toolkit account, include the SLPA's name in the Group Notes. This is the most efficient and safest way to ensure the SLPA's name is included in the documentation for every student added to the group.
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 ORMED.
Evaluations
Some districts document evaluations in SLP Toolkit, while others may document them directly in their Medicaid billing platform.
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 any 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.
For ORMED, review the following fields:
Service Type: Select the appropriate CPT code from the dropdown or manually enter the correct procedure code for the service.
Place of Service:
For live, direct services provided with the student at school, leave the field blank.
For telehealth services provided by videoconference (audio and video), manually enter GT.
For audio-only telehealth services, manually enter 93.
Important: GT and 93 are not included in the Place of Service dropdown. You'll need to manually type the appropriate code into the field.
If you only provide live, direct services with students at school, you do not need to complete the Place of Service field. Do not select School from the dropdown. For the ORMED workflow, a blank Place of Service is correct for these services.
If you're unsure whether a particular service should be considered school-based, videoconference telehealth, or audio-only telehealth for Medicaid billing purposes, contact your district's Medicaid coordinator or ORMED for guidance. Telehealth requirements and definitions may vary based on state regulations and your district's Medicaid procedures.
The Observation and Areas Assessed/Covered fields are not used as part of the standard ORMED workflow, so you can leave those fields blank unless your district instructs you otherwise.
Some districts may also ask providers to identify sessions that should not be billed through Medicaid by entering Non-Billable as the Service Type. Only use this option if instructed by your district or Medicaid billing vendor.
How often you'll need to complete the Medicaid Data fields depends on your district's Medicaid workflow. Your district may ask you to complete them daily, weekly, monthly, or on another schedule. Check with your district's Medicaid coordinator to confirm your district's reporting cadence.
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. Before using a bulk update, make sure the same information applies to every session you've selected.
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 ORMED.
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 an SLPA has their own SLP Toolkit account, their provider information already identifies them. They do not need to add their name to the Group Notes simply to identify themselves as the provider.
If an SLPA documents services using a supervising SLP's account, include the SLPA's name in the Group Notes for sessions provided by the SLPA. Using Group Notes is the most efficient and safest way to ensure the SLPA's name is included in the documentation for every student added to the group.
Some districts may also require the Provider Name on the Medicaid Data page to reflect the SLPA who actually provided the service. Because a shared account defaults to the supervising SLP's name, providers should follow their district's procedures to determine whether the Provider Name also needs to be updated.
Requirements for supervising SLP approval or co-signature of services provided by CFs or SLPAs may vary by state and district. Contact your district's Medicaid coordinator or ORMED if you're unsure whether approval is required or how it should be completed.
Best Practices
✅ Use legal first and last names for providers and students.
✅ Verify the student's State Student ID, DX Medicaid Code, parent consent status, and consent date 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.
✅ If an SLPA uses a supervising SLP's account, include the SLPA's name in Group Notes for services they provide.
✅ Complete the appropriate Service Type for billable services.
✅ Leave Place of Service blank for live, direct services at school and manually enter GT or 93 when applicable for telehealth services.
✅ Confirm with your district when Medicaid Data fields should be completed.
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 ORMED for claim submission.
Providers typically do not need to submit reports directly to ORMED.
Related Tutorials
If you have questions about using SLP Toolkit, contact us anytime at help@slptoolkit.com.
If you have questions about your district's Medicaid documentation requirements, billing policies, telehealth classifications, or ORMED workflow, please contact your district's Medicaid coordinator or ORMED.