Medicaid Documentation in SLP Toolkit – PCG (Indiana)

If your district uses PCG as its Medicaid billing vendor in Indiana, 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 PCG for claim submission.

Important

Not every district using PCG has this workflow enabled.

Some districts still require providers to document evaluations and therapy services directly in PCG'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 PCG 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 referencing this guide to ensure you include all of the required documentation for your Medicaid biller to successfully submit your claims.

Documentation Requirements for PCG

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).

Employee ID: Enter your PCG User Code.

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 STN (Student Test Number).

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 ID: Enter the school code number listed on the Indiana Department of Education (IDOE) website.

Therapy Session Notes

Document therapy sessions from the Daily Data tab.

For PCG, your therapy documentation must include enough detail for an auditor to understand and replicate the service provided. Your notes should clearly describe:

What activities or interventions were completed, including specific activities, materials, or therapeutic approaches used.
How the student performed, including their response, accuracy, level of support, or other relevant performance details.

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 PCG.

Evaluations

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

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.

For PCG, complete the following information for each billable therapy session:

Service Type: Select the appropriate CPT code from the dropdown or manually enter the code if needed.

Place of Service: Select the appropriate location from the dropdown or manually enter the value if needed.

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 PCG.

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

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

Account sharing is not permitted for districts using PCG. SLPAs should not document services using a supervising SLP's account.

PCG uses provider information to match imported documentation to the correct provider. If an SLPA documents services using a supervising SLP's account, those sessions could be imported under the supervising SLP instead of the SLPA who actually provided the service.

Each provider should verify that their legal first and last name and PCG User Code are entered correctly in their own SLP Toolkit account.

If your district requires supervising SLP approval for Clinical Fellows or SLPAs, follow your district's established PCG workflow. Contact your district's Medicaid coordinator or PCG for guidance on supervisor approval requirements.

Best Practices

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

✅ Verify provider PCG User Codes, student STNs, DOBs, DX Medicaid Codes, and IDOE school codes before documenting services.

✅ Include enough detail in therapy notes for an auditor to understand and replicate the service, including the activities or interventions completed and how the student performed.

✅ 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 Service Type and Place of Service on the Medicaid Data page before your district generates its report.

✅ Ensure CFs and SLPAs document services using their own SLP Toolkit accounts rather than sharing an account with a supervising SLP.

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 PCG for claim submission.

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