The Los Angeles Unified School District’s (LAUSD) division of Information Technology Services (ITS) is seeking information from interested parties in providing a comprehensive digital solution, that will integrate with internal systems, to streamline the submission, tracking, review process, reporting, and ultimately the payment process for Special Education (SPED) Claims Reimbursements. The solution should leverage all applicable current technology standards, including AI where applicable. Specifications include, but are not limited to: SCOPE • Functional Requirements: o User & Access Management Secure login with role-based access (parents/guardians/providers or vendors, internal LAUSD staff). Integration with LAUSD's existing identity and access management systems (e.g., SSO with Parent Portal). o Student & Claimant Data Integration Real-time integration with LAUSD's student information databases. Pull student demographic information. Access IEP (Individualized Education Plan) and settlement agreement records. • Welligent, IODS internal systems Validate student eligibility for reimbursements. o Claim Submission & Intake Digital claim submission via web and mobile interfaces. Upload supporting documentation (receipts, invoices, provider forms, proof of payment, etc.). Intelligent form pre-fill based on linked student account and existing student claims or IEPs. Built-in validations to prevent submission of incomplete forms and duplicate submissions. o Workflow Automation & Case Management Automated routing of claims for review and approval based on business rules. Task assignment, alerts, and escalation workflows. Load balancing to account for staff availability. Real-time status tracking for parents and staff. o AI-Powered Document Review & Processing Use of AI/ML to: • Automatically extract relevant data from uploaded documents. • Flag potential errors or missing items before submission. • Reporting/notifications on aging submissions. • Support natural language summarization for claims review comments. • 1:1 review of submission claim vs. stored settlement agreement records in Welligent. o Communication & Notifications Automated email/SMS alerts for claim submission, status updates, and required actions. Parent-facing message center for secure communication with district staff. Integration with Parent Portal for seamless message delivery.
