Life Skills Coach Workflow

Life Skills Coach Workflow

• When FD/OS is unavailable, the Life Skills Coach takes client phone calls and uses the Referral/Screening form.
• Inform the caller that the legal guardian must be present with the client for their intake appointment, and signatures are required.
• If the client is staying overnight for inpatient placement, the guardian or adult (over 18) designated by the guardian needs to stay with the client.
• Remind the guardian to bring the client's social security number and medication list at the time of the assessment.
• If the client has intellectual disabilities, inquire about their level of function.

Intake Process

• If the client needs to come in immediately for safety reasons, they should come in.
• If the client is stable and can wait until the next available assessment time, schedule them in the GoHealth schedule.
• Complete the Referral/Screening form and put it in a colored folder with a post-it note indicating the date and time of the appointment.

Client Arrival

• Have the client and guardian sign and date the clipboard at the front desk.
• Give the client a copy of the Demographics sheet to fill out.
• If the client is taking medication, give them a copy of the Patient Medications List form to fill out.
• Give the client and guardian the Clients and Parents Handbooks to read while they wait for their appointment.

GoHealth

• Search for the client in GoHealth using their name from the demographics sheet to see if they already have a chart.
• If the client is new to GoHealth, select "Yes Create" to create a new profile.
• If the client already has a chart, select "No" to access their existing chart.

Admissions

• Click the + symbol to add a new client.
• Fill out the Client Information form using the information from the demographics sheet.
• Use the client's Medicaid number from OHCA in the form.
• Check that the OHCA spelling matches the spelling in GoHealth.

Client Signatories

• Select "Client Signatories" and fill out the form.
• Email is not required.
• The parent and client (if 14 and over) will show up in this section of the client's signatories.
• Create a PIN for the parent and client (if 14 and over).

Intake Packet

• Select "Intake Packet" in Admissions and click + to add a new packet.
• Use the current date and scroll down to pre-select "HIV/AIDS/STD EDUCATION, TESTING AND COUNSELING".
• Select "No" to both questions.
• Complete the "Orientation Checklist" and check all boxes.
• Take a computer or tablet to the lobby to go over the intake packet with the client and guardian.

Guarantors

• In Admissions, click Guarantors and select Payer/Insurance.
• If the client has private insurance, enter it first.
• If the client has Medicaid, add it next.
• Add DMH using 01AA last.
• The order of guarantors should always be: 1. Private insurance, 2. Medicaid, 3. DMH/01AA.

Client Photo

• Use the tablet located in the upper middle cabinets in the front office to take a picture of the client.
• Lock code: 7020265.
• Insert the picture into GoHealth by clicking on the box next to the client's name and following the prompts.### Client Inquiry and Referral Form
• Complete the inquiry/referral form after a phone call or walk-in with a client
• Include name, date, time of call/walk-in, and time of appointment (if scheduled)
• Place the form in a colored folder with a post-it note indicating the date and time of the appointment

Scheduling an Appointment

• Go to the GoHealth home screen and click on the schedule icon
• Select an available time slot and drag the plus sign to the desired date and time
• Fill out the details of the appointment, including the client's name and a description of the intake appointment

Client Arrival and Check-In

• Have the client and accompanying individuals sign in and record the time of arrival
• Give walk-in clients the Inquiry/Referral form to complete
• Review the form with the client and determine if they need to stay until the next available assessment or if it's safe for them to schedule a follow-up appointment

Client Paperwork and Preparation

• Give clients a clipboard with a copy of the Demographics sheet to complete
• If the client is taking medication, provide a copy of the Patient Medications List form to complete
• Provide clients and parents with the Clients and Parents Handbooks to read while waiting for their appointment
• Make a copy of the client's insurance card (if applicable)

Undocumented Member Submission Form

• If the client doesn't have a social security number, ask the parent or guardian if they have one
• If yes, generate a CRS number when creating the client's profile
• If no, fill out an Undocumented Member form and fax it to OHCA with a ROI (Release of Information)

GoHealth Client Profile Creation

• Search for the client in GoHealth to see if they already have a chart
• If not, select "Yes Create" to create a new profile
• Fill out the client information form using the demographics sheet
• Ensure the admission type date and time are correct

OHCA Eligibility Verification

• Use the client's Medicaid number from OHCA in the GoHealth form
• Verify the client's eligibility on the OHCA website
• Enroll the client in DMH if they are not already a member

Client Programs and Signatories

• Select "197 URC" from the Client Programs dropdown
• Set the effective date as the date of admission and the end date as three days later
• Create a signatory for the guardian and client (if 14 or over)
• Have the client and guardian electronically sign the intake packet