Therapist Workflow .docx

THERAPIST WORKFLOW When no other OHCA clerk (Data Specialist, Office Specialist and Weekend Life Skills Coach) is present it will be necessary to look up the clients Medicaid and DMH eligibility. Find Medicaid number on OHCA website. Link to website: https://www.ohcaprovider.com/hcp/provider/Home...

THERAPIST WORKFLOW When no other OHCA clerk (Data Specialist, Office Specialist and Weekend Life Skills Coach) is present it will be necessary to look up the clients Medicaid and DMH eligibility. Find Medicaid number on OHCA website. Link to website: https://www.ohcaprovider.com/hcp/provider/Home/tabid/135/Default.aspx Click eligibility then Eligibility Verification Enter clients SS# and DOB. “From Date of Service” is client’s arrival date “To Date of Service” is last day of the month. If Social Security not available, Use clients last name, first name, date of birth, Date of service (client’s arrival date) and To Date of Service (last day of month) Make sure nothing else is in the other boxes when inputting the above information. Check name spelling for match, submit to receive ID, click on blue # to check for title 19 (Medicaid) and confirm eligibility. If ineligible or no number appears then enroll. Enrolling Client as a New Member of DMH Click “DMH New Member Enrollment” in the lower right of the screen (pictured above). Complete the form with client information from the demographics sheet/client data (pictured in the top of page 3). Hit Submit A Client ID # will be generated, this is the one we use in GoHealth If you’re unable to find the client in OHCA, they don’t have a profile in GoHealth already, and the parent/guardian doesn’t know or didn’t bring their social; then generate a CRS ID when creating their profile in GoHealth. GoHealth You will find a client’s chart in GoHealth, you will need to search with either the client’s name or ID in the search bar of the GoHealth homepage. You will NOT find the client’s name in the Inpatient Admitted Client section in GoHealth. This Queue only has clients who are admitted to inpatient with CRSOK in it. YES Clients are all intake in with an Outpatient admission type. Office Specialist or Life Skills Coach will typically enter the guarantors, but in the case that you need to... Client Guarantors In Admissions click Guarantors Select Payer/Insurance (if there are no options in the dropdown go back to client data center and save it, then return to guarantors and the dropdown options should appear) If Client has private insurance enter it first, use dropdown to select the insurance company. Put Clients First and Last name If the Client’s name is not on the insurance card put the insured persons name and their relationship to the client in the comment box. Put Client ID # from insurance card in Payer ID Put Group # from insurance card (if group # is on the card) in Group # Start Date (date of service) End Date (start date plus 3 days) Press Add If the insurance isn’t listed in the dropdown box. email Patti Thompson to request it be added, include the client ID # and a screenshot of the guarantor dropdown box, and the name of the insurance that needs to be added, in the email. If Client has Medicaid present on OHCA add Medicaid to guarantors next. Put Client ID in the PAYER ID Start Date (date of service) End Date (start date plus 3 days) Press Add Add DMH using 01AA last. Put Client ID in the PAYER ID Start Date (date of service ) End Date (start date plus 3 days) Press Add Introduce yourself to family, bring the client’s guardian back to triage The following forms will be under the Clinical tab (Reference #1) You add each form by clicking the + button, then enter the date in the date box (pictured below) (Reference #2) Disclosure of Professional Competencies form Under the Clinical tab select Disclosure of Professional Competency (see reference #1) Add form (see reference #2) Inform guardian of your licensure status (also complete with client later if they are 14 or older) Date Check applicable Licensure boxes Validate Crisis Assessment/LMHP Statement form Under the Clinical tab select Disclosure of Professional Competency (see reference #1) Add Crisis Assessment/LMPH Statement using + button  Add form (see reference #2) The first section you need to complete is “Reason for referral.” Gather details about presenting problems from the guardian. Skip (not necessary but you can do them) Aggressive behaviors, Delinquent Behaviors/Legal Charges. Ask guardian these sections in – Reason for Referral (ask first), Medical sections, Strengths, IEP, 504 plans and special education, ask if impulsive, ask about Medical and Inpatient and Outpatient services (past or previous), Diagnosis. After completing forms with the guardian, escort them back to the lobby and escort client to triage Ask client these sections – Presenting problem (ask first), availability of supports, Strengths. Mental Status section – Assess the client based on how you think they are doing in your meeting with them. Orientation: ask the Client if they know the Time, the Place, Person, Situation, Check the boxes the Client can correctly answer. Do the Treatment and Recommendations section following the assessment. Whenever the client has left, complete all the missing sections you chose not to answer while the client was with you. Client PHQ – A form Under the Clinical tab select Client PHQ-A (see reference #1) Add form (see reference #2) Complete for all ages (not just 11-17) important to do with every client Columbia-In form Under the Clinical tab select Columbia IN (see reference #1) Add form (see reference #2) Ace Questionnaire form Under the Clinical tab select Ace Questionnaire (see reference #1) Add form (see reference #2) TCUDS-5 Drug Screening form – only with Clients 13 and older Under the Clinical tab select TCUDS-5 Drug Screening (see reference #1) Add form (see reference #2)        For clients that are 12 and younger, make a note in the LMHP Assessment indicating the      frequency of the client's drug use Safety Plan Under the Clinical tab select Safety Plan (see reference #1) Add form (see reference #2) If Client is 14 or older have them sign it. Escort client to nurse’s office. Print copies of the Safety Plan. Make as many copies as you need. Go over safety plan with the Parent(s). Escort guardian to the waiting room. Escort Client to the Nurses Station  Switch Client to URC depending on Level of care. The admission type will need to change from Outpatient to URC if the client is going to be discharged to inpatient/Higher level of care. Doctor’s need to finalize their notes under URC Admission type. The client will now need to see the Doctor/Med. Provider on the schedule for today. The Life Skills Coach and Nurse will be tasked with contacting the on-call Doctor/Med. Provider for assessment. The doctor/provider is not seen for client’s discharged to lower level of care unless requested by the parent/guardian or school requiring the service be done. In the Client’s GoHealth profile, go to the URC drop down, choose Admission tab, and click on Client Data Center. See below. Click on the drop down under “Admission Type,” select “URC” from the drop down. Change admission type from URC to CBSCC if client is going to CALM. If going to Calm, Change to CBSCC after client has Doctor Note done under URC admission. Next, put in the date you are changing the admission type and the time you are making the change. Ideally this is done the same day you saw the client. Put in the date and time you are making the change. After the date and time is entered, click close. After clicking close, scroll down to the bottom of the client data sheet. Click Save. The client’s chart will turn green, indicating the switch from outpatient to URC (inpatient) was made. CAT – Crisis Assessment Tool (Only do if CAT Certified) The Standardized CAT Rating Sheet is in the Therapist desk drawer, and in a folder at the front desk station. Complete the sheet and put in Michael’s box. Does not have to be done while client is present. Simple Note Under the Clinical tab select Progress Note - Simple (see reference #1) Add form (see reference #2) Complete Form Simple Note Template/Examples: Outpatient Client completed a safety plan and both the client and their parent(s) agreed to implement the plan when the client is having difficulty managing their emotions, or during times of crisis. Client stated that they are not currently experiencing suicidal or homicidal ideation or thoughts of self-harm and reported feeling safe to go home. Client and their parent(s) agreed to have the client begin weekly individual/family therapy sessions. Client has an appointment at the main office on 7/7/2023 at 3:00pm with Curtis Diggs. Inpatient Client completed a safety plan and both the client and their parent(s) agreed to implement the plan when the client is having difficulty managing their emotions, or during times of crisis. Client and their parent(s) agreed to have the client entered into an inpatient facility. Client has an appointment at the CALM Center on 7/7/2023 at 5:00pm. Edit Paperwork Go over forms, make corrections Finalize Paperwork Finalize the assessment in the URC tab School Letter The safety Plan is to be filled out if a school, or parent, request it.   Typically done to satisfy a school’s requirement for assessment.   Make sure All areas with a line next to it are replaced with the appropriate information for each section.   The document is to be signed by the data specialist.  The original is made for the client and a copy is made for YES Tulsa for client records.  A ROI must be filled out with this document.   We are releasing this information to the school, containing Client PHI.  The ROI is kept with YES Tulsa for the client’s medical records.  We don’t fax this form unless it is consented to do so by the guardian (and client if 14 or older.       Undocumented Member form If the client doesn’t have a social with them, and you can’t find them in OHCA, ask their parent or Guardian if they have a social security number (at all). If yes (they have a social), then generate a CRS number when creating their profile. If no (they don’t have a social), fill out an Undocumented member form and a fax cover sheet. The Undocumented member form and fax cover sheet can be found in the black office desk filing rack, to the right of the LSC and Front Desk office specialist workstation. Fill out a fax cover sheet (see below for example) and undocumented member submission form with the info from the demographics sheet. Fax to Patricia at OHCA, 405-530-3244 (listed on the Undocumented member submission form). Make sure to dial 9 before putting in the fax number. Use the big printer/fax machine in Matt’s office to fax the documents. Keep the Fax confirmation sheet, the printer will print out the paperwork you faxed. Put this paperwork in Michael’s box. Any Client paper documents, other than the Referral form, need to have the Client’s Name, ID # (Do NOT write generated ID #’s beginning with CRS) and Date of Service, together in the top corner of the page (if possible).