SmartCare

Announcements  

• On Friday, May 31, 2024, SmartCare’s nightly Service Completion process was enabled and runs daily.

  • The Service Completion process validates the service in “Show” status and checks the service for any service completion errors or warnings. SmartCare will run the Service Completion process on services, three days after the date of service. The first nightly job will process all services from July 2023 through current and then the next nightly job will process services three days after the date of service. We are working with Streamline to update the service completion job to process services three days after the date of service entry instead of date of service.
  • Services that have error messages or warnings will remain in “Show” status until all errors and warnings are addressed and corrected.
  • Services that meet system setup requirements and have no validation errors or warnings, will move from a “Show” status to a “Complete” status (similar to the InSyst service posting workflow) and generate a charge record for claiming. When a service is in “Complete” status and a charge record is generated, it can no longer be altered and/or changed.
  • The first nightly job will process a large batch of retroactive services. Service completion errors must be reviewed on the Services List Page. So, providers should review and correct the errors listed below in order of service month, starting with July 2023 dates of service. All July 2023 dates of service errors must be reviewed and corrected immediately, in order for ACBHD to claim them accordingly and meet the States 12 month claim timeliness regulations. All subsequent months of service should be reviewed and corrected by the 10^th of the prior month. For example, August 2023 dates of service errors should be reviewed and corrected by July 10^th.
  • Most of the errors will require ACBHD staff to resolve. However, the following known errors require provider review and correction:

  Error Message	Corrective Action
  Billing diagnosis required for completing the service.	A valid Diagnosis document must be completed for the client for the period of the service. Services will automatically pull in the diagnosis from the diagnosis document when service completion runs again or the provider can go directly to the service detail screen and refresh the diagnosis to immediately pull in the diagnosis information and ensure it's recorded. Contact provider to complete this action. Correction: •Use the Documents (client) list page to research if the client has a valid Diagnosis document on file in SmartCare. •If there is a Diagnosis document on file, review the following and make updates as needed. Is the Client enrolled in the program shown on the Diagnosis Document? Review the Diagnosis Documents status and ensure the document status is signed. Review the Diagnosis Document's effective date, does it align with the Service date? •If there is no Diagnosis document on file, please enter a new Diagnosis document with the correct diagnosis information as in the client's clinical chart with the appropriate effective date. At time of enrollment use the enrollment date as the Diagnosis Documents effective date. At time of a change/update to diagnosis information use the date the information changed per the clinical staff as the Diagnosis document effective date.  Refer to the SmartCare Service Entry Mini Manual v1.1 Chapter 4 for additional information.
  ICD10 Code is not valid for FY2023.	Complete a new Diagnosis document for the same period with a valid ICD10 Code. Service will pull in the diagnosis from the diagnosis document when service completion runs again, or the provider can go directly to the service detail screen and refresh the diagnosis to ensure the diagnosis gets pulled over immediately.
  Production Services with Status = Scheduled, Cancelled No Show or Complete.   The Status Types Scheduled, Cancelled, and No Show, have been removed from the dropdown on Service Details screen. However, you may encounter these status errors if the service was entered prior to the change.	If the service should be in “Show” status, follow next steps by status type: a. Complete - leave the service in "Complete" status and moving forward, should only mark the status as "Show". b. Scheduled - Mark as "show" c. Cancelled – Mark as "error" and re-enter the service d. No Show - Mark status as "error" and re-enter the service. If the service should NOT be in “Show” status, follow next steps by status type. a. Complete - Send an email to the BBS* requesting ACBH to error the service(s) out. BBS will mark the status as "error" b. Scheduled - Mark status as "error" c. Cancelled - Mark status as "error" d. No Show - Mark status as "error" *BBS Customer Service Line - (800) 878-1313

  Mental Health Service Providers can review Chapter 9, page 72 in the SmartCare Service Entry Mini Manual v1.1  for a list of potential service completion error messages and detailed instructions on how to use the “Services My Office List Page” to research and correct service errors.  Substance Use Disorder OTP/NTP Programs can review Chapter 9, page 75 in the Service Entry SUD NTP-OTP Mini Manualv1.0. for a list of potential service completion error messages and detailed instructions on how to use the on how to use the “Services My Office List Page” to research and correct service errors. 

  The Service Entry training manuals will be updated on the BHD Providers website to provide more detailed instructions on how to identify services that have error messages and warnings, and action steps to resolve the errors.

• Important Updates – SmartCare Service Entry And Claiming – 05/15/2024

• Guidance for Finalization of Documentation in CG-SmartCare for departed staff – 4/12/2024


• IMPORTANT: SmartCare Service Entry is live for MHS and SUD OTP Providers
  

  Service entry dates need to be staggered so that the oldest services dates are entered first & all services are entered timely for this Fiscal Year.
  
  Updated deadlines:

  

  View MEMO for the updated SmartCare (SC) Service Entry Deadlines.
  
  Please refer to the SmartCare Service Entry FAQ for additional information. The FAQ is dynamic and will be continually updated.

• Streamline has updated SmartCare Production environment with their recent Core releases through December 2023. The below table reflects changes that impact Provider users only. - 3/5/2024
  Click HERE to view the Release Note.
  
  

• Attention All SmartCare Users – Client Address Entry - 2/16/2024

Due to the increased number of SmartCare system issues related to client address, please remember to add or update the client address by using the address “Details…” button.

Adding or updating a client address without using the “Details…” button will generate system issues and potential errors saving Registration Documents.

The client address must be added to the individual Street, City, State, and Zip fields displayed once the “Details…”  button is selected:





• Departed Staff List CG-SC 2023 – 4/1/2024
• Migration of CG-InSyst SUD Notes and Treatment Plans to CG-SmartCare – 2/20/2024
• Clinician's Gateway SUD Migrated Notes Procedure - 1/30/2024
• Clinicians Gateway-InSyst Sunset on Dec. 31, 2023 - 12/18/2023
• SmartCare Townhall Meeting - 11/8/2023
• Project Update
• Questions & Answers
• Recap
• Recording
• DMC-ODS Smart Care Go-Live Updates - 9/27/2023
• FOLLOW UP - SmartCare Go Live - 8/24/2023
• CG-SmartCare MHS GoLive Advisory - Updated 8/22/2023
• SmartCare User FAQ & Troubleshooting - Updated 8/17/2023
• SmartCare Go Live on August 16, 2023 - 8/14/2023
• Fiscal Year 2023-24 First Quarter Invoice Submissions for Rate-Based Contracts - 8/9/2023
• Payment Reform and SmartCare Professional Suffix Updates - 7/10/2023
• SmartCare and Payment Reform Reference Guide - 7/10/2023
This guide includes information, resources and helpful links related to SmartCare and Payment Reform, as well as workarounds during the SmartCare pause.
• Scope of Practice for Mental Health Graduate Students Effective 7/1/23 & Update Regarding Collateral Services - 7/6/2023
• SmartCare Launch Paused - 7/3/2023



For SmartCare Memos, please visit Alameda County Behavioral Health Memos and Notices

Forms  

Forms available with No Instructions (NI) or With Instructions (WI). Example: MHS Client Registration Form (NI), MHS Client Registration Form (WI)

• MHS Client Data Collection Forms (Fillable)
• MHS Client Registration Form (NI) - Updated 11/2023
• MHS Client Registration Form (WI) - Updated 11/2023
• MHS Annual Update Form - Updated 10/12/2023
• MHS Outpatient Discharge Form - Updated 10/12/2023
• MHS In-Patient Discharge Form - Updated 10/12/2023
• ICD 10 Diagnosis Document Form - Updated 10/12/2023
• MHS CSI Timeliness Data Collection Form - Updated 10/12/2023
• SmartCare Data Field Tables and Definitions - Updated 10/12/2023


• SUD Client Data Collection Forms (Fillable)
• SUD Call Portals Non-CalOMS Client Data Form
• ICD 10 Diagnosis Document Form - Updated 10/12/2023


• MHS Client Data Collection Forms (Printable)
• MHS Client Registration Form (NI) - Updated 10/12/2023
• MHS Client Registration Form (WI) - Updated 10/12/2023
• MHS Annual Update Form (NI) - Updated 10/12/2023
• MHS Annual Update Form (WI) - Updated 10/12/2023
• MHS Outpatient Discharge Form (NI) - Updated 10/12/2023
• MHS Outpatient Discharge Form (WI) - Updated 10/12/2023
• MHS In-Patient Discharge Form (NI) - Updated 10/12/2023
• MHS In-Patient Discharge Form (WI) - Updated 10/12/2023
• ICD 10 Diagnosis Document Form - Updated 10/12/2023
• MHS CSI Timeliness Data Collection Form (NI) - Updated 10/12/2023
• MHS CSI Timeliness Data Collection Form (WI) - Updated 10/12/2023


• SUD Client Data Collection Forms (Printable)
• ICD 10 Diagnosis Document Form - Updated 10/12/2023
• SUD CalOMS Client Registration Form NI - Updated 11/2023
• SUD CalOMS Annual Update Form NI - Updated 11/2023
• SUD CalOMS Discharge (Administrative) NI - Updated 11/2023
• SUD CalOMS Discharge (Standard) NI - Updated 11/2023

Resources & Reference Guides  

• Claim Payment Reform
• CPT Codes for Billing
• DMC ODS InSyst Diagnoses for Medi-Cal Claims
• Guidance for Finalization of Departed Staff Clinical Documentation
• SMHS Outpatient InSyst Diagnoses for Medi-Cal Claims
• Timely Access Reporting Definitions

Manuals  

• MHS Service Entry Mini Manual v1.1 - 3/2024
• SUD (NTP/OTP) Service Entry Mini Manual v1.0 - 3/2024
• MHS Mini Manual v5.5 - Updated 1/2024
• SUD Call Portals and Non-CalOMS Programs SC Mini Manual v1 - 9/28/2023
• SUD CalOMS Mini Manual - 11/2023
• PEI/UELP Providers Workflow - Updated 8/03/2023

Training Videos

• System Basics
• Client Search, Client Information, Client Alias & Client Flags
• MHS Inpatient Registration, Program Enrollment, and Annual/Discharge (Previously Known as Opening an Episode) - 6/28/2023
• MHS Outpatient Registration, Program Enrollment, Diagnosis and Discharge (Previously Known as Opening an Episode)
• SUD CallPortals and Non-CalOMS Programs Only - Enrolling a Client into a Program - 09/28/2023
• Non-CalOMS/CSI Programs Only – Discharging a Client
• CalOMS Programs Only – SUD Client Registration, Program Enrollment, and Diagnosis (Previously known as opening an episode)
• CalOMS Programs Only – SUD Client Annual/Discharge (Previously known as closing an episode)
• Diagnosis Document
• How to Modify a Document After the Document is Generated
• UELP SmartCare Training - 7/13/2023
• PEI SmartCare Training - 7/13/2023
• Direct Service Entry with Automated Add-On Code
• Direct Service Entry with Manual Add-On Code
• Indirect Service Activity Entry Using the Organizational Client AAA-Indirect Client
• MHS Batch Service Entry

SmartCare End User Training (EUT) & Office Hours  

Trainings 

SUD Office Hours

Tuesday & Thursday - 2:00pm - 2:45pm

NOTE: SUD Office Hours dates will be extended, when we go-live with new SUD functionality.

Please click the attached link to join the call.

Click here to join the meeting

Meeting ID: 221 236 292 175

Passcode: KFqMHS

Download Teams| Join on the web

Or call in (audio only)

+1 415-915-3950,,290801767# United States, San Francisco

(888) 715-8170,,290801767# United States (Toll-free)

MH Office Hours

Monday - Thursday - 3:00pm - 4:00pm

Please click the attached link to join the call.

Click here to join the meeting

Meeting ID: 231 302 352 240

Passcode: Pq5sjp

Download Teams| Join on the web

Or call in (audio only)

+1 415-915-3950,,334618237# United States, San Francisco

(888) 715-8170,,334618237# United States (Toll-free)