SmartCare

Announcements  

• 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)