SmartCare

Announcements / Forms / Resources & Reference Guides / Manuals / Training Videos / SmartCare End User Training (EUT) & Office Hours

Announcements

IMPORTANT: SmartCare Update - New CalOMS demographic reporting data values in SmartCare 12/09/24

IMPORTANT: SmartCare Update - HotFix Release Scheduled for Late Tonight 11/18/24

IMPORTANT: SmartCare Update - New Client Search Enhancement

IMPORTANT: SmartCare Update - Build Release Changes

Per this Document, Streamline will update SmartCare on Sunday, November 3, 2024 with their recent releases.

IMPORTANT: 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:

Service Entry Deadlines

Alameda County Health, Behavioral Health Department (ACBHD) thanks all mental health and substance use providers for their continued commitment to timely service entry into our SmartCare billing system. As we near the end of calendar year 2024, we want to share an important update regarding service entry due dates for Fiscal Year (FY) 2024-25.

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.

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:

SmartCare Service Completion Nightly Job – 5/31/2024

Important Updates - SmartCare Service Entry And Claiming – 5/15/2024

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

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

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)

SmartCare eForms

1. You must be logged into the ACBH Network to Access all eForms.

2. Use the following link and your Username/Password to log into the Network https://bhcsportal.cloud.com/Citrix/StoreWeb/#/login

3. Select the “e-Forms ACBH Cloud” application from the menu

4. Select your SmartCare required eform from the Eforms page

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

System Updates

Resources & Reference Guides

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

SmartCare End User Training (EUT) & Office Hours

Who should attend: ACBH Staff, County Clinics, and Provider Organizations

Description: Post-go-live, training will focus on registration and enrollment.

Additional details on the dates and time will be forthcoming. If you have any questions on training or need additional information on any aspect of the implementation process, please feel free to reach out to the SmartCare implementation team at ACBHSmartCare@acgov.org.

Trainings

Date	Time	SmartCare Registration & Program Enrollment Training	Location	Link
3/17/2025 - cancelled	8:30am - 3:00pm	SUD - SmartCare Registration & Program Enrollment (Virtual Training)	Online	Click Here to Register
3/25/2025	8:30am - 3:00pm	MHS - SmartCare Registration & Program Enrollment (Virtual Training)	Online	Click Here to Register
4/1/2025	8:30am - 3:00pm	SUD - SmartCare Registration & Program Enrollment (Virtual Training)	Online	Click Here to Register
4/8/2025	8:30am - 3:00pm	MHS - SmartCare Registration & Program Enrollment (Virtual Training)	Online	Click Here to Register
4/15/2025	8:30am - 3:00pm	SUD - SmartCare Registration & Program Enrollment (Virtual Training)	Online	Click Here to Register
Date	Time	SmartCare Service Entry Training	Location	Link
3/19/2025	8:30am - 3:00pm	SmartCare MHS Service Entry Training (Virtual Training)	Online	Click Here to Register
3/26/2025	8:30am - 3:00pm	SmartCare MHS Service Entry Training (Virtual Training)	Online	Click Here to Register
4/2/2025	8:30am - 3:00pm	SmartCare MHS Service Entry Training (Virtual Training)	Online	Click Here to Register
4/9/2025	8:30am - 3:00pm	SmartCare MHS Service Entry Training (Virtual Training)	Online	Click Here to Register
4/16/2025	8:30am - 3:00pm	SmartCare MHS Service Entry Training (Virtual Training)	Online	Click Here to Register