New Functionality: Uploading 835 Files into SmartCare via Nightly Billing Jobs

SmartCare now provides the ability to upload 835 files via SFTP folders to assist with processing files that exceed 25MB. 

Each county has been assigned a separate directory. For details on your specific directory and instructions on how to use this new functionality, please contact Lisa Kirlin at [email protected] or Khristy Stephan at [email protected]. Please note: Counties can still upload files directly into SmartCare using the Electronic Remittance button in the Payments/Adjustments section (My Office).  

Enhanced Functionalities in Medication Rx 

Streamline has improved several functionalities in Medication Rx. Users now have the ability to save all fields as part of Medication Rx’s Save As Template functionality for particular medications. 

For refills, the pharmacy data from the previous order will default if it is not the preferred pharmacy. If there are multiple prescriptions from multiple pharmacies, the preferred pharmacy will auto-default, or the pharmacy dropdown will be empty. 

The order sig column for “Directions” has now been relabeled to “Frequency” to reflect that the order frequency is the field of section. Website instructions will be available soon. 

Updates in Service Note Reviewer 

The Service Note Reviewer screen now allows counties to select all signed service notes and visualize in a scrollable format the full PDFs. Users can filter by dates, program, procedure and note status. Watch for complete instructions to be posted on the website. 

Seeking Feedback on Clinician Supervisor User Role, Services (My Office)  

In response to concerns that the clinician supervisor user role has access to the Services (My Office) and Service Detail screens, CalMHSA is considering removing these permissions. To accommodate all needs, an add-on user role has been created for Services (My Office) and can be used to add this functionality to any user.   

Before the permissions are removed, CalMHSA would like to hear feedback from counties. Please complete this survey by Jan. 23. CalMHSA will analyze the results and confirm the decision in the Feb. 6 Bulletin.  

CalMHSA Rx Demo Reminder 

An information session on Jan. 22 at 10 a.m. will demonstrate CalMHSA Rx, the EHR’s new pharmacy integration solution. CalMHSA Rx utilizes the industry leading Rcopia platform developed by DrFirst and integrates it into SmartCare to allow for a more seamless experience when caring for clients. 

Please invite your county’s key decision makers — medical staff, medical directors, nursing supervisors, etc. — to the demo. Register here. 

CalMHSA EHR Conference County Interest: Reminder  

CalMHSA is planning to host an in-person conference for participating EHR counties in May in either Ventura or Oxnard. The conference will focus on billing, state reporting, and clinical topics presented in a two-track format.   

To finalize the venue and planning, we hope to gauge counties’ interest in attending. Please let us know by Jan. 22 if your county will attend by following the link here. 

Connexing the Dots: Enhancing Care Through Closed Loop Referrals

Learn more about closed loop referrals through Connex at a webinar on Jan. 22, 11 a.m. – 12:30 p.m. The session will feature a live demonstration, opportunity for Q&A, and extra time allotted for other interoperability updates. Register here. 

This Week’s Production Updates 

New functionality in the EHR – and what you need to know about it – is available here.   

Upcoming Initiatives 

As the EHR Product Team reconfigures its ambitious upcoming initiatives list to best inform counties, look for this weekly feature to return soon.