July 31, 2025
Following are this week’s updates. If you have questions, please contact [email protected].
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New Functionality Protects Privacy in Release of Information Log
New functionality has been pushed to Prod to remove any revoked ROIs from the Release of Information log on the Client Information screen. Previously, revoking an ROI simply added an end date, and because the ROI log is inclusive, the revoked ROI remained on the log, creating a privacy risk. With the updated functionality, a configuration key has been created so that revoked ROIs will no longer show on the log.
ROIs that have an end date of today will be included on the ROI log, as the date is inclusive; Only revoked ROIs will be removed using the configuration key. CalMHSA has set the configuration key to utilize this functionality (set to “Yes”), but counties may turn this off if needed (set to “No”). The configuration key is “DisplayOrRemoveRevokedROIInReleaseOfInformationLog”.
May MSP Deployed to Prod July 28
The May MSP deployment was successfully deployed to all production environments on July 28. The June MSP is scheduled to be deployed to QA environments on Aug. 5. To prepare for the deployment, you can find detailed information about changes in the release notes. June Part 1, June Part 2, June Part 3, June Part 4.
Please encourage key members of your team to review and test any relevant items. To aid your review, below is a guide to the color-coding used in the attached documents.
- Green: Changes have been tested and deployed to production as part of a prior hotfix build. No need to test (unless you would like to double-check the changes).
- Blue: Changes that CalMHSA is testing; no need for county testing unless there is specific interest. However, background information may be missing without access to internal communications.
- Yellow: New functionality introduced to the system. Anything not highlighted in pink is not directly related to one of the CalMHSA tasks but could be worthwhile to review.
- Strikethrough: Changes in functionalities not being used by CalMHSA or its supported counties.
Start and End Dates Added to Taxonomy Codes
New functionality has been added to allow a taxonomy code to be linked to a specific degree within a clinician’s user account. The start and expiration dates for the license will be used to determine which taxonomy code should be used for billing purposes.
To aid counties with the set-up of this new feature, a script was used to insert the taxonomy code listed in the Demographic/Professional tab of the clinician’s account into the new Taxonomy field for all existing licenses on a clinician’s account. These instructions provide step-by-step guidance for adding and editing taxonomy codes.
CANS Certification Tracking, Degree Global Code
CalMHSA has received a request to add CANS Certification and 5150 Certification to the degree global code category. This was requested by a county seeking to use the License/Degree tab in the Staff Details screen to track these types of certifications as they do for license renewals.
CalMHSA found that the global code category was locked for editing by counties, due to the significance of the global code on all billing functions. Upon consideration, CalMHSA has agreed to allow counties to add global code values to this category, though they will not be able to deactivate primary-driven global code values in this category, in order to not disrupt billing. (The original request included CalMHSA creating these degrees at the primary-driven level; however, because we are unsure if all counties want these options, we are planning to allow users to add to this global code category themselves rather than have these exist in all systems.)
Please note that any global codes values added to the degree category would be for tracking purposes only and would not be used for billing purposes. CalMHSA is accepting feedback on this request. If no negative feedback related to this plan is received by end of day on Aug. 14, the change will be made on Aug 15. If negative feedback is received, counties will be updated in the following newsletter.
Order Frequency Changes – Updates Implemented Aug. 1
On Aug. 1 from 1 to 5 p.m. CalMHSA will be removing all order template frequencies connected to MedRX (Surescripts). This means MedRX (Surescripts) will no longer connect to the MAR. Going forward, all MAR functions must be managed through client orders. Additionally, CalMHSA will disable the frequency “Once (PRN),“ as it duplicates the existing option, “Once as Needed (PRN).”
New Permissions Matrix Report
CalMHSA has worked with AI to create a workflow that transforms the existing “Staff Roles and Permissions Report 2” into a more visual and explanatory matrix. Previously, CalMHSA had completed this work manually and shared these point-in-time reports with counties. Going forward, a new macro-enabled Excel workbook will complete all data clean–up. The workbook and details on how to use it can be found here. This is nested in the CalMHSA Reports section of the Accessing Data in SmartCare page, as well as in the User Roles Administration section of the System Administration Documentation page.
What Does the Future Hold? EHR Conference Sept. 17-18
The upcoming EHR conference, EHR Collective: Shaping Insights, Unlocking Possibilities , will feature a full slate of practical user tips and insights, as well as a look to what’s next for SmartCare. Hear from CalMHSA experts and share with your county colleagues on important topics such as:
- AI – including a panel discussion and demonstrations
- The power of data insights
- Imagining a different future for state reporting
- HIE and interoperability
Explore the full agenda and register today.