September 17, 2026
Following are this week’s updates. If you have questions, please contact [email protected].
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Updated Batch Service Upload Template — Effective Sept. 21
Starting with this weekend’s deployment, the Batch Service Upload template will include two new optional fields:
- ClientWasPresent: Enter ‘Y’ or ‘N’. A ‘Y’ checks the corresponding checkbox on the client’s service record.
- OtherPersonsPresent: Free text for anyone else present during the visit (e.g., a parent or caregiver).
Both fields can be left blank in the template. The updated template is required for all batch service uploads into SmartCare starting Sept. 21.
The new template and instructions will be posted to the Service Import into Practice Management knowledge base article on Sept.18.
Shared Decision-Making Meeting Sept. 29: Inpatient/Residential Daily Documentation
CalMHSA has received several questions about ISL tracking for clients during inpatient or residential stays and will bring recommendations to counties for review and feedback during a shared decision-making meeting on Sept. 29 at 10 a.m.
Inpatient and residential clinical supervisors, billing managers, county SysAdmins, and county ISL leads are encouraged to attend. Registration is available through the events page or this registration link.
The meeting will include discussion of recommended methods for documenting and tracking daily activities and services — including ISL encounters — provided to clients receiving inpatient or residential treatment, with the goal of developing clear, consistent guidance across SmartCare instances. Per DHCS BHIN 23-068, additional unbundled services beyond what bundled inpatient or residential rates include must also be documented, and this session will help counties ensure they are appropriately documenting and being paid for services provided.
ISL in SmartCare: Protocol, Training, and Office Hours
An initial training on how ISL is being implemented in SmartCare will take place Sept. 29, from 11 a.m. to noon; counties can register through the events page or this registration link.
Following the initial training, CalMHSA will hold ISL in SmartCare Office Hours every other Tuesday from 11 a.m. to noon, to include updates on ongoing development efforts. Counties can register for office hours here.
Additionally, a protocol related to ISL implementation in SmartCare is now available on the Protocols page or directly via Individual Service Level (ISL) Data in SmartCare; the protocol will be updated as development progresses.
New High Fidelity Wraparound CANS Report
A new report, “CalMHSA 127 – CANS Scores for High Fidelity Wraparound,” identifies clients whose recent CANS scores meet high fidelity wraparound requirements. This report is available in production systems. A corresponding knowledge base article is now available. Questions can be directed to [email protected].
CalOMS Correction Tool Available
The CalOMS Correction Tool was deployed to production systems Sept. 15 to help counties align TEDS episodes with client programs and correct TEDS-related document errors. Correction batches should be kept small (10 clients or fewer) and reviewed carefully; issues can be discussed during office hours or sent directly to the State Reporting team.
Due to its ability to correct large amounts of data, the tool and its related reports were permitted only to the County Affiliate SysAdmin role. Use of the tool, including permissions, will be covered during State Reporting Office Hours through the remainder of September.
June MSP #15: New Widgets
Two new widgets included in the June MSP went to production systems Sept. 15. While the widgets were permissioned to the appropriate user roles, a second step is needed in order for counties to begin using them.
As part of the February 2026 MSP, SmartCare gained the ability to create custom dashboards, which added a new section to the Widget Detail screen for assigning dashboards to widgets; this information is stored in a new table that is not yet part of the primary sync from CalMHSA Production. CalMHSA is working to add this table to the sync and, in the meantime, is developing a script to manually add the appropriate dashboards for these widgets to all county production systems.
Counties that want the widgets sooner can go to Widgets > Widget Detail and manually add the dashboards. Client Flags – Suicide Risk is a client-specific widget and should only be added to the Client Dashboard; Suicide Risk Flags is a non-client-specific widget and should only be added to the Staff Dashboard.
Annual ICD-10 Code Updates
CalMHSA reviewed the CMS updates to the ICD-10 list and made a single addition, F64, a gender identity disorder in remission. While some Z codes changed, none fell within the social determinants of health range, Z55-65. The new codes will be pushed to SmartCare production soon. Further details are available in the Annual ICD-10 Code Updates protocol.
Plan Template to Remain Inactive
A new plan template, ZZ-ISL, was entered into production systems in preparation for supporting ISL reporting and is currently inactive. Counties are advised to leave the plan inactive until further notice; no action is required.
Upcoming Initiatives
See the EHR Product Team’s upcoming initiatives in this list, updated as products and priorities evolve.
CalMHSA EHR Initiative Report 9-17-26.
Events Calendar
To register for events, visit the events page.