All About Groups

General 

The Group ID is automatically created in your system as the primary key of the table where this information is stored.  

Most fields in this section are not required. The required fields are: 

1. Group Name – the name of the group 
2. Display As – will be what is shown to the end user when selecting the group 
3. Group Note – the note type used for this group 

Defaults 

This section will push as the default location, program, code, duration, and start time for services created for this group. None of these fields are reliant on each other the way they are when creating an individual service. In this way, there are practically no guardrails for limiting how a user can setup a group. 

Program 

An individual service will limit what programs are selectable based on what programs the client is enrolled in and what services the clinician is associated with. For a group that has many clients, the system does not limit the default program field to the clients in the “Clients” section, nor the clinicians in the “Staff” section.  

While the program information will push to the service note as a default, the user may change what program the group service is associated with, if needed. A good example of the use case for this is a recovery group at a substance use treatment facility. The default program may be ASAM Level 3.1, but clients who are enrolled in programs such as ASAM Level 3.3 or ASAM Level 3.2 WM may also attend the same group. This openness allows the user to select the actual program the client is enrolled in to bill the service to.  

There is a configuration key that may be set to require that all clients for a group service are enrolled in the program designated as their service program for the group. This does not limit the dropdown options when selecting a program, but rather throws a validation error if the program-client relationship does not exist.  

The validation does not require that the program selected for the service be the default program in the Group Details screen, but checks to ensure the client-program relationship exists. If the relationship does not exist, the user will receive a validation alert and the service cannot be saved unless a different program for that client is chosen, or the client is enrolled in the chosen program. This configuration key will only show the validation on the Group Service Detail screen, and will not show on the Group Details setup screen. This configuration key is “ValidateGroupServiceClientNotInProgram“. 

Please note that there is not a configuration key to enforce a validation that the clinician of the service is associated with the program.  

Procedure Code 

An individual service will limit what procedure codes are selectable based on what program was selected and what procedure codes the clinician may perform. For a group where multiple staff may lead the group, the service codes are not limited in any way to the license types of the staff that may lead the group. 

While the procedure code will push to the service note as a default, the user may change what procedure code the service is associated with, if needed. An example use case would be when a group is led by a clinician who will bill group therapy and is co-led by a non-LPHA who will bill group rehab, or a substance abuse counselor who will bill group counseling. This openness allows the user to select the actual procedure code they are using. However, there is no validation for confirming that the procedure code is one that the clinician of the service may provide. Choosing a procedure code that cannot be performed by the clinician will result in a billing error, as a rate for that service will not be found.  

Also, the procedure code for a group is not limited to the program selected as the default. Because programs may be changed in the Group Service Detail screen, another procedure code may be selected that is associated with the new program, but not the default program.  

There is a configuration key that may be set to require that the procedure code for a service is associated with the program for that service. This does not limit the dropdown options when selecting a procedure code, but rather throws a validation error if the program-procedure code relationship does not exist. 

The validation does not require that the procedure code selected for the service be the default procedure code in the Group Details screen, but checks to ensure the program-procedure code relationship exists. If the relationship does not exist, the user will receive a validation alert and the service cannot be saved unless a different procedure code for that service is chosen, or a different program that includes that procedure code is chosen. This configuration key will only show the validation on the Group Service Detail screen, and will not show on the Group Details setup screen. This configuration key is “ValidateGroupServiceProcedureNotInProgram”. 

Please note that there is not a configuration key to enforce a validation that the clinician of the service is associated with the procedure code.  

Location 

An individual service will limit what locations are selectable based on what program was selected. The locations associated with group services are not limited in any way to the program selected for that service. 

While the location will push to the service note as a default, the user may change what location the service is associated with, if needed. 

Please note that there is not a configuration key to enforce a validation that the location of the service is associated with the program.  

Duration and Start Time 

The duration and start time entered in the defaults will push to all client services associated with that group. These can be changed for each client in the group, as some group members may not be present for the entire group duration.  

Please note that the default start time does not push to the staff member start time on the Group Service Details screen.  

Attendance 

CalMHSA is not using Attendance Groups. 

Clients 

This is where you may add clients to the default roster. Clients do not have to be associated with the default program to be included in this roster. When on the Group Service Details screen, additional clients may be added to the roster, even if they’re not on the default roster. Clients on the default roster may also be removed from the roster when on the Group Service Details screen.  

If the checkbox “Automatically add clients from roster to new group service” is selected, then whenever a new group service is created or scheduled for this group, then all the clients in the default roster will be added. Otherwise, when a new group service is created or scheduled for this group, the user will have to select which clients, if any, from the default roster should be included.  

This section may be left blank. If this is the case, then no clients will be included when creating a new group service associated with this group. Instead, the user will need to add clients directly in the Group Service Details screen. This is appropriate for drop-in type groups. 

Staff 

This is where you may add staff to the default facilitator list. Staff do not have to be associated with the default program to be included in this list, nor do they have to be able to provide the default procedure code. When on the Group Service Details screen, additional staff may be added to the staff list, even if they’re not on the default staff list. Staff on the default facilitator list may also be removed from the service when on the Group Service Details screen.  

This section may be left blank. If this is the case, then no facilitator will be included when creating a new group service associated with this group. Instead, the user will need to add staff directly in the Group Service Details screen.  

Schedule Tab 

This is a list page showing the instances of this group. Here, you can create new group services associated with this group, as well as creating recurring group services. Clicking on the date will take you to the Group Service Details screen for that group service. 

The filters works just the same as other list pages.