June 26, 2025
Following are this week’s updates. If you have questions, please contact [email protected].
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CalMHSA User Conference Save the Date
We are happy to announce the dates for the upcoming CalMHSA Users Conference. We have scheduled this conference to align with a CBHDA conference to help lessen the travel burden on counties. An agenda will be provided in the coming weeks along with a registration portal. Please find initial conference details below.
Double Tree by Hilton Sacramento
- Wednesday September 17th full day,
- Thursday September 18th half day
- Expected Registration – $400,
- Hotel room – $166/night + tax; parking: $10/night
MSP Updates
The April MSPs will be loaded into all Production environments on June 30th. We appreciate all county users who took time to participate in testing and submit feedback.
May MSP is scheduled to deploy to QA environments on July 3rd.
25/26 Procedure Rates deployed to QA Environments
CalMHSA deployed the 25-26 Procedure Rates to QA on Tuesday, June 24th of this week to all counties who opted in for the 24/25 procedure rate refresh deployed last Tuesday, June 17th.
To support testing in the QA environment, the current procedure rates for the 24-25 fiscal year were end-dated as of March 31, 2025. The 25-26 procedure rates were assigned a start date of April 1, 2025.
Please note:
The new Caregiver codes referenced in the recent System Change Schedule Update from DHCS will not be included in this deployment. The CalMHSA team is currently in discussions with DHCS to determine the appropriate implementation approach for these procedures.
Action Required: Please review the deployed rates and send any feedback or questions to Lisa Kirlin ([email protected]) or Khristy Stephan ([email protected]) as soon as possible.
Updates to Medication Reconciliation List Page:
We have updated the medication reconciliation list page to now push both SmartCare Rx AND CalMHSA Rx active prescriptions and home medications. As this screen is designed to reconcile medications taken between outpatient appointments and/or transition from outpatient to inpatient/CSU/residential settings, we have not included Client Order medications in this list page. Read More
Scanning Update
We have removed the scanning type options for all except “Client (Medical Record)”. This was in progress for a long time and we apologize for not completing this sooner. If you are finding that you are needing any other scanning type options, you can grant permissions to the corresponding “Image Association” permission. The “Provider” Image Association permission will continue to be associated to CalMHSA MCO roles, per Streamline’s recommended setup. We will be removing all other options (aside from Client (Medical Record) and Provider) from non-sys admin user roles. Please reach out to Help Desk if you are having any issues. This should address the concern of scanning documents not associated with a client’s chart, which results in the documents “disappearing”.
ROI Update
When we made our ROI updates a while ago, we were under the impression that the checkboxes in the Terms section (“NOTICE TO CLIENT” and “ACCESS TO MY RECORD”) had been successfully removed. We have learned that this was not the case. We will be running a script in production systems on 7/10 to remove these checkboxes. These checkboxes do NOT have any functionality associated with them, which is why they were set to be removed. All of the information in the text associated with the checkboxes exists in the Terms section above them. This will NOT impact any historical or in-progress records, and will instead only impact records started after the change is made. Please reach out to Charla Rowe ([email protected]) and cc your Account Manager if you have any questions.
Notable MSP Updates
While testing the current batch of changes and new functionality found within the April MSP, we have identified a few items which we feel are particularly notable and wanted to bring to county members’ attention.
Inquiries Included in Client Merge
This functionality has been deployed to QA systems for testing as part of April MSP (item #101). Please note that only the associated Client Id in the Inquiry is changed. The client details (e.g. name) will NOT be updated on the Client Inquiry, as this was the data received at the time of the inquiry. We ask that counties that are concerned about this behavior test this in their QA environment and provide feedback to CalMHSA. You may email Charla directly about any concerns about this functionality.
Manually-Added Tracking Protocols
Previously, any tracking protocols that were not automatically added to a client via program enrollment were unable to be associated with a program. This led to a risk of un-CDAG’d flags being created. This fix has been addressed in the April MSP (item #48). Now, when manually adding a tracking protocol to a client’s chart, the user will be asked to enter a program. This ensures CDAG applies to all flags.
We understand that some counties have requested client-level flags that are not hidden behind CDAG, and we’re exploring that option. However, we err on the side of privacy, and we don’t want to remove the requirement to enter a program for any flag.
Primary Phone Number
We had requested the ability to designate which phone number is considered “primary” in a client’s chart. This functionality has been deployed to QA systems for testing as part of the April MSP (item #152). Each client will have a single “primary” phone number. This number will show on the client’s tool tips (hover-over client fly-out informational tool), will be used in the Transition of Care Tool, and other places in the system. We suggest counties test this out in their QA system.
Please note: There was an additional item that impacted the Client Information screen (item #92). This added a field “Sex Parameter for Clinical Use”. We are finding there is a validation requiring this field to be completed before a user can save the Client Information screen. We are exploring whether this validation can be turned off or not. The field is related to USCDI interoperability standards, but the validation is not mentioned in the release notes. Please be aware that when you’re testing items in the Client Information screen, you’ll get a validation requiring you also fill out this new field.
Tool Tips: Email Added
Email has been added to the Tool Tips, the window that appears when you hover over the client’s name. CalMHSA will be adding permission to view this to all user roles that have tool tips permissions.
New Service Note Section: Sensitive Information
A new section and checkbox has been added to the Service Note screen. Per the release notes, this is meant to be used to indicate that there is substance use data present in the document. This requires a configuration key, “DisplaySUDCheckboxToTagDataAsSUD” to be set as “Yes”. This configuration key also triggers the “Contains SUD Information” in the documents ribbon. Currently, CalMHSA has this configuration key set to “No”, so this checkbox will not be visible in production systems. We are exploring using this “sensitive information” checkbox for AB 352, but have not yet decided on an action.
Crisis Call Log
Streamline has come out with a CCBHC Crisis Call Log in SmartCare that can now be linked to the Inquiry Details: Crisis screen. CalMHSA is not planning on using this functionality at this time, and will not update any knowledge base articles on this. We are planning on creating a permission to this button to ensure users are not clicking it until we confirm the use case for this, or if there is a way to hide this button. County Sys Admins may review this functionality in their QA systems and provide feedback to CalMHSA, if desired.
Adhoc Orders can now be permissioned based on the below February MSP item
“108. EII # 128803 (Feature – 456827): Orders: Implemented a functionality to convert an ‘Adhoc Order’ to a ‘Regular Order’ and revert it, with Permission functionality”.The ad hoc functionality is not permissioned by default. However, it can be manually assigned to roles. We have made the decision not to include this permission to calmhsa roles outside of Pharmacist and Sys Admins. The Adhoc orders button acts as a shortcut to Order Setup and grants system administrator-level access. To ensure appropriate security and access control, we recommend limiting this permission to designated users such as nurse managers, champion providers, or pharmacists and train staff on the Order Setup Screen. It is not intended for all staff use.
If broader access is needed, counties can create an add-on role that includes this permission and assign it selectively.
To create an Adhoc order within Client Orders add the following permission:
Permission Type: Screen (Update Mode)
Parent: Client Orders
Permission Item: btnAdhocOrders
When the permission is granted: Any users with this Permission as Granted will be allowed to access the Client Order Screen — Order tab — ‘Create Adhoc Order’ button.
When the permission is not granted: Any users with this Permission as Not Granted, will not be allowed access to the ‘Create Adhoc Order’ button (will be disabled/grayed out)
This Week’s Production Updates
New functionality in the EHR – and what you need to know about it – is available here.
Upcoming Initiatives
See the EHR Product Team’s upcoming initiatives in this list, updated as products and priorities evolve.
06.26.25-County-and-State-Requested-EHR-Initiative-Report.pdf