July 17, 2025
Following are this week’s updates. If you have questions, please contact [email protected].
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Reminder: Ensure QA & Train Environments Are Fresh for Testing, Training
As CalMHSA rolls out new features to support county teams, it is essential for QA and Train environments to remain in sync with Production. Proactively refreshing QA and Train allows you to identify issues early, train more effectively, and keep workflows running smoothly. Some distinction of the QA and Train environments are:
QA
- Purpose: Safely test new builds, scripts, and hotfixes on a near-production copy of your system. Because county QA environments are not synced with CalMHSA QA, configuration for deployments must be completed by counties.
- Data: A snapshot of real client and configuration data (you choose whether to anonymize)
Train
- Purpose: Onboard and practice — run through workflows, demo features, and train staff without touching live data
- Data: Client-scrubbed (PHI anonymized) by default, so you can experiment safely.
No Automatic Refreshes
Neither Streamline nor CalMHSA will refresh QA or Train automatically. Counties must explicitly request each refresh, by submitting a HubSpot ticket. Your account manager can tell you when your last refresh occurred. The consequences of not refreshing are:
- Missing critical updates and patches
- Inaccurate or outdated data in QA or Train
- Inability to test or train on the latest functionality
To Request a Refresh
- Open a HubSpot ticket
- In your request, include
• Environment: QA or Train
• Scrub type: None / Client-scrub (default for Train) / Staff-scrub
• Needed by: Your target date (e.g., “Before Aug 10 for staff workshop”)
- CalMHSA will notify you of the scheduled refresh date.
What to Expect
- Lead time: Three to five business days (up to seven or more during peak demand)
- Capacity: Only four county refreshes can run per night. These will be handled on a first come, first served basis.
Best Practices
- Plan Quarterly: Schedule a refresh every 90 days to keep your environments reliable.
- Coordinate Early: Submit requests at least one week before any major training or deployment.
- Engage Your Account Manager: Ask about your current environment status and upcoming refresh windows.
Inquiry Locking Functionality: Request Script by Oct. 31
At the July 15 county shared decision-making meeting, we confirmed that:
- If an inquiry is created but not linked to a client first, with the link added to an existing client after entering data into the inquiry, any data entered in the client fields (e.g. address, phone number) will be overwritten with Client Information screen data once the inquiry is linked to that existing client.
- If the configuration key is set to “yes,” which results in some inquiries being locked, changing the configuration key to “no” will result in those inquiries becoming unlocked automatically. Changing the key to yes again does not automatically re-lock these inquiries.
At the meeting, counties agreed to request a script from CalMHSA by the end of October. Counties may request the implementation for their county at any time during this implementation phase, and CalMHSA will implement on a county-by-county basis. CalMHSA will send a reminder in early September. If a county has not requested a script by end of day on Oct. 31, any subsequent request will be considered a billable enhancement.
Counties may also choose to not implement this functionality. If counties want to only turn on the configuration key but not run a script to impact their existing inquiries, counties may do so themselves.
TADT Updates
Following up on the July 9 county shared decision-making meeting, CalMHSA has written a protocol summarizing the discussion of design changes. This protocol includes a summary of planned changes included in Phase 1, as well as a description of potential changes for Phase 2. CalMHSA will also schedule a follow-up meeting to discuss the potential Phase 2 changes and requests that counties review the information before attending.
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.
07.17.25-County-and-State-Requested-EHR-Initiative-Report.pdf