August 29, 2024
Following are this week’s updates. If you have questions, please contact [email protected].
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Performance Issues Resolved
Performance issues appear to be resolved for all counties. If other challenges arise, please log a Helix ticket to ensure proper tracking and resolution. Additionally, CalMHSA will continue to actively monitor system performance metrics and collaborate with Streamline to further enhance performance in the future.
CalMHSA extends its deepest gratitude to all counties and team members for their understanding and support during this challenging period.
Reminder: Changes Coming Sept. 9 to Psych/Medical Note Template
Counties should remind their providers to complete any outstanding notes by Sept. 8 at 11:59 p.m.; otherwise, they will lose access to the old “Psychiatric Note” template and any accompanying data as we convert to the new “Psych/Medical Note” template.
Your account manager will share with you an output of incomplete notes to assist with this.
Access will remain available for those services and/or any scheduled services after Sept. 9, but the old drafts will not be available and will be replaced with the new template. The SmartCare system may be down anytime between 12 a.m. and 6 a.m. on Sept. 9 while this change is made in your production systems. During these hours, we recommend implementing downtime procedures (paper documentation) to ensure current work is not lost.
Instructions for completing the new Psych/Medical Note template can be found here. County staff who were unable to attend one of the trainings may review via recording (use passcode 4FP7Hp3@). In addition, a slide deck for the recording, which also covers the medical staff workflow (including Keyphrases, Medical Facesheet, Cumulative Lab Results Flowsheet, etc.) contains direct article links to associated tools that can support chart reviews and documentation.
Sept. 5 State Reporting Review Meeting Back on the Calendar
The previously cancelled State Reporting Review meeting has been reinstated and will be held per the regular schedule on Sept. 5. Please note the registration link has changed for these weekly Thursday meetings, held from noon to 1 p.m.; participants can use this link to register for upcoming meetings.
Testing, Training Upcoming for CARE Act December Deadline
As counties continue to inquire about the status of the CARE Act development, CalMHSA is finalizing a process for the CARE Plan/Agreement document and the CARE Act Report document. Alpha testing will take place in September, followed by detailed knowledge base articles and training for Sys Admins and subject matter experts (SMEs) on using the new documents.
The development will then be pushed out to all QA environments so that counties can test the documents themselves and conduct training for their end users. This will be available in Production systems for the Dec. 1, 2024, implementation deadline so that counties can enter the required information into SmartCare on Dec. 1.
Development is also underway for the reporting process. CalMHSA will conduct alpha testing for this development and work with HMA to ensure the reports are acceptable. Once complete, CalMHSA will create detailed knowledge base articles and provide training for state reporting SMEs. This development will also be deployed to all QA systems, allowing counties to test the process and conduct training for their end users. It will be available in Production systems prior to the reporting deadline of March 31, 2025.
Submission files will be tested from Production to DHCS for confirmation of acceptance prior to the end of February 2025 so that counties have plenty of time to compile and submit their December 2024 data by March 31, 2025. CalMHSA has already implemented the ability to track time spent on CARE Act activities, as well as a report that can be used for the invoicing process. CalMHSA has also been working with a Phase 1 county on workflows and needs, such as other documents or tracking. This includes court reports, tracking of court dates, and the privacy concerns around CARE Act related records.
CalMHSA will host a training, likely in October, for county Sys Admins and SMEs to explain these plans once details are solidified.
Meeting on New ICD-10 Codes Oct. 13
With the end of the federal fiscal year coming soon, the Centers for Medicare & Medicaid Services will be updating the ICD-10 code list. This means that some ICD-10 codes that were valid from Oct. 1, 2023-Sept. 30, 2024, will no longer be valid as of Oct. 1. CalMHSA is developing a protocol to explain the process and will host a meeting for county EHR leads on Oct. 13 to discuss this protocol and answer any questions.
Release of Information Updates Coming Soon
Updates to the Release of Information document will be coming soon to counties’ QA environments and available for testing. CalMHSA will also conduct testing prior to deploying to production environments.
Once in production, these changes will be available only for new ROIs going forward and will not alter any existing client ROIs in SmartCare. Please ensure staff users are aware of the updates. CalMHSA will revise the knowledge base articles, including screenshots, so that end users have the most accurate information and counties have current materials for training staff.
Care Coordination Module Postponed, Meeting To Be Held Sept. 20
Based on feedback from a county workgroup for beta testing the Care Coordination module, CalMHSA will postpone the full roll out of this module. CalMHSA will host a meeting Sept. 20 from 10 to 11 a.m. to help counties fully understand the postponement; this will also include updates on the Service Authorization Request process.
Patient Portal Implementation Updates
EHR leads should plan to attend a meeting on Sept. 11, 9-10 a.m., for updates on the Patient Portal. In short, counties can resume creating patient portal users; CalMHSA will post knowledge base articles soon. See the schedule below for a meeting registration link.
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 ambitious upcoming initiatives in this list, updated weekly as products and priorities evolve — and sortable by topics like medical, clinical billing and more.
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Event Name |
Date |
Time |
Registration Link |
|
Billing Committee Meeting |
8/30/24 |
9:00 am – 10:00 am |
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|
Billing Office Hours |
9/5/24 |
10:00 am – 11:00 am |
|
|
State Reporting Review |
9/5/24 |
12:00 pm – 1:00 pm |
|
|
CalOMS Weekly Discussion |
9/6/24 |
12:00 pm – 1:00 pm |
|
|
County Shared Decision Making Meeting: Patient Portal Implementation Updates |
9/11/24 |
9:00 am – 10:00 am |
|
|
State Reporting Review |
9/12/24 |
12:00 pm – 1:00 pm |
|
|
CMS Oct 1st Changes to ICD-10 Codes |
9/13/24 |
10:00 am – 11:00 am |
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CalOMS Weekly Discussion |
9/13/24 |
12:00 pm – 1:00 pm |