San Diego County Now Live 

San Diego County is now live in the EHR (as of Sept. 1). The San Diego team’s robust preparation and collaboration has contributed to a successful and productive first week. CalMHSA appreciates their partnership and welcomes them as the system’s largest participating county. 

CalMHSA Rx Launches

CalMHSA has partnered with Dr. First to launch a new and improved e-prescribing system called CalMHSA Rx. As part of San Diego County’s go-live on Sept. 1, we simultaneously launched this improved e-prescribing system to be rolled out first in San Diego County.  

As the system is expanded, CalMHSA will share this new functionality and allow for counties to decide whether to switch over on discretionary basis.

An important note as we launch CalMHSA Rx: At various touch points with the SmartCare EHR, users may encounter CalMHSA Rx, but it will not yet be functional for them. In addition, CalMHSA has developed user support documentation for different tools within the system; this documentation from a ‘CalMHSA Rx’ link on the support web site.  

Correction: Meeting on New ICD-10 Codes Is Sept.13 

Last week’s EHR Bulletin incorrectly stated an upcoming meeting on ICD-10 codes would be held Oct. 13. Please note the correct date for that meeting is Sept. 13 at 10 a.m. 

 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 at the Sept. 13 meeting, designed for county EHR leads. 

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. 

Counties that want to set up a reminder for staff when they log-in on Monday (note that you can’t cherry-pick users, it’s all or none) can use the “Landing Page Messages’ feature in SmartCare (see instructions). Please note those reminders would need to be sent to all staff rather than select users.  

Updates to TADT Documents To Reflect Latest Workbooks 

The four TADT documents are undergoing minor changes, below, to address recent updates in the July 2024 TADT workbooks. These are scheduled to be deployed to production environments this weekend. 
 

• DMC-ODS documents now have the “urgent” and “prior auth required” fields, including related “time” fields and logic to address these requirements. 

• All documents now require entry for “referred to out-of-network provider” regardless of timeliness of access, per DHCS feedback. 

New ROI Deploys to Production Sept. 9 

CalMHSA has finished testing the new ROI and plans to deploy it to production environments this weekend. It should be available in county production systems on Sept. 9.