Prescribers
Nursing
Mental Health Workers
Front Desk
Management
Billing
QA/ Medical Records
Prescribers
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Documenting Inquiries |
||||
| Front Desk | Management / Nursing / Prescribers | Inquiry | Navigating Inquiry Details Screen - Initial Tab | https://2023.calmhsa.org/how-to-navigate-the-client-inquiry-screen-initial-tab/ |
| Front Desk | Management / Nursing / Prescribers | Inquiry | Documenting Pre- Authorizations | Coming Soon |
Tracking Inquiries |
||||
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Inquiries (My Office) Screen | Inquiries (My Office) List Page - 2023 CalMHSA |
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Client Inquiries (Client) Screen | https://2023.calmhsa.org/client-inquiries-list-page/ |
| Front Desk | Management / Nursing / Prescribers | Inquiries (My Office) | Referral Tracking | https://2023.calmhsa.org/how-to-document-an-incoming-referral-from-an-external-agency-optional/ |
| Front Desk | Management / Nursing / Prescribers | Residential (My Office) | Schedule Admission | Coming Soon |
Bed Management
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Residential (My Office) |
||||
| Front Desk | Nursing / Management | Residential (My Office) | Navigating Residential Bedboard | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Bed Attendance | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | How to Change Level Of Care | How to Transfer a Client to Another Level Of Care |
| Front Desk | Nursing / Management | Residential (My Office) | Move Bed / Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Discharge | Coming Soon |
| Prescriber / Nursing / Management | Front Desk | Residential (My Office) | Marking Patient to have no bill for the day | Coming Soon |
Bed Reports |
||||
| Nursing / Prescriber / Management / QA | Census Summary | [Bed Overview / Report] | Coming Soon | |
Documentation
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Key Phrases |
||||
| All Staff | Any free text field in SmartCare | How to use Key Phrases | How to Add, Edit & Use Key Phrases: w/ Permission Only - 2023 CalMHSA | |
Problem List |
||||
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to add favorites to the problem list screen | https://2023.calmhsa.org/how-to-add-favorites-to-the-problem-list-screen/ | |
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to add a problem to the problem list | https://2023.calmhsa.org/how-to-add-a-problem-to-the-problem-list/ | |
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to remove a problem thats been resovled | https://2023.calmhsa.org/how-to-remove-a-problem-thats-been-resolved/ | |
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to filter sort a clients problem list | https://2023.calmhsa.org/how-to-filter-sort-a-clients-problem-list/ | |
Diagonosis |
||||
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to save a favorite diagnosis | https://2023.calmhsa.org/how-to-save-a-favorite-diagnosis/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to add a diagnosis | https://2023.calmhsa.org/how-to-add-a-diagnosis/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to modify and / or re-order a diagnosis | https://2023.calmhsa.org/how-to-modify-and-or-re-order-a-diagnosis/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to modify a diagnosis after the document is generated | https://2023.calmhsa.org/how-to-modify-a-diagnosis-after-the-document-is-generated/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to pull a diagonosis forward from another program | https://2023.calmhsa.org/how-to-pull-a-diagnosis-forward-from-another-program/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | re-ordering diagnosis | https://2023.calmhsa.org/reordering-diagnoses-list/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to delete a diagnosis | https://2023.calmhsa.org/how-to-delete-a-diagnosis/ |
Intake Documentation |
||||
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Client Allergies | Allergies (Client) | Allergies List Page - 2023 CalMHSA | |
Recurring Documentation |
||||
| Mental Health Workers / Nursing / Caregiver Support | Prescribers | Service Notes | Shift Summary / Shift Handover | How to Document an End of Shift Summary - 2023 CalMHSA |
| Mental Health Workers | Prescribers | Service Notes | Non - LPHA Assessment | Under Re - Design |
| Mental Health Workers | Prescribers | Service Notes | LPHA Assessment | Coming Soon |
| Mental Health Workers | Prescribers | Service Notes | Rehab | Coming Soon |
| Mental Health Workers | Prescribers | Service Notes | TCM / ICC | Coming Soon |
| Mental Health Workers | Prescribers | Service Notes | Non Med Conference | Coming Soon |
Assessments |
||||
| Nursing | Prescriber | Service Note : Medical / Psych Note | Nursing Assessment | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Interdisciplinary Treatment Plan | Completing Initial Treatment Plan | how-to-complete-the-interdisciplinary-treatment-plan | |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Interdisciplinary Treatment Plan | Reviewing / Updating Treatment Plan | how-to-update-the-interdisciplinary-treatment-plan | |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | Completing History and Physical | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | Completing Initial Mental Status Exam (MSE) | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
| Dietician | Dietary Assessment / Nutrional Assessment | How to complete the Nutritional Assessment | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ | |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | How to Complete the Psychiatric Evaluation | https://2023.calmhsa.org/prescriber-how-to-complete-the-psychiatric-evaluation/ |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | Suicide Assessment | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
Assessments / Documentation for State Reporting |
||||
| Nursing / Prescriber / Management / QA | CSI Standalone Collection (Client) | Completing CSI Demographics | How to Complete a CSI Demographic Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CSI Standalone Assessment (Client) | CSI Assessment | How to Complete a CSI Assessment Data Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | Ca ASAM (Client) | Completing the ASAM | https://2023.calmhsa.org/asam-assessment/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | Creating CalOHMS Admission | https://2023.calmhsa.org/how-to-complete-a-caloms-admission/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | CalOMS Transfer / Change of service | How to Complete a CalOMS Referral/Transfer - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CaLOMS Standalone Update / Discharge (Client) | CalOMS Standalone Update / Discharge | https://2023.calmhsa.org/how-to-complete-a-caloms-discharge/ | |
Orders
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Safety Check / BH Observations |
||||
| Nursing / Prescriber | Client Orders (Client) | Ordering Safety Check / Observation to appear on the whiteboard | How to Order a Safety Check - 2023 CalMHSA | |
| Nursing / Caregiver Support | Prescriber | Whiteboard | Documenting Safety Check / Obvservation directly on Whiteboard | Safety Check and Flowsheet Documentation - 2023 CalMHSA |
| Nursing / Caregiver Support | Prescriber | Flowsheets (Client) | Documenting Safety Check in Flowsheet | Safety Check and Flowsheet Documentation - 2023 CalMHSA |
Labs - POCT Labs |
||||
| Prescriber | Nursing | Client Orders - POCT LABS | Create an order for Point of Care Testing | How to Create a New POCT Lab Order - 2023 CalMHSA |
| Nursing | Prescriber | Client Orders - POCT LABS | Document Results in Flowsheets | How to Document Results on the Client's Flow Sheets - 2023 CalMHSA |
Medications |
||||
| Prescriber / Nursing | Caregiver Support / Mental Health Workers / QA | Medication History | Viewing Medication History | How to Retrieve Surescripts Medication History - 2023 CalMHSA |
| Prescriber | Nursing | Client Orders (Client) | Entering Client Home Meds | Coming Soon |
Follow-Ups
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Tracking Protocols & Client Flags | ||||
| All Staff | Smartview - Client Tracking Widget | Viewing Client Flags / Tasks that need to be completed | How to View What Intake Documents and Tasks Need to be Completed - 2023 CalMHSA | |
| All Staff | Client Tracking (Client) | Completing Tasks / Client Flags | https://2023.calmhsa.org/how-to-complete-intake-documents-done-in-smartcare/ | |
| Misc. | ||||
| All Staff | Smartview | Quickview of Patients Chart | https://2023.calmhsa.org/the-smartview/ | |
| All Staff | Servce Note - Procedure Code: Brief Contact Note | Documenting Phone Calls | How to Document Phone Calls for Triage - 2023 CalMHSA | |
| Prescriber / Nursing/ Caregiver Support | Flowsheets (Client) | Documeting / Viewing Vitals | How to Document Vitals - 2023 CalMHSA | |
| Prescriber / Nursing/ Caregiver Support | Flowsheets (Client) | Documenting / Viewing Glucose | Coming Soon | |
| Whiteboard - Task Management | ||||
| All Staff | Whiteboard | Navigating Whiteboard (My Office) | https://2023.calmhsa.org/how-to-view-the-whiteboard-list-page/ | |
| All Staff | Whiteboard - Clinician Column | How to add a client's therapist / Clinician | https://2023.calmhsa.org/how-to-add-the-clients-therapist-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to add client's attending | https://2023.calmhsa.org/how-to-add-the-clients-attending-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to populate an estimated discharge date | https://2023.calmhsa.org/how-to-enter-the-clients-discharge-date-from-the-whiteboard/ | |
| All Staff | Whiteboard - Discharge Coordination Column | Discharge Coordination - Documenting Transportation | https://2023.calmhsa.org/how-to-designate-discharge-coordination-transportation-from-the-whiteboard/ | |
| All Staff | Whiteboard - Precautions Column | How to add Precautions | https://2023.calmhsa.org/how-to-add-precautions-from-the-whiteboard/ | |
| All Staff | Whiteboard - Med / Misc Column | Misc Notes | https://2023.calmhsa.org/how-to-add-miscellaneous-note-from-the-whiteboard/ | |
| All Staff | Whiteboard - Competency Column | Competency | https://2023.calmhsa.org/how-to-document-competency-status-from-the-whiteboard/ | |
| All Staff | Whiteboard | D&A (Drugs & Alcohol) | https://2023.calmhsa.org/how-to-document-drug-alcohol-history-from-the-whiteboard/ | |
| All Staff | Whiteboard | Next Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
| All Staff | Whiteboard | Last Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
Transfer
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Prescriber | Nursing | How to Complete the Transfer Summary | https://2023.calmhsa.org/how-to-complete-the-discharge-summary/ |
Discharge
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Prescriber | Nursing | Diagnosis Document (Client) | How to Document the Discharge Diagnosis | https://2023.calmhsa.org/how-to-document-the-discharge-diagnosis/ |
| Prescriber | Nursing | CalMHSA Discharge Summary (Client) | How to Complete the Discharge Summary | https://2023.calmhsa.org/how-to-complete-the-discharge-summary/ |
Reports
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Clinical Reports |
||||
| Prescribers / Nursing / Caregiver Support | Manager / QA / Sys Admin | Shift Rounding Report | https://2023.calmhsa.org/how-to-run-the-shift-rounding-report/ | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | MAR Report | CalMHSA 102 MAR Report - 2023 CalMHSA | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Client Medical Face Sheet (Client) | CalMHSA Client Medical Face Sheet | https://2023.calmhsa.org/client-medical-facesheet/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | Client Abbreviated Notes (Client) | Client Abbreviated Notes | https://2023.calmhsa.org/client-abbreviated-notes-report/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Cummalative Lab Flowsheet Report (Client) | CalMHSA Cummalative Lab Report | CalMHSA Cumulative Lab Flowsheet Report [Client] - 2023 CalMHSA |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Aftercare Discharge Summary (Client) | Discharge Aftercare Summary | CalMHSA Aftercare Discharge/Summary - 2023 CalMHSA |
Nursing
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Documenting Inquiries |
||||
| Front Desk | Management / Nursing / Prescribers | Inquiry | Navigating Inquiry Details Screen - Initial Tab | https://2023.calmhsa.org/how-to-navigate-the-client-inquiry-screen-initial-tab/ |
| Front Desk | Management / Nursing / Prescribers | Inquiry | Documenting Pre- Authorizations | Coming Soon |
Tracking Inquiries |
||||
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Inquiries (My Office) Screen | Inquiries (My Office) List Page - 2023 CalMHSA |
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Client Inquiries (Client) Screen | https://2023.calmhsa.org/client-inquiries-list-page/ |
| Front Desk | Management / Nursing / Prescribers | Inquiries (My Office) | Referral Tracking | https://2023.calmhsa.org/how-to-document-an-incoming-referral-from-an-external-agency-optional/ |
| Front Desk | Management / Nursing / Prescribers | Residential (My Office) | Schedule Admission | Coming Soon |
Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | Nursing / Management / Caregiver Support | Bedboard / Residential / Whiteboard | Navigating Census Management | How to Navigate Census Management Admit Screen - 2023 CalMHSA |
| Front Desk | Nursing / Management / Caregiver Support | Residential (My Office) | Residential Admit [Admission] | Coming Soon |
| Front Desk | Nursing / Management / Caregiver Support | Whiteboard | Quick Admit [Admission] | How to Do a Quick Admission - 2023 CalMHSA |
Bed Management
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Residential (My Office) |
||||
| Front Desk | Nursing / Management | Residential (My Office) | Navigating Residential Bedboard | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Bed Attendance | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | How to Change Level Of Care | How to Transfer a Client to Another Level Of Care |
| Front Desk | Nursing / Management | Residential (My Office) | Move Bed / Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Discharge | Coming Soon |
| Prescriber / Nursing / Management | Front Desk | Residential (My Office) | Marking Patient to have no bill for the day | Coming Soon |
Bed Reports |
||||
| Nursing / Prescriber / Management / QA | Census Summary | [Bed Overview / Report] | Coming Soon | |
Documentation
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Key Phrases |
||||
| All Staff | Any free text field in SmartCare | How to use Key Phrases | How to Add, Edit & Use Key Phrases: w/ Permission Only - 2023 CalMHSA | |
Problem List |
||||
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to add favorites to the problem list screen | https://2023.calmhsa.org/how-to-add-favorites-to-the-problem-list-screen/ | |
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to add a problem to the problem list | https://2023.calmhsa.org/how-to-add-a-problem-to-the-problem-list/ | |
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to remove a problem thats been resovled | https://2023.calmhsa.org/how-to-remove-a-problem-thats-been-resolved/ | |
| Prescribers / Nursing / Mental Health Workers | Client Clinical Problem Details (Client) | How to filter sort a clients problem list | https://2023.calmhsa.org/how-to-filter-sort-a-clients-problem-list/ | |
Diagonosis |
||||
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to save a favorite diagnosis | https://2023.calmhsa.org/how-to-save-a-favorite-diagnosis/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to add a diagnosis | https://2023.calmhsa.org/how-to-add-a-diagnosis/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to modify and / or re-order a diagnosis | https://2023.calmhsa.org/how-to-modify-and-or-re-order-a-diagnosis/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to modify a diagnosis after the document is generated | https://2023.calmhsa.org/how-to-modify-a-diagnosis-after-the-document-is-generated/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to pull a diagonosis forward from another program | https://2023.calmhsa.org/how-to-pull-a-diagnosis-forward-from-another-program/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | re-ordering diagnosis | https://2023.calmhsa.org/reordering-diagnoses-list/ |
| Prescribers | Nursing / Billing | Diagnosis Document (Client) | How to delete a diagnosis | https://2023.calmhsa.org/how-to-delete-a-diagnosis/ |
Intake Documentation |
||||
| Mental Health Workers / Nurses / Caregiver Support | Personal Effects Property Inventory | Documenting Property Taken at Admission / Property Taken Before Arrival | https://2023.calmhsa.org/how-to-complete-the-personal-effects-inventory-pei/ | |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Client Allergies | Allergies (Client) | Allergies List Page - 2023 CalMHSA | |
Recurring Documentation |
||||
| Nursing | Service Notes - Medical / Psych Note | Nurses Note | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ | |
| Mental Health Workers / Nursing / Caregiver Support | Prescribers | Service Notes | Shift Summary / Shift Handover | How to Document an End of Shift Summary - 2023 CalMHSA |
Assessments |
||||
| Nursing | Prescriber | Service Note : Medical / Psych Note | Nursing Assessment | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Interdisciplinary Treatment Plan | Completing Initial Treatment Plan | how-to-complete-the-interdisciplinary-treatment-plan | |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Interdisciplinary Treatment Plan | Reviewing / Updating Treatment Plan | how-to-update-the-interdisciplinary-treatment-plan | |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | Completing History and Physical | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | Completing Initial Mental Status Exam (MSE) | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | How to Complete the Psychiatric Evaluation | https://2023.calmhsa.org/prescriber-how-to-complete-the-psychiatric-evaluation/ |
| Prescriber | Nursing | Service Notes - Medical / Psych Note | Suicide Assessment | https://2023.calmhsa.org/how-to-complete-the-psychiatric-medical-note/ |
Assessments / Documentation for State Reporting |
||||
| Nursing / Prescriber / Management / QA | CSI Standalone Collection (Client) | Completing CSI Demographics | How to Complete a CSI Demographic Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CSI Standalone Assessment (Client) | CSI Assessment | How to Complete a CSI Assessment Data Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | Ca ASAM (Client) | Completing the ASAM | https://2023.calmhsa.org/asam-assessment/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | Creating CalOHMS Admission | https://2023.calmhsa.org/how-to-complete-a-caloms-admission/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | CalOMS Transfer / Change of service | How to Complete a CalOMS Referral/Transfer - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CaLOMS Standalone Update / Discharge (Client) | CalOMS Standalone Update / Discharge | https://2023.calmhsa.org/how-to-complete-a-caloms-discharge/ | |
Orders
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Safety Check / BH Observations |
||||
| Nursing / Prescriber | Client Orders (Client) | Ordering Safety Check / Observation to appear on the whiteboard | Coming Soon | |
| Nursing / Caregiver Support | Prescriber | Whiteboard | Documenting Safety Check / Obvservation directly on Whiteboard | Nurse: How to Document Completion of a Safety Check - 2023 CalMHSA |
| Nursing / Caregiver Support | Prescriber | Flowsheets (Client) | Documenting Safety Check in Flowsheet | Coming Soon |
| Caregiver Support | Nursing | Observations for Sitters / ADL | https://2023.calmhsa.org/how-to-document-observation-checks/ | |
Labs - POCT Labs |
||||
| Prescriber | Nursing | Client Orders - POCT LABS | Create an order for Point of Care Testing | How to Create a New POCT Lab Order - 2023 CalMHSA |
| Nursing | Prescriber | Client Orders - POCT LABS | Document Results in Flowsheets | How to Document Results on the Client's Flow Sheets - 2023 CalMHSA |
Medications |
||||
| Prescriber / Nursing | Caregiver Support / Mental Health Workers / QA | Medication History | Viewing Medication History | How to Retrieve Surescripts Medication History - 2023 CalMHSA |
| Prescriber | Nursing | Client Orders (Client) | Entering Client Home Meds | Coming Soon |
Follow-Ups
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Tracking Protocols & Client Flags |
||||
| All Staff | Smartview - Client Tracking Widget | Viewing Client Flags / Tasks that need to be completed | How to View What Intake Documents and Tasks Need to be Completed - 2023 CalMHSA | |
| All Staff | Client Tracking (Client) | Completing Tasks / Client Flags | https://2023.calmhsa.org/how-to-complete-intake-documents-done-in-smartcare/ | |
Misc. |
||||
| All Staff | Smartview | Quickview of Patients Chart | https://2023.calmhsa.org/the-smartview/ | |
| All Staff | Servce Note - Procedure Code: Brief Contact Note | Documenting Phone Calls | How to Document Phone Calls for Triage - 2023 CalMHSA | |
| Prescriber / Nursing/ Caregiver Support | Flowsheets (Client) | Documeting / Viewing Vitals | How to Document Vitals - 2023 CalMHSA | |
| Prescriber / Nursing/ Caregiver Support | Flowsheets (Client) | Documenting / Viewing Glucose | Coming Soon | |
Whiteboard - Task Management |
||||
| All Staff | Whiteboard | Navigating Whiteboard (My Office) | https://2023.calmhsa.org/how-to-view-the-whiteboard-list-page/ | |
| All Staff | Whiteboard - Clinician Column | How to add a client's therapist / Clinician | https://2023.calmhsa.org/how-to-add-the-clients-therapist-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to add client's attending | https://2023.calmhsa.org/how-to-add-the-clients-attending-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to populate an estimated discharge date | https://2023.calmhsa.org/how-to-enter-the-clients-discharge-date-from-the-whiteboard/ | |
| All Staff | Whiteboard - Discharge Coordination Column | Discharge Coordination - Documenting Transportation | https://2023.calmhsa.org/how-to-designate-discharge-coordination-transportation-from-the-whiteboard/ | |
| All Staff | Whiteboard - Precautions Column | How to add Precautions | https://2023.calmhsa.org/how-to-add-precautions-from-the-whiteboard/ | |
| All Staff | Whiteboard - Med / Misc Column | Misc Notes | https://2023.calmhsa.org/how-to-add-miscellaneous-note-from-the-whiteboard/ | |
| All Staff | Whiteboard - Competency Column | Competency | https://2023.calmhsa.org/how-to-document-competency-status-from-the-whiteboard/ | |
| All Staff | Whiteboard | D&A (Drugs & Alcohol) | https://2023.calmhsa.org/how-to-document-drug-alcohol-history-from-the-whiteboard/ | |
| All Staff | Whiteboard | Next Check | Nurse: How to Document Completion of a Safety Check - 2023 CalMHSA | |
| All Staff | Whiteboard | Last Check | Nurse: How to Document Completion of a Safety Check - 2023 CalMHSA | |
Transfer
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Prescriber | Nursing | How to Complete the Transfer Summary | https://2023.calmhsa.org/how-to-complete-the-discharge-summary/ |
Discharge
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Prescriber | Nursing | Diagnosis Document (Client) | How to Document the Discharge Diagnosis | https://2023.calmhsa.org/how-to-document-the-discharge-diagnosis/ |
| Prescriber | Nursing | CalMHSA Discharge Summary (Client) | How to Complete the Discharge Summary | https://2023.calmhsa.org/how-to-complete-the-discharge-summary/ |
| Front Desk | Nursing / Management / Caregiver Support | Residential (My Office) | How to Discharge a Client from their Bed | Coming Soon |
Reports
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Clinical Reports |
||||
| Prescribers / Nursing / Caregiver Support | Manager / QA / Sys Admin | Shift Rounding Report | https://2023.calmhsa.org/how-to-run-the-shift-rounding-report/ | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | MAR Report | CalMHSA 102 MAR Report - 2023 CalMHSA | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Client Medical Face Sheet (Client) | CalMHSA Client Medical Face Sheet | https://2023.calmhsa.org/client-medical-facesheet/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | Client Abbreviated Notes (Client) | Client Abbreviated Notes | https://2023.calmhsa.org/client-abbreviated-notes-report/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Cummalative Lab Flowsheet Report (Client) | CalMHSA Cummalative Lab Report | CalMHSA Cumulative Lab Flowsheet Report [Client] - 2023 CalMHSA |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Aftercare Discharge Summary (Client) | Discharge Aftercare Summary | CalMHSA Aftercare Discharge/Summary - 2023 CalMHSA |
Mental Health Workers
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Documentation
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Key Phrases |
||||
| All Staff | Any free text field in SmartCare | How to use Key Phrases | Coming Soon | |
Intake Documentation |
||||
| Mental Health Workers / Nurses / Caregiver Support | Personal Effects Property Inventory | Documenting Property Taken at Admission / Property Taken Before Arrival | https://2023.calmhsa.org/how-to-complete-the-personal-effects-inventory-pei/ | |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Client Allergies | Allergies (Client) | Allergies List Page - 2023 CalMHSA | |
Recurring Documentation |
||||
| Mental Health Workers / Nursing / Caregiver Support | Prescribers | Service Notes | Shift Summary / Shift Handover | How to Document an End of Shift Summary - 2023 CalMHSA |
| Mental Health Workers | Prescribers | Service Notes | Non - LPHA Assessment | Under Re - Design |
| Mental Health Workers | Prescribers | Service Notes | LPHA Assessment | Coming Soon |
| Mental Health Workers | Prescribers | Service Notes | Rehab | Coming Soon |
| Mental Health Workers | Prescribers | Service Notes | TCM / ICC | Coming Soon |
| Mental Health Workers | Prescribers | Service Notes | Non Med Conference | Coming Soon |
Assessments |
||||
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Interdisciplinary Treatment Plan | Completing Initial Treatment Plan | how-to-complete-the-interdisciplinary-treatment-plan | |
| Mental Health Workers / Nurses / Caregiver Support / Prescribers | Interdisciplinary Treatment Plan | Reviewing / Updating Treatment Plan | how-to-update-the-interdisciplinary-treatment-plan | |
Medications |
||||
| Prescriber / Nursing | Caregiver Support / Mental Health Workers / QA | Medication History | Viewing Medication History | How to Retrieve Surescripts Medication History - 2023 CalMHSA |
Follow-Ups
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Tracking Protocols & Client Flags |
||||
| All Staff | Smartview - Client Tracking Widget | Viewing Client Flags / Tasks that need to be completed | How to View What Intake Documents and Tasks Need to be Completed - 2023 CalMHSA | |
| All Staff | Client Tracking (Client) | Completing Tasks / Client Flags | https://2023.calmhsa.org/how-to-complete-intake-documents-done-in-smartcare/ | |
Misc. |
||||
| All Staff | Smartview | Quickview of Patients Chart | https://2023.calmhsa.org/the-smartview/ | |
| All Staff | Servce Note - Procedure Code: Brief Contact Note | Documenting Phone Calls | How to Document Phone Calls for Triage - 2023 CalMHSA | |
| Prescriber / Nursing/ Caregiver Support / MH Workers | Flowsheets (Client) | Documeting / Viewing Vitals | How to Document Vitals - 2023 CalMHSA | |
Whiteboard - Task Management |
||||
| All Staff | Whiteboard | Navigating Whiteboard (My Office) | https://2023.calmhsa.org/how-to-view-the-whiteboard-list-page/ | |
| All Staff | Whiteboard - Clinician Column | How to add a client's therapist / Clinician | https://2023.calmhsa.org/how-to-add-the-clients-therapist-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to add client's attending | https://2023.calmhsa.org/how-to-add-the-clients-attending-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to populate an estimated discharge date | https://2023.calmhsa.org/how-to-enter-the-clients-discharge-date-from-the-whiteboard/ | |
| All Staff | Whiteboard - Discharge Coordination Column | Discharge Coordination - Documenting Transportation | https://2023.calmhsa.org/how-to-designate-discharge-coordination-transportation-from-the-whiteboard/ | |
| All Staff | Whiteboard - Precautions Column | How to add Precautions | https://2023.calmhsa.org/how-to-add-precautions-from-the-whiteboard/ | |
| All Staff | Whiteboard - Med / Misc Column | Misc Notes | https://2023.calmhsa.org/how-to-add-miscellaneous-note-from-the-whiteboard/ | |
| All Staff | Whiteboard - Competency Column | Competency | https://2023.calmhsa.org/how-to-document-competency-status-from-the-whiteboard/ | |
| All Staff | Whiteboard | D&A (Drugs & Alcohol) | https://2023.calmhsa.org/how-to-document-drug-alcohol-history-from-the-whiteboard/ | |
| All Staff | Whiteboard | Next Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
| All Staff | Whiteboard | Last Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
Reports
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Clinical Reports |
||||
| Prescribers / Nursing / Caregiver Support | Manager / QA / Sys Admin | Shift Rounding Report | https://2023.calmhsa.org/how-to-run-the-shift-rounding-report/ | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | MAR Report | CalMHSA 102 MAR Report - 2023 CalMHSA | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Client Medical Face Sheet (Client) | CalMHSA Client Medical Face Sheet | https://2023.calmhsa.org/client-medical-facesheet/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | Client Abbreviated Notes (Client) | Client Abbreviated Notes | https://2023.calmhsa.org/client-abbreviated-notes-report/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Cummalative Lab Flowsheet Report (Client) | CalMHSA Cummalative Lab Report | CalMHSA Cumulative Lab Flowsheet Report [Client] - 2023 CalMHSA |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Aftercare Discharge Summary (Client) | Discharge Aftercare Summary | CalMHSA Aftercare Discharge/Summary - 2023 CalMHSA |
Front Desk
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Documenting Inquiries |
||||
| Front Desk | Management / Nursing / Prescribers | Inquiry | Navigating Inquiry Details Screen - Initial Tab | https://2023.calmhsa.org/how-to-navigate-the-client-inquiry-screen-initial-tab/ |
| Front Desk | Management / Nursing / Prescribers | Inquiry | Documenting Pre- Authorizations | Coming Soon |
Tracking Inquiries |
||||
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Inquiries (My Office) Screen | Inquiries (My Office) List Page - 2023 CalMHSA |
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Client Inquiries (Client) Screen | https://2023.calmhsa.org/client-inquiries-list-page/ |
| Front Desk | Management / Nursing / Prescribers | Inquiries (My Office) | Referral Tracking | https://2023.calmhsa.org/how-to-document-an-incoming-referral-from-an-external-agency-optional/ |
| Front Desk | Management / Nursing / Prescribers | Residential (My Office) | Schedule Admission | Coming Soon |
Admission
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | Nursing / Management / Caregiver Support | Bedboard / Residential / Whiteboard | Navigating Census Management | How to Navigate Census Management Admit Screen - 2023 CalMHSA |
| Front Desk | Nursing / Management / Caregiver Support | Residential (My Office) | Residential Admit [Admission] | Coming Soon |
| Front Desk | Nursing / Management / Caregiver Support | Whiteboard | Quick Admit [Admission] | How to Do a Quick Admission - 2023 CalMHSA |
Intake
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Billing / Front Desk | Documenting Client Information | |||
| Billing / Front Desk | Scanning in ID's | |||
| Billing / Front Desk | Adding Coverage | https://2023.calmhsa.org/how-to-add-plans/ |
Bed Management
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Residential (My Office) |
||||
| Front Desk | Nursing / Management | Residential (My Office) | Navigating Residential Bedboard | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Bed Attendance | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | How to Change Level Of Care | How to Transfer a Client to Another Level Of Care |
| Front Desk | Nursing / Management | Residential (My Office) | Move Bed / Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Discharge | Coming Soon |
| Prescriber / Nursing / Management | Front Desk | Residential (My Office) | Marking Patient to have no bill for the day | Coming Soon |
Bed Reports |
||||
| All Staff | Census Summary | [Bed Overview / Report] | Coming Soon | |
Documentation
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Key Phrases |
||||
| All Staff | Any free text field in SmartCare | How to use Key Phrases | Coming Soon | |
Follow-Ups
Transfer
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | Nursing / Management | Residential (My Office) | Transfer | Coming Soon |
Discharge
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | Nursing / Management / Caregiver Support | Residential (My Office) | How to Discharge a Client from their Bed | Coming Soon |
Management
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Documenting Inquiries |
||||
| Front Desk | Management / Nursing / Prescribers | Inquiry | Navigating Inquiry Details Screen - Initial Tab | https://2023.calmhsa.org/how-to-navigate-the-client-inquiry-screen-initial-tab/ |
| Front Desk | Management / Nursing / Prescribers | Inquiry | Documenting Pre- Authorizations | Coming Soon |
Tracking Inquiries |
||||
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Inquiries (My Office) Screen | Inquiries (My Office) List Page - 2023 CalMHSA |
| Prescriber / Management | Front Desk / Nursing | Inquiries (My Office) | Navigating Client Inquiries (Client) Screen | https://2023.calmhsa.org/client-inquiries-list-page/ |
| Front Desk | Management / Nursing / Prescribers | Inquiries (My Office) | Referral Tracking | https://2023.calmhsa.org/how-to-document-an-incoming-referral-from-an-external-agency-optional/ |
| Front Desk | Management / Nursing / Prescribers | Residential (My Office) | Schedule Admission | Coming Soon |
Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | Nursing / Management / Caregiver Support | Bedboard / Residential / Whiteboard | Navigating Census Management | How to Navigate Census Management Admit Screen - 2023 CalMHSA |
| Front Desk | Nursing / Management / Caregiver Support | Residential (My Office) | Residential Admit [Admission] | Coming Soon |
| Front Desk | Nursing / Management / Caregiver Support | Whiteboard | Quick Admit [Admission] | How to Do a Quick Admission - 2023 CalMHSA |
Bed Management
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Residential (My Office) |
||||
| Front Desk | Nursing / Management | Residential (My Office) | Navigating Residential Bedboard | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Bed Attendance | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | How to Change Level Of Care | How to Transfer a Client to Another Level Of Care |
| Front Desk | Nursing / Management | Residential (My Office) | Move Bed / Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Bed Change | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Transfer | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | On Leave | Coming Soon |
| Front Desk | Nursing / Management | Residential (My Office) | Schedule Discharge | Coming Soon |
| Prescriber / Nursing / Management | Front Desk | Residential (My Office) | Marking Patient to have no bill for the day | Coming Soon |
Bed Reports |
||||
| Nursing / Prescriber / Management / QA | Census Summary | [Bed Overview / Report] | Coming Soon | |
Documentation
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Key Phrases |
||||
| Management / Sys Admin | Any free text field in SmartCare | Editing / Adding Agency Phrases | Key Phrases: How to Edit Agency Key Phrases - 2023 CalMHSA | |
| All Staff | Any free text field in SmartCare | How to use Key Phrases | Coming Soon | |
Assessments / Documentation for State Reporting |
||||
| Nursing / Prescriber / Management / QA | CSI Standalone Collection (Client) | Completing CSI Demographics | How to Complete a CSI Demographic Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CSI Standalone Assessment (Client) | CSI Assessment | How to Complete a CSI Assessment Data Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | Ca ASAM (Client) | Completing the ASAM | https://2023.calmhsa.org/asam-assessment/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | Creating CalOHMS Admission | https://2023.calmhsa.org/how-to-complete-a-caloms-admission/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | CalOMS Transfer / Change of service | How to Complete a CalOMS Referral/Transfer - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CaLOMS Standalone Update / Discharge (Client) | CalOMS Standalone Update / Discharge | https://2023.calmhsa.org/how-to-complete-a-caloms-discharge/ | |
Follow-Ups
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Tracking Protocols & Client Flags |
||||
| Management / Sys Admin | Tracking Protocols (Administration) | Creating a Tracking Protocol | How to Create a Tracking Protocol - 2023 CalMHSA | |
| Management / Sys Admin | Tracking Protocols (Administration) | Modifying Tracking Protocols you have created | https://2023.calmhsa.org/?s=tracking+protocols | |
| All Staff | Smartview - Client Tracking Widget | Viewing Client Flags / Tasks that need to be completed | How to View What Intake Documents and Tasks Need to be Completed - 2023 CalMHSA | |
| All Staff | Client Tracking (Client) | Completing Tasks / Client Flags | https://2023.calmhsa.org/how-to-complete-intake-documents-done-in-smartcare/ | |
Misc. |
||||
| All Staff | Smartview | Quickview of Patients Chart | https://2023.calmhsa.org/the-smartview/ | |
| All Staff | Servce Note - Procedure Code: Brief Contact Note | Documenting Phone Calls | How to Document Phone Calls for Triage - 2023 CalMHSA | |
Whiteboard - Task Management |
||||
| All Staff | Whiteboard | Navigating Whiteboard (My Office) | https://2023.calmhsa.org/how-to-view-the-whiteboard-list-page/ | |
| All Staff | Whiteboard - Clinician Column | How to add a client's therapist / Clinician | https://2023.calmhsa.org/how-to-add-the-clients-therapist-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to add client's attending | https://2023.calmhsa.org/how-to-add-the-clients-attending-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to populate an estimated discharge date | https://2023.calmhsa.org/how-to-enter-the-clients-discharge-date-from-the-whiteboard/ | |
| All Staff | Whiteboard - Discharge Coordination Column | Discharge Coordination - Documenting Transportation | https://2023.calmhsa.org/how-to-designate-discharge-coordination-transportation-from-the-whiteboard/ | |
| All Staff | Whiteboard - Precautions Column | How to add Precautions | https://2023.calmhsa.org/how-to-add-precautions-from-the-whiteboard/ | |
| All Staff | Whiteboard - Med / Misc Column | Misc Notes | https://2023.calmhsa.org/how-to-add-miscellaneous-note-from-the-whiteboard/ | |
| All Staff | Whiteboard - Competency Column | Competency | https://2023.calmhsa.org/how-to-document-competency-status-from-the-whiteboard/ | |
| All Staff | Whiteboard | D&A (Drugs & Alcohol) | https://2023.calmhsa.org/how-to-document-drug-alcohol-history-from-the-whiteboard/ | |
| All Staff | Whiteboard | Next Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
| All Staff | Whiteboard | Last Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
Transfer
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Prescriber | Nursing | How to Complete the Transfer Summary | https://2023.calmhsa.org/how-to-complete-the-discharge-summary/ |
Discharge
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | Nursing / Management / Caregiver Support | Residential (My Office) | How to Discharge a Client from their Bed | Coming Soon |
Reports
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Clinical Reports |
||||
| Prescribers / Nursing / Caregiver Support | Manager / QA / Sys Admin | Shift Rounding Report | https://2023.calmhsa.org/how-to-run-the-shift-rounding-report/ | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | MAR Report | CalMHSA 102 MAR Report - 2023 CalMHSA | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Client Medical Face Sheet (Client) | CalMHSA Client Medical Face Sheet | https://2023.calmhsa.org/client-medical-facesheet/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | Client Abbreviated Notes (Client) | Client Abbreviated Notes | https://2023.calmhsa.org/client-abbreviated-notes-report/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Cummalative Lab Flowsheet Report (Client) | CalMHSA Cummalative Lab Report | CalMHSA Cumulative Lab Flowsheet Report [Client] - 2023 CalMHSA |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Aftercare Discharge Summary (Client) | Discharge Aftercare Summary | CalMHSA Aftercare Discharge/Summary - 2023 CalMHSA |
| Management | Billing / QA / Sys Admins / Management | CalMHSA Progress Note Timeliness Report (My Office) | Timeliness Report | CalMHSA Progress Note Timeliness Report - 2023 CalMHSA |
State Reports |
||||
| Billing / QA / Sys Admins | Management | MH Psychiatric SMHS Timeliness Record (Client) | TADT - How to Complete the MH Psychiatric SMHS Timeliness Record | How to Complete the MH Psychiatric SMHS Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | MH Non-Psychiatric SMHS Timeliness Record (Client) | TADT - How to Complete the MH Non-Psychiatric SMHS Timeliness Record | How to Complete the MH Non-Psychiatric SMHS Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | DMC - Opioid Timeliness Record (Client) | How to Complete the DMC Opioid Timeliness Record | How to Complete the DMC Opioid Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | ASAM Reporting List Page (My Office) | ASAM | https://2023.calmhsa.org/how-to-navigate-to-the-asam-list-page/ |
| Billing / QA / Sys Admins | Management | CalOMS Report Summary Details | CalOMS | SmartCare-Quality-Assurance-and-State-Reporting-User-Guide-6.12.23.pdf (calmhsa.org) |
| Billing / QA / Sys Admins | Management | 274 | https://2023.calmhsa.org/wp-content/uploads/2023/10/California-NACT_274-User-Guide-CalMHSA-workflow.pdf | |
Downtime
| Batch Upload | Downtime Procedure |
|---|
Billing
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Billing / Front Desk | Documenting Client Information | |||
| Billing / Front Desk | Scanning in ID's | |||
| Billing / Front Desk | Adding Coverage | https://2023.calmhsa.org/how-to-add-plans/ |
Follow-Up
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Tracking Protocols & Client Flags |
||||
| All Staff | Smartview - Client Tracking Widget | Viewing Client Flags / Tasks that need to be completed | How to View What Intake Documents and Tasks Need to be Completed - 2023 CalMHSA | |
| All Staff | Client Tracking (Client) | Completing Tasks / Client Flags | https://2023.calmhsa.org/how-to-complete-intake-documents-done-in-smartcare/ | |
Misc. |
||||
| All Staff | Smartview | Quickview of Patients Chart | https://2023.calmhsa.org/the-smartview/ | |
| All Staff | Servce Note - Procedure Code: Brief Contact Note | Documenting Phone Calls | How to Document Phone Calls for Triage - 2023 CalMHSA | |
Whiteboard - Task Management |
||||
| All Staff | Whiteboard | Navigating Whiteboard (My Office) | https://2023.calmhsa.org/how-to-view-the-whiteboard-list-page/ | |
| All Staff | Whiteboard - Clinician Column | How to add a client's therapist / Clinician | https://2023.calmhsa.org/how-to-add-the-clients-therapist-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to add client's attending | https://2023.calmhsa.org/how-to-add-the-clients-attending-from-the-whiteboard/ | |
| All Staff | Whiteboard - Attending Column | How to populate an estimated discharge date | https://2023.calmhsa.org/how-to-enter-the-clients-discharge-date-from-the-whiteboard/ | |
| All Staff | Whiteboard - Discharge Coordination Column | Discharge Coordination - Documenting Transportation | https://2023.calmhsa.org/how-to-designate-discharge-coordination-transportation-from-the-whiteboard/ | |
| All Staff | Whiteboard - Precautions Column | How to add Precautions | https://2023.calmhsa.org/how-to-add-precautions-from-the-whiteboard/ | |
| All Staff | Whiteboard - Med / Misc Column | Misc Notes | https://2023.calmhsa.org/how-to-add-miscellaneous-note-from-the-whiteboard/ | |
| All Staff | Whiteboard - Competency Column | Competency | https://2023.calmhsa.org/how-to-document-competency-status-from-the-whiteboard/ | |
| All Staff | Whiteboard | D&A (Drugs & Alcohol) | https://2023.calmhsa.org/how-to-document-drug-alcohol-history-from-the-whiteboard/ | |
| All Staff | Whiteboard | Next Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
| All Staff | Whiteboard | Last Check | Safety Check and Flowsheet Documentation - 2023 CalMHSA | |
Billing |
||||
| Billing | Please see Billing workflows | Billing Documentation - 2023 CalMHSA | ||
Reports
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Clinical Reports |
||||
| Prescribers / Nursing / Caregiver Support | Manager / QA / Sys Admin | Shift Rounding Report | https://2023.calmhsa.org/how-to-run-the-shift-rounding-report/ | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | MAR Report | CalMHSA 102 MAR Report - 2023 CalMHSA | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Client Medical Face Sheet (Client) | CalMHSA Client Medical Face Sheet | https://2023.calmhsa.org/client-medical-facesheet/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | Client Abbreviated Notes (Client) | Client Abbreviated Notes | https://2023.calmhsa.org/client-abbreviated-notes-report/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Cummalative Lab Flowsheet Report (Client) | CalMHSA Cummalative Lab Report | CalMHSA Cumulative Lab Flowsheet Report [Client] - 2023 CalMHSA |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Aftercare Discharge Summary (Client) | Discharge Aftercare Summary | CalMHSA Aftercare Discharge/Summary - 2023 CalMHSA |
| Management | Billing / QA / Sys Admins / Management | CalMHSA Progress Note Timeliness Report (My Office) | Timeliness Report | CalMHSA Progress Note Timeliness Report - 2023 CalMHSA |
State Reports |
||||
| Billing / QA / Sys Admins | Management | MH Psychiatric SMHS Timeliness Record (Client) | TADT - How to Complete the MH Psychiatric SMHS Timeliness Record | How to Complete the MH Psychiatric SMHS Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | MH Non-Psychiatric SMHS Timeliness Record (Client) | TADT - How to Complete the MH Non-Psychiatric SMHS Timeliness Record | How to Complete the MH Non-Psychiatric SMHS Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | DMC - Opioid Timeliness Record (Client) | How to Complete the DMC Opioid Timeliness Record | How to Complete the DMC Opioid Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | ASAM Reporting List Page (My Office) | ASAM | https://2023.calmhsa.org/how-to-navigate-to-the-asam-list-page/ |
| Billing / QA / Sys Admins | Management | CalOMS Report Summary Details | CalOMS | SmartCare-Quality-Assurance-and-State-Reporting-User-Guide-6.12.23.pdf (calmhsa.org) |
| Billing / QA / Sys Admins | Management | 274 | https://2023.calmhsa.org/wp-content/uploads/2023/10/California-NACT_274-User-Guide-CalMHSA-workflow.pdf | |
QA/ Medical Records
| Primary Screens | Function | Quick Guide |
|---|---|---|
| Flowsheets | Can capture client data, see graphs and side by side comparisons of clients data over selected periods of time | Flow Sheet UG |
| Whiteboard | Multi Functional overview of units to keep track of client tasks, occupied beds, empty beds. | White Board Quick Guide |
| Census Summary | Displays all beds and bed capacities for programs / units within the staffs CDAGS | |
| Residential (My Office) | Can be used as a Bedboard for Residential; Function of this bedboard is catered to Residential needs | |
| Bed Attendance | Attendance Roster | |
| Inquiries (My Office) | Inquiries (My Office) List Page - 2023 CalMHSA | |
| Medical / Psych Note | Note template within your Service Note. This template is primarily where most documentation takes place. | Psych/Medical Note Training |
Pre-Admit
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
| Front Desk | All Staff | Client Search (Create a new Client) | Creating a new client | How to Create a New Client - 2023 CalMHSA |
Bed Reports |
||||
| Nursing / Prescriber / Management / QA | Census Summary | [Bed Overview / Report] | Coming Soon | |
Documentation
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Key Phrases |
||||
| All Staff | Any free text field in SmartCare | How to use Key Phrases | Coming Soon | |
Assessments / Documentation for State Reporting |
||||
| Nursing / Prescriber / Management / QA | CSI Standalone Collection (Client) | Completing CSI Demographics | How to Complete a CSI Demographic Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CSI Standalone Assessment (Client) | CSI Assessment | How to Complete a CSI Assessment Data Record - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | Ca ASAM (Client) | Completing the ASAM | https://2023.calmhsa.org/asam-assessment/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | Creating CalOHMS Admission | https://2023.calmhsa.org/how-to-complete-a-caloms-admission/ | |
| Nursing / Prescriber / Management / QA | CalOMS Admission (Client) | CalOMS Transfer / Change of service | How to Complete a CalOMS Referral/Transfer - 2023 CalMHSA | |
| Nursing / Prescriber / Management / QA | CaLOMS Standalone Update / Discharge (Client) | CalOMS Standalone Update / Discharge | https://2023.calmhsa.org/how-to-complete-a-caloms-discharge/ | |
Follow-Up
Reports
| Who Should | Who Could | Screen | Workflow | User Guide |
|---|---|---|---|---|
Clinical Reports |
||||
| Prescribers / Nursing / Caregiver Support | Manager / QA / Sys Admin | Shift Rounding Report | https://2023.calmhsa.org/how-to-run-the-shift-rounding-report/ | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | MAR Report | CalMHSA 102 MAR Report - 2023 CalMHSA | |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Client Medical Face Sheet (Client) | CalMHSA Client Medical Face Sheet | https://2023.calmhsa.org/client-medical-facesheet/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | Client Abbreviated Notes (Client) | Client Abbreviated Notes | https://2023.calmhsa.org/client-abbreviated-notes-report/ |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Cummalative Lab Flowsheet Report (Client) | CalMHSA Cummalative Lab Report | CalMHSA Cumulative Lab Flowsheet Report [Client] - 2023 CalMHSA |
| Prescriber / Nursing / Clinical Support | Billing / QA / Sys Admins / Management | CalMHSA Aftercare Discharge Summary (Client) | Discharge Aftercare Summary | CalMHSA Aftercare Discharge/Summary - 2023 CalMHSA |
| Management | Billing / QA / Sys Admins / Management | CalMHSA Progress Note Timeliness Report (My Office) | Timeliness Report | CalMHSA Progress Note Timeliness Report - 2023 CalMHSA |
State Reports |
||||
| Billing / QA / Sys Admins | Management | MH Psychiatric SMHS Timeliness Record (Client) | TADT - How to Complete the MH Psychiatric SMHS Timeliness Record | How to Complete the MH Psychiatric SMHS Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | MH Non-Psychiatric SMHS Timeliness Record (Client) | TADT - How to Complete the MH Non-Psychiatric SMHS Timeliness Record | How to Complete the MH Non-Psychiatric SMHS Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | DMC - Opioid Timeliness Record (Client) | How to Complete the DMC Opioid Timeliness Record | How to Complete the DMC Opioid Timeliness Record - 2023 CalMHSA |
| Billing / QA / Sys Admins | Management | ASAM Reporting List Page (My Office) | ASAM | https://2023.calmhsa.org/how-to-navigate-to-the-asam-list-page/ |
| Billing / QA / Sys Admins | Management | CalOMS Report Summary Details | CalOMS | SmartCare-Quality-Assurance-and-State-Reporting-User-Guide-6.12.23.pdf (calmhsa.org) |
| Billing / QA / Sys Admins | Management | 274 | https://2023.calmhsa.org/wp-content/uploads/2023/10/California-NACT_274-User-Guide-CalMHSA-workflow.pdf | |