May 22, 2025
Following are this week’s updates. If you have questions, please contact ehr@calmhsa.org.
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Finalize Safety/Crisis Plans Ahead of Change on May 23
CalMHSA is working to change which screen is active for the safety/crisis plan. Beginning May 21, counties will see two options for the safety/crisis plan document in SmartCare. Please make sure any plans are finalized (signed) by tomorrow, May 23 at 5 p.m. We will be deactivating the document at that time.
Update on 835 Files not Processed in SmartCare
Streamline is creating a script to roll back the 835 files that were not processed between April 28 and April 30 due to the transaction code in the 835 file containing an ‘H’. Additional information will be shared with counties as it becomes available.
MSP Updates
The February and March MSPs were successfully loaded into all Production environments on May 19. We appreciate all county users who took time to participate in testing and submit feedback.
In order to meet expected timelines around the deployment of taxonomy related items we are aiming to have April MSPs deployed to QA on June 3 followed by May MSPs deploying at the beginning of July.
We will continue update counties with the status of each MSP.
Memorial Day Production Deployment Delay
Due to the Memorial Day holiday on Monday, May 26, the next production deployment will occur on the morning of May 27. The usual Monday night deployment to QA will be skipped, but the regularly scheduled Wednesday QA deployment will be executed as planned.
DHCS Procedure Rate Updates: Changes in County QA Systems
Based on revised rate schedules and service tables released by DHCS, CalMHSA is scheduling corresponding updates to county QA systems for testing as follows:
New Clinical Trainee Degrees
DHCS separated Master Degree LPHA Clinical Trainee degree and DMC-ODS degrees:
- LCSW Clinical Trainee – will remain Master Degree LPHA CT for now then rename later
- MFT Clinical Trainee –New
- LPCC Clinical Trainee – New
- Traditional Healer – New DMC-ODS County only will use
- Natural Helper – New DMC-ODS County only will use
New Procedure Codes
- Functional Family Therapy (H0036)
- Education and training for patient self-management – Individual Family Therapy (98960)
- Education and training for patient self-management – 2-4 Patients (98961)
- Education and training for patient self-management – 5-8 Patients (98962)
- Traditional Healer Individual Service (H0051)
- Traditional Healer Group Service (H0051:HQ)
- Natural Helper Individual Service (T1016)
- Natural Helper Group Service (T1016:HQ)
New Mode of Delivery to Support PCIT Services
- For PCIT services (Parent Child Interaction Therapy)
- Applies to SMHS CPT 90832, 90833, 90834, 90836, 90837, 90838 & T2021
- Applies to DMC-ODS & DMC State Plan T2021
- When this selection is chosen when the user is entering a service/progress note, SmartCare will calculate the rate at the new DHCS provided rate. Modifier “22” will append to the plan billing code on the 837 claim.
- If the new mode of delivery is not selected, the base rate and plan billing code, DHCS has provided, will be used.
An updated version of the Procedure Code and License Definitions spreadsheet is available on the website.
Revision to Medical Aftercare/Discharge/Transfer Summaries Report
The Aftercare Discharge Summary has been updated to include additional information that can be helpful for counties that need to provide a Care Coordination plan as part of the BHIN 24-039 AB-2242. Updates include:
- Ability to add information from “CalMHSA Transfer Summary”
- Display Diagnosis/Problem List
- Current Legal Status and listed Conservators/Guardians
- CalMHSA Rx Active Allergies, Medications, Prescriptions and Prescription changes within 24 hours of generating this report
Instructions are available on the website. CalMHSA also plans to create a document similar to the suggested template related to BHIN 24-039.
Mark Your Calendar: EHR Conference Sept. 16-17
Mark your calendars for the upcoming EHR conference to be held in Sacramento Sept. 16-17. We’ll convene county users for two days of in-person collaboration, best practices and learning about SmartCare features. Watch more details and registration information – coming soon.
Services (My Office) Update
Counties have discussed whether the Clinician Supervisor and Medical Supervisor user roles should have access to the Services (My Office) list page. As a solution, CalMHSA created an Add-On user role called “Services (My Office) Add-On”. To also allow some counties to continue giving their supervisors these permissions, CalMHSA proposed running a script in county systems that would:
- Add the “Services (My Office) Add-On” user role to any use that currently had the “Clinician Supervisor” or “Medical Supervisor” user roles. This would ensure that the permissions would remain granted.
- Remove permissions to the “Services (My Office)” list page and related detail pages from the “Clinician Supervisor” or “Medical Supervisor” user roles.
- Counties would then remove the add-on user role from any user who did not need it, but the many counties that wanted to keep the permission access would not be required to take any action.
There was a delay in getting this script run, and we apologize for any confusion it may have caused. This script was run on May 14, and counties may now go into their systems and take actions as needed.
Additionally, after the script was run in production environments, some counties that people were unable able to access certain screen; CalMHSA subsequently discovered that the “Service Details” screen was not granted to the “Services (My Office) Add-On” user role. This issue has been fixed, and users are now able to resume normal functionality.
Upcoming Initiatives
See the EHR Product Team’s upcoming initiatives in this list, updated as products and priorities evolve.
CalMHSA EHR Initiative Report 5.22.25
This Week’s Production Updates
New functionality in the EHR – and what you need to know about it – is available here.