1. First off, you have to know how to complete a Biopsychosocial and Master Treatment Plan in a Medicaid-compliant manner. You MUST review the ALL the available training videos or PDFs to gain this knowledge.
2. The Account Manager (Shere/Taylor) will assign the case to you, and, at the same time, she will assign the Brief Behavioral Health Assessment (e.g. the licensed evaluation) to a licensed clinician.
3. Meet with the client. Get the client or parent to sign all the consents forms.... but do not YET sign the Treatment Plan Signature Page (if the client signs it by mistake, that's okay, but know that they will have to sign another form in the next session when the MTP is ready).
4. Complete the Biopsychosocial (or InDepth) and the CFARS/FARS.
5. When you do these 2, please make sure that the client did complete the intake paperwork on our website (if Telehealth, instruct them where to do it, before the session or after.. or if you are meeting in person, please bring your phone or tablet so that the client can complete and sign). We recommend you give them the link when your first call the client, so that they have enough time to complete these. WITHOUTH THE INTAKE CONSENTS, NOTHING IS BILLABLE!!
6. Email the licensed person (they were cc/d in the assignment email) and let them know you submitted the Biopsychosocial and the CFARS/FARS. ATTACH A COPY OF YOUR ASSESSMENT (BIO/CFARS) - which you should download in the confirmation page after you submit it -- This will provide them with notification to get in touch with the client for their required part of the intake.
You MAY continue seeing the client for weekly sessions until the LE is scheduled. BUT... PLEASE NOTE... the Master Tx Plan must be completed within 45 days of your Bio/CFARS, or your case is automatically closed with nothing billed.
7. The licensed person will call the client and schedule the Brief (via telehealth), will review the Biopsychosocial for information, complete the LE, and communicate with you when the assessment is complete. They will also communicate with you if they agree with the diagnosis you provided or if they have identified an alternate diagnosis. You MUST use whatever diagnosis they provide as you continue with your client (even if you don't agree).
8. Once the LE is completed you will be creating the Master Treatment Plan. As such, you will need to get the client and parent/guardian to sign the treatment plan signature page during the appointment and you will be discussing treatment plan goals with them.
**** A FEW REALLY IMPORTANT NOTES ***
1. The only people that can consent to therapy services are LEGAL guardians. This means biological parents, adoptive parents, dependency case managers (foster care), or guardians who have court orders stating their guardianship or a notarized letter from a legal guardian stating their guardianship.
* If you identify prior to going out for the intake that the guardian is not a biological/adoptive parent or a dependency case manager, let the guardian know you CANNOT hold the intake until our office receives the guardianship order and it is uploaded into the EHR AND REVIEWED BY OUR REFERRALS TEAM.
* If you identify AT an intake that the guardian is not a biological/adoptive parent or a dependency case manager – STOP – you MUST obtain guardianship paperwork at the intake appointment and scan it or end the intake appointment. If you complete an intake with someone who is not a legal guardian, you will not be paid.
* If you are unsure, please connect with the referral team member who assigned the case for guidance.
2. If ANY individual is present for the intake that is not a parent or legal guardian, you MUST get a release of information signed for that person. OR, if the client is an adult, anyone present with them during the intake (including their parent) must be identified in a signed release of information.
3. All clients do not need therapy. If, at an intake, you are concerned that the client’s symptoms do not warrant TALK THERAPY (which is what we do) then the client will need to be referred out. Or, if you believe the client’s symptoms are not severe enough to warrant therapy, then we may not be able to provide services.
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Counseling & Behavioral Health