Read everything on this page. Then re-read it. It has everything you need to know. If you feel there's no answer to your question here, please email us and ask. We'll be glad to point you in the right direction. This page has all the policies and procedures, and instructions that you need. Again, please make sure you review ALL items on this page.
THE "BIG-2" EXPECTATIONS AS A CONTRACT CLINICIAN or CASE MANAGER
# 1 COMMUNICATION. Communicate with our office regularly. Let us know how you're doing. Check your email daily, provide a cell phone number to us, and to the clients. Always call your clients within 24 business hours. If you are contacted by referral sources or community people concerning a referral, please answer within 48 hours. I cannot stress how important this is. If you get a new case, you MUST contact the family within 48 hours (unless someone else is doing your intake assessment). We had to let-go of good people because they did not follow this in the past. Lack of communication will not be tolerated.
Even though you are independent, it doesn't mean you can just disappear. Clients, probation officers, referral sources, etc., they may all contact our office directly with questions, and if it's something that you need to answer, and we can't get a hold of you, that's a big problem.
# 2 KEEPING TRACK OF UNITS AND DATES - Keep track of your units. I CANNOT STRESS THIS ENOUGH. If you are authorized for 104 units of IT per fiscal year, monitor them to ensure that you are utilizing wisely so that you do not run out unexpectedly. To monitor, look at your spreadsheet (that we provide for you), and update it as you go along. If you ever get lost in the numbers, email the office and we will tell you how many units are leftover and when the review is due.
Keep track of your bill code "end dates". These are the dates that units expire. Most of them will expire on June 30th, but not all. For clients funded by Wellcare, complete a reauthorization request form and submit to the account manager. This form must be dated for after the initial authorization's expiration date, and you can not see the client until Wellcare contacts us to let us know the reauthorization has been approved.
Keep track of your treatment renewals. Complete your treatment plan reviews WITHIN a month from when it's due and renew consent forms on a bi-annual basis. Again, I keep the spreadsheet updated on when these items need to be done.
If for any reason you send us a document with client information in it, please password protect the document with VIP9 (all in caps). Use that password if you ever receive a document from us via email. Some documents might have our old password (which was BB1) - so be aware of that.
What is Medicaid?
Medicaid/AHCA is our primary funding-source. Their fiscal year runs July 1 to June 30. Medicaid pays for mostly face-to-face interactions with clients. Clinicians cannot bill phone calls or emails and there is no double billing allowed (to avoid double billing, it is essential that clinicians ensure there is not another therapist in the home billing Medicaid). Medicaid is composed of straight Medicaid plans, and their MMA plans, which are WellCare, Sunshine, Beacon, Simply, etc. Those are part of Medicaid, and receive the money from Medicaid, although they are allowed to run as a separate insurance plan.
Intakes consist of usually 3 items: the biopsychosocial, the CFARS, and the master treatment plan. If you are not licensed and doing an intake, there are special procedures to follow, because some of the documents must be done before others, so please pay attention to that (explained later on). You can also do and bill for an individual therapy session after your intake.
Every year you can do another bio-psychosocial or in-depth assessment if the conditions warrant doing so.
For weekly counseling sessions, Medicaid approves clients for IT (Individual Therapy) or TBOS (Therapeutic Behavioral Onsite Services). It is the clinician’s responsibility to know how many units he or she has left-over. Though you and we will both track the units used, it does not mean that the number that we have is accurate > If a client was seen by another agency in the start of the fiscal year, then came to us, Medicaid does not inform us how many units remain.
Intake Assessments (done by a licensed person)
The intake consists of 3 billable documents (the biopsychosocial or indepth assessment, the CFARS or FARS, and the Master Treatment Plan). All 3 documents are contained within the one form when you complete it online, which is super convenient. Each intake must also have signed paperwork by the client and or parent. They will sign this paperwork online on our website as well.
Intake Assessments (done by a non-licensed person)
Your intake consists of 2 billable documents (the biopsychosocial or indepth assessment, and the CFARS or FARS). Each intake must also have signed paperwork by the client and or parent. They will sign this paperwork online on our website as well. After this is done, you will let the licensed person know and attach your assessment file (in the confirmation page after you press submit, press on the file, and it downloads to your computer). The LE person will schedule a short meeting with the client, and complete 1 billable documents called the LE (licensed evaluation). Once that is done, you can complete the Master Treatment Plan with the client on your next session. PLEASE PRESS HERE FOR STEP-BY-STEP INSTRUCTIONS TO REMEMBER AS A NON-LICENSED COUNSELOR DOING AN INTAKE ASSESSMENT.
We will continue to use Telehealth as long as the State of Florida continues to relax its usual restrictive rules on the matter. We don't know how long that will last, but in the meanwhile, if we want to use Telehealth, please remember to use a secured HIPAA compliant platform, such as Doxy.me, which is free, secured, and very friendly to use.
H2019-HO (TBOS) cannot be billed on the same day as H2019-HR (individual therapy), or H2019-HQ (group), or H2017 (PSR)
H2017 (PSR) cannot be billed on the same day as H2019-HO (TBOS).
The licensed evaluation (H2010-HO) cannot be billed on the same day as H0031-HN (Bio) or H0031-HO (In-Depth)
There will be times (rare) in which a client might have a copay or deductible. You will know this when we assign you the client after we check the benefits of the client. In those cases, the client can pay their copay or deductible, on our website with their debit, credit card, or PayPal account, or they can give you the cash or personal check. If you get a cash/check payment....
All clients who are self-pay, must pay on our website with their debit, credit card, or PayPal account.
Payments - anything related to when you get paid, what you got paid for, itemized reports, changing the direct deposit information (you can get a blank form at the bottom of this page), accessing Quickbooks Payroll, etc... you can reach us at email@example.com
General or Clinical Questions -
In Orange/Osceola/Seminole - you can reach out to Olivia Staten (firstname.lastname@example.org) with any clinical concern or clinical question. Everywhere Else - you can reach Max at email@example.com for any general question, clinical concern, etc.
Referrals - if you need to submit a referral (you can do so online), but if you need to ask questions about a specific referral please email our Office Managers - In Orange/ Osceola/ Seminole - email Shere at firstname.lastname@example.org | Everywhere else reach out to Taylor at email@example.com
HR information - any HR-related information, inquiries, liability insurance or contract questions, you can reach us at firstname.lastname@example.org
You should complete an incident report, here, when the following events occur. The report is NOT part of the client's chart. Complete it online here.
We are all professionals and we are supposed to use common sense when addressing an issue. But sometimes we want to consult with a colleague in order to gain a better perspective. If you ever need to staff a case, we ask you to follow this link and complete the staffing. It will go to Max, and he will respond as soon as possible to you.
Any person who knows, or has reasonable cause to suspect, that a child is abused, abandoned, or neglected by a parent, legal custodian, caregiver, or other person responsible for the child's welfare is a mandatory reporter. § 39.201(1)(a), Florida Statutes.
When in doubt, call and see if they want to take the report (after all, it's YOUR license - or future license - at stake!) - Follow this link
If you ever get a phone call from DCF, DJJ, or any other person claiming to be investigating a claim (other than the claim you yourself reported of course), never talk to that person about the client without first having a RELEASE OF INFORMATION form signed by the client. You cannot even acknowledge that you are that person's therapist.
Review the information again, or e-mail Max.
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Counseling & Behavioral Health