This page is utilized by BHS Provider Staff to obtain forms, manuals and reports for the electronic health record, Cerner Community Behavioral Health.
MHP Provider Documents
A new Cerner Community Behavior Health (CCBH) EHR Training Tips and Resources page is now available for providers and Program Managers.
NOABD
NOABD Webinar available online.
Beneficiary
The order form to request hard copies of Beneficiary Materials is available online
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MHP Beneficiary Handbook_January 2024_English_Large Font.pdf
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2024-10-10 | |
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MHP Beneficiary Handbook_January 2024_English.pdf
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2024-10-10 |
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MHP Beneficiary Handbook Summary of Changes 12-1-23 (pdf)
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Updated December 2023 | 2023-11-28 |
Communications
Forms
Manuals
Please go to the new MH & DMC-ODS page’s Manuals tab to access files. This tab is in the process of being sunset.
OPOH
Please go to the new MH & DMC-ODS page’s OPOH/SUDPOH tab to access files. This tab is in the process of being sunset.
References
UCRM
UTTM
Please go to the new MH & DMC-ODS page’s UTTM tab to access files. This tab is in the process of being sunset.
Training
Please go to the new MH & DMC-ODS page’s Training tab to access files. This tab is in the process of being sunset.
PWB
Please go to the new MH & DMC-ODS page’s MH Resources tab to access files. This tab is in the process of being sunset.
STRTP
TFC
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ANNUAL TFC PARENT EVALUATION FORM FILL (docx)
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2020-11-25 | |
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ANNUAL TFC PARENT EVALUATION – EXPLANATION (pdf)
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2020-11-25 | |
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ANNUAL TFC PARENT SELF -EVALUATION FORM FILL (docx)
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2020-11-25 | |
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ANNUAL TFC PARENT SELF-EVALUATION FORM – EXPLANATION (pdf)
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2020-11-25 | |
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BHS Contractor Memo-TFC Forms Effective December 2020 (pdf)
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Memo - 11/23/2020 | 2020-11-25 |
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TFC ANNUAL PARENT AGREEMENT AND CERTIFICATION FORM FILL (docx)
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2020-11-25 | |
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TFC CLINICAL DOCUMENTATION TIP SHEET (pdf)
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09/2024 | 2024-09-16 |
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TFC DAILY PROGRESS NOTE - EXPLANATION (pdf)
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Revised 03/01/2023 | 2023-03-03 |
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TFC DAILY PROGRESS NOTE FORMFILL (doc)
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Revised 03/01/2023 | 2023-03-03 |
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TFC PARENT DOCUMENTATION TIP SHEET (pdf)
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2020-11-25 | |
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TFC PRIOR AUTH OPTUM WEB BASED ELECTRONIC FORM SUBMISSION INSTRUCTIONS (docx)
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2024-09-27 | |
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TFC PRIOR AUTHORIZATION REQUEST (docx)
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Revised 02/01/2024 | 2024-02-19 |
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TFC PRIOR AUTHORIZATION REQUEST - EXPLANATION (docx)
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Revised 02/01/2024 | 2024-02-12 |
TBS
Please go to the new MH & DMC-ODS page’s MH Resources tab to access files. This tab is in the process of being sunset.
Billing Unit/Finance
Billing Unit Manuals
Billing Unit Resources
- 2015-09 CCBH User Group - Searching for Clients (pdf)
- 3rd Party Billing Instructions (pdf)
- 3rd Party Coverage Report (pdf)
- 3rd Party Coverage Report - PowerPoint (pptx)
- 3rd Party Suspense Report
- Bad Addresses (ppt)
- CPT Code Map to HCPCS and Service Codes (xlsx)
- Client Services Report- Pay Source 9999
- Denial Report
- Disallowance Form 2017 (xlsx)
- Explanation of Benefits Tip Sheet (docx)
- HOW TO RUN 998 REPORT
- How to Clean up Outstanding SC 998s - rev 03.10.16 (pdf)
- Microsoft Word - Financial Eligibility and Billing Manual rev 05.13.2016.docx
- Microsoft Word - Financial Eligibility and Billing Manual rev 05.13.2016.docx
- RARC-CARC (pdf)
- Right Client Right Information - Users Group Presentation 2013-09 (ppt)
- Short-Doyle Medi-Cal (SDMC) Aid Code Master Chart (pdf)
- UMDAP
- UMDAP - Things to Remember (docx)
SmartCare
System of Care (SOC) Information and Resources
SOC Resources | Training
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CCBH Training Documentation Guide June 2024 (pdf)
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Guidance for navigating use of CCBH after training ceases and before SmarCare go-live, including downtime forms | 2024-07-01 |
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CalMHSA Required Training by Role Grid (pdf)
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SmartCare Trainings by Staff Role – Updated 7/27/2024 | 2024-07-29 |
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Guide – Admin Service Entry
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2024-11-18 | |
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Guide – Crisis Stabilization Units (pdf)
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Guide – Crisis Stabilization Units Guide – Crisis Stabilization Units Update to CSU guide specifically related to billing and entering all service time using one procedure, even past 23 hours. The Client Service Non-Billable procedure is no longer needed. The system itself is designed to separate those charge lines on the backend. Remove Guide – CSU v3 document and replace with this Guide – Crisis Stabilization Units document. | 2024-12-19 |
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Guide – Data and Bill Only v1
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2024-08-30 | |
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Guide – Group Documentation Tips- Mixed Programs (docx)
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2024-10-14 | |
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Guide – INTERIM- SmartCare CSU with Concurrent Program Enrollment Supplementary Guide (pdf)
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2024-11-09 | |
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Guide – LTC.SNF Data and Bill With Res Board (pdf)
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2024-09-03 | |
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Guide – Residential Workflow Change (pdf)
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2024-09-04 | |
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Guide – Residential v2 (pdf)
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2024-09-03 | |
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SmartCare ARF for BHS and Optum Staff (pdf)
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SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) | 2024-11-05 |
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SmartCare ARF for Treatment Programs (pdf)
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SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) | 2024-11-05 |
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SmartCare EHR Training summary (July 2024) (pdf)
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Summary of SmartCare required and optional training details | 2024-07-15 |
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SmartCare LMS Log In Tip Sheet FINAL 7.11 (pdf)
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SmartCare LMS Training Log In Tip Sheet | 2024-07-15 |
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SmartCare Training Registration Tip Sheet (pdf)
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SmartCare Training Registration Tip Sheet for Supplementary Training Enrollment | 2024-07-30 |
SOC Resources | Requirements and Functionality
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ASAM Reporting Tool (xlsx)
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Excel-based ASAM reporting tool. See also ASAM Reporting - Youth and Providers not in SmartCare (pdf) | 2024-10-01 |
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ASAM Reporting – Youth and Providers not in SmartCare (pdf)
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Instructions for all SUD programs who do not use SmartCare as their primary EHR, and all programs who serve youth, regardless of their EHR to provide ASAM data to MIS monthly. See also ASAM Reporting Tool (xlsx) | 2024-10-01 |
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Administrative Service Entry (pdf)
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This workflow shows the steps for service entry where a progress note will be completed outside of the SmartCare EHR. This process also works through the steps for billing for Add-On procedure codes. | 2024-08-30 |
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Authorizations for Services Process (pdf)
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This resource is to provide direction on the process for submitting Authorization requests to Optum | 2024-08-30 |
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BHS 025 Form and Instructions (pdf)
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Client information change, addition, or merge request form | 2024-09-17 |
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CCBH to SC Preliminary Reports Crosswalk 2024-08-23 (pdf)
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An incomplete crosswalk of CCBH reports to potential SmartCare reports. Additional work is underway to provide more detailed information on report availability (Updated 8/23/2024) | 2024-08-30 |
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EPCS Invite Guide 082124 update (pdf)
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High level information to support prescriber setup for electronic processing of controlled substances (EPCS) using the soft token app VIP Access by Symantec (Updated 8/21/24) | 2024-08-21 |
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EPCS Onboarding Guide (pdf)
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High level information to support prescriber setup for electronic prescribing of controlled substances (EPCS) using the soft token app VIP Access by Symantec. | 2024-08-16 |
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Guidelines on Completing the SmartCare Client Plan Request Form (pdf)
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Instructions for completing the SmartCare client insurance plan request form. | 2024-09-17 |
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NOARD Log - FY24-25 (xlsx)
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Updated tracking log for completion by programs and submission to QA. | 2024-10-17 |
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Quick Start FAQs SmartCare CalMHSA Rx (pdf)
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Quick Start instructions and FAQs for launching and using CalMHSA Rx (e-prescribing) | 2024-08-30 |
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SmartCare ARF for BHS and Optum Staff (pdf)
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SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) | 2024-11-05 |
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SmartCare ARF for Treatment Programs (pdf)
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SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) | 2024-11-05 |
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SmartCare CANS PSC July 2024 (pdf)
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Summarizes entry of CANS and PSC into SmartCare instead of mHOMS | 2024-07-17 |
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SmartCare Client Insurance Entry July2024 (pdf)
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Guidance for providers who currently enter insurance information into CCBH or SanWITS – insurance entry will cease at go-live. See the accompanying form: SmartCare Client Insurance Plan Request | 2024-07-17 |
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SmartCare Client Insurance Plan Request_updated 08.30.2024 (docx)
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SmartCare Client Insurance Plan Request Form for clients with healthcare coverage besides Medi-Cal. See accompanying guidance: SmartCare Client Insurance Entry July2024 | 2024-09-12 |
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SmartCare Data Migration Resource (pdf)
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Updated timelines and guidance to providers about the planned data migration from SanWITS and CCBH to SmartCare. (Updated 8/26/24) | 2024-08-27 |
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SmartCare Document Scanning (pdf)
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An additional driver is needed for efficient document scanning in SmartCare. This resource provides instructions for document scanning with or without this driver. | 2024-09-10 |
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SmartCare DrFirst (CalMHSA Rx) Guidance 2024-08-29 (pdf)
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Includes important updates and information related to E-prescribing, including instructions for tokens, identity verification, medication migration, and training. (Updated 8/29/24) | 2024-08-30 |
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SmartCare Hardware_Software and Network Requirements - March 2024 update (pdf)
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SmartCare hardware, software, and network requirements for customer workstations | 2024-03-18 |
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SmartCare MFA 2024-11-19 (pdf)
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2024-11-20 | |
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SmartCare MFA Relaunch Dec. 2024 (pptx)
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2024-12-17 | |
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SmartCare NOABD Procedure for MH and SUD (pdf)
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An update for SUD providers on the NOABD process, with no change to process for MH providers. | 2024-08-27 |
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SmartCare Non Billable Codes 7-29-24 (pdf)
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A table highlighting all nonbillable actions that can be entered into the SmartCare system. | 2024-08-15 |
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SmartCare Program Crosswalk (xlsx)
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Excel-based crosswalk of programs from CCBH or SanWITS to SmartCare. | 2024-08-27 |
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SmartCare Reception View Tip Sheet (pdf)
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A tip sheet for users to permanently set a filter to remove extraneous information and show program administration, front desk, and reception staff a curated view of the clients at the program. | 2024-09-25 |
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SmartCare Scanning Documents Job Aid – Oct. 2024 (pdf)
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The SmartCare Scanning Screen lists incomplete scanning jobs by individual users. This job aid describes the correct steps for scanning and how to address the incomplete scans. | 2024-10-30 |
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SmartCare Service Code Crosswalk (xlsx)
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Revised 11/19/2024 | 2024-11-21 |
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SmartCare Then and Now EHR Transition Guidance 8-12-24 (pdf)
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Guidance informing users how to navigate new options in SmartCare while ensuring regulations and requirements are met. | 2024-08-15 |
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SmartCare Walk-in Workflow (pdf)
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Workflow for all providers with a walk-in clinic. | 2024-08-27 |
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SmartCare Workflow for MH-SUD 10.08.24 (pdf)
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High Level workflows in SmartCare including tips and naming of various aspects of workflows | 2024-10-10 |
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SmartCare how to find incomplete Scans_Imports (xlsx)
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2024-10-31 | |
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Smartcare UCRM Changes (xlsx)
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Revised 12/13/2024 | 2024-12-16 |
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UMDAP Financial Assessment in SmartCare (pdf)
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2024-10-24 |
SmartCare Information Notices
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2024-04-04 SmartCare information notice (pdf)
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Overview of SmartCare implementation to date | 2024-04-08 |
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2024-07-19 BHS Provider Memo – EHR Update (pdf)
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07/19/2024 | 2024-07-24 |
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2024-08-01 BHS Provider Memo – EHR Update (pdf)
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08/01/2024 | 2024-08-12 |
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2024-08-23 BHS Info Notice (pdf)
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8/23/2024 | 2024-08-26 |
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2024-08-28 BHS SmartCare Information Notice (pdf)
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This information notice summarizes recently shared communication and guidance related to the SmartCare go-live on Sunday, September 1, 2024. | 2024-08-30 |
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2024-09-25 BHS Info Notice (pdf)
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This information notice summarizes recently shared communication and guidance shared since the SmartCare go-live. | 2024-11-01 |
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2024-11-05 BHS Info Notice (pdf)
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This information notice includes important new updates and recent guidance shared related to SmartCare as of 11/05/2024. | 2024-11-07 |
Town Hall PowerPoint Presentations
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2023-11-17 EHR Town Hall (pdf)
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November 2023 Town Hall | 2023-11-28 |
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2024-01-30 EHR Town Hall (pdf)
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January 2024 Town Hall | 2024-02-01 |
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2024-02-20 EHR Town Hall (pdf)
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February 2024 Town Hall | 2024-02-21 |
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2024-03-19 EHR Town Hall
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March 2024 Town Hall | 2024-03-21 |
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2024-04-30 EHR Town Hall (pdf)
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April 2024 Town Hall | 2024-04-30 |
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2024-05-21 EHR Town Hall (pdf)
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May 2024 Town Hall | 2024-05-21 |
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2024-06-18 EHR Town Hall (pdf)
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June 2024 Town Hall | 2024-06-18 |
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2024-07-29 SmartCare Town Hall (pdf)
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July 2024 Town Hall | 2024-07-30 |
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2024-08-13 SmartCare Town Hall (pdf)
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August 13, 2024 Town Hall | 2024-08-15 |
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2024-08-27 SmartCare Town Hall (pdf)
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August 27, 2024 Town Hall | 2024-08-29 |
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2024-09-19 SmartCare Town Hall (pdf)
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September 19, 2024 Town Hall | 2024-09-23 |
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2024-10-08 SmartCare Town Hall (pdf)
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October 8, 2024 Town Hall | 2024-10-09 |
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2024-11-12 SmartCare Town Hall (pdf)
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November 12, 2024 Town Hall | 2024-11-13 |
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2024-12-17 SmartCare Town Hall (pdf)
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December 17, 2024 Town Hall | 2024-12-18 |
Serious Incident Reporting
Please go to the new MH & DMC-ODS page’s SIR tab to access files. This tab is in the process of being sunset.