Client Onboarding and Initial Contact
How quickly should you contact the referral source after being assigned a client?
24 hours
Where should appointments be scheduled?
Dr. Cloud and your own personal method (e.g., planner)
Treatment planning should occur by what session?
The third encounter, including the evaluation.
What is FFCPs cancellation policy?
3 cancellations and/or no-show appointments within a 60-90 day period will result in discharge from treatment. "Cancellation" is defined as providing less than 24 hours notice that you are unable to attend the appointment.
How do you do a Provider Service Report?
Dr. Cloud --> Reports --> Visits (left hand side) --> Scroll down to 'Provider Service Report' --> Select Date Range --> Type your name in 'Encounter Provider'
Where do you find the client's referral source?
In the client's diagnostic evaluation
What is one way for you to keep track of your clients?
Creating your own spreadsheet with client info
What is due every 6 months?
Treatment plan review
When would you send a discharge warning letter?
When the client violates the agency's cancellation policy. After creating the discharge warning letter, you should send it to your site coordinator, who will then mail it to the client. If you have not heard from the client within 10 days of the letter being sent, you may begin the discharge process.
How do you upload documents to a client's chart?
Once you are on your client's chart, click on documents at the top in the middle. Select the appropriate category for the document (e.g., Patient Information). Next to 'Source File Path', select 'choose files'. After you have selected the file you'd like to add, click 'upload' down below.
What should you consider before contacting the client?
My availability, client needs (how often, family therapy), and evaluation details
What is an authorization?
Insurances decision that service, treatment, etc. is medically necessary -- the client is approved to receive services.
When are transition plans due?
ONLY at the 6-month mark.
What is the difference between a Discharge OMS encounter and a Non-billable Discharge encounter?
Discharge OMS -- used when the client is being discharged from ALL FFCP services, including psychiatric services
Non-billable Discharge -- Used when client is being discharged from therapy services, but is still receiving other services through FFCP
What is coordination of care?
After receiving signed consent, this allows therapists to work collaboratively with other services providers involved in client's treatment, including doctors, psychiatrists, school counselors, etc.
How quickly must you contact the client after they are assigned to you?
48 hours
How do you know if an authorization is current?
Dr. Cloud --> Client Chart --> Prior Authorization
How many sessions can we bill per client per day and what type?
2 sessions per day -- example: Individual Psychotherapy & Family Psychotherapy; Family Psychotherapy & treatment planning with patient; Individual Psychotherapy and Brief Family therapy
-Medicaid considers "Brief" sessions as 1 full encounter
-You cannot bill for two of the same type of encounters in one day (e.g., can't bill for Individual Psychotherapy & Brief Individual Psychotherapy)
-EXCEPTIONS: Crisis Codes
Where can I find consent forms?
On doxyme -- able to be signed during sessions.
If needed, consent forms are also in the 'Forms Cabinet' on Dr. Cloud. This can be found on any client's chart on the left-hand side.
When and how do you alert someone that an authorization is going to expire soon?
Add to the monthly 'Auth Request Template' sent out by your AAD. Contact Site Coordinator if needed sooner.
Intern Professional Disclosure Form