PARTICULARS
The following numbers are guidelines for...
25-40 for SBT
25 for CPRC
What is the number of clients for a healthy caseload?
SBTs are encouraged to manage a caseload of 25-40 clients. We often see higher caseloads especially at the elementary level.
SB CSS aim for 20-30.
Plans for this can be "snow" confusing!
What is plans for working on a snow day?
SBTs can utilize many options; Doxy virtual sessions, RELIAS, time off, CEU's, parent consultations, etc.
SB CSS can visit families if driving conditions are favorable. Doxy is also an option with approval by supervisor.
Due within 30 days for CPRC
Due by 3rd visit for SBT
What is a Wellness Plan?
SBT - Assessment visit, first session, WP due by end of second session.
SB CSS have 30 days to begin working on the Wellness Plan. Once the plan is started in the chart, the goal is to finalize it within 72 hours. Parent signature is required.
Help! My client is in the hospital! What do I do?
SBT - Schedule and appointment within 7 days of hospital discharge, update Columbia and safety plan during that visit, schedule the next appointment within 30 days of hospital discharge date.
SB CSS - schedule within 24 hours following discharge. Support with scheduling with psych and therapy within the 7-day timeframe and see them as needed for that week. Complete CSSR-S, PHQ-A, GAD, and Safety Plan.
This department can help when a client's Medicaid expires.
What is Eligability and Assistance?
Compass is one of 5 providers/companies able to approve Medicaid in 2027.
Federal changes for 2027 includes different eligibility parameters, but being able to approve applications should help make the process more efficient.
The following is in reference to:
SBT - Once per week, every other week
CPRC - twice per week or up to daily
How often are clients seen?
SBT typically begin with weekly visits and taper back according to clinical need along with adding new clients in as they are able.
CPRC also has the ability to include both SB CPRC as well as Community CPRC to increase services for client/family. Will also taper with discharge. NCAT is a daily service.
Guardian wants an appointment with SBT when they pick up their child from aftercare at the school at 5pm. The aftercare staff works until 6:30pm. Is this an option?
SBT - No. We are able to schedule during the school day/hours. We can include guardians via Doxy or in person during school hours. We do not work evenings or weekends either.
SB CSS can complete evening appointments. Weekends are not typical, however, accommodations have been made.
An intervention is needed for each ___?
program (service line)
SBTs can construct a psych goal if the child is enrolled in psych.
SB CSS many interventions can be in place for the same goal throughout many programs.
CPRC also will need a client goal, guardian goal, all located under the CPRC eligable diagnosis.
Qualifiying diagnosis for CPRC must be the primary diagnosis. We should be aware and only referring kids that have a qualifying diagnosis.
Name some steps to the referral process:
1. School staff fills out referral and gives it to you
2. Check on funding source
3. Contact guardian within a week of the referral
4. Send info to CRS
5. CRS will release Docusign or family can have intake packet
6. Client is open to pre-admit
7. Schedule assessment
8. On day of assessment, change client from pre-admit to SBT EOC and complete assessment with all corresponding documentation within 24 hoursSB CSS - Docusign is not availble
1. Referral received
2. Reach out to family
3. Gather dates for assessment
4. Paperwork filled out prior to assessment or day of
5. Once paperwork is filled out, then the EOC is open and assessment scheduled
NCAT - Can be referred to NCAT, then referred to CPRC OR may already be in enrolled in CPRC. School district reaches out to NCAT admin from Northwest regardless of if Client is already enrolled in CPRC or not
If a child is being seen and has Medicaid that expires, can services continue by defaulting to the JCMFB sales tax?
Ask about Presumptive Eligibility. (Medicaid 100)
SBT - No. Contact Eligibility Assistance to get the family help getting Medicaid active again.
SB CPRC - being clarified now. As of 8/4/26 it will default to the JCMFB.
"There's no place like home!"
Which program can participate in home visits?
SB CSS!
Goal is twice per month. Requirement is once per month.
SB CSS is not required to be within the building for the entirety of the day. Home visits and other situations allow them to be mobile and still working.
Open Houses and Community Events
SBTs are able to flex their time to attend. With confidentiality and funding parameters, some schools prefer to have their SBT ready in a counseling office/conference room to help with questions, packet completion, etc.
SB CSS can attend as available. With Open Houses on the same day/evenings, etc. Program typically utilizes this time as a resource type fair, but not focused on program enrollment.
In AVATAR NX, Wellness Plan dates are "good for" what time period?
One year from the date it was opened.
SBT 6-month updates are standard.
SB CSS updates as often as necessary.
Referrals originate from the following places:
School Counselors, Principals, Teachers, safe or trusted adult within the school.
If a client comes in through Open Access with an assessment asking for school services, we still need to pass it through the school contact.
These two funding sources are the only two options for both SB CSS & SBT clients.
Medicaid & JCMFB, we are not able to bill private insurance, self-pay, etc.
Fox C6 does have a small grant only for SBT use in fall 2026 semester.
Group therapy, individual therapy, classroom support, crisis de-escalation, and school-based & homebased case management services describes which program.
The Northwest Center for Academics and Therapy (NCAT) is a special education setting designed for students with significant social/emotional and behavioral needs.
Working the schools provides many unique opportunities, obstacles, and challenges. Name 3 possible "productivity busters" or obstacles to be aware of and plan around.
1. Kona Ice truck
2. MAP/Standardized testing and make-ups
3. Celebration Season - the back half of May
4. Field Trips
5. Holiday parties
6. Finals
7. Assemblies
8. IEP Meetings
9. Lack of parent engagement
10. Space to meet
11. Attendence of children served
CPRC completed the DLA, do I still need to complete it in SBT?
Technically NO.
(Although some directors do still have the assigned therapist complete). But it is highly recommended that you check to ensure that the timelines match as SBT could still be held responsible by compliance if you share the client with CPRC. DLA note must accompany the completion of DLA.
The DLA is also a subjective scoring tool and discrepancies may happen.
This would be a great time to communicate.
What assessment tool is due every 90 days?
DLA's with an accompanying DLA Note.
DLAs factor into Compliance rating scores for SBTs. DLA notes are also required each time a DLA is completed. Incomplete/missing DLA notes affect SBT compliance scores which then affect AIM ratings. Reminder - every 90 days is different than "every 3 months".
While in the school building, school staff approaches and says they have a referral. Would utilize the JCMFB, but the caseload for that funding source is full. School personnel says that "Child A" can likely be discharged or seen less often to make space for "Child B". What are some solutions?
Funding sources determine WHERE services can be received, not "IF". Services on a Compass campus are always and option. We are responsible for the clinical treatment of our clients. You can reach out and staff with your supervisor on ways to handle the situation along with suggested verbiage to use.
EIP, EBP, ERE, EOC
HIM, HAL
NCAT & YBHL & FSP
CPRC, SBT
Early Intervention Programming
Evidence Based Practice
Emergency Room Enhancement
Episode of Care
Health Information Management
Hospital Access Liaison
Northwest Center of Academics and Therapy
Youth Behavioral Health Liaison
Family Support Provider
Community Psychiatric Rehabilitation Center (CSS) School Based Therapy/Therapist
Can CSS transport youth?
As a general rule they are not able to transport clients.
Compliance Requirements
SBT - paperwork finalized/submitted within 24 hours. SBT's have chart reviews by the Compliance team on a quarterly basis. Chart must be up to date. Each therapist receives an individual score. Compliance scores factor into AIM ratings.
SB CSS Supervisors get quarterly compliance percentage for their team. Supervisors keep track of individual staff percentage, commonly monitored from Power BI.
When a Clinical Service Recommendation is sent, the SBT updates the CHN. When the referral is past the 30-day mark
...then CPRC can't open their EOC.
NCAT students must have an identification on IDEA and have a qualifying behavioral health diagnosis & social/emotional needs. Other qualifiers include inability to thrive in a least restrictive environment, have Medicaid to receive Compass services and not be enrolled in or meet criteria for intensive Autism or Developmental Disabilities services.