BHS Policies and Procedures

Behavioral Health Services General Policies and Procedures

  1. Care and Treatment Policy
  2. Client Rights
  3. Human Resources
  4. Administration
  5. Information Management
  6. Quality Improvement
  7. Compliance
  8. Plans
  9. Medi-Cal Managed Care

I. Care and Treatment Policy

Title Number Last Revised
Access to Specialty Mental Health Services for out of County Beneficiaries 01.01.01 8/3/16
Presumptive Transfer (AB 1299) UPDATED 01.01.02 10/16/19
Services Authorization Requests for Out-of-County Medi-Cal Beneficiaries (SB 785) 01.01.03 11/2/17
Continuity of Care and Referrals in SUD Programs 01.01.04 11/14/17
Substance Use Disorder (SUD) Residential Treatment Authorization and Re-authorization UPDATED 01.01.05 7/23/19
Electro-Convulsive Treatment (ECT) for individuals in the Mental Health Plan 01.02.01
Adolescent/Youth Treatment Guidelines 01.02.02 8/7/15
Perinatal Services Network Guidelines 01.02.03 8/7/15
Medication Monitoring 01.02.04 12/5/17
Courtesy Dosing at Narcotic Treatment Program 01.02.05 11/20/17
Pathways to Well Being and Intensive Services UPDATED 01.02.06 10/16/19
Welcoming and Customer Service 01.03.01 10/5/16
Access to Substance Use Disorder Services for Persons with Disabilities UPDATED 01.03.02 4/30/19
Admission and Readmission in Substance Use Disorder Programs NEW! 01.03.03 7/24/19
CalOptima OneCare/OneCare Connect Referrals UPDATED 01.04.01 11/19/18
OneCare/OneCare Connect Client Assessment for Specialty Mental Health Services UPDATED 01.04.02 10/19/18
OneCare/OneCare Connect Coordination of Care with CalOptima UPDATED 01.04.03 10/19/18
Quality Improvement for Mental Health and Substance Use Disorder Treatment Coordination with CalOptima NEW! 01.04.04 04/12/19
Assisting Consumers in Applying for SSI Benefits 01.05.01 5/18/15
Duty to Protect 01.06.01 8/9/13
Mandated Dependent Adult/Elder Abuse Reporting 01.06.02 11/3/17
Mandated Child Abuse Reporting 01.06.03 4/24/18
Youth Under the Influence Adolescent Substance Use Disorder Programs 01.07.01 4/4/18
Care and Supervision of Youth in Adolescent Substance Use Disorder Programs 01.07.02 5/13/18
Possessions and Prohibition of Weapons at BHS Programs NEW! 01.07.03 4/18/19

II. Client Rights

Title Number Last Revised
Cultural Competency UPDATED 02.01.01 8/29/19
Meeting Consumers Language Needs 02.01.02 9/21/16
Distribution of Translated Materials 02.01.03 8/3/16
MHP and DMC-ODS Provider Directory (formerly titled Mental Health Plan Provider List) UPDATED 02.01.04 8/29/19
Field Testing of Written Materials 02.01.05 9/21/16
Cultural Competence Committee 02.01.06 10/12/16
Procedures for Change of Provider and Second Opinion Requests 02.02.01 8/8/19
Beneficiary Problem Resolution and Grievance Process and Log Procedure in Out patient County and Contracted Clinics. and Inpatient Treatment Programs 02.02.02 9/8/17
Beneficiary Appeal of Actions Process 02.02.03 9/8/17
Notice of Action Forms 02.02.04 9/27/16
Beneficiary Problem Resolution/Grievance Process/Log Procedures in MHSA Funded Outpatient County and Contracted Programs 02.02.05 10/18/16
Continuation of Benefits Pending Appeal Resolution (AKA "Aid Paid Pending") 02.02.06 9/8/17
Informed Consent for Behavioral Health Services
Informed Consent (F346-301)
02.04.01
form
9/22/16
Psychotropic Medication Consent Forms
Psychotropic Medication Consent Form (F346-745)
Prescribing Physician's Statement–Attachment JV-220(A)
02.04.02
form
form
Consent to Record Consumers for Clinical Supervision and Training
Consent to Record Form (F346-474)
02.04.03
form
Notice of Privacy Practices 02.05.01
Advance Directives 02.06.01 8/8/19
Informing Materials for Mental Health Plan Consumers
MHP Intake/Advisement Checklists
02.06.02
form
8/9/16
Medi-Cal Consumer Rights Under the Orange County Mental Health Plan 02.06.03 8/3/16
Mandatory Postings for Providers 02.06.04

III. Human Resources

Title Number Last Revised
Continuing Education Accreditation for HCA Programs 03.01.01
Compliance Orientation, Education and Training 03.01.02
Trainings Specifically Pertaining to Cultural Competency 03.01.03 9/21/16
Drug Medi-Cal Organized Delivery System Provider Training Requirements UPDATED 03.01.04 9/30/19
Provider Transitions Affecting HCA-BHS Consumers
Letter (change in the caregiver)
03.02.01
letter
BHS Non-Blood Borne Pathogen Exposure Control Plan 03.03.02

IV. Administration

Title Number Last Revised
OCTA Application for Disabled Persons Reduced Fare Card
OCTA Reduced Fare ID Card Assessed Eligibility Form
04.01.01
form
Approval for use of Electronic Signatures by BHS contracts
Form F346-781 Electronic Signature Application
04.01.02
form
6/11/15
Office Support Staff Involvement with Verifying Financial Information 04.02.01
Communication between Behavioral Health Administration and Medical Billing Unit Personnel 04.02.02
Review of Medicare Billing Prior to Submission 04.02.03
Procedures for Obtaining, Maintaining, and Deleting Medicare Provider Transaction Access Number (PTAN) UPDATED 04.02.04
Therapeutic Charge Adjustment
Therapeutic Charge Adjustment form
04.02.06
form
Lanterman-Petris-Short Act (LPS) Designation of BHS County and Outpatient Contract Providers 04.03.01 4/28/16
Lanterman-Petris-Short Act (LPS) Designation of Individuals 04.03.02 8/30/17
Lanterman-Petris-Short Act (LPS) Designation Privileges 04.03.03 8/30/17
Designation of Facility Lanterman-Petris-Short Act (LPS) Trainers 04.03.04 8/30/17
Lanterman-Petris-Short Act (LPS) Designation of Facilities in Orange County
Criteria for Designating and Re-designating Facilities form
04.03.05
form
2/18/16
3/20/17
Use and Disclosure OF PHI for Research Purposes 04.05.01
Use and Disclosure of PHI - General Rules 04.05.03 3/7/16

V. Information Management

Title Number Last Revised
Recording Requests for Specialty Mental Health Services On Access Logs 05.01.01 8/9/16
Use and Flow of the Encounter Document: Outpatient Clinic 05.01.02
Documentation of Services 05.01.03
Advance Beneficiary Notice of Non-coverage (ABN)
Announcement of the Implementation of the Revised ABN
05.01.04
letter
Corrections/Amendments to Encounter Document when Provider No Longer a County Employee 05.01.05
Office Staff Phone Financial Evaluations 05.01.06
Missing/Lost Charts 05.01.07
Transport of Clinical Records 05.01.08 3/8/16
Document Destruction - Paper charts held in the clinics for clients discharged prior to 9/23/2003 05.01.09
Use of Electronic Signatures In the BHS Electronic Health Record
Electronic Signature Agreement
05.01.10
form
BHS Clinical Record Keeping Standards For Clinics Using Paper Charts 05.01.11 8/7/15
Corrections/Amendments to Chart Documentation - Audits 05.01.12
12/2/15
Use and Processing of the Lanterman-Petris-Short Act (LPS) 5150/5585 Hold Form 05.01.13 3/7/16
Substance Use Disorder Treatment Services Chart Order UPDATED 05.01.14 10/31/18
BHS and CalOptima OneCare/OneCare Connect Information Exchange UPDATED 05.02.01 10/19/18
IRIS Entry of Encounter Document Information by Office Support Staff – For Non-Electronic Health Record Clinics 05.03.01
CalOMS California Outcome Measurement System (CalOMS) Integrated Records Information System (IRIS) Electronic Operational Procedures for Treatment Data Submission to Department of Health Care Services 05.03.02 8/12/15
Tracking Disclosures of PHI
PHI Disclosure Tracking Log
05.05.02
form
Accounting for Disclosures of PHI 05.05.03

VI. Quality Improvement

Title Number Last Revised
Reporting of Unusual Occurrences to Department of Health Care Services 06.01.01
Posting of Mental Health Plan System Metrics 06.01.02 10/12/16
Test Call Procedure for Monitoring Administrative Service Organization (ASO) Access Quality and Compliance 06.02.01

VII. Compliance

Title Number Last Revised
Fraud and Abuse 07.01.01 3/7/16
Billing Compliance 07.01.02 3/7/16
Development of Certified Reviewers UPDATED
07.01.03
3/29/19
Postmortem Claiming 07.01.04 9/6/18
Compliance with Federal Award Requirements for Substance Abuse Programs 07.02.01 8/13/15
Title 22 Regulations Compliance 07.02.02 10/7/15
Trafficking Victims Protection Act Compliance 07.03.01 12/2/15
Behavioral Health Services Compliance Officer 07.03.02 10/30/17
Organizational Commitment to Medi-Cal Managed Care Requirements 07.03.03 10/31/17
Outpatient Clinic Medication Rooms - Receipt, Storage, Administration, Disposal and Accountability of Medication 07.03.04 4/4/18
Substance Use Disorder Medical Director Roles and Responsibilities NEW! 07.03.05 8/5/19
Verification of Individual NPI Numbers and Professional Licenses at Initial Medi-Cal Certification and Medi-Cal Re-Certification 07.04.01 11/7/17
Verification of Individual NPI Numbers and Professional Licenses at Initial Drug Medi-Cal Certification and Drug Medi-Cal Re-Certification 07.04.02 11/13/17
Drug Medi-Cal Organized Delivery System Provider Selection and Retention Practices 07.04.03 11/13/17

VIII. Plans

Title Number Last Revised
BHS Bloodborne Pathogens Exposure Control Program Plan (BBP-ECPP) UPDATED 08.01.01 2/4/19
BHS/Conditional Release Program Bloodborne Pathogens Exposure Control Program Plan (BBP-ECPP) 2/4/19

IX. Medi-Cal Managed Care

Title Number Last Revised
Mental Health Plan Out-of-Network Services 09.01.01 8/9/18
Mental Health Plan and Drug Medi-Cal Organized Delivery System Network Adequacy Monitoring UPDATED 09.01.02 4/30/19
Access to Mental Health Services for Persons with Disabilities 09.01.03 3/27/18
Meeting Medi-Cal Beneficiary Language Assistance Needs UPDATED 09.01.04 3/27/19
Behavioral Health Services 24/7 Access Line Requirements UPDATED 09.01.05 3/27/19
Medi-Cal Timely Access and Service Availability UPDATED 09.01.06 4/30/19
Out-of-Network Services for Drug Medi-Cal Organized Delivery System (DMC-ODS) 09.01.07 8/14/18
Continuity of Care for Medi-Cal beneficiaries receiving Specialty Mental Health Services within the County of Orange Mental Health Plan NEW! 09.01.08 9/30/19
Beneficiary Problem Resolution and Grievance Process 09.02.01 3/27/18
Beneficiary Appeal of Actions Process 09.02.02 3/27/18
Clinical Supervision Requirements NEW! 09.03.01 3/19/19