Caseload Management Accepting Referrals Searching for a Client Documenting Encounters

1. SMART Tip Sheets Maryland RecoveryNet (MDRN) Caseload Management For Providers Department of Health & Mental Hygiene Behavioral Health Administration INSTITUTE FOR GOVERNMENTAL SERVICE & RESEARCH Caseload Management Accepting Referrals Searching for a Client Documenting Encounters This Tip Sheet focuses on how MDRN Care Coordinators and Providers use SMART to Accept Client Referrals and document services provided. ` Total Pages: 7 - - -------- IGSR Technical Support: 301.397.2330 October 2014

2. 2 Referrals Do not accept a referral until you are having , or have had , face-to-face contact with the client. Accepting Referrals (Referrals In) • Entry Step: Login. Go to the Menu Tree and click on Agency. Then click on Referrals. • To view referrals made to your agency, click Referrals In. Go to the Referral Status Codes mover box and highlight Referral Created/Pending by clicking on it. Move it to the Search Criteria box (using the arrow). Then click Go. This will generate a list of clients referred in to your facility. • To view a referral, click on the Review hyperlink next to the appropriate client. • This will generate the Referral screen displaying the referral information, including any comments entered by the referring agency. • To accept a referral, select Placed/Accepted for Referral Status. Enter the Appointment Date and status (if known). Or you may select another Referral Status. • Click Finish. This will take you immediately to the Client Profile screen. Once a case is accepted, follow the procedures for entering client data in your agency. 5 Click Finish when done.

3. 5 Authorization Authorizing (Activating) Vouchers • Entry Step: Login. Go to the Menu Tree and click on Agency • On the Menu Tree click on Client Profile • On the Menu Tree click on Authorization. • The Authorization List screen will open. • Click on the Profile hyperlink next to the Payor (Service) you want to review/accept • To accept (or decline) a service go to the Actions box found in the lower left hand section of the screen and click on the Accept hyperlink. • A screen will appear asking if your are sure you want to Accept the Authorization. Click on Yes. • The activated Service will now appear on the Authorized Service List. You will now be able to track service use by viewing the table in the lower right hand side of the screen. Click on Finish • If you have more than one Authorization repeat steps 4-7. 6 7 Track Service Usage

4. Client Search • Entry Steps: Login, Select Client List from the Menu Tree to generate the Client Search Screen. • Client Search: You can search for a client by entering the client’s First Name, Last Name, SSN, DOB or a combination thereof. The more criteria you search by, the more specific the search. You can also broaden your search by using an ‘*’ in place of letters you are unsure of in a name (e.g. bro*). • Note: To search for active and closed clients, choose ‘All Clients’ in the Case Status field. To search for all active clients, choose ’Clients with Open Cases’. If you wanted to generate a list of all a staff’s active cases, you would choose the staff member and then choose ‘Clients with Open Cases’. When you have entered your search criteria, click Go. • 3.Client List: If your client exists in your agency, it will appear in the Client List. To view an existing client’s profile, click ‘Profile’ or to view activities for the client, click ‘Activity List’. Add Client View client’s existing Profile or Activity List.

5. 3 Encounters • Entry Steps: Login, Select Client List from the Menu Tree to generate the Client Search Screen. Enter your search criteria . The client’s name will appear in the Client List click on the Activity List hyperlink. (For more information see the Client Search tip sheet) • Go to the Menu Tree and click on Encounters. • When the Encounter Search screen opens click on the Add Encounter Record hyperlink. • When the Encounter screen opens the Note Type and Program Name fields will be prefilled. Select the service type from the Service field. Enter a Start Date. Enter the Start and End Time. When the End Time is entered SMART will prefill the Duration fields. Enter the number 1 in the #of Service Units/Sessions field. Click on the: a) Save button and then click on the b) Release to Billing hyperlink. Note: In order for Care Coordinators and Recovery Support Providers to be reimbursed for services an Encounter must be completed and released to billing for every face-to-face contact with the client 4a 4b Once the required fields are completed click on the Save button and then click on the Release to Billing hyperlink