Behavioral Health Staff: Avatar Access

Look-Up ONLY Users

Internal Behavioral Health and Recovery Services (BHRS) Staff & External county staff and contractors that need Look-Up Only access. (For example, PES, Correctional Health, Aging & Adult, and Administrators of BHRS/AOD that only need look-up access only).

1. Complete the required on-line Introduction to the Avatar Electronic Medical Record training and survey and BHRS Confidentiality & HIPAA for Mental Health & AOD training and short survey either online or LMS.

 2. Sign and complete this form: Request for Look-up Only Access to Avatar, Declaration of Notice of Confidentiality. County staff fax to BHRS QM (650-525-1762).

3. Contractors email form to HS_BHRS_QM@smcgov.org

4. Receive Avatar Password by email; may take up to 10 days. For status update on accounts please contact BHRS-IT-Support@smcgov.org

Review Avatar reference guides and videos.

Contract Agency

Behavioral Health and Recovery Services Contract Agency (including MH and AOD programs) that already have Avatar at their program and use PM or CWS.

Step 1:

• Complete VPN- Avatar Access SMC- Remote Access User Request form. Fax completed and signed Avatar Remote Access form to (650) 573-2841

Call: (650) 573-2841

• Complete and sign the BHRS MH Contractor Credentialing Form or BHRS AOD Contractors Credentialing Form and Remote Access Request Form, and eCC Electronic Signature Agreement Form.
• MH Contractors email form to BHRS-IT-Support@smcgov.org.
• AOD Contractors email form to Yadhira Christensen at YChristensen@smcgov.org.

Step 2:

• Complete the required on-line Introduction to the Avatar Electronic Medical Record and BHRS Confidentiality & HIPAA for Mental Health & AOD training and short survey either on-line or LMS.
• Admin PM Users must also take the LIVE classroom training, Avatar PM; contact Alvin Aquino (650) 573-3538, aaquino@smcgov.org to schedule.

Step 3:

• Receive Avatar Password by email, may take up to 10 days

Additional Required Training

• Progress Note Writers Take Documentation Training Series: Progress Notes
• BHRS Treatment & Recovery Plan Writers Take Basic Documentation Series: Client Treatment and Recovery Plan
• Assessment Writers On-line training under development; must take LIVE class
• Info-scriber Users On-line training for medical staff is under development; must take LIVE class
• Reference Materials Review Avatar reference guides and videos

BHRS Clinical and BHRS Admin Staff

Including: Extra Help, Trainees, Interns, Staff who need refresher.

Step 1:

• Meet with Personnel/HR.

Step 2:

• All staff complete required training Introduction to the BHRS Avatar Electronic Medical Record and BHRS Confidentiality & HIPAA for Mental Health & AOD and short survey either on-line or LMS.
• Admin PM Users must also take the LIVE classroom training, Avatar PM; contact BHRS IT at BHRS-IT-Support@smcgov.org to schedule.

Step 3:

• All HR requirements must be “cleared” to receive Avatar Password; see below

Step 4:

• Receive Avatar Password by e-mail; may take up to 10 days
• If HELP is needed contact ISD (650)573-3400
• Call: (650)573-3400

Additional Required Training

• Progress Note Writers Take Documentation Training Series: Progress Notes
• BHRS Treatment & Recovery Plan Writers take Basic Documentation Series: BHRS Client Treatment and Recovery Plan
• Assessment Writers Online training under development; must take LIVE class
• Infoscriber Users Online training for medical staff is under development; must take LIVE class
• Reference Materials Review Avatar reference guides and videos

New Contract Agency requesting Avatar Access

BHRS-IT-Support@smcgov.org.

Information for Behavioral Health and Recovery Services Supervisors

HR must “clear” new staff before they can receive an Avatar Password. You can check with your new staff members and if they did not have their NPI (National Provider Identification Number) at the date of hire, please have them apply and then e-mail their NPI to MIS, as this can hold up the “clearance” process!

For help contact Mercedes Medal at mmedal@smcgov.org 

Introduction to the Avatar Electronic Medical Record has been posted on both the County’s Learning Management System (LMS), and on the San Mateo County Heath System website’s Online Training page.

All prospective and new Avatar users are required to take the online training and complete its short survey.

The Introduction to the BHRS Avatar Electronic Medical Record training is required to gain access to Avatar and receive an Avatar Password. 

LMS Instructions: Request the Introduction to the BHRS Avatar Electronic Medical Record training, you will return to your transcript. The Introduction to the BHRS Avatar Electronic Medical Record training will be listed on your transcript, and you can launch the training by clicking on the title. This training has sound, so please make sure your computer is not on mute. You may take the training from your transcript at any time.

• Medicare Application FAQ
• Medicare Application Form