Behavioral Health Staff: Documentation, Forms & Policies
How do I get 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.
- Request for Look-up Only Access to Avatar, Declaration of Notice of Confidentiality
- NPI Instructions
- NPI-Q&A
- MH Contractor Termination Form
- AOD Contractor Termination Form
- LOOK-UP ONLY Avatar Access
- eCC Electronic Signature Agreement Form
- Remote Access Request Form
- AOD Credentialing Form Updated November 2024
- Mental Health Credentialing Form Updated May 2024
- Instructions for the MH Avatar User Credentialing Form
- Avatar-FAQs
- Avatar Access Cheat Sheet
- Instructions for the AOD Avatar User Credentialing Form
- Medicare Application FAQ
- Medicare Application Form
- Read more
Avatar Contacts
This site is designed for staff and contracted providers of BHRS Mental Health and AOD. We hope that you find this site easy to browse and full of useful information. Highlights of this site include a Training Calendar, Avatar Contractor Implementation – Workgroup Agendas & Minutes, Avatar Resource Documentation & FAQ’s, Forms and more. Check back regularly for the latest Avatar news and updates.
BHRS Avatar Reference Guides
This page includes step-by-step reference guides to help you navigate, view information, and document in Avatar.
Overview of Avatar NX
Instructions on Specific Forms
Consent Forms
For more information on consents, including translations of consent scripts), visit our BHRS Authorization and Consent Forms webpage.
Admin Paper Consent Tracking in Avatar
Therapist Number Form
All new Behavioral Health and Recovery Services contractors that will be billing need to be set up in the BHRS billing system and need to apply for a Therapist Number.
Complete the appropriate Credentialing Form and fax it to BHRS Quality Management to gain a Therapist Number. These forms are also completed when there is a status changes.
If you also need Avatar access follow the instructions based on your desired level of access, see instructions for how to get Avatar Access.
BHRS Medical & Pharmacy Information
- Avatar Instructions to find HEALTHsuite Number (HSN)
- AIM SCALE
- Brief Psychiatric Rating Scale (BPRS)
- Lab Weight Chart
- ADHD Protocol for Adults seeking services at BHRS
- English
- Spanish
- English
- Reduce Heavy Alcohol Use Dosing Recommendations
- Reduce Heavy Alcohol Use Flowchart
- English
- Spanish
- Methadone and QTc Prolongation
- Montreal Cognitive Assessment (MOCA)
- Aristada (Aripiprazole Lauroxil)
- Fetzima (Levomilnacipran)
- Invega Trinza (Paliperidone Palmitate)
- Trintellix (Vortioxetine)
- Vraylar (Cariprazine)
- BHRS Position Statement on Medical Marijuana
- Management of Neuropsychiatric Symptoms in Dementia
- Ketamine Consensus Statement by APA 2017
- BHRS Position Statement on Ketamine
- Nuplazid (Pimavanserin)
- Rexulti (Brexpiprazole)
- CBC non-included MH Dx
- HBA1c NCD Dx
- HCG test NCD Dx
- LabCorp Drugs of Abuse Testing LCD
- LCD for MolDx HLA-B* 15 02 Genetic Testing
- Lipid Panel NCD Dx
- Medi-Cal Dx for Vitamin B12
- Prolactin ICD10 codes CA MediCal
- Thyroid Test NCD Dx
- Vitamin D 25 hydroxy
- Benzodiazepines Dosing & PK
- Narcan English
- Narcan Spanish
- Aristada Initio (Aripiprazole Lauroxil)
- Perseris (Risperidone LAI)
- Sublocade (Buprenorphine LAI)
- Lab Guide
- Medication Monitoring Policy
- VMAT-2 Inhibitors (Austedo, Ingrezza)
- Spravato (Ketamine Nasal Spray)
- Spanish
- BHRS Formulary
- BHRS PA Procedures and Criteria
- Adult ADHD Treatment Guidelines
- ADHD Medications
- Abilify Mycite (Aripiprazole Digital System)
- Caplyta (Lumateperone)
- Secuado (Asenapine Patch)
- Zulresso (Brexanolone)
- Wakefulness Promoting Agents
- Hetlioz (Tasimelteon)
- Dayvigo (Lemborexant)
- Pharmacogenetic Test Protocol and Request
- Sleep Medication Client Handout
- Vivitrol Protocol for AUD
- Buprenorphine-Naloxone Protocol
- Medication Monitoring Checklist--fillable
- Invega Hafyera (Paliperidone Palmitate)
- Lybalvi (Olanzapine and Samidorphan)
- Narcan vs Kloxxado
- Qelbree (Viloxazine)
- Igalmi (Dexmetetomedine)
- Quviviq (Daridorexant)
- Buprenorphine-Naloxone Patient Information
- Alternatives to Benzodiazepines in Insomnia/Anxiety
- Benzodiazepines and Z Drugs Guidelines
- Paxlovid Drug Interactions with Psychotropics
- BHRS FDA Guidelines for Indications and Dosage Ranges
- BHRS Position Statement on the Use of Psychedelics in Psychiatry
- Auvelity (Dextromethorphan-Bupropion)
- Smoking Cessation Guidelines
- Abilify Asimtufii (Aripiprazole LAI)
- Uzedy (Risperidone LAI)
- Atypical Antipsychotic LAI Comparison
- Compounding Pharmacies
- Controlled Medication Guidelines
- Xelstrym (Dextroamphetamine Transdermal)
- Brixadi (Buprenorphine LAI)
- Psychotropics Available in Liquid or ODT formulations
- Medi-Cal Covered Drug List (CDL) for Psychotropics
- Opvee (Nalmefene)
- Rykindo (Risperidone Microsphere)
- Zursuvae (Zuranolone)
- Clozapine Guidelines
- Clozapine Flowchart
- Cobenfy (Xanomeline and Trospium)
- Erzofri (Paliperidone Palmitate)
- Read more
Información de Bienvenida para Clientes y Familiares
Welcome Information for New BHRS Clients
¡Bienvenidos a Behavioral Health and Recovery Services del Condado de San Mateo!
- Ingles
- English/Large Print
- Español
- Español
- Español
- Child/Youth (English)
- Ingles
- Ingles
- Child/Youth (English)
- Young Adult (English)
- Adult (English)
- Chinese
- Ingles
- Your Child (English)
- Adult (English)
- Ingles
- Español
- Ingles
- Ingles
- Ingles
- Español
- Tongan
- Tagalog
- Ingles
- Español
- Ingles
- Español
- Español
- Adults
- Spanish
- English
- English
- Spanish
- Chinese
- Tagalog
- Russian
- Tagalog
- Traditional Chinese
- Tagalog
- Chinese
- Android Smart Phone Spanish
- Doxy.me Spanish
- iPhone Smart Phone Spanish
- Microsoft Teams Spanish
- Telehealth Overview Two-Page flyer Spanish
- Read more
Client & Family Welcome Information
Welcome to San Mateo County’s Behavioral Health and Recovery Services
In order to give you an initial orientation about the services available to you, we have carefully assembled this Welcome Packet that includes all the information you need to start accessing our network of care.
This information is available in paper form without charge upon request. You will receive a copy within 5 business days. Please contact your provider or the BHRS ACCESS Call Center at: (800) 686-0101 or TTY (for hearing impaired): dial 711
*Providers: Items with an asterisk* must be placed in the lobby of all BHRS County and Contractor Clinics.
- English
- English/Large Print
- Spanish
- Spanish
- Spanish
- Child/Youth (English)
- English
- English
- Child/Youth (English)
- Young Adult (English)
- Adult (English)
- Chinese
- English
- Your Child (English)
- Adult (English)
- English
- Spanish
- English
- English
- English
- Spanish
- Tongan
- Tagalog
- English
- Spanish
- English
- Spanish
- Spanish
- Adults
- English
- English
- English
- Spanish
- Spanish
- Chinese
- Tagalog
- Russian
- Tagalog
- Traditional Chinese
- Tagalog
- Chinese
- Android Smart Phone
- Doxy.me
- iPhone Smart Phone
- Microsoft Teams
- Telehealth Overview Two-Page flyer
- Spanish
- Tagalog
- Chinese
- Spanish
- Tagalog
- Chinese
- Spanish
- Tagalog
- Chinese
- Spanish
- Tagalog
- Chinese
- Spanish
- Tagalog
- Chinese
- BBS Notice to Psychotherapy Clients (Threshold Languages)
- Secure Emailing for Clients
- Spanish
- Portuguese
- Chinese
- Tagalog
- 2022 BHRS Client Perception Survey Presentation
- English
- Read more
Client & Family Welcome Information: Chinese
歡迎來到San Mateo縣行為健康和康復服務部 (Behavioral Health and Recovery Services, BHRS)
為了向您提供可用服務的初步導覽,我們審慎地準備了這個「歡迎資料包」,其中涵蓋存取護理網路所需的一切資訊。
*服務提供者: 請務必將標示星號*的物品放置在所有BHRS縣與承包商診所大廳內。
提供給患者的遠距醫療資源
- English
- English/Large Print
- Spanish
- Spanish
- Spanish
- Child/Youth (English)
- English
- English
- Child/Youth (English)
- Young Adult (English)
- Adult (English)
- Chinese
- English
- Your Child (English)
- Adult (English)
- English
- Spanish
- English
- English
- English
- Spanish
- Tongan
- Tagalog
- English
- Spanish
- English
- Spanish
- Spanish
- Adults
- English
- English
- English
- Spanish
- Spanish
- Chinese
- Tagalog
- Russian
- Traditional Chinese
- Tagalog
- Chinese
- Tagalog
- Android Smart Phone Chinese
- Doxy.me Chinese
- iPhone Smart Phone Chinese
- Microsoft Teams Chinese
- Telehealth Overview Two-Page flyer Chinese
- Read more
Client & Family Welcome Information: Filipino/Tagalog
Welcome sa Mga Serbisyo sa Kalusugang Nauugnay sa Pag-uugali at Pagpapagaling (Behavioral Health and Recovery Services) ng San Mateo County
Upang mabigyan ka ng panimulang oryentasyon tungkol sa mga serbisyong available sa iyo, maingat naming binuo ang Welcome Packet na ito na nagsasaad sa lahat ng impormasyong kailangan mo upang ma-access ang aming network ng pangangalaga.
*Mga Provider: Ang mga item na may asterisk* ay dapat ilagay sa lobby ng lahat ng Klinika ng County at Contractor ng BHRS.
- English
- English/Large Print
- Spanish
- Spanish
- Spanish
- Child/Youth (English)
- English
- English
- Child/Youth (English)
- Young Adult (English)
- Adult (English)
- Chinese
- English
- Your Child (English)
- Adult (English)
- English
- Spanish
- English
- English
- English
- Spanish
- Tongan
- Tagalog
- English
- Spanish
- English
- Spanish
- Spanish
- Adults
- English
- English
- English
- Spanish
- Spanish
- Chinese
- Tagalog
- Russian
- Tagalog
- Traditional Chinese
- Tagalog
- Chinese
- Android Smart Phone TAGALOG
- Doxy.me TAGALOG
- iPhone Smart Phone TAGALOG
- Microsoft Teams TAGALOG
- Telehealth Overview Two-Page flyer TAGALOG
- Read more
Interoperability & Data API Guidelines
The procedure page aims to outline guidelines for the implementation of Interoperability FHIR standards (as defined by DHCS/CalAIM initiatives) within San Mateo County’s BHRS system. The adoption of FHIR is crucial for enhancing interoperability, data exchange, and communication among various stakeholders within the behavioral health domain.
This document outlines guidelines for the implementation of FHIR standards within the San Mateo County Behavioral Health and Recovery Services (BHRS) system in compliance with CMS Interoperability Rule. These guidelines ensure the secure exchange of patient data across various healthcare entities, including healthcare providers and third-party applications.
Interoperability Objectives
1. Facilitate seamless data exchange: FHIR implementation will enable the secure and efficient exchange of patient data between different healthcare entities within the county behavioral health system.
2. Improve care coordination: By standardizing data formats and protocols, FHIR will support better coordination of care among behavioral health providers, primary care physicians, social services agencies, and other relevant entities.
3. Enhance patient outcomes: Access to comprehensive and up-to-date patient information through FHIR will enable providers to make more informed decisions, leading to improved patient outcomes and quality of care.
4. Ensure data privacy and security: The policy emphasizes compliance with relevant privacy and security regulations, such as HIPAA, to safeguard patient information during its exchange and utilization.
Infrastructure and Framework (FHIR)
The document outlines a structured approach for implementing FHIR standards within the county behavioral health system, including technical specifications, data mapping, and integration with existing health IT infrastructure. San Mateo County BHRS Infrastructure for FHIR is provided through our primary health care system: Netsmart.
- Technical Specifications: The FHIR API will follow v4.0.1 standards and implemented via Oauth 2.0 standards
- Data Mapping: Data from claims, encounters, and provider directories are integrated into the API in real time.
Governance and Oversight
County understands that establishing governance structures and oversight mechanisms is crucial for managing FHIR implementation projects, ensuring compliance with policies, and resolving any issues or disputes that may arise.
In observance of that need, San Mateo County relies on the guidance provided by state regulators, DHCS, county health division leadership, and county health governance committees. San Mateo BHRS is also fully engaged in adherence to the privacy policies parameters outlined by DHCS and SUD privacy policy directed by 42 CFR Part 2.
Link to San Mateo County BHRS: General HIPAA, Privacy and Security control/release of information release pages