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Behavioral Health Staff: Forms & Policies

BHRS Policies

Electronic Communications Policy (General Guidelines) 22-06
HIPAA

22-06 Electronic Communications (General Guidelines): Policy

Attachments: 
Attachment A: Deidentifying Protected Health Information
Attachment B: Protocol for E-mail Usage (for staff) 
Attachment C: Sending Secure E-mails 

For additional guidance on electronic communication with clients, please see Policy 22-07 Electronic Communication (Client Communication). 

New Policy: October 14, 2022

BHRS Policies

Authorization of Youth Specialty Mental Health Services (SMHS): 20-04
Admission Referral

Authorization of Youth Specialty Mental Health Services (SMHS) Policy: 20-04

Attachments:

NEW POLICY: January 9, 2020
Attachments A, D, E: Technical Edit February 18, 2021 Attachment F: added February 18, 2021 

BHRS Policies

Consumer Problem Resolution & NOA: 19-01
Client Rights

Consumer Problem Resolution & NOA: 19-01 Policy 19-01

SUPERSEDES:  04-10 Notice of Action, 03-03 Consumer Problem Resolution System

New Policy June 2019, Technical edits and Translated attachments added, October 10, 2019; Technical Revision January 9, 2020
Attachment A: Amended January 9, 2020,

Attachment B:  Technical Edit March 12, 2021, Technical Edit March 14, 2021; Technical Edit September 24, 2021

BHRS Policies

Electronic Medical Record Security and Electronic Signatures: 17-01
HIPAA

Electronic Health Record (EHR) Security and Electronic Signatures: 17-01
Attachments:
BHRS Policies BHRS Doc Owner: Quality Management

Amendment of Protected Health Information (PHI), Client Request: 03-09
HIPAA

Amendment of Protected Health Information (PHI), Client Request: 03-09
Attachments:
Attachment: A. Request to Amend Protected Health Information
Attachment: B. Response to Request To Amend Protected Health Information
Attachment: C. Statement of Disagreement/Request to Include Amendment Request and Denial with Future Disclosures
Attachment: D. Notification of Amendment to Protected Health Information

BHRS Policies BHRS Doc Owner: Quality Management

Application for Services and Consent to Treatment: 96-15
HIPAA

Application for Services and Consent to Treatment: 96-15
Attachments:
Application for Services and Consent to Treatment: 96-15, Attachment A, Treatment Consent & Notice of Privacy Practices: English
Application for Services and Consent to Treatment: 96-15, Attachment A, Treatment Consent & Notice of Privacy Practices: Spanish
Application for Services and Consent to Treatment: 96-15, Attachment A, Treatment Consent & Notice of Privacy Practices: Tagalog
Application for Services and Consent to Treatment: 96-15, Attachment A, Treatment Consent & Notice of Privacy Practices: Tongan
Application for Services and Consent to Treatment: 96-15, Attachment, B. Minor Client Legal Status and Implications for Consent
Application for Services and Consent to Treatment: 96-15, Attachment, C. GGRS Clients Mentally Incapable of Giving Consent

BHRS Policies BHRS Doc Owner: Quality Management

Assaults on Clients: Suspected or Reported: 01-03
5150/Safety/Risk Policies

Assaults on Clients: Suspected or Reported: 01-03
Attachments:
Attachment A. Dependent Adult or Elder Abuse Reporting Agreement (for Employees)
Attachment B. Child Abuse Reporting Agreement (for Employees)​
Attachment C. Table - Mandated Reporting of Dependent Adult and Elder Abuse​
Attachment D. Emergency and Mandated Phone Numbers for Reporting Dependent Adult/Elder
Attachment E. Police Phone Numbers for Reporting Purposes (Non Emergency)
Attachment J. Community Resources Crisis Lines
Attachment K. Instructions for Residential Care Facilities

BHRS Policies BHRS Doc Owner: Quality Management

Change of Clinician Request: 98-01
Client Rights

Change of Clinician Request: 98-01
Attachments:
Change of Clinician Request: 98-01, Attachment: A. Request for Change of Provider – English
Change of Clinician Request: 98-01, Attachment: B. Request for Change of Provider – Spanish
Change of Clinician Request: 98-01, Attachment: C. Request for Change of Provider – Tagalog
Change of Clinician Request: 98-01, Attachment: D. Request for Change of Provider – Chinese

BHRS Policies BHRS Doc Owner: Deputy Director Administration

Claims Processing Guidelines and Procedures: 07-04
Financial

Claims Processing Guidelines and Procedures: 07-04
Attachments:
Claims Processing Guidelines and Procedures: 07-04, Attachment: A. Explanation of Payment (EOP) Procedure
Claims Processing Guidelines and Procedures: 07-04, Attachment: B. Receipt and Processing of Claims from Providers
Claims Processing Guidelines and Procedures: 07-04, Attachment: C. Processing Payable MHP Claims
Claims Processing Guidelines and Procedures: 07-04, Attachment: D. Processing Denied MHP Claims
Claims Processing Guidelines and Procedures: 07-04, Attach E: Investigating Pended Claims before Final EOP Run


Claims Processing Guidelines and Procedures: 07-04, Attachment: G. Adjusting overpaid and underpaid claims
Claims Processing Guidelines and Procedures: 07-04, Attach I_Procedure for setting up providers and fees schedules in MSO
Claims Processing Guidelines and Procedures: 07-04, Attach J :Processing Payable MHP Claims 
Claims Processing Guidelines and Procedures: 07-04, Attach L: Procedure for Reimbursing Provider Claims for Telehealth and Phone
Claims Processing Guidelines and Procedures: 07-04, Attach M: Procedure for Identifying, Reporting, and Recovering Mental Health
Claims Processing Guidelines and Procedures: 07-04 , Attachment N: Procedure for System Maintenance

 

 

 

 

 

 

BHRS Policies BHRS Doc Owner: Deputy Director Administration

Client Insurance Information and Financial Participation: 03-12
Financial

Client Insurance Information and Financial Participation: 03-12
Attachments:
Attachment: A. Uniform Method of Determining Ability to Pay (UMDAP) Fee Schedule and Asset Allowance Schedule

Attachment. B. Roles and Responsibilities for Client Information and Financial Screening
Attachment: C. San Mateo Mental Health Guide to Payor Financial Information (PFI) Requirements
Attachment: E. What You Need To Know about Payment, English
Attachment: E. What You Need To Know about Payment, Spanish
Attachment: D. Payer Financial Information
Attachment: F. Therapeutic Fee Adjustment Request forms
 

BHRS Policies BHRS Doc Owner: Quality Management

Confidentiality/Privacy of Protected Health Information (PHI): 03-01
HIPAA

Confidentiality/Privacy of Protected Health Information (PHI): 03-01

Attachments:
A. Declaration of Notice of Confidentiality

B. Authorization for Use or Disclosure of Health Information (Mental Health): English | Spanish | Chinese | Tagalog | Tongan | Russian

C. Authorization for the Verbal Release of Client Information (Mental Health):  English | Spanish | Chinese | Russian | Tagalog | Tongan

D. Excerpts from W&I Code |

E. Privacy Complaint Form

F. Exchange of Information: Principles and Definitions

G. Exchange of Information: Guide to Sharing

H. Authorization for Use or Disclosure of Protected Health Information (AOD Services): English | Spanish | Chinese | Russian | Tagalog | Tongan

BHRS Policies BHRS Doc Owner: Contract Manager

Contracts, Requests for Proposals (RFP), and Waivers of RFP Process: 97-06
Contracts

Contracts, Requests for Proposals (RFP), and Waivers of RFP Process: 97-06
Attachments:
Contracts, Requests for Proposals (RFP), and Waivers of RFP Process: 97-06, Attachment A- Contracting Methodologies
Contracts, Requests for Proposals (RFP), and Waivers of RFP Process: 97-06, Attachment B, Competitive Awards Procedure
Contracts, Requests for Proposals (RFP), and Waivers of RFP Process: 97-06, Attachment D, Public Notice

BHRS Policies BHRS Doc Owner: Quality Management

Disclosures of Protected Health Information (PHI) with Client Authorization: 03-06
HIPAA

Disclosures of Protected Health Information (PHI) with Client Authorization: 03-06

ATTACHMENTS:
See Policy 03-01: Confidentiality/Privacy of Protected Health Information (PHI)
• Attachment B: Authorization for Use or Disclosure of Protected Health Information
• Attachment C: Authorization for the Verbal Release of Client Information

BHRS Policies BHRS Doc Owner: Medical Director

Linkages between Outpatient Clinics and Psychiatric Emergency Services (PES) about Adult MH Clients Open to Region: 02-01
5150/Safety/Risk Policies

Linkages between Outpatient Clinics and Psychiatric Emergency Services (PES) about Adult MH Clients Open to Region: 02-01​
Attachments:
Attachment B. After Hours Phone Numbers​​
Linkages between Outpatient Clinics and Psychiatric Emergency Services (PES) about Adult MH Clients Open to Region: 02-01​​
Attachment C: Fax for PES & 3AB​​

BHRS Policies BHRS Doc Owner: Medical Director

Medication Room Management: 99-03
Medical Psychiatric

Medication Room Management: 99-03
Attachments:
Attachment: A. Controlled Substance/Emergency Supply Record
Attachment: E. Medication Room Inspection
Attachment: B. Medication Samples Log
Attachment: C. Sample Medication Label
Attachment: D. Record of Medication Storage and Removal for Destruction
Attachment: F. Protocol: Storage of Medications until Retrieval by Client
Attachment: G. Registration/Permit Application for Medical Waste Generation, Storage and Treatment
Attachment: H. Registration, Limited Quantity Hauling Exemption
Attachment: I. Limited Quantity Hauling Exemption Medical/Pharmaceutical Waste Tracking Document

BHRS Policies BHRS Doc Owner: Assistant Director

Credentialing and Re- Credentialing Providers: 19-08
Compliance

Credentialing and Re- Credentialing Providers Policy 19-08

Attachments: 

Original Policy Date: December 31, 2019, 
Amended: Technical Edit January 9, 2020; Technical Edit November 5, 2020; Technical Edit November 5, 2020
Attachment F: updated June 7, 2021
Attachment G: updated February 17, 2023

Required Policies For New Staff to Review
BEHAVIORAL HEALTH CONFIDENTIALITY
CLINICAL STAFF ONLY
BHRS Policies BHRS Doc Owner: Deputy Director Adult BHRS Doc Owner: Deputy Director Youth

Standards of Care in an Integrated Behavioral Health System: 11-01
Clinical

Standards of Care in an Integrated Behavioral Health System: 11-01
Attachments:
Standards of Care in an Integrated Behavioral Health System: 11-01, Attachment B: Assessment and Integration of Spiritual Intere
Standards of Care in an Integrated Behavioral Health System: 11-01, Attachment A: Standards of Care for AOD Providers

BHRS Policies BHRS Doc Owner: Quality Management

Subpoenas to Release Records: 96-14
HIPAA

Subpoenas to Release Records: 96-14
Attachments: 
Attachment: A. Subpoena Review Checklist
Attachment: B. Sample Cover Letter for Forwarding Records per Appropriate Subpoena and Release
Attachment: C. Sample Letter When No Release Accompanies Subpoena and All Documents Are Being Returned
Attachment: D. Sample Letter for Returning Subpoena Previously Responded To

How to print an Avatar a chart for records release