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INSTRUCTIONS for Moving Your Data into the NEW Avatar Episodic Treatment Plan

Updated: 3/13/17 Page: 1 of 11

Contents

Purpose of This Document ..................................................................................................................................................... 2

Introduction ............................................................................................................................................................................ 2

Timeframes ............................................................................................................................................................................. 2

Definitions .............................................................................................................................................................................. 3

Episodic ............................................................................................................................................................................... 3

Non-Episodic ....................................................................................................................................................................... 3

Legal Entity or LE ................................................................................................................................................................ 4

Anniversary Date ................................................................................................................................................................ 4

Authorization Start Date (Formerly Plan Date) .................................................................................................................. 4

Authorization End Date (Formerly Plan End Date) ............................................................................................................ 5

Authorization Period ............................................................................................................................................................ 5

SC MH Treatment Plan ......................................................................................................................................................... 5

SC MH Episodic Treatment Plan ........................................................................................................................................... 5

SC MH Short Term Treatment Plan ...................................................................................................................................... 5

Primary Contact ................................................................................................................................................................... 6

When there are multiple providers for the same LE, who updates the plan? ................................................................... 6

INSTRUCTIONS (BETWEEN 3/27/17 and 4/30/17 DO THE FOLLOWING) ............................................................................. 6

Can I bill for this? .................................................................................................................................................................... 7

Copying and Pasting Data in Avatar ...................................................................................................................................... 7

Episodic Treatment Plan Name Convention .......................................................................................................................... 9

How to Add the SC MH Episodic Treatment Plan to Your Charts ....................................................................................... 10



Purpose of This Document

The purpose of this document is to explain how to move your data from the current Avatar Non-Episodic Treatment

Plans into an Episodic Treatment Plan.

Introduction Currently, each client has one treatment plan to which all providers from all

agencies or LE’s add problems, goals, objectives and interventions to the SC

MH Treatment Plan.

The new SC MH Episodic Treatment Plan will be attached to an “LE” episode.

The new plan won’t be exactly like the old pre-Avatar plan where each RU

had their own plan and there were multiple treatment plans within a legal

entity. There will still be some shared treatment planning. Providers within

the same LE will all add to the same shared plan. Each LE will have a separate

plan.

Staff will copy and paste information from the non-episodic MH Treatment

Plan into a new SC MH Episodic Treatment Plan. This new plan will be a valid

plan. Staff will need to obtain signatures for the new plan and then finalize.

County staff will be available for training and technical assistance as this gets

rolled out. Providers will still be able to view each other’s treatment plan, notes etc. to insure coordination of care.

Timeframes

ON 3/27/17, SC MH Episodic Treatment Plan will be available and Avatar uses should begin to move the data from the

old plans into new episodic treatment plans. Users will add the problems, goals, objectives and interventions relevant to

their LE, from the old shared plans. After data has been added, staff will obtain new signatures and finalize the episodic

plans. This will be completed for all plans by 4/30/17.



Definitions

Episodic

Episodic forms in

Avatar are attached

to an episode.

Examples are

progress notes and

the psychosocial

assessment. In the

chart you can see

the open episode

tabs arrayed across

the top of the

progress note view.

Non-Episodic

Non-episodic forms are not attached to any

episode. The current SC MH Treatment Plan is non-

episodic. In the chart you can see that there are no

episodes attached to the form.



Legal Entity or LE

This defines an agency under which different teams, programs and providers operate.

LE's are as follows.

LE – 00044 MH COUNTY OUTPATIENT

LE – 00440 MH ENCOMPASS OUTPATIENT

LE – 00442 MH FRONT STREET OUTPATIENT

LE – 00443 MH FAMILY SERVICES OUTPATIENT

LE – 00657 MH PARENTS CENTER OUTPATIENT

LE – 00656 MH PVPSA OUTPATIENT

LE – 00439 MH VOLUNTEER CENTR OUTPATIENT

Note that Telos and El Dorado Center will continue to have treatment plans that are separate from other Encompass

programs. They will not be part of the shared plan for the Encompass LE. All other teams/programs will participate in a

shared plan under their agency’s LE.

Anniversary Date

Currently, the Anniversary Date for non-episodic plans is set by either the Transition Plan or by the opening date to an LE

or by the first date of services. This has led to confusion because the anniversary date is determined through a complex

set of rules. The Anniversary Date for the New Episodic Plan will always coincide with the opening date to the current

“LE” for each agency. For example, if the client was originally opened to your LE on 2/6/17, the anniversary date will be

February 6.

Authorization Start Date (Formerly Plan Date)

For any plan, this will always be the anniversary date. This includes updates. The Authorization Start Date/Plan Date for

Updates will no longer coincide with the opening date for new services or the date of update. All plans during the plan

year or Authorization Period, will have the same Authorization Start Date.



Authorization End Date (Formerly

Plan End Date)

This will be one year minus one day

from the Authorization Start Date.

Entry Date

(Formerly "Date Opened”) This

is the date that problems,

goals, objectives and

interventions are added to a

plan. It is automatically

populated as today’s date. You

do not need to change this

date. Just leave it as is.

Staff

(Formerly “Staff Assigning”) This is the person who is creating the plan. Staff Assigning Responsible has been removed.

Authorization Period

This is based on the opening date for the current LE. The Authorization Period for all episodic plans begins on the

Anniversary Date and ends one day before next year's anniversary. For example, an Encompass Outpatient episode has

an opening date of 3/12/2015. This year, the Authorization Period is 3/12/2017 – 3/11/2018.

SC MH Treatment Plan

"Non-episodic plan" The SC MH Treatment Plan is the current shared treatment plan form.

SC MH Episodic Treatment Plan

"Episodic plan" This is the form that will be used for the new episodic LE plan.

SC MH Short Term Treatment Plan

This is another new plan that was added just for the adult residential treatment programs, Telos and El Dorado Center.

Do not confuse this plan with the new Episodic Treatment Plan.



Primary Contact

Person who sees the client the most often and has the strongest and most comprehensive relationship with the client.

Most often this is the case manager. If there is more than one person working with the client within an LE, this person

will be responsible for adding plan data to the SC MH Episodic Treatment Plan.

When there are multiple providers for the same LE, who updates the plan?

This is the Primary Contact, as described above.

INSTRUCTIONS (BETWEEN 3/27/17 and 4/30/17 DO THE FOLLOWING)

1. Prepare a list of your clients.

a. First, if you do not already have a list of the clients on your caseload, make one so you can track which

plans you have done and which plans still need to be updated into the new form. You can most easily

get this information from your My Clients Widget as long as it is up to date. (HINT: Use the snipping tool

to cut and paste into a Word document, then print out. Just make sure you shred this tool once you are

done with it.)

b. Note on your list, which clients have multiple providers at your agency (under your LE). If you share a

plan with other providers at your agency, reach out to them and coordinate who will update the plans. If

you need help with this, see your supervisor. Typically, the person updating the plan will be the primary

contact, which is the person who has the most contact with the client and who has the most

comprehensive relationship with the client. (HINT: Use the Service History Widget to see who else is

working with the client.)

c. For each plan, determine your anniversary date. This will be the opening date to your current LE. The

easiest way to find this is by looking at the Episode widget. You can also look at the episode tab in the

chart.

2. Create the new SC MH Episodic Treatment Plan for each client.

a. Prioritize plans that will be

expiring soon.

b. The Authorization Start Date

(formerly Plan Date) will be the

anniversary date.

c. The Authorization End Date

(formerly Plan End Date)

should auto populate to one

year minus one day from the

Authorization Start Date.

d. Plan Type = Initial (Even

though this is not a new client,

we will still use the Initial plan

type for this first episodic plan.)



e. Plan Name = [Authorization Start Date – Authorization End Date] + ["Initial"]

Example: 3/2/2017 – 3/1/2018 Initial

f. Copy and paste data from the current non-episodic shared treatment plan into the new episodic plan

(see next section for help on copying and pasting into Avatar).

g. Only add the problems, goals, objectives and interventions relevant to the interventions for your LE. You

want to copy and paste everything “up the tree” from your interventions. This means you might be

copying and pasting items added by other users. Avatar will automatically add your name to all pasted

items. The "Entry Date" for all problems, goals, objectives and interventions will automatically be

“today.” You should leave this date as is. There is no need to change it.

h. Obtain signature(s) and finalize the new plan. When adding information to the Initial plan, you may

make changes or edits to the information from the non-episodic plan. This is not required. It is optional.

Since the new plan will be signed and finalized, it is a valid plan to which you may make changes, just as

you would make changes to an update or annual plan.

Can I bill for this?

Possibly. If you make changes to your plan, then you may bill plan development for this. If you simply cut and paste from

the old plan with no changes, then this is an administrative task, which is non-billable.

Your Plan Development Progress Note should discuss any clinical changes or updates in the plan. It documents your

meeting with the client/guardian to memorialize their participation and agreement with the plan by obtaining their

signature.

According to Title 9, §1810.232, you can bill Plan Development if you provide a service activity that consists of

development of client plans, approval of client plans, and/or monitoring of a beneficiary's progress.

Copying and Pasting Data in Avatar

Once you have the SC MH Episodic Treatment Plan open, you can click back to the chart Inquiry View to copy

information from the non-episodic plan. Then, click back into the episodic plan to paste. You will not be able to right

click to copy and paste. Instead, use the keyboard shortcuts [Crtl] + [C] to copy and [Crtl] + [V] to paste.

1. Open a new SC MH Episodic Treatment Plan.

2. At upper right, click where it says "Chart" and

then click on the (OLD) SC MH Treatment

Plan to view the old non-episodic plan.

3. Locate data you want to cut and

paste. For example, find the

"Strengths" question. Highlight

the data from the question in

green as shown at right.



4. Press [Crtl] + [C] on your computer keyboard to copy the highlighted information.

5. Click SC MH Episodic Treatment Plan at the top

of the page to click back into your new plan.

6. Click into the question where you want to

paste your data.

7. Press [Crtl] + [V] on your computer keyboard

to paste the highlighted information.

TIP on Highlighting Text in Avatar

When you highlight text to copy, it might not look like you are catching the whole paragraph. Parts of the text

are not highlighted. Don’t worry about this, even though it doesn’t look like it, the whole paragraph will be

copied.



Getting Help

1. Your first source of support should be your supervisor. 2. QI email ([email protected]) 3. Written documentation posted on the County Avatar website

http://www.santacruzhealth.org/hsahome/hsadivisions/behavioralhealth/avatarresources.aspx

You can also navigate to the

County Avatar website by typing

in Avatar Resources into the

Search Forms blank on your

Forms Widget. If you click in the

link, this will take you to the

website.

On the Website, search for this and other Avatar documents including more thorough instructions on using the Avatar

SC MH Episodic Treatment Plan.

Episodic Treatment Plan Name Convention

[Authorization Start Date] – [Authorization End Date] [Plan Type] [#]

Each new plan, with its new goals, interventions and/or objectives has a

different name to separate it from the prior plan. Plan Names indicate the

annual authorization period for the plan (when the plan year starts and when

it ends) and what type of plan it is (initial, annual, update).

When adding information to the new plan, feel free to make changes to the

information from the old non-episodic shared treatment plan. Since the new

plan will be signed and finalized, it is a valid plan to which you may make

changes, just as you would make changes to an update.

Examples of Plan Names

04/05/17 – 04/04/18 Initial

04/05/17 – 04/04/18 Update 1

04/05/17 – 04/04/18 Update 2

04/05/18 – 04/04/19 Annual

04/05/18 – 04/04/19 Update 1

04/05/18 – 04/04/19 Update 2

mailto:[email protected]

http://www.santacruzhealth.org/hsahome/hsadivisions/behavioralhealth/avatarresources.aspx



How to Add the SC MH Episodic Treatment Plan to Your Charts

The SC MH Episodic Treatment Plan should have been automatically added to your chart view. However, if you find that

the form is not listed, use the following procedure to add it.

You only have to do this one time for each computer you use. Once you add a form to one chart, it will appear in all

charts. If you use multiple computers or workstations, you will have to make this change on each computer.

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