From:                              Widmayer, Tess

Sent:                               Wednesday, September 19, 2012 11:20 AM

To:                                   Amelia Ford - Casa Del Sol; Ami Roeschlein - UCSD Co-Occurring Disorders; Anna Grellert - Exodus; Annette Witt - UCSD Gifford; Areta Crowell - Staff; Knight, Elizabeth (Betsy); Brandi Marcoe - NAMI - Family & Peer Support Helpline; Cara Evans - Providence; Gardner, Carter C.; Cecily Thornton Stearns - Providence - Catalyst; Colette Lord - Jane Westin Wellness and Recovery Center; German-Marquez, Connie; Cynthia Halpin - Exodus; Dixie Galapon - UPAC CTC; Erika Keus - CalWorks; Evalina Jaime - Project Enable - Neighborhood House Association; Fahimeh T. Peifer - MHS Case Management North; Gina Hungerford - Clinical Supervisor - National Center for Deaf Advocacy; Jennifer Hurlow-Paonessa - Project Enable Geriatric Specialty; Jennifer Whelan - Douglas Young Clinic; Jim Fix - PERT; Juan Camarena - Maria Sardinas & Maria Sardinas Puentes; Juan Medina - San Diego Employment Solutions; Julie Cole - Hope Connections - MHS; Karen Hempstead - Areta Crowell Director; Kathi Anderson - Survivors of Torture; Sorahan, Kathleen; Kathy Robbins,  MFT - BPSR Vista; Kathy Shoemaker - Exodus; Kimberly Shultz - Acting PM - MHS Case Management North; Kris Rinear - Exodus Recovery; Laura Reyes - Program Coordinator - Southbay Guidance Center; Linda Hammond - CRF Legal Entity - President; Linda Richardson - MHS N.Inland; Lisa Bertelle; Fernandez, Luz M.; Mahvash Alami - Survivors of Torture; Maria Morgan - Kickstart; Marty Adelman - Council of Community Clinics; Mary Wheeler - Casa Pacifica; Mary Woods - Telecare - ACT, Access and Transition team; May Vang - East Wiind Socialization Center; Melissa Beals - IMPACT; Michael Juan - Program Director - South Bay Guidance Center; Michele Cannon  - SD MHC for Deaf; Michelle Romero - Exodus - Central Connections; Minerva Morales - Family Health Center Logan Heights; Myra Buby - Family Health Center Hillcrest; Nicole Loebach - Senior IMPACT - CRF; Nikoo Z. Sadatrafiei - CalWORKS Escondido (zsadatrafiei@mhsinc.org); Patricia Judd - UCSD; Paula Concalves - CRF QI; Payal Beam - MHS North Coastal Mental Health Center; Rachelle Kehoe - MHS Contract Compliance - Adult Mental Health; Sanyana Saxena - UCSD Outpt Services; Scott Elizondo - MHS Kinesis North; Tammy Summers - MHS - Center Star ACT; Toan Cao - UPAC Eastwind; Troy Boyle - CRF Impact; Watson, Greg; Yi Chuan Cheng - Heartland Center; Zina Salem - Chaldean and Middle-Eastern Social Services ; Barri Levin - Halcyon Center; Dan Maccia - Vista Balboa; Lisa Bertelle - CRF Isis Center; Martha Noderer - Jary Barreto; Mary Wheeler - Casa Pacifica; Megan Partch - Starting Point ; Michelle White - Alpine Starting Point; Natanya Glezer - CRF - New Vistas; Rhonda Mata - Casa Pacifica; Tara Bogs - CRF - Turning Point Crisis Center; Tashia Kane - Uptown Safe Haven;  Barent Mynderse - Rady Children's Hospital; Adriana Olalla - ALLY; Alaya Ben-Tal - Rady - Developmental Eval Clinic; Angela Chen - UPAC; Angulo Aidee (SDUSD IOP); Autumn Bailey - The Bridge; Barry Hill - COPS North Inland; Betty Plewak - Mental Health Resource Center; Bill Simpson - CRF - Nueva Vista Family Counseling; Carrie Kintz - FFA/Stepdown - SDCC; Cheryl Alexander - Jewish Family Services; Cokey Powell - NA - Herrick Center; Crystal Luna - MHS TBS; Cynthia Jaurequi - Community Circle Spring Valley; Dawn Jennings - South Campus RCL 14; Debbie Shriver - North County Lifeline Oceanside; Denise Kerwood - Cabrillo Assessment Center; Denise Kerwood - New Alternatives - CAC; Dori Gilbert - YMCA; Eileen Quinn-O'Malley - Fred Finch Polinsky Day Rehab; Elizabeth Tebo - Clark Adolescent Treatment Center; Emily Morgan - Casa De Amparo; Erin Murphy - STEPS; Gala Goodwin - Victor Santa Rosa; George Montoya - Rady CES; Gina Hungerford - Clinical Supervisor - National Center for Deaf Advocacy; Golby Rahimi - Families Forward - MHS; Jacqueline Gardiner - CAT YAR - MHS; Jacqui Small - Cajon Valley - NA; Jamae Marcinko  - FHC - Community Circle Central; Janelle Chiu - Lead Clinician - Riley OP (SDUSD); Jeffrey Olson - Developmental Eval Clinic - Rady; Julia Darling - COP NC & San Marcos Academy; Karen Giannini - VHLAC Escondido; Karen Wilson - National Center for Deaf Advocacy - Program Manager; Karyn Donado - Families Forward; Kevin Robertson - SDCC - Interim PM - RCL 12 & 14; Klea Galasso - NA TBS; Kristin Cremer - VHLAC Ramona; Larry Fortin - Green Oaks Ranch; Laura Rogers - Fred Finch Wrap; Mark Gotbaum - Juvenile Court Clinic - Vista Hill; Mary Ellen Baraceros- Cornerstone - Providence; Melissa Haupt - Hillcrest DT - NA; Michael Falcone - SDYS CAT ; Michelle Deitz - Polinsky Med Center (Rady); Michelle Solomon - COPS North Coastal - Vista Way; Nick Montano  - Para Las Familias; Rebecca Raymond - Crossroads; Rhaelynne Scherr - SAY CAT & SAY Marshall; Roberto Suarez - YES; Robyn Ramsey - Bayview Outpatient Behavioral Health - ALLY; Shaly Haddadd - Chaldean and Middle-Eastern Social Services ; Shirley Culver - San Diego Unified ; Steven Jella - The Bridgman Home/The Bridge; Susan Lawlor - Palomar Fallbrook; Tamara Marthens - NC Lifeline; Terry Maxson - Harmonium - Parent to Parent; Virgina Bial - Kidstart; Wendy Panagos - East Region Outpatient - SDCC; Yuka Morita - Marcy Day Rehab; Amanda Davidson - SBCS - CAT, School Based, IOP; Angela Rowe - Incredible Families ; Araseli Lewis - CRF CARE; Bruce Wexler - Fred Finch Dual Diagnosis; Carol Burns - Clinical Director - UPAC; Carrie Kintz - FFA/Stepdown - SDCC; Castillo, Josie; Engelman, Celia; Cobb, Diana; Colligan, Laura; David Baker - Victor Lodi; Fitzgerald, Anne; Gary Stewart - Rady Behavioral Crisis Center; Gary Youssef - COP Central; George Montoya - Rady CES; Jacqueline Gardiner - CAT YAR - MHS; Jacqueline Gardiner - CAT YAR - MHS ; Judy Parker - Unified Day School; Julie Mancia - MHS School Based; Julie McPherson - Douglas Young; Kelsey Peck - TBS NA; Lisa Turner - Childnet ; Mashshid Hager - Palomar Family Counseling; Massoth, Sharon; McCawley-Self, Julie L.; Michelle Atkins - SDYS Counseling Cove; Mike Miller - MAST; Rex Sheridan - San Pasqual Academy; Seijiro Nishina - UPAC BPSR; Stacy Musso - New Dawn; Stephanie Rosen - MHRC & Early Childhood Mental Health - SDUSD; Steward Holzman - MTFC-P  SDCC; Tamara Fleck-Myers - Casa De Amparo; Tammy Runge - Dual Diagnosis Services for Probation Institutions (SAY); Walker Dewitt - MTFC SDYS; Watson, Greg; Zina Salem - Chaldean and Middle-Eastern Social Services

Cc:                                   Garcia, Piedad; Lang, Tabatha; Malcarne, Deborah; Palid, Anna; West, Virginia; Edwards, Frances; Koenig, Yael; Monise, Lauretta; Adam, Kenneth; Astor, Katie; Berman, Terrence D.; DeVoss, Angie BC; Eto-Barba, Sayaka; Gage, Yvonne; Gonzaga, Alfie; Monise, Lauretta; Norman, Baylea; Redondo, Cecilia N.; Sullivan, Liane; Tabor, Monya; Thibault, Lori; Tregembo, Shelly; Wilcox, Jeanne; Anderson, Kathy; Benitez, Carlos; Ellingsen, Paul; Elwood, Rosinete; Garcia-Moreira, Margarita; Hansen, Stephanie; Jones, Steven; Kobold, Helen; Lea, Samantha; Loo, Adriana; MacDougall, Deborah L.; Mertins, Karl; Miles, Elizabeth A.; Milow, Candace; Palmer, Lindsay; Raby, Michelle M.; Rosengarten, Ian; Tormey, Timothy; Tran, Trang; Widmayer, Tess; Alyssa Needleman - Rady - DEC; Amanda Lewis - CRF; Amy Chadwick - CASRC; Ana Barrett - Director of Regulatory Accounting - CRF; Andres Sciolla - UCSD Outpatient Psychiatry; Anita Poellnitz - CRF; Ann Harris - Clinical Director - Hillcrest House - NA; B. Them - Prime Healthcare; Bernie Carasco - Project Enable; Cara Evans - Providence; Carmen Moon - Providence TAY; Carol Davis - Optum Health; Carol Neidenburg - CCHEA; Chelle Sutyak - Casa De Amparo; Dannica Sannicandro - UCSD; David Taylor - VHLAC Escondido; Denise Kerwood - New Alternatives - CAC; Diana Rabban - SDYS - The Bridge; Doug Reiss - Harmonium; Emily Morgan - Casa De Amparo; Emily Trask - CASRC; Erin Lae - Dual Diagnosis Program Coordinator - SAY San Diego; Ervey Salinas - SDCC RCL 12 & 14; Golby Rahimi - Families Forward - MHS; Holly Younghans - Episcopal Community Services; Jamie Schaubel - San Diego Unified; Jennifer Cassidy - San Pasqual Academy; Jessica Jones - Telecare; Johnny Floersheimer - UCSD Gifford; Julie Cole - Hope Connections - MHS; K. Fawley-King - CASRC; Karen White - Families Forward Admin; Kathleen Leverette - MHS Compliance; Kelly Bordman - North County Lifeline; Kelly Vales - SAY San Diego; Kristine Tiernan - Alpine Special Treatment Center; Lacey Chamblin - MHS - NCMHC; Laura Beadles - Behavioral Health & Communit y Services Director - SDYS; Laura McLarin - Fred Finch - Wrap - QI; Laura Otis Miles - MHS VP; Laurie Rennie - SAY San Diego; Lea Bush - Positive Parenting - Jewish Family Service; Leean Couch - MHS - QI; Maria Palomo - North County Lifeline; Marie Saragosa - San Diego Unified; Martin Celnar - Telecare; Melinda FurFuro - SDYS Family Partners Program; Michael Jones - The Bridge - Division Director; Michael Mays - South Coast Community Services - Billing; Michelle Molnar - Financial Administrator - Providence Community Services; Mike Carroll - Action Regional Manager - Heritage; Mike Phillips - JFS Patient Rights; Minola Clark Manson - San Diego State University; Myisha McNair - San Diego Unified; Nathan Aish - MHS QI; Nick Mortaloni - PEI - SDYS; Noelle Deane - North County Lifeline; Nora Cole - FHCSD - MHS Project Manager; Orv Coonce - MHS; Pam Wright - South Bay Community Services; Pamela Bryson - Program Manager - Vista Hill Smart Care Integrated Health; Patricia Lazalde - Director of Behavioral Health - SDYS; Robyn Ramsey - Bayview Outpatient Behavioral Health - ALLY; Sarah MacArthur - SDCC - Children's Wellness Program; Scott McGuirk - South Coast Children's Society; Somer Gardner - New Alternatives; Terry Villacruz - Optum Health - Clinical Director; Tom Alexander - Fred Finch; Wanda Bennett - Telecare; Xiomara Welch - Neighborhood House; Alan Higgins; Alisha Schnakenberg; Ana Briones-Espinoza; Carol Davis; Elsie Blancas; Elva Briseno - Optum Health; Gary Henry; Ines Russo; Justin Terrell; Keshona Rolle; Kim Stephens; Kris Summit; Kristie Tokar; Lauretta Jenkins; Nilsa Rubenstein; Ruth Kenzelmann; David Kneip - Exodus Recovery - QI; Debra Miranda - Rady QI; Debra Peltzer - Victor QI; Desiree Kane - Fred Finch - QI; Jeneen Garland - QI - MHS; Laura McLarin - Fred Finch - Wrap - QI; Linda Nichols - NA QA; Lynne Kelly - NA QI; Michalene Hiltsley - MHS QI; Misty Wilkerson - SDCC QI; Nathan Aish - MHS QI; Paula Concalves - CRF QI; Rebecca Tortorelli - Fred Finch Compliance; Susan Balla - SDYS QI

Subject:                          Documentation Guideline when Anasazi is Temporarily Unavailable

 

This email is sent on behalf of Steve Jones, Quality Improvement Program Manager

Dear Programs,

We have been getting questions about how programs should document when Anasazi is slow or down.  We will be putting out specific guidelines soon, but until then, I wanted to give you a few quick instructions that you can follow now.  I appreciate your patience and understanding as we continue to try to find a resolution to these challenging experiences.  We understand that when the system is slow, not responding, or down, that your work continues and that you need to be able to claim and document your services.  And we know that the same amount of work will be there the next day, so catching up on progress notes is very difficult.  Taking all of this into account, please follow these guidelines.

  1. When possible, it is always the best standard to enter into the Electronic Health Record.  You must use your best judgment as to whether you are reasonably able accomplish this when Anasazi is slow, not responding or down.
  2. Please continue to report all slowness, non-response or system unavailability directly to the Optum Helpdesk.
  3. When there is an issue with Anasazi that will likely affect your ability to enter into the electronic health record, your program will receive an email from the Optum Helpdesk notifying your program that Anasazi is slow, unresponsive or temporarily unavailable.
  4. When you receive this email notification from the Optum Helpdesk, you may use your best judgment to determine if you are going to need to use an alternative method, i.e. paper, to document and claim for the services you provided during this time.  If you decided to document your services on a paper progress note, you will give a paper billing record to your administrative staff to enter the service into Anasazi.  The paper progress note then becomes part of your permanent hybrid medical record.  You do not need to re-enter the note into Anasazi. 
  5. If there is an existing BHA, Discharge Summary, or Client Plan already completed in Anasazi, you should wait until the system becomes available to complete any electronic updates.  Do not use the paper forms.
  6. If there is no existing BHA, Discharge Summary, or Client Plan in Anasazi, you should also wait until the system becomes available to complete the electronic entry of this information.  Because there is generally a longer timeline allowed for entering these documents, you should be able to delay entry by a day or two.
  7. Remember, that you may not claim for a service until the service is documented on a paper progress note or final approved in Anasazi.
  8. As soon as Anasazi becomes available (regardless of time of day),  your program is expected to return to entering everything into the electronic health record.
  9. This guideline does not apply to “planned” downtime for routine Anasazi or Network maintenance.

Please send any questions to QIMatters.hhas@sdcounty.ca.gov.

 

Tesra Widmayer, Research Specialist
Mental Health Services - QI Unit
County of San Diego
(619)584-5026 (Phone)
(619) 584-5018 (Fax)

 

 

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