Tips for Non-Medicaid Review Preparation

There are several items that agency staff have made available during non-Medicaid reviews in the past that have resulted in expediting the review, decreasing the time on site at the agency and improving the overall organization of the review. For your convenience we have listed ideas into the following tips:

• Private room large enough to accommodate six to nine people.

• Provide a list of all clinical staff members (including terminated) who provided services during the fiscal year under review. Include the clinician’s degree, type of license (LPCC, LSW, etc.) and license number, expiration date of license, declared scope of practice and clinical supervision, when indicated.

• Identify if staff are Counselor Trainees and Interns. List Qualified Mental Health Providers (QMHP) and core competencies for position.

• Include staff identification number on staff list, if applicable.

• List of SAC codes or Crosswalk to identify the type of service on progress note, if HIPAA procedure codes and modifiers are not used.

• Approved list of agency’s abbreviations used in charting.

• Performance and/or Quality Improvement Plan in place during the fiscal year under review.

• Documentation of Performance and/or Quality Improvement activities that the agency engaged in during the fiscal year under review. Performance / Quality Improvement minutes, studies or other documented quality improvement processes.

• Access to staff by telephone extension or cellular telephone to provide clarification or answer questions.

• For agency’s that have electronic health records, access to computer stations or lap tops by staff that have security clearance to access protected health information. Staff available to provide just-in-time training on electronic health record to Board staff or that know how to navigate the electronic health record and can assist Board staff in their review.

• For agency’s that have hard copy documentation, post it notes on assessments, individual treatment plan and progress notes during the time frame under review are useful.

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