Service Management
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Service Management
Click here to see this page in full context
 

 

 

Service Management

The functions grouped under this heading in Clinical Management for Behavioral Health Services (CMBHS) impact the client’s status and relationship with the provider/business entity and the services received.

To access these functions, hover your mouse pointer over Service Management on the Client Services Toolbar, hover over Case Management, and then select Open Case or Close Case.

Case Management Open and Close Case – These functions are used by providers and other business entities that provide case management services to clients.

  • Open Case – The Open Case function is used when the client is officially accepted into case management services and is assigned a case manager.
  • Close Case – The Closed Case function is used to document that the client will no longer receive case management services. Closing a case management case does not impact other services the client might be receiving from the provider.

Service Authorization Request – This function is used when authorization is required to begin a service with a funding source. This occurs when a funding source requires service authorization for a Service Type and there is not an authorization in place when you try to create a Begin Service.

Service Begin and Service End – In CMBHS, the Service Begin and Service End functions are used to document when the client begins a service and when the client is no longer receiving that specific service from the provider. Click the following links for additional information about service begin and end.

  • Service Begin – After a client is admitted to the provider, a Service Begin must be completed to indicate exactly what type of treatment/services the client will receive.
  • Service End – There are many reasons to end a client service, including Discharge. Sometimes, one service is ending but the client is beginning another service with the same provider. In CMBHS the Service End function is designed primarily for situations where the client is receiving additional services from the provider. When the client is discharged from all services, the CMBHS Discharge function also documents the end of each active service.

Click here for a list of read-write and read-only page rights according to roles.

 

Service Begin

In the CMBHS application, the Begin Service function allows the user to “Add” a service for a client who is admitted to a provider’s treatment program. After a client is admitted, the Begin Service indicates exactly what type of treatment/services the client will receive.

 

Before You Start

To begin service for a client you must be at a service Location in CMBHS. You cannot begin service from your agency’s administrative (parent) Location in CMBHS.

To begin service at a Location, the Location must be properly set up in CMBHS. Your local CMBHS Security Administrator sets up the Location in CMBHS according to your agency’s contract with HHSC. You may also include other funding sources if needed. If the correct services do not display on a Service Begin, contact your local CMBHS Security Administrator.

 

How to Create a Begin Service

  1. From the Client Services Menu, hover over Service Management and select Service Begin.
  2. CMBHS will verify that the client has an active admission and displays the Service Begin screen with Admission date/time.
  3. Document the Service Begin date/time, the Begin Service Axis I Primary Diagnosis, and the Begin Service Axis I Primary Diagnosis Justification.
  4. CMBHS will also display the Service Types for that Location, and whether authorization is required for the Service Types. CMBHS will also indicate if one or more Service Types is authorized, and the number of authorized units.
  5. Select the Service Type and the funding source.
  6. Review the information and if it is correct, Save the page.
  7. CMBHS will display the Service Type in Service Management, from the Client Workspace, with a start date. This also displays in the Client Document List.
  8. You can edit or update the Service Begin document by selecting it from the Client Document List on the Client Workspace.

 

Business Rules

  • Service types should be validated by location type, client age, authorization period, and admission date.
  • The begin date and time must fall within the authorization period, if one exists.
  • Begin date cannot be a future date, and must be later than, or equal to, the admission date and time.
  • The begin date cannot be later than the discharge date, if one exists.
  • The service date validation against the contract period is done at the time of submitting the claim. This allows the provider to document the clinical service before the contract is in place, if the HHSC contract implementation is delayed.
  • Service begin and end date/time must fall within the contract begin and end date/time.
  • Service begin and end date/time must fall within the admission and discharge dates/times.
  • The list of services from which the user will select services to end originates from the Services Offered page based on the Location type selection.
  • To end a service, the user must select a specific begin service row from the client workspace, and enter the end date and time. The user can also end a service using the Service End options from the Client Services Toolbar > Service Management.

 

Overlapping Service Begins Rules

The following table summarizes which Service Types can overlap:

Service Type Overlap Rules

Residential

Ambulatory

Other

Residential

No

No

Yes

Ambulatory

No

No

Yes

Other

Yes

Yes

Yes

When Service Type Overlap is No, Service Begin date and time of SB2 must be after the Service End date and time of SB1.

The following Ambulatory Detox and Outpatient Services can overlap:

  1. If a female client has an Outpatient–Adult Service, then an Ambulatory Detoxification Specialized Female–Adult or an Ambulatory Detoxification–Adult is allowed.

 

  1. If a female client has an Outpatient (Specialized Female)–Adult service, then an Ambulatory Detoxification Specialized Female (PPW)–Adult, or an Ambulatory Detoxification Specialized Female–Adult, or an Ambulatory Detoxification–Adult, is allowed.

 

  1. If a female client has an Outpatient Specialized Female (PPW)–Adult service, then an Ambulatory Detoxification Specialized Female (PPW)–Adult, or an Ambulatory Detoxification Specialized Female Adult, or an Ambulatory Detoxification–Adult, is allowed.

 

  1. If a female client has an Ambulatory Detoxification–Adult service, then an Outpatient (Specialized Female)–Adult or an Outpatient–Adult is allowed.

 

  1. If a female client has an Ambulatory Detoxification Specialized Female–Adult service, then an Outpatient Specialized Female (PPW)–Adult, or an Outpatient (Specialized Female)–Adult, or an Outpatient–Adult, is allowed

 

  1. If a female client has an Ambulatory Detoxification Specialized Female (PPW)–Adult service, then an Outpatient Specialized Female (PPW)–Adult, or an Outpatient (Specialized Female)–Adult, or an Outpatient–Adult, is allowed

 

  1. If a male client has an Ambulatory Detoxification–Adult service, then an Outpatient–Adult is allowed, and vice versa.

Note: (Contracts for Specialized Female will be TRF only and the rest may be on a TRA contract). 

Service Begin Data Fields

From the Client Workspace, select the Service Begin screen from the Client Services Toolbar > Service Management menu.

 

Admission Date (Default content from Admission)

  • This is the date of the client’s admission to the provider business entity. This field will be pre-filled with data from the client's Admission.

 

Service Begin Date (Required)

  • This is the date the client will start to receive the service. Pre-filled with today's date, but you can edit this field as needed. If you need to enter a date, type in the eight numbers (mmddyyyy) and CMBHS will format them as mm/dd/yyyy. Or you can type the forward slashes yourself.

 

Service Begin Time (Required)

  • This is the time the client will start to receive the service. Pre-filled with the current time, but you can edit this field. Select a radio button for AM or PM. You can enter the time by typing in the four numbers (hhmm) and CMBHS will format the time as hh:mm. Or, you can type the colon yourself.

 

Service Begin Diagnosis 

  • Start typing the name of a diagnosis, and then select the correct diagnosis for this client from the dropdown list that displays.

 

Service Begin Diagnosis Justification (Required)

  • Document your justification for the Axis I Diagnosis and the reasons for the client’s need for this service at this point in time.

 

Service Type (Required)

  • The service type will be pre-filled from a previous assessment.

Funding Source (Not Required)

  • Document the current funding source for this client’s services by selecting a source from the dropdown list.
  • Funding sources for client services often change over time.

 

Peformed by (Required)

  • Choose your name or the name of the person who is doing the Service Begin from the dropdown list.

 

Service Begin Document Status (Required)

  • Select a document status for this service from the dropdown list. The options are Ready for Review, or Closed Complete.

 

Comments (Not Required)

  • Type any observations you have about starting service for this client.

 

Service End

The Service End function allows the user to discontinue a service for a client who has a Service Begin in CMBHS.

Client service can be ended for many reasons, including discharge. Or, one service could be ending, and the client is beginning another service with the same provider.

When the client is discharged from all services, the CMBHS Discharge function is where you document the end of each active service.

End Service Assessment

When ending a client service, an End Service Assessment must be completed for the client. This assessment is accessed from the Service End page, which is available from the Client Services Toolbar > Service Management.

End Service Detox Report – The End Service Detox Report is the version of the Service End Assessment used for clients in Detoxification Services.

Documenting Service End

Select the service you are finalizing from the Service Begin list at the top of the End Service page.

In the next section of the page, document the details of the Service End, including the Date, Time, and Reason you are ending the service, and the Document Status.

Type any comments you have into the Comments text box.

Next, click on the Create End Service Button on the right side of the page. The Substance Use Treatment Assessment – End Service page will display, with nine tabs across the top.

Documenting on this page is the same as the SUD Assessment documentation. Click here for more information about performing this type of assessment.

When you have completed the assessment, click Save. The End Service Assessment will be saved in CMBHS.

 

Open and Close Case

The Service Management > Open Case and Close Case functions are also available from the Client Services Toolbar. This feature is for clients who have had, or will have, Case Management services.

The Open Case function is used when the client is officially accepted into case management services and is assigned a case manager.

The Close Case function is also for entities that provide case management services. In Close Case, you can document that the client will no longer receive case management services.

Closing a case management case has no impact on other services the client might be receiving from the provider.

Documenting on these two pages is similar to documenting for Service Begin and Service End.

When you have completed an Open Case or Close Case document, click Save. You may save with a Document Status of Draft, Ready for Review, Closed Incomplete, or Closed Complete.

Keep in mind that these features are used only for Case Management services.

Comprehensive Case Management Services (CCMS)

Overview

The CCMS (Comprehensive Case Management Services) module within the CMBHS application is designed to support agencies that provide case management services. The Open Case and Close Case functions, found under Service Management > Case Management, allow staff to document the beginning and end of a client’s case management services. These tools are accessible through the Client Services Toolbar.

This guide outlines the steps to properly use the Open Case and Close Case features, as well as the required documentation and business rules that must be followed.

How to Access CCMS Open Case and Close Case

You can access the Open Case and Close Case functions by navigating to:

Service Management > Case Management > Open Case / Close Case
Or
Using the Client Services Toolbar, if the client is receiving or will receive Case Management services.

Required CCMS Documents

Required Documents

  • Client Profile
  • Screening
  • Open Case
  • Service Plan
  • Close Case

Optional Documents

  • MEV (Medicaid Eligibility Verification)
  • Financial Eligibility
  • Case Management Assessment – Initial
  • Case Management Assessment – Update
  • Service Plan Review
  • Progress Notes
  • Psychoeducational Notes
  • Administrative Notes
  • Referral
  • Consent

Business Rule Changes for CCMS Service Offered Locations Only

  1. Screening Requirement: A Closed Complete or Consented Screening is required before opening a case.
  2. Service Plan Requirement: A Closed Complete or Consented Service Plan is required before closing a case.
  3. Screening Age Restriction: Screening must be at least 30 days old to be valid for case opening.
  4. Service Plan Timing: A Service Plan must be created after Open Case and before Close Case.
    It cannot be created before the case is opened.
  5. Case Uniqueness: Multiple Open Cases cannot exist simultaneously for the same client.

CCMS Open Case Process

Step-by-Step Instructions:

  1. Begin the process when the user decides to officially open a case for the client.
  2. Ensure the Screening is in Closed Complete status before proceeding.
  3. Navigate to Service Management > Case Management > Open Case via the Client Services Toolbar.
  4. On the Open Case page, complete the following fields:
    • Open Case Date
    • Open Case Time
    • Open Case Type
    • Case Manager
    • Performed By
    • Comments (if applicable)
    • Document Status (Draft, Ready for Review, Closed Incomplete, or Closed Complete)
  5. Click Save.
  6. The system:
    • Saves the Open Case document.
    • Adds the client to the selected Case Manager’s caseload.
    • Displays the client on the Client List of the Case Manager’s workspace.
  7. While the case is open, users can document:
    • Assessments
    • Service Plans
    • Case Notes
  8. End of process.

CCMS Close Case Process

Step-by-Step Instructions:

  1. Ensure the Service Plan is saved in Closed Complete status before initiating the Close Case process.
  2. Navigate to Service Management > Case Management > Close Case.
  3. The Close Case page will display.
  4. Select the appropriate case to be closed from the list.
  5. Enter the following required information:
    • Close Case Date
    • Close Case Time
    • Reason for Closing the Case
    • Performed By
    • Document Status (Draft, Ready for Review, Closed Incomplete, or Closed Complete)
  6. Click Save.
  7. The system:
    • Saves the Close Case document.
    • Displays audit information.
    • Removes the client from the Case Manager’s caseload.
    • Removes the client from the Client List in the Case Manager’s workspace.
  8. End of process.