Summit Psychological Associates, Inc. Helpful Tips Descriptions

Helpful Tips Number: 11-2

Helpful Tip: ODADAS (AoD) Policies and Procedures

1. If a client has an alcohol or drug use disorder diagnoses that is NOT in full, sustained remission that is a focus of treatment at SPA, the client is considered to be “ODADAS.” The client “becomes” ODADAS as soon as the clinician recognizes the AoD use disorder, regardless of whether this is at Intake or during the course of treatment. This includes clients who receive non-intensive outpatient counseling at SPA, as well as those who receive Vivitrol + CPST/Case Management at SPA, even if they are receiving AoD services at a different agency (e.g. Intensive Outpatient Treatment [IOP] through Rigel Recovery/Oriana House).

2. When the clinician completes the Diagnostic Assessment (DA), he/she must respond Yes on the following tab:

This tab utilizes the American Society of Addiction Medicine (ASAM) criteria to determine the appropriate level of care. Once the clinician marks yes, he/she simply follows the prompts on the page. Note that non-intensive outpatient treatment clients are considered LEVEL 1: OUTPATIENT SERVICES and that Vivitrol clients are considered to be OTP Level 1: Opioid Treatment Program - Level 1.

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3. Note that a self-referred client can choose to not address AoD issues, and in that case, the client would NOT be considered ODADAS. In that case, the clinician must complete only the ODADAS Refusal Form.

4. The State of Ohio requires specific paperwork for each ODADAS client. This applies for all individual and group clients, those in the forensic, nonforensic and Vivitrol programs at SPA, and is independent of method of payment or referral source. The paperwork is completed right after the DA is completed, typically in the second session.

5. Some of the ODADAS forms exist in CareLogic. All electronic ODADAS Forms can be found by opening up the client’s ECR, hovering over Client, and then hovering over ODADAS (AoD Forms):

6. Some of the ODADAS forms exist solely on paper. Paper forms include the 4 Disease Handouts (TB, Hepatitis B, Hepatitis C, HIV), Confidentiality 42CFR, Program Rules, Outcome Framework Survey, 12-Step Verification Form, New Foundation 26 week Pretest/Posttest, New Foundation 12 week Pretest/Posttest, Self-Appraisal Form and Client Satisfaction Survey.

7. All of the paper forms are in the Client Manuals, which are purchased by all group clients. There are 2 different Client Manuals, corresponding to the 12 week New Foundation group ($10) and the 26 week New Foundation group ($15).

8. ODADAS clients must complete a Relapse Prevention Plan (RPP) during their course of treatment. RPP’s exist both on paper and in an electronic version in the ECR. The RPP is incorporated into the group curricula and is included in the Client Manuals, divided between different lessons. When working with an ODADAS client on an individual basis, the clinician incorporates the RPP into the course of treatment and it is completed in sections. For example, complete the Cravings and Urges section when covering Cravings and Urges with the client. When working individually with a client, the clinician can choose which version (12 week or 26 week) and which format (electronic or paper) to use. When the RPP is fully completed, a copy is given to the client to keep as a sobriety tool.

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9. When working with an individual client, the clinician can opt to have the client purchase a Client Manual (12 week curriculum or 26 week curriculum, whichever is more appropriate), and in that case, the clinician teaches the group curriculum on an individual basis. Note that the Leader’s Manuals are completely different from the Client’s Manuals and that the clinician must use the Leader’s Manual in order to know what needs to be covered in each lesson. Both Leader’s Manuals (12 or 26 week curriculum) must be kept in a common area in each office and not in clinician’s offices in order to insure availability to all clinicians when needed.

10. Support staff pre-makes packets of the paper forms and puts them in a file cabinet, each labelled in a separate folder, e.g. Adult Individual Intake, Adult Individual Midpoint, Adult Individual Discharge, Adult 26 week Group Intake, etc.

11. In each office, there is an ODADAS Master Copy Book that has each of the required paper forms. Each packet is in its own clear plastic sleeve, e.g. Adult Individual Intake. Support staff uses the master copies to make copies for the packets.

12. The ODADAS Framework Surveys are required by the ADM Board and must be administered at the beginning of treatment, at the “midpoint” and in the last session. If we don’t report progress on all ODADAS clients, it appears we are non-compliant. Make sure you have all clients (that apply) fill them out and don’t forget to mark Individual, 12-week curriculum or 26-week curriculum, as well as entry, midway or graduation.

13. The clinician needs to complete the ODADAS Fee Agreement. 14. Three additional OHBH Forms are required for clinicians for all ODADAS clients who have Medicaid

or are being paid for by a grant (like StarkMHAR SMART Program). In the client’s ECR in CareLogic, on the client’s Face Sheet, under Financial Information, you might see the word “Medicaid” or “MITS (means Medicaid.) The forms are the OHBH Enrollment Form, the OHBH Data Admission/Dis-charge Form, and the OHBH Residency Form, and they must be completed in that order.

15. If the client has an individual therapist, that clinician is responsible for completing all of the ODADAS paperwork. All required forms are prompted in the Session 2 Progress Note.

16. For SMART Program clients who are receiving IOP at a different agency, the Case Manager should complete the ODADAS paperwork for medical services.

17. If an individual client is ODADAS or becomes ODADAS, the Activity in the Schedule must reflect the correct activity, viz., Alcohol and Drug Individual.

18. All ODADAS clients who receive AoD counseling services at SPA must have an ISP – AoD that is separate from the ISP – Mental Health.

19. On the counseling Progress Note, be sure to select the correct “Type of Service,” i.e., “Individual Counseling (AoD only)” versus “Counseling/Psychotherapy (MH).”

20. There is an ODADAS rule that there cannot be more than 12 clients in an AoD Group that has one leader. If a group goes beyond this number, we need to look at starting a new group.

21. The “ODADAS Requirements” pages below lists all of the paperwork requirements for AoD clients. They are divided according to client type: Adult Individual, Adult 26 Week Group, Adult 12 Week Group, Adolescent Individual, Adolescent Group. Within each client type, they are divided between Initial, Midpoint and Discharge paperwork.

22. After the ODADAS Requirements pages, see the Instructions for Completing OHBH Forms.

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ODADAS (AoD) - Adult Individual RequirementsAt Intake:

1. If client is mandated to attend treatment, complete ROI in Care Logic to/from Probation (or employer, etc.) with the box about treatment checked

2. Show Client the following papers from the packet:a. 4 Disease Handouts (TB, Hepatitis B, Hepatitis C, HIV)b. Confidentiality 42CFRc. Program Rules

3. Have client sign Program Checklist of Forms in Care Logic4. Have Client complete the Outcome Framework Survey-Adult Individual – “Entry” from the packet

and send to Quality Assurance Coordinator 5. Complete ISP – AoD in Care Logic to address AoD issues. Clinician must also complete a general ISP

for other problems, e.g. depression, anxiety. 6. If Court Referred or Work-Mandated (Management Referral), Client must attend 2 AA meetings per

week and bring proof. Show Client the 12-Step Verification Form in the packet. If not mandated, en-courage AA attendance.

7. Three additional OHBH Forms are required for clinicians for all ODADAS clients who have Medicaid or are being paid for by a grant (like StarkMHAR SMART Program). In the client’s ECR in CareLogic, on the client’s Face Sheet, under Financial Information, you might see the word “Medicaid” or “MITS (means Medicaid.) The forms are the OHBH Enrollment Form, the OHBH Data Admission/Dis-charge Form, and the OHBH Residency Form, and they must be completed in that order.

8. Clinician must complete ODADAS Fee Agreement in Care Logic. Staff and Client both sign. 9. As with all clients, clinician must complete Client Orientation Checklist in Care Logic with client.10. If client was court-ordered, Client completes New Foundation Pretest (in packet)11. Client completes Relapse Prevention Plan during their course of treatment. For example, if session fo-

cuses on triggers, have client complete the section on Triggers. This exists in the paper packet, but also in CareLogic. Either can be used.

12. Note: Client can decline working on AoD issues (unless mandated). In that case, complete ODADAS Refusal Form in Care Logic. No other forms are required.

At “Midpoint,” defined as having ~ 6 weeks to go: 1. Client completes Outcome Framework Survey-Adult Individual – “Midway” from the packet and

send to Quality Assurance Coordinator2. If client was Court Referred, clinician and client together complete the Criminal Justice Pre-Dis-

charge Plan in Care Logic 3. If client was Court Referred, send fax to P.O. asking P.O. to administer a Urine Drug Screen (in packet)–

needs to be negative in order to graduate

At Discharge: 1. Client completes Outcome Framework Survey-Adult Individual – “Graduation” from the packet

and send to Quality Assurance Coordinator2. As with all discharges, administer SPA Satisfaction Survey (in packet), and Self-Appraisal Form (in

packet). The clinician reviews Self-Appraisal form and notes on Progress Note: Administered and re-viewed Self-Appraisal Form.

3. If client was court-ordered, Client completes New Foundation Posttest (in packet)4. Clinician completes Transfer/Discharge Summary in Care Logic5. Clinician must complete OHBH “Discharge” form in Care Logic if client has Medicaid or was being

paid for by a grant (like StarkMHAR SMART Program).

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ODADAS (AoD) - Adult Group – 26 week New Foundation (NF) RequirementsAt Intake

1. Complete ROI in Care Logic to/from Probation with the box about treatment checked2. Clinician completes all sections of a New Foundation Tracking Sheet for client.3. Client completes New Foundation Pre-Test: (pp. 2-3 in Manual) – give to secretary.4. Client completes Outcome Framework Survey-Adult Group – “Entry” (p. 15 in Manual) – send to

Quality Assurance Coordinator 5. Client completes Self-Appraisal Form: (p. 16 in Manual). Clinician reviews form and notes on

Progress Note: Administered and reviewed Self-Appraisal.6. Clinician reviews in group the items on the New Foundation Group Contract (pp. 19-20 in Manual) and

client and clinician sign paper version for client to keep. Clinician completes Program Contract in Care Logic. Client and Clinician both sign.

7. Complete ISP – AoD in Care Logic to address AoD issues. (There is a sample ISP – AoD on pp. 21-22 in Manual)

8. Have client sign Program Checklist of Forms in Care Logic (A paper version is on page 4 of NF man-ual)

9. Clinician must complete ODADAS Fee Agreement in Care Logic. Staff and Client both sign. (A paper version is on page 18 of NF manual)

10. As with all clients, clinician must complete Client Orientation Checklist in Care Logic with client. (A paper version is on page 17 of NF manual)

11. Three additional OHBH Forms are required for clinicians for all ODADAS clients who have Medicaid or are being paid for by a grant (like StarkMHAR SMART Program). In the client’s ECR in CareLogic, on the client’s Face Sheet, under Financial Information, you might see the word “Medicaid” or “MITS (means Medicaid.) The forms are the OHBH Enrollment Form, the OHBH Data Admission/Dis-charge Form, and the OHBH Residency Form, and they must be completed in that order.

12. Clinician informs client of requirement to attend 2 AA meetings per week and bring proof. Show client 12-Step Verification Form: p. 23 of NF Manual

At “Midpoint,” defined as having ~ 6 weeks to go1. Client completes Outcome Framework Survey-Adult Group – “Midway” – p. 24 in Manual. Send to

Quality Assurance Coordinator 2. If client was Court Referred, clinician and client together complete the Criminal Justice Pre-Discharge

Plan in Care Logic. (There is a sample on p. 25 in Manual). 3. If client was Court Referred, send fax to P.O. asking P.O. to administer a Urine Drug Screen – needs to

be negative in order to graduate

At Discharge1. Client completes New Foundation Post-Test: (pp. 26-27 in Manual) – give to secretary.2. Client completes Outcome Framework Survey-Adult Group – “Graduation” p. 28 in Manual - give

to Quality Assurance Coordinator3. As with all discharges, administer SPA Satisfaction Survey (p. 29), and Self-Appraisal Form (p. 30).

The clinician reviews Self-Appraisal form and notes on Progress Note: Administered and reviewed Self-Appraisal Form.

4. Clinician completes Transfer/Discharge Summary in Care Logic5. Clinician must complete OHBH “Discharge” form in Care Logic if client has Medicaid or was being

paid for by a grant (like StarkMHAR SMART Program).

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ODADAS (AoD) - Adult Group – 12 week New Foundation (NF) RequirementsAt Intake1. If client is mandated to attend treatment, complete ROI in Care Logic to/from Probation (or employer, etc.)

with the box about treatment checked2. Client completes New Foundation Pretest (pp. 2-3 in Client Manual)3. Show Client in his/her Manual

a. 4 Disease Handouts (TB, Hepatitis B, Hepatitis C, HIV) (pp. 11-18 in Client Manual)b. Confidentiality 42CFR (p. 19 in Client Manual)c. Program Rules (p. 20 in Client Manual)

4. Have client sign Program Checklist of Forms in Care Logic5. Client completes Outcome Framework Survey-Adult Individual – “Entry” – send to Quality Assurance

Coordinator (p. 6 in Client Manual)6. Complete ISP – AoD in Care Logic to address AoD issues. Clinician must also complete a general ISP if

there are other problems, e.g. depression, anxiety. 7. Review Contract (pp. 21-22 in Client Manual) and then have client sign Program Contact in Care Logic8. If Court Referred or Work-Mandated (Management Referral), must attend 1 AA meeting per week and bring

proof. Give 12-Step Verification Form. If not mandated, encourage AA attendance. (p. 23 in Client Man-ual)

9. Three additional OHBH Forms are required for clinicians for all ODADAS clients who have who have Medicaid, or are being paid for by a grant (like StarkMHAR SMART Program). In the client’s ECR in Care-Logic, on the client’s Face Sheet, under Financial Information, you might see the word “Medicaid” or “MITS (means Medicaid.) The forms are the OHBH Enrollment Form, the OHBH Data Admission/Dis-charge Form, and the OHBH Residency Form, and they must be completed in that order.

10. Clinician must complete ODADAS Fee Agreement in Care Logic. Staff and Client both sign. 11. As with all clients, clinician must complete Client Orientation Checklist in Care Logic with client.

At “Midpoint,” defined as having ~ 3 weeks to go1. Client completes Outcome Framework Survey-Adult Individual – “Midway” – send to Quality As-

surance Coordinator (p. 7 in Client Manual)2. If client was Court Referred, clinician and client together complete the Criminal Justice Pre-Dis-

charge Plan in Care Logic3. If client was Court Referred, send fax to P.O. asking P.O. to administer a Urine Drug Screen – needs to

be negative in order to graduate

At Discharge 1. Client completes Outcome Framework Survey-Adult Individual – “Graduation” – send to Quality

Assurance Coordinator (p. 8 in Client Manual)2. As with all discharges, administer SPA Satisfaction Survey (p. 10 in Client Manual), and Self-Ap-

praisal Form (p. 9 in Client Manual). The clinician reviews Self-Appraisal form and notes on Progress Note: Administered and reviewed Self-Appraisal Form.

3. If client was court-ordered, Client completes New Foundation Posttest (pp. 4-5 in Client Manual)4. Clinician completes Transfer/Discharge Summary in Care Logic5. Clinician must complete OHBH “Discharge” form in Care Logic if client has Medicaid or was being

paid for by a grant (like StarkMHAR SMART Program).

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ODADAS (AoD) – Adolescent Individual RequirementsAt Intake

1. If client is mandated to attend treatment, complete ROI in Care Logic to/from Probation (or employer, etc.) with the box about treatment checked

2. Have client (adolescent) sign an ROI to/from parents – mandated by the State3. Give papers to Client:

a. 4 Disease Handouts (TB, Hepatitis B, Hepatitis C, HIV)b. Confidentiality 42CFRc. Program Rules

4. Have client sign Program Checklist of Forms in Care Logic5. Client completes Outcome Framework Survey-Adolescent Individual – “Entry” – give to Quality

Assurance Coordinator6. Client completes Turning Point Pre-Test – give to secretary.7. Complete ISP – AoD in Care Logic to address AoD issues. Clinician must also complete a general ISP

for other problems, e.g. depression, anxiety. 8. If Court Referred or Work-Mandated (Management Referral), must attend 2 AA meetings per week and

bring proof. Give 12-Step Verification Form. If not mandated, encourage AA attendance.9. Three additional OHBH Forms are required for clinicians for all ODADAS clients who have Medicaid,

or are being paid for by a grant (like StarkMHAR SMART Program). In the client’s ECR in CareLogic, on the client’s Face Sheet, under Financial Information, you might see the word “Medicaid” or “MITS (means Medicaid.) The forms are the OHBH Enrollment Form, the OHBH Data Admission/Dis-charge Form, and the OHBH Residency Form, and they must be completed in that order.

10. Clinician must complete ODADAS Fee Agreement in Care Logic. Staff and Client/Parent both sign. 11. As with all clients, clinician must complete Client Orientation Checklist in Care Logic with client.12. If client was court-ordered, Client completes Turing Point Pretest13. Client completes Relapse Prevention Plan during their course of treatment14. Note: Client can decline working on AoD issues (unless mandated). In that case, complete ODADAS

Refusal Form in Care Logic. No other forms are required.

At “Midpoint,” defined as having ~ 6 weeks to go1. Client completes Outcome Framework Survey-Adolescent Individual – “Midway” – give to Quality

Assurance Coordinator2. If client was Court Referred, clinician and client together complete the Criminal Justice Pre-Dis-

charge Plan in Care Logic3. If client was Court Referred, send fax to P.O. asking P.O. to administer a Urine Drug Screen – needs to

be negative in order to graduate

At Discharge 1. Client completes Outcome Framework Survey-Adolescent Individual – “Graduation” – give to

Quality Assurance Coordinator2. As with all discharges, administer SPA Satisfaction Survey, and Self-Appraisal Form. The clinician

reviews Self-Appraisal form and notes on Progress Note: Administered and reviewed Self-Appraisal Form.

3. Client completes Turning Point Post-Test – give to secretary.4. Clinician completes Transfer/Discharge Summary in Care Logic5. Clinician must complete OHBH “Discharge” form in Care Logic if client has Medicaid or was being

paid for by a grant (like StarkMHAR SMART Program).

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ODADAS (AoD) - Adolescent Group – Turning Point RequirementsAt Intake

1. Complete ROI in Care Logic to/from Probation with the box about treatment checked2. Have client (adolescent) sign an ROI to/from parents – mandated by the State3. Clinician completes all sections of a Turning Point Tracking Sheet for client.4. Client completes Turning Point Pre-Test – give to secretary.5. Client completes Outcome Framework Survey-Adolescent Group – “Entry” – give to Quality Assur-

ance Coordinator6. Clinician reviews in group the items on the Turning Point Group Contract. Client and clinician sign pa-

per version for client to keep. Clinician completes Program Contract in Care Logic. Client and Clini-cian both sign.

7. Complete ISP – AoD in Care Logic to address AoD issues.8. Give papers to Client:

a. 4 Disease Handouts (TB, Hepatitis B, Hepatitis C, HIV)b. Confidentiality 42CFRc. Program Rules

9. Have client sign Program Checklist of Forms in Care Logic 10. Clinician must complete ODADAS Fee Agreement in Care Logic. Staff and Client/Parent both sign. 11. As with all clients, clinician must complete Client Orientation Checklist in Care Logic with client.12. Three additional OHBH Forms are required for clinicians for all ODADAS clients who have Medicaid

or are being paid for by a grant (like StarkMHAR SMART Program). In the client’s ECR in CareLogic, on the client’s Face Sheet, under Financial Information, you might see the word “Medicaid” or “MITS (means Medicaid.) The forms are the OHBH Enrollment Form, the OHBH Data Admission/Dis-charge Form, and the OHBH Residency Form, and they must be completed in that order.

13. Clinician informs client of requirement to attend 2 AA meetings per week and bring proof. Show client 12-Step Verification Form

14. Client completes Relapse Prevention Plan during their course of treatment

At “Midpoint,” defined as having ~ 6 weeks to go1. Client completes Outcome Framework Survey-Adolescent Group – “Midway” – p. 24 in Manual.

Give to Quality Assurance Coordinator2. If client was Court Referred, clinician and client together complete the Criminal Justice Pre-Discharge

Plan in Care Logic. 3. If client was Court Referred, send fax to P.O. asking P.O. to administer a Urine Drug Screen – needs to

be negative in order to graduate

At Discharge1. Client completes Turning Point Post-Test – give to secretary.2. Client completes Outcome Framework Survey-Adolescent Group – “Graduation” - give to Quality

Assurance Coordinator3. As with all discharges, administer SPA Satisfaction Survey, and Self-Appraisal Form. The clinician

reviews Self-Appraisal form and notes on Progress Note: Administered and reviewed Self-Appraisal Form.

4. Clinician completes Transfer/Discharge Summary in Care Logic5. Clinician must complete OHBH “Discharge” form in Care Logic if client has Medicaid or was being

paid for by a grant (like StarkMHAR SMART Program).

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INSTRUCTIONS FOR COMPLETING OHBH FORMS

REQUIRED FOR AOD CLIENTS WITH WHO HAVE MEDICAID OR ARE BEING PAID FOR BY A GRANT (like StarkMHAR SMART Program).

Note that the OHBH Enrollment Form, the OHBH Data Admission/Discharge Form, and the OHBH Resi-dency Form must be completed in that order.

“OH BH Enrollment Form” 

Usually the client will be a “New Member”

Submitting Provider: SPA

Date Faxed to Enrollment Center: (Just put the day you are filling out the form)

Contact Person: Crystal Ankney

Fax No.: 330-535-9303

Phone Number: 330-535-8181

Most the client information should automatically populate from the demographics screen. You’ll need to add “Family Size” and “Adjusted Gross Mo. Income” and the first 4 letters of their county of residence.

You will need to check Plan Type (Should be AoD), Client SMD/SED, AoD Signed, Consent for Treatment Signed, Client Refused to Sign Consent, Crisis at Enrollment.

The rest can be left blank and simply sign at the bottom.

“OH BH Data Admission/Discharge”

Most information should be self-explanatory.

Paying Board – county of the client (Summit, Portage, Stark, etc.)

You don’t need to answer “Access and Retention Measures”, “Family Reunification” or “Women’s Program”

Vitals – you can put unable to collect

All information required in pink that you do not know the answer to, simply put ‘99’ (Health Care Utilization, Arrest History, etc.)

Substance Abuse History – enter information for the client’s top three drugs of choice

“OH BH Residency Verification”

If the client is an Adult, you simply click they are an adult and you enter in their current address (it doesn’t automatically populate from the demographics screen. You can just copy and paste it).

If they are not an Adult, click that they are a minor and answer those questions.

Have client sign the document and that’s it!

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