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‘Avatar’ is the Electronic Health Record (EHR) system developed by Netsmart, Inc. and used by San Francisco Community Behavioral Health Services (CBHS). Both Civil Service providers and Community Based Organizations enter clinical and service information into Avatar such as assessments, treatment plans, progress notes, and medications. In addition, Avatar captures client health insurance information required to produce claims to Medicare, Medi-Cal and other insurers, and to support managed care functions.
The Avatar User Support webpage is dedicated to providing information to help people use the Avatar system correctly and efficiently. For further assistance, contact the Avatar HelpDesk at (415)255-3788 from 8am to 5pm Monday through Friday or via e-mail to Avatarhelp@sfdph.org
Certification and Verification for Staff ID – Licensed/Waivered/Registered/Certified Staff
Certification and Verification for Staff ID – Attestation for Non-Licensed Staff
User Agreement for Confidentiality, Data Security and Electronic Signature
Instructions for Professional Suffix
Substance Use Disorder Counselor Certification Organizations
MH and SUD Staffing Qualifications for Service and Billing Privileges
AOA MH TPOC Instructions 02-11-16
Avatar Reports Manual 07-18-16
CYF TPOC Instructions 07-20-15
Hidden Gems for Avatar Champions
MH Admission Outpatient Bundle
Performance Objectives Manual 05-26-16
Residential Forms and Workflow
Transfer Practitioner Caseload and Refresh Caseload
CANS 0-4 Year Old Scoring Manual (same manual that appears on CANStraining.com site)
CANS 5-18 Year Old Scoring Manual (English; same manual that appears on CANStraining.com site)
CANS 5-18 Year Old Scoring Manual (Español)
CANS Initial Assessment Entry in Avatar
CANS Treatment Plan Entry in Avatar (New Version 4/21/2011)
CANS Treatment Plan Entry in Avatar for Substance Use Treatment Providers
Avatar Billing User Bulletins
- Billing Bulletin – Avatar Billing Guidelines
- Billing Bulletin – Billing Guidelines
- Billing Bulletin – Documentation and Face-to-Face Time
- Billing Bulletin – Implementation of HIPAA 5010
- Billing Bulletin – Medicare-Medi-Cal Issue
- Billing Bulletin – CBHS MH and SA Treatment Programs
- Billing Bulletin – Narcotic Treatment Programs (NTP) Service Code Change
- Billing Bulletin – NTP – New Service Codes in Methadone Maintenance
- Billing Bulletin – Outpatient Drug Free Programs Service Code Change
- Billing Bulletin – Health Plan Open Enrollment
- Billing Bulletin – Letter to BHS Providers regarding Medicare Clients
- Billing Bulletin - Handling of Patient Payment at OP and Day Treatment Programs
- Billing Bulletin - EGI and UMDAP 2015
- Billing Bulletin - MH and SUD Programs
Centralized Financial Eligibility Flowchart
ACA Medicaid and Exchange Aid Code List with Pre-ACA Aid Code Crosswalk
BH7019 Manual Claims Adjustment Form
Claim Remedi One-Stop Eligibility Verification Tool
Client Zipcode Update for HIPAA 5010
Clinician Prefix and Taxonomy Code Instructions
DHCS: Medi-Cal (DMC) Billing Manual (Rev. 9/15)
DHCS: Medi-Cal (MH) Billing Manual (Rev. 10/13)
DHCS: SDMC – Medicare Advantage Plans (Part C)
DHCS: SDMC Procedure Code Crosswalk (Rev. 05/13)
Episode Guarantor Information Guide
Episode Guarantor Information (EGI) Refresher Training
FAQs for Centralized Financial Eligibility - Part I
FAQs for Centralized Financial Eligibility - Part II
HMO Policy on Eligibility for Behavioral Health Services
Medi-Cal Claims Void and Replace Flowchart
Medi-Cal Share of Cost Fact Sheet
Medicare Advanced Beneficiary Notice of Noncoverage (ABN)
What You Need to Know about ABN
Medicare and Mental Health Benefits
Medicare Handbook (zip,pdf files) 2013 | 2014 | 2015 | 2016
Memo on Uniform Patient Fee Schedule and 2016 Federal Poverty Level Guidelines
Outpatient MH Service Codes - Effective 7/1/2015
Outpatient MH Service Codes Definitions – Effective 07/01/2015
Outpatient MH Service Codes – FAQs
Place of Service Codes(updated 8/6/2015)
Service and Billing Privileges Matrix
SB 75 Full Scope Medi-Cal for Children
Site Cashiers’ Training Guidelines (updated 8/24/2016)
Uniform Patient Fee Schedule Update | Memo on Uniform Patient Fee Schedule and 2016 Federal Poverty Level Guidelines
Avatar User Guide: Health Monitoring
CBHS Electronic Prescribing Policy
OrderConnect User Guide - Prescribing
Loss of Access to Avatar-Backup Plan