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Avatar User Support
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Program Description
‘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
Training Videos
Training Schedules
Forms
Certification & Verification for Avatar Staff ID- Licensed-Waivered-Registration-Certified
Certification & Verification for Avatar Staff ID- Attestation for Non-Licensed Staff
User Agreement for Confidentiality, Data Security and Electronic Signature
Taxonomy Code Title & Description
Service & Billing Privilege Matrix
Substance Use Disorder Counselor Certification Organizations
Bulletins
DSM 5
Web Connect
User Guides
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 Documentation
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
San Francisco Mental Health Plan – Private Practitioner Provider Network
Billing Documentation
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
- Billing Bulletin - Multiple Services on Same Day by Client Report
- Billing Bulletin - Possible Duplicate Services by Program Report
Centralized Financial Eligibility Flowchart
ACA Medicaid and Exchange Aid Code List with Pre-ACA Aid Code Crosswalk
Billing Training for Service Errors Correction
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. 6/17)
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 Contact Update (MC-354) Form
Medi-Cal Claims Void and Replace Flowchart
Medi-Cal Share of Cost Fact Sheet
Medicare Advance Written Notices of Noncoverage Booklet
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 | 2017
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 8/14/2017)
UMDAP Patient Fee Schedule 2018
Uniform Patient Fee Schedule 2017
Uniform Patient Fee Schedule 2016 | Memo on Uniform Patient Fee Schedule and 2016 Federal Poverty Level Guidelines
OrderConnect Documentation
Avatar User Guide: Health Monitoring
CBHS Electronic Prescribing Policy
OrderConnect User Guide - Prescribing
OrderConnect FAQs
Downtime Procedures and Forms
Loss of Access to Avatar-Backup Plan