Ocotillo Admission Protocol
COPE Community Services, Inc.
Transitional Services Admission Protocol
Ocotillo
Planned Admissions
1)All requests for Level II transitional servicesadmissions must be communicated by the case management site UM contact to the designated UM transitional services liaison by calling 793-2605.
2)Before a client will be admitted to a transitional placement, the following must occur:
a)A tentative discharge plan including a time frame for discharge, must be in place and communicated to the designated UM staff.
b)All required admissiondocumentation must be sent to the transitional placement prior to the client’sadmission. (See Transitional Services Paperwork Checklist for required forms)
c)A Comprehensive Service Provider Discharge Plan form will be completed by the case manager indicating the discharge plan from Level II transitional placement prior to admission. (Transitional placement and UM to be provided with a copy of completed Comprehensive Service Provider Discharge Plan.
i)F/U ART meeting documented on Comprehensive Service Provider Discharge Planmust occur on or before the third calendar day of admission before 12:00pm.
ii)A follow-up appointment with the BHMP must be scheduled, and completed within three business days of admission.
Unplanned Admissions
1)The case management site UM contact will review the transitional services placement notes every morning by 8:30am to see who was admitted outside of regular business hours.
2)All required admissions forms must be sent to the transitional services placement by 10:00 am the next business day following admission. (See Transitional Services Paperwork Checklistfor required forms)
a)A Comprehensive Service Provider Discharge Planwill be completed by the case manager indicating the discharge plan from Level II transitional placementbefore 12:00pm the next business dayfollowing admission. (Transitional placement and UM to be provided with a copy of completed Comprehensive Service Provider Discharge Plan
i)F/U ART meeting documented on Comprehensive Service Provider Discharge Plan must occur on or before the third calendar day of admission before 12:00pm.
ii)A follow-up appointment with the BHMP must be scheduled, and completed within three business days of admission
3)The designated case management site UM contact will provide the UM transitional services liaison with the discharge plan and date by 12:00 pm the next business day following admission.
Extended Stay
1)Within 24 hours of admission (or next business day), the assigned case manager or Team Leader if the case manager is not available, mustschedule an Adult Recovery Team (ART) meeting with the client, transitional services staff and anyone else the client wants to be involved. This meeting must be completed on or before the third calendar day of admission.
The purpose of the meeting is to:
a)review and/or update the Comprehensive Service Provider Discharge Plan
b)review and update the service planto include services listed on Comprehensive Service Provider Discharge Plan, discharge plan and dischargedate
c)review and update crisis plan
d)The case manager or Team Leader will complete a DAP note as towhat occurred during the ART meeting and indicate the discharge plan developed.
e)Copies of all documents completed should be provided to everyone that participated in the ART meeting.
2)The designated case management site UM contact will provide the UM transitional services liaison with the updated discharge plan and date by 12:00 pm the day of the ART.
a)If during the ART meeting,it is determined that the client will not be discharged by the fifth calendar day of admission, the case manager or Team Leader will submit a request for an extension of the authorization for up to an additional five calendar days via email to the UM transitional services liaison. The request to include:
i)Rationale for the extension request
ii)Discharge plan including: date of discharge, discharge location and address, and outpatient treatment services and frequency.
OR
A Prior Authorization request will be submitted
iii)The completed packet must be submitted to UM by 2:00 pm no later than the third calendar day of admission. If the third calendar day of admission falls on a weekend or holiday, the authorization extension request or Prior Authorization packet must be submitted 10:00am the previous business day. If the authorization extension or Prior Authorization is not obtained from CPSA, the client must be discharged by the fifth calendar day.
The Prior Authorization packet includes the following forms:
PM Form 3.14.7 CSP Comprehensive Service Provider Prior Authorization Request Level II, III, and HCTC
Psychiatric Evaluation, if applicable
Most recent ART notes documenting need for level of care
Current ISP that was updated and signed by /ART within 48 hours of requested authorization date. The service plan must include discharge date, discharge placement address and services to be provided upon discharge.
Most recent BHMP progress notes documenting need for level of care
Discharges
1)If the client is going to be discharged (with consent of the outpatient BHMP),case managercoordinates transportation and that client leaves the transitional services placement by 2:00 pm on the day of discharge. It is the case manager’s responsibility to obtain documentation indicating the BHMP is discharging the client from the transitional services placement. All discharges must be coordinated through UM, CCC (business hours) or on-call staff (after hours.)
NOTE: Clients may not be transferred to another case-management site while the client is inpatient or in a transitional service placement, even if the client’s enrollment status changes. Until the client is discharged, the client remains the responsibility of the case management site the client was assigned to when admitted to the placement.
References:
- CPSA Provide Manual Section 3.14
- CPSA Provide Manual Section 10.16
COPE Website: Transitional Services Admission Protocol.doc 7.9.12Page 1 of 2