Transition Procedures

  • Goal: Provider Sends Transition Notice

    Email/Portal Message:

    • Provider’s last date at CMHR

    • Client choice: stay at CMHR or follow provider

    • If choosing to transfer: Only after client expresses desire to transfer to SBH initiate onboarding process

  • Goal: Obtain proper permissions before requesting records.

    Collect:

    • Demographics

    • Insurance or private pay info

    • Contact preferences

    • Reason for transfer

    • Urgency level / safety screening

    • ROI for records request

      • Minimal necessary scope

      • Only clinically revenant and legally required documents

  • Goal: Ensure new clients are set up for compliant, billable, services

    Required documents:

    • Consent for Treatment (CFT)

    • Notice of Privacy Practices (NPP)

    • Telehealth Consent

    • Good Faith Estimate

    • Financial Agreement

    • Credit Card on file

    • Crisis & safety plan / Emergency contact

  • Goal: Ensure smooth clinical transition with minimal disruption.

    Provider reviews chart notes:

    • Identify treatment plan needs

    • Review risk assessments, diagnoses, medications, and safety plans

    • Identify gaps or missing documentation

  • Goal: Ensure all transitions meet HIPAA and WA DOH requirements.

    Internal QA Checks

    • Confirm ROI is completed and stored correctly

    • Confirm intake documents are completed BEFORE FIRST SESSION

    • Confirm no PHI was transferred before consent

    • Confirm CPT codes alight with Soundview P&Ps

    Monthly Audit

    • Random review of 5-10 recent transfers

    • Ensure documentation is complete, compliant, and consistent