The fax number for reporting a critical incident is 405-248-9325. Please note that this fax number is for reporting critical incidents ONLY.
New Programs: Overview of ODMHSAS Certification Process
The following highlights the general processes to achieve an ODMHSAS Certification status. Please call Provider Certification at 405-248-9029 or email cladd@odmhsas.org, for additional information in Chapter 1, Subchapter 9 of OAC 450. Specific information is also available on the Administrative Code page
For New Programs Applying for Initial Certification
- Upon receiving a request from a provider, the Provider Certification (PC) division of ODMHSAS will electronically forward a current Certification Application Packet. After ensuring that all requested materials are compiled, the Provider can then submit the application, along with the required materials and fee in accordance with the instructions.
- Provider Certification staff will review submitted materials, verify receipt of the required fee, and determine if additional information is needed. Then, a certification self-survey and site review protocol will be electronically provided to the provider. Once completed and submitted back to Provider Certification along with policy and procedure, a lead reviewer will be assigned. The reviewer will then conduct a review of the policy and procedure which entails standards and criteria related to overall organizational and operational functions. Policy that relates to clinical documentation will also be reviewed. (However, clinical record and staff record documentation will be reviewed at a later phase of the Certification process – see Step 5 below.) Once policy and procedure is approved, an initial site visit is scheduled to ensure compliance with health and safety standards in the chapter.
- If findings are cited as a result of the review, Provider Certification will provide a survey to outline their findings and will provide this to the provider. The provider will have five business days to notify Provider Certification that the findings have been corrected.
- A reviewer will then conduct a review to verify findings are corrected. After corrections are deemed satisfactory, a Permit for Temporary Operation (PTO) will be considered by the ODMHSAS Board of Directors at one of the board’s meetings. (Please refer to the ODMHSAS website for board meeting dates.) The PTO is actually a license to allow the provider to begin offering services. Medicaid, as a billing source, will not be available during this time since the PTO is not a full certification. Other billing sources, such as private insurance, self-pay and pro bono, will have to be explored. (Provider Certification can offer no other information regarding billing.) PTOs expire in six months.
- Prior to expiration of the PTO, a subsequent review will be scheduled to review records and services that have been provided to determine compliance with Quality Clinical standards. A minimum of five active (open), complete records will be requested as well as discharge records. If a facility does not have the requisite number of active records, they can still be certified but it will affect the length of their certification.
FAQ’S Regarding the Application Process
The ODMHSAS is not currently seeking additional providers at this time. However, we frequently write for grants and are quite successful at getting them. Grant awards are typically for targeted programs based on the federal government’s goals and targeted project needs.
The ODMHSAS usually sends out announcements on the Department of Central Services (DCS) site when funds are available. Once the announcement is out, providers have a specified deadline date to apply for an RFP (Request for Proposal).
In order to get an announcement from DCS, potential RFP awardees must register as a “vendor” on the DCS website. Not only are ODMHSAS opportunities on the DCS site, but other state agencies send out potential funding opportunities as well.
The Oklahoma Supplier Portal is the new online portal designed to assist suppliers, bidders and payees with self-registration and self-management of organizational and personal information. Please go to this link: https://oklahoma.gov/omes/services/purchasing/supplier-portal.html
OHCA is a separate state entity. Questions related to Medicaid contracts or billing should be directed to OHCA at 800-522-0114 or http://okhca.org/.
Title 43A requires providers to be certified in order to provide alcohol and drug treatment services. (43A O.S. §3-415(A)(1). Certification is required regardless of funding source. Because of this, certification must take place prior to billing. The first step of the certification process is obtaining a Permit for Temporary Operations (PTO). This phase lasts for approximately six months, enabling you to begin providing services - developing your caseload and preparing the appropriate documentation for services rendered. Towards the end of the PTO period, you will receive a subsequent review, during which time, ODMHSAS will review your clinical documentation. At the conclusion of this review process, if you are able to clear all deficiencies, we will make a recommendation to our board that you become certified. Upon Board approval, as well as completion of any billing requirements from any other parties, i.e. Medicaid, private insurance, you will be able to bill.
Mental health treatment providers who are seeking certification through ODMHSAS must also go through the PTO process, outlined above. During the six month time period, providers cannot bill OHCA for services rendered.
Depending on the type of program for which you are seeking certification, the applicable chapter will have several standards that relate to the physical property as well as how the site will accommodate your consumers and the functioning of your agency. Relevant standards may include ADA compliance, confidentiality, physical environment and record storage. Please refer to the applicable chapter for the standards that pertain to the type of program for which certification is desired.
The following chapters offer certifications for programs only: Chapters 16, 17, 18, 23, 24, 27, 55, 60, 65, and 70. These chapters do not offer certifications on an individual basis. Therefore, you will need to have a program site that is compliant with all relevant standards of the programs' chapter for which you are seeking certification.
No, any deficiencies cited on the fire inspection must be cleared and this documented by the fire inspection personnel.
No, the fire inspection must be conducted by a local fire department or the State Fire Marshal.
Written notice must be provided to Provider Certification with the effective date of the relocation, locations moving from and to, and a current and approved fire inspection for the new location. (AS A REMNDER, THE NEW LOCATION IS NOT APPROVED UNTIL PROVIDER CERTIFICATION COMPLETES A SITE VISIT AND ISSUES THE APPROVAL NOTICE.)
You must have both the names and the positions in the organizational chart.
No.
Yes.
No. The Board Members’ own addresses and phone numbers must be used.
No. A copy of the actual Certificate must be sent in with your application documentation.
You must contact the local zoning entity of your town. That will vary with the size of the town. It may be the zoning board, city manager, public works division, or some other entity designated by your town.
You must request a written statement on official letterhead that each of your treatment facilities is located in compliance with applicable zoning ordinances.
No. The program description must describe, not list, each of the services your agency will be providing, including those your agency is required to provide and those optional services you may have selected on the application form. It must also address how and by whom that service will be provided.
No. You must send all of the following information when you submit your application: current accreditation status, the programs included in the most recent accreditation survey, survey reports, reports of subsequent actions initiated by the accrediting organization, plans of correction if applicable, and the time period for which accreditation has been granted.
A complete record shows the full range of services, from intake and assessment, to treatment plan to progress notes that show provision of services.
The reviewers will look at records in which the primary diagnosis is substance abuse/dependence and the documentation in the record (assessments and progress notes), supports that this is a substance abuse treatment record.
Yes, you can still be reviewed. However, not having five records will impact the length of your certification and you must still achieve a score of 75% on your initial clinical record review in order to move forward with certification.
The reviewers will examine selected records that have been opened since the last certification. For the closed record portion, they will be looking at records that have been closed since the last certification.
Yes, it applies to all staff.
FAQ’S Regarding the Certification Process
Because of the large number of providers that Provider Certification is constantly working with, there are limited opportunities to review policy and procedure. It is because of this that providers are encouraged to spend time ensuring that their policy meets standards, prior to submitting their policy and procedure to Provider Certification for the first time. Once submitted, policy and procedures are reviewed three times by reviewers. If there are still outstanding deficiencies following the third review, then the application may be recommended for denial.
A complete record shows the full range of services, from intake and assessment, to treatment plan to progress notes that show provision of services.
The reviewers will look at records in which the primary diagnosis is substance abuse/dependence and the documentation in the record (assessments and progress notes), supports that this is a substance abuse treatment record.
Yes, you can still be reviewed. However, not having five records will impact the length of your certification and you must still achieve a score of 90% critical and 75% necessary on your initial clinical record review in order to move forward with certification.
The reviewers will examine selected records that have been opened since the last certification. For the closed record portion, they will be looking at records that have been closed since the last certification.
Yes, it applies to all staff.
