Renewing 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.

Programs Desiring to Renew an ODMHSAS Certification

Provider Certification will send each provider a notice that Certification will soon expire. The notices usually are sent out 60 days prior to expiration. That notice will include renewal instructions, copies of required reapplication forms, and sets a tentative site visit date.

When renewal application fees and materials are received and policies approved, the renewal review will be conducted. If deficiencies are cited as a result of the review, Provider Certification will provide an electronic report to outline findings. The provider will be requested to prepare a written report to ODMHSAS that outlines the plan it will follow to correct the deficiencies.

Upon receipt and review of acceptable corrections, Provider Certification will schedule and conduct an additional review to verify deficiencies are corrected. After corrections are deemed satisfactory, a certification status 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.) Consideration is made by the Board based on the findings of the Quality Clinical scores as follows:

One-year Certification if less than five records were available for review and if compliance on 75% of Clinical Standards at the time of the subsequent review (and all deficiencies were corrected on all standards).
Two-year Certification if five or more records were available for review and if compliance on 75% of Clinical Standards at the time of the subsequent review (and all deficiencies were corrected on all standards)
Three-year Certification with Distinction if compliance on 90% Quality Clinical at renewal (and all deficiencies were corrected on all standards). Note: Community Residential Mental Health facilities eligible for only one year (when all deficiencies have eventually been corrected on all standards).
Three-year Certification with Special Distinction if compliance on 90% of Quality Clinical at renewal PLUS current accreditation (and all deficiencies were corrected on all standards).

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

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.

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.

Renewing Programs: Overview of ODMHSAS Certification Process

Programs Desiring to Renew an ODMHSAS Certification

FAQ’S Regarding the Application Process

What is the fax number for reporting a critical incident?

How do I obtain a contract through ODMHSAS?

How do I obtain a contract through OHCA?

When can I begin billing for services rendered?

I provide therapy from a non-commercial site. Will the site be suitable for certification?

I will be providing therapy exclusively in homes, schools, and in community settings. Do I need to have a physical site certified?

The fire inspection that I would like to submit cites deficiencies. Will this be accepted as part of my application?

I have a fire inspection from a private company or landlord approving the location. Is that acceptable?

What do I need to do if my program is relocating to a different address?

Do I have to put the names of the employees in the organizational chart, can I just put the positions?

My agency is an LLC. Do I have to have a Board of Directors?

My agency is a corporation (Inc.). Do I have to have a Board of Directors?

Can I use my business address and phone number for the Board Members?

Instead of sending you the Certificate of Incorporation (or Limited Liability Company) certificate, can I just send you the online receipt that shows I paid for it.

What kind of zoning information do you want and where can I get it? (This is for A/D applications only.)

Is a program description the same as a Mission Statement?

Can I send you just the one letter from my national accreditation company that says how long we will be accredited and what kinds of programs for which we are accredited?

I’ve been asked to provide a “full record” for my review. What does that mean?

My review for Chapter 18, Alcohol and Drug Treatment, is coming up. What type of files will be looked at for a Chapter 18, Alcohol and Drug Treatment review?

I’ve been told that I need to provide five open records but I only have three. Can I still be reviewed?

When the reviewers look at my clinical records, which consumer records will they be reviewing?

In the chapter that I am seeking certification, it asks for staff to receive trainings. Does this apply to contract therapists and administrative positions?