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May 13, 2020

Going Virtual: How To Open An Online IOP

If there’s any silver lining to the current situation, it is that treatment centers are rushing to make treatment newly accessible for those who were previously or are now unable to physically receive treatment in person. 

Thanks to the FCC’s recent $200 million telehealth program, treatment centers can be reimbursed for efforts to transition into offering virtual treatment options. Virtual IOPs can be very effective, and they provide your clients with flexibility and convenience, which is necessary for moments like these. 

Now is the time for your treatment center to go virtual, and we can help. 

Why Virtual IOPs? 

With the spread of COVID-19 and social distancing measures, receiving care in a traditional, in-person setting has become difficult and inadvisable. However, this has actually been a growing problem for years. Work, school, or home life conflicts have kept many clients from receiving in-person care at a facility. Sometimes clients have transportation issues, do not live in a place where they are offered your level of high quality care, or they are uncomfortable in an in-person setting. 

For treatment centers that offer residential programs already, they may want to consider how the addition of an online IOP program increases their ability to meet the needs of their clients who have traveled to their location for treatment. Additionally, clients who are unable to afford sober living options and who must return home, would benefit from having continuity of care, and continuing their transition through the phases of your program, rather than requiring a referral to a local facility. Transitioning to an online IOP program from residential would allow clients to maintain connection with their primary therapist and build upon the foundation already established during their time in your residential program. 

Building in this flexibility allows your program to have a wider reach and appeal to those who may have thought that your expert services were beyond their reach. 

This is why Virtual Intensive Outpatient Programs (IOPs) are a necessary resource for any rehab or treatment center looking to support their clients, both during and after COVID-19. They allow clients to receive the same quality treatment from the comfort of their homes with less interference to their daily lives. 

Virtual Intensive Outpatient Program 

COVID-19 has forced many clients to participate in IOPs from home. However, many clients are realizing that they are receiving the same high-quality care via Virtual IOPs with the added benefits of flexibility and convenience. All your clients need is a computer and an internet connection in order to receive the same great care. Alleva EMR also offers a client app that allows them to join a session right from their phone. 

In fact, many clients have also noticed that telehealth is more personal than they could have imagined. Because there are fewer group sessions, the therapy focuses on the needs of the individual patient and while it’s difficult to rival the sense of intimacy when you’re one-on-one in a room with your therapist, virtual sessions that take place in a calm and relaxed atmosphere do come close. Rather than seeing your therapist only in the treatment environment, using virtual IOP technology, you have now brought them into your home as well, making the transition through your phase program that much more successful. 

With Virtual IOPs, you can give your clients the flexibility to stay at home and receive their treatment at home as well. And along with concerns about discretion that follow traditional IOPs, Virtual IOPs provide a better sense of security. Clients who are afraid of physically going to a treatment center for professional reasons can get rid of that stress by going virtual. In terms of security, the software used for Virtual IOPs is encrypted and ensures therapy sessions are confidential and comply with HIPAA regulations. 

“IOPs are an important part of the continuum of care for alcohol and drug use disorders. They are as effective as inpatient treatment for most individuals seeking care.” 

- Dennis McCarty, Department of Public Health & Preventive Medicine Oregon Health and Science University 

Furthermore, introducing technology into a therapeutic treatment can increase accountability and analytics. In terms of accountability, Virtual IOPs still have the opportunity to include drug and alcohol tests on a regular basis, but they also keep track of a patient’s attendance in virtual meetings and their progress in the educational portion of the IOP. If your IOPs include wearable tech, the data collected from those devices can be streamlined into the patient’s profile, adding information swiftly to provide your medical professionals with more resources. However you prefer to collect and use data, Virtual IOPs tend to make that process more efficient and easier on the patient because they can do every part of the treatment from home. 

Virtual IOPs can also provide the education offered through regular treatment methods, but once again, this education happens at home, where the patient is most comfortable. They can choose when and where they work, and follow a pace that feels pleasant. Clients with other responsibilities, like traveling for work or caring for a loved one, can take advantage of the virtual educational model and schedule their lessons when it is most convenient for them. 

With Virtual IOPs, you are given the opportunity to offer your clients the flexibility and convenience they might need to complete their treatment. Virtual IOPs give clients who may not be well-suited for in-person treatment the support they need to achieve long-lasting recovery and emotional wellness. 

Quick Facts 

● Research indicates Virtual IOPs effectively treat several afflictions like depression, addiction, or eating disorders 

● Virtual IOPs significantly increase quality of life 

● 97% of Virtual IOP clients feel treatment has increased their chances of improving their health 

● 100% of Virtual IOP clients have felt connected to facilitators and group members 

How To Transition 

If you are already offering an Intensive Outpatient Program, the transition to a virtual system can be very effective for both your staff and your clients. 

Before diving into setting up a Virtual IOP, we like to advise taking a look at your current business and organizational structure. The idea is not to create an entirely separate program, but rather simply transition the programs you already offer to a virtual format. In other words, what are some ways in which your current treatment program can be easily lifted to the web? Most likely your staff can be trained for virtual operation, but sometimes you may need to hire someone with online experience to spearhead the project. 

During this process, we also advise setting up your Virtual IOP budget. Thanks to the FCC’s $200 million financial package helping medical treatment centers go virtual, your treatment center can receive up to $1 million in aid toward your Virtual IOP. There are some fine details to the relief package and parts of the transition will not be covered, but the following are among the covered expenses: 

● Telecommunication Services: Voice communication services for providers or clients 

● Information Services: Internet connectivity services for providers or clients, remote patient monitoring technology, patient outcomes reporting technology, video conferencing services 

● Necessary Devices/Equipment: Tablets, smart phones, remote patient monitoring equipment for patient or provider use 

With our help, you can set up a budget to submit to the FCC and get reimbursed for your transition to virtual, a decision you will be thankful for even after COVID-19. 

To transition into Virtual IOPs, some aspects of your treatment will have to change, but these changes may be small and easy to implement. In order to best serve your clients, consider elements of your treatment programs and how they can be modified to fit a virtual medium. Here are some questions to start thinking about while creating your Virtual IOP: 

       ● Who: How many people per session? Will you need to have individual, group, and 

family sessions? Group meetings are definitely possible and perhaps even easier since non-essential workers are staying home. 

● How long: How many therapy sessions per week? How many hours of education related to their therapy? Other programs often suggest 10 or more hours a week of therapy, and most treatment lasts between 6-12 weeks. 

● Treatment: Which services will you be offering online? Which of your treatments are suited for virtual delivery? You will probably be able to transition all of your treatments into online IOPs, but it’s always good to keep this in mind. 

● Sponsorship: Will your clients have a sponsor who performs sobriety checks if needed, attends weekly support meetings, and verifies that your patient is following the regimen established by your center? If so, who will this person be? Some Virtual IOPs like to involve a family member or close friend, but others choose to have a staff member fulfill these tasks. 

● Analytics: What kind of data would you like to collect, and how will you use it to improve treatment? Virtual IOPs can help you collect more data, information you can eventually use to create programs that serve your clients’ individualized needs. 

Of course, we can help you with all of these queries. 

Alleva Can Help With the Transition to Virtual 

As you can see, providing your clients with Virtual IOPs is a necessary option, especially during the social distancing measures. 

At Alleva, we focus on helping medical and treatment centers conquer the online sphere and successfully make their treatment virtual. Whatever you treat, and however you do it, we can do it online. 

In the month of April, Alleva's clients logged over 1.6m minutes of Telehealth time. Rest assured, Alleva is ready to help you transition your current facility or start an online IOP.

We can help you set up the necessary technology and accounts, train your staff, and plan for any compatibility issues that may arise from moving your treatment online. And if you’re not using EMR, we can set that up and link it with your treatment for secure and simple patient information. 

Request a demo today and give your clients the care they need in the comfort of their own homes. 

Check Out The Latest From Alleva EMR By Booking A Demo Below

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April 27, 2020

The Ins and Outs of the FCC’s $200 Million COVID-19 Telehealth Program – What does it mean for your Addiction Treatment Facility?

The Ins and Outs of the FCC’s $200 Million COVID-19 Telehealth Program

As part of the government’s recent measures to curb the economic crisis brought in by the spread of COVID-19, lawmakers recently signed a bill called the Coronavirus Aid, Relief, and Economic Security (CARES) Act, which contains numerous programs created to offer assistance for industries affected by the pandemic. 

One of these plans, the COVID-19 Telehealth Program, was recently adopted by the Federal Trade Commission (FCC), and it includes a $200 million financial package meant to support care providers who are following the social distancing guidelines. The goal is to help healthcare providers purchase telehealth and IT services to successfully treat patients virtually. 

As of April 13, eligible healthcare providers can request assistance from the FCC to help fund their newly acquired telehealth needs. Many have already taken advantage of the program; the FFC awarded $1 million to Ochsner Clinic Foundation, in New Orleans, Louisiana for telehealth-related services. 

Read below to learn more about how you can apply for telehealth assistance today.

What Does the Program Entail?

During a crisis any assistance is welcome, but the details of the program matter. The more informed you are about the Telehealth Program, the better equipped you’ll be to shift your practice towards a virtual approach. 

The FCC has selected a number of covered expenses related to telehealth services, which include:The Telehealth Program does NOT include funding for the following:
Telecommunication Services: Voice communication services for providers or patients
Information Services: Internet connectivity services for providers or patients, remote patient monitoring technology, patient outcomes reporting technology, video conferencing services
Necessary Devices/Equipment: Tablets, smart phones, remote patient monitoring equipment for patient or provider use		Staffing Costs: IT personnel and administrative/training costs are not included in the relief package
Websites: The Telehealth Program is not intended to fund the development or creation of new websites, systems, or platforms
Unconnected Devices: Devices that patients use at home and then manually report the results to their medical professional are not covered

Quick Facts

  • This is not a grant; Applicants receive reimbursement for eligible expenses and services. More details about compliance on the FCC website.
  • Retroactive costs are eligible for funding up to March 13, 2020.
  • There is currently no deadline for applications, and they are being accepted on a rolling basis. 

Eligibility

Now that you know what the program entails, the next question revolves around eligibility. How do you know if you qualify for assistance? 

Eligibility in this instance is two-tiered. You need to qualify through both categories in order to receive assistance. Without making this more complicated than it should be, let’s review the requirements for each level of eligibility.

Eligible to Receive Funding

This is the first category of eligibility. Please note: being eligible to receive funding doesn’t necessarily mean you are eligible to participate in the new Telehealth Program. It is simply the first step toward determining your eligibility.

The Telehealth Program follows the rules set in place by the Telecommunications Act of 1996, which only includes nonprofit and public healthcare providers from the following categories:

  • Local health departments/agencies
  • Teaching hospitals, medical schools, and post-secondary organizations that offer health care instruction
  • Rural health clinics
  • Community health centers or health centers that provide health care to migrants
  • Community mental health centers
  • Not-for-profit hospitals 
  • Skilled nursing facilities 

Along with falling under one of these categories, you must also be registered with the federal System for Award Management (SAM) to receive COVID-19 Telehealth Program funding. If you are already registered, then you can simply move on to the next eligibility tier. 

If you have not yet registered, go to their online system and make sure you have the following information at hand:

  • DUNS number
  • Taxpayer Identification Number (TIN) or Employment Identification Number (EIN)
  • Bank account information (routing, account number, account type)

While you can still submit an application if you are not yet registered with SAM, we recommend registering as soon as you can because it can take up to eleven business days for your registration to go through. 

Eligibility to Participate in the Program

On to the next step: verifying your eligibility to participate. The Universal Service Administrative Company (USAC), a non-profit that aims to make internet connectivity accessible, affordable, and pervasive, is the organizing body tasked with determining the eligibility of healthcare providers for funding. 

Yes, it’s another form you have to fill out. You can apply on USAC’s portal, where they can notify you of any changes in your application process, or you can email Form 460 to RHC-Assist@usac.org.

Just a heads up—if your organization has separate sites, each site will have to apply separately for eligibility from the USAC (if they are seeking assistance through the Telehealth Program).

Once again, you do not have to wait to receive your eligibility determination from the USAC to apply. However, you will not be able to receive any funding until the USAC determines you are eligible. Our advice is to complete your application as soon as you can because needs are urgent and the funds are limited. 

Application Process

If you’ve made it this far, nice job! You’re almost there. The first step toward submitting your application is registering with CORES to obtain an FCC Registration Number (FRN). 

Go here to set up your CORES account. Once you submit your registration, you’ll receive your FRN. If you’re not sure whether you already have an FRN, you can go to CORES, search for your name, TIN, or other contact-related information, and you’ll be able to find it there. 

Once you’ve received your FRN, you are ready to apply! The COVID-19 Telehealth Program application is right here. 

Which Applications Will Be Approved?

Every healthcare provider applying for assistance is anxious to know how the FCC will evaluate applications. Keep in mind, that the FCC has a set of goals and objectives it wants the Telehealth Program to achieve, so these will be a top priority. One of these priorities is to support areas that have been affected heavily by COVID-19. 

Along with these goals, the FCC will also take into account the conditions to be treated, geographic areas and population served by the applicant, whether or not the area has been suffering from shortages or closures, and what type of access the community has to broadband connections. 

Ideally, the $200 million financial packages will be used efficiently, so another factor to keep in mind is the metrics which the applicant will use to measure the impact of the services and devices provided by the program. If you can demonstrate that you will be using the funding for specific and necessary purposes and that you have the ability to monitor and enforce correct use, you will be much better off. 

Final Checklist

Make sure you run through these steps in the following order. If you’ve already completed a step, move to the next one.

  1. Make sure you will be using the funds for covered expenses
  2. Make sure your organization falls under the covered categories
  3. Register with SAM
  4. Register with USAC (alternatively, submit Form 460 via email here)
  5. Apply on USAC Portal or submit 
  6. Set up your CORES account and obtain your FRN
  7. Complete your application

Still Stuck?

The FCC has several resources to help you apply for assistance. 

Alleva Can Help During COVID-19

Hopefully, we were able to synthesize the information and make it easier to understand. There are a lot of moving parts, and it’s important to stay informed in order to make sure the COVID-19 Telehealth Program funding is used properly and effectively. 

At Alleva, we are here to help the helpers, those who are essential in moments like these, and who need help taking medical care to a virtual atmosphere. Due to the pandemic, a lot of telehealth services have not been able to acclimate properly with the surge in demand. We have specialized in offering user-friendly Telehealth platforms that aim to cultivate virtual connections between provider and patient.

If you are a healthcare provider and you need help transitioning to an online or virtual treatment system, we can provide the assistance you need while simultaneously making compliance and organization easier.

Request a free demo today and spend more time serving those in your care.

February 26, 2020

Compliance Specialists and the Clinicians They Review

Compliance Specialists and the Clinicians They Review

Compliance in the field of mental health services is very similar to the backstage crew on a Broadway production. Compliance specialists ensure the accuracy and timely submission of the documentation integral to mental health services provided by therapists around the world. Without their keen attention to detail, clinicians rushed for time would be facing serious consequences due to unintentional, incomplete or inaccurate documentation of services. 

Consumers and clinicians alike may find it hard to remember that event notes, intake reports, treatment plans, approval documents, and incident reports are all medical records and deserve to be treated with respect. Compliance specialists truly are the hidden heroes of mental health services, who tirelessly work behind the scenes to make sure these medical records are submitted with the client and clinician’s welfare in mind.

Behind the Scenes

As someone with the unique and often pressured task of reviewing mental health records, a dedicated compliance specialist once commented on the relationship between compliance personnel and the clinicians they review. She astutely stated that she would hope that clinicians would see her as a member of their team rather than as an adversary. 

As it is the task of compliance specialists to determine whether documentation reflects agency and accreditation standards, often they can be viewed in a negative light. During the review process, they ensure that the documentation is both correct and submitted in a timely fashion so that clinicians are compensated fairly for services rendered. Of course, this also means returning documents with changes to be made before it is determined appropriate for submission. 

Missing Out on Relationship

The “turn-in, have it returned, make corrections and turn it in again” cycle understandably creates a divide between the much-needed compliance specialists and the clinicians they serve. What gets lost in this shuffle is the relationship between them. 

Clinicians are prone to see their compliance specialists as other cogs in the wheel, standing in the way of their paycheck. Common to the human experience, clinicians often find it difficult to have documentation returned with corrections. Conversely, compliance personnel often solely interact with the documentation and know the clinicians only by name on a form. The relationship may then feel reduced to primarily error and correction. 

Time and time again, this results in feelings of misunderstanding, complaint, frustration, and/or resentment. A trusted supervisor once said, “Rules without relationship equals resentment.” The same applies to workplace relationships.

We’re on the Same Team

To address this (at times) problematic dynamic, compliance specialists and clinicians can embrace the all-important therapeutic tool--empathy. Clinician’s benefit from considering their compliance specialists intent-- to protect clinicians’ liability and support their effective documentation. 

Positive relationships may be fostered between compliance teams and their clinicians by developing personal interactions outside of the documentation cycle. Emails or personal conversations at the proverbial water cooler can go a long way in helping compliance personnel and clinicians appreciate the personhood of their coworkers. 

Compliance and clinical personnel may also consider using constructive compliments and criticism tools when discussing documentation. Compliance specialists can complement the areas of clinical growth or change they might observe in their clinicians. Likewise, they can address patterns of incomplete or inaccurate documentation with their clinicians to prevent correcting the same issue. Clinicians can complement the careful observations that compliance makes, and seek to expressly appreciate the time compliance takes to review the documentation on a time constraint.

Lastly, compliance and clinical personnel can recognize and challenge their own thoughts during the compliance cycle. When writing documentation, clinicians can consider their outlook on paperwork in general. Compliance specialists and clinicians alike can make note of how and what they are thinking of their counterparts while reviewing, correcting, and returning documentation. 

The reality is that difficulties and frustration exist in any workplace. If you desire to converse about your workplace woes, make sure you attempt to contribute a constructive idea to the conversation. Then come together as a team to present your ideas and concerns to the powers that be (director, supervisor, manager, etc.). 

We all have an integral part to play as members of the mental health services community. Let’s stop to appreciate the time, energy, and sacrifices of our team members. 

With Alleva on Your Team

When you digitize your practice with Alleva, many of the concerns between compliance specialists and clinicians are handled within the platform. Clinicians are able to have access to helpful software that makes documentation easy, and compliance specialists are able to shift their focus to more pressing concerns. Keep the relationships between your compliance specialists and your clinicians friendly, with the friendliest EMR around! Request a free demo today!

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February 10, 2020

What You Need to Know About CARF Accreditation: What is it, and Why Does it matter?

In today’s wired and tech-savvy world, we belong to an era of individuals that are finally learning to do their homework. With the integration of technology into nearly every aspect of our lives, rarely will we go to a new restaurant or make a large purchase without first reading reviews online, let alone make a choice about what organization to entrust with something as important as our sobriety, or journey towards improved mental health. Carefully researching and selecting our options are essential steps to finding the services that fit our needs.  

Often, we look to trusted reviewers to help us make these types of high-stakes decisions and want to be ensured that we are in good hands each step along the way. While deciding where next to eat, or whether or not to buy that new air fryer, there requires some thought and planning, decisions about behavioral healthcare should not be left to amateur reviewers. This is the importance of accrediting bodies such as the Commission on Accreditation of Rehabilitation Facilities (CARF) that have streamlined the process of vetting organizations to ensure their credibility.

When you are a behavioral health organization, the seal of accomplishment that accompanies a CARF accreditation is an aspirational beacon proclaiming to those who view your site online that you have endured the rigorous accreditation process in order to provide them with a higher level of care and continue to meet expectations year after year. 

Whether you are a consumer looking to learn a bit more about CARF, or an executive still undecided about whether you will elevate your practice to be in compliance with CARF standards of practice, the aim of this article is to provide a framework of understanding for all things CARF. 

What is CARF?

CARF International, officially the “Commission on Accreditation of Rehabilitation Facilities”, is an independent, nonprofit organization that serves as an accrediting body in the health and human services industry in the states and worldwide. Their mission is to advance the quality of services existing today that range from programs for children and youth to employment to treatment for opioid addiction. Another large area of focus is in “Aging Services”, and evaluating Continuing Care Retirement Facilities. 

All CARF-accredited service providers have earned recognition for their compliance with the company’s leading-edge set of standards, especially as it relates to business and service delivery practices. The standards referenced have been developed collaboratively over 50 plus years across disciplines and updated regularly based on input from professionals and consumers alike. Working from this framework, it is CARF’s role to consult and advise health and human service organizations to help improve their service delivery and quality. Earning accreditation signifies that the organization has demonstrated compliance with these standards, and remains committed to continuous quality improvement, as one’s status is periodically evaluated with an on-site visit and reviewed annually. 

CARF International has been an accrediting body since 1966, but was officially recognized in 2001 by SAMHSA (Substance Abuse and Mental Health Services Administration) for its work related to opioid treatment programs, and expanding services in 2013 to also include standards for eating disorder treatment.  

What is the difference between a facility with CARF accreditation and one without?

In the world of human service organizations, accreditation is more important now than ever. Consumers today want to make educated choices about their health care, and take seriously the quality of service provided to them. More and more, consumers are looking for accredited organizations as leaders in the field and as a sign of quality. An agency’s commitment to accreditation sends a message to consumers that the organization in question is committed to encouraging feedback, continuous improvement through the implementation of updated practices that reflect the cultural landscape, and to serving the needs of the community. 

What is the CARF Accreditation process?

The entire CARF accreditation process can be quite lengthy, lasting about 9-12 months for first-time applicants. Undergoing this tenuous and arduous process truly demonstrates the facility’s commitment to its community, working towards the well-deserved reward of achieving accreditation status.

  1. After a service provider commits to accreditation, the process begins with a thorough internal examination of its programs and business practices and how they compare to CARF standards. 
  2. The organization will next seek to schedule an on-site survey with the CARF team of expert practitioners in order to evaluate their performance and organizational practices and whether they truly abide by the applicable standards. CARF is unique in its approach as consultative rather than inspective, and ultimate desire to improve the provider’s operations and service delivery. Included also in this portion of the process are interviews of staff, persons served, and their families. 
  3. In the time following the on-site survey, the CARF team will provide a written report of their findings, including identified strengths, as well as areas for improvement. Depending on the data collected, they will render a decision regarding accreditation and may require updates to be implemented and written notice be issued upon doing so. 
  4. While the accreditation period may last 1-3 years, an Annual Conformance to Quality Report is required each year to demonstrate ongoing compliance. 

Is the accreditation process worth the effort it takes?

Although it can be a trying and difficult process in order to update your organization’s policies to be in line with CARF standards, the answer is yes. Ultimately, the process is rewarding, especially in that CARF will work with you in an effort to enact its mission of advancing the quality of services available today and they are determined to help elevate your practice and implementation. 

During the on-site survey, using their hallmark “consultive” approach, specialists will work with you to offer feedback and suggestions regarding meeting the standards and prioritizing accountability and quality. With over 50 years of experience, this nuanced approach will also allow for the standards to reflect your organization’s unique mission, vision, and identity. 

While it may not be as simple as paying dues and obtaining a certificate, CARF accreditation is much more than a simple certificate on the wall. Rather, it is a testament to the dedication of your agency and staff in their efforts to improve efficiency and provide the highest quality of care for your clients or residents. Insurance companies and third-party payers are likely to respond well to organizations with CARF accreditation and view their services as a better risk. 

What are the benefits of accreditation for a provider?

When you are an organization considering updating your practice, you’ll want to consider how alignment with CARF standards will reflect positively on your commitment to improve service delivery, manage risk, and distinguish yourself from the competition.
Other reasons to consider CARF include:

  • Joining the ranks of those who have aligned their practice to meet internationally accepted standards.
  • Receiving guidance in developing (or refining) your person-centered and individualized approach to services and outcomes.
  • Creating opportunities for feedback and improved communication with those you aim to serve.
  • Learning responsible management techniques that are efficient and cost-effective.
  • Demonstrating accountability to funding sources, referral agencies, and the community.
  • Providing evidence of quality and seeking transparency about the management of federal, state, provincial and local government’s funding
  • Using accreditation status as a tool to market programs and services 
  • Accessing support from CARF during and after the accreditation process, through consultation, publications, conferences, training opportunities, and newsletters
  • Assurance to the community that your organization is committed to providing the best quality of care possible and is consistently putting the needs of those you service at the center of everything you do, respecting their rights and individuality.
  • In addition, a recent review of CARF-accredited programs found the following average changes in the time period between their first and latest survey:
  • 26% increase in persons served annually
  • 37% increase in conformance to quality standards
  • 37% increase in annual budget dollars

Alleva can work with you to achieve or maintain that all-important CARF accreditation.

As the friendliest EMR platform around, Alleva can help you to elevate your practice in all the ways that really count, so you can spend more time doing what you do best, serving those in your care. When you partner with Alleva and digitize your practice, sleep soundly knowing that you have all the tools at your disposal to keep yourself up to date and compliant with CARF standards, in a format that is meant to endure. Your investment will be in the kind of software that will grow with you and our ever-changing industry. 

Alleva offers fully customizable Forms Management to allow for the creation and updating of consents and policies, all built and accessible within your own portal. Additionally, Alleva boasts a multitude of tracking methods to allow for data collection for continued compliance and improvement, like initial medication count for programs that employ med management. 

We have continued success helping our clients navigate the CARF accreditation process within Alleva and access other features that help with the constant evolution in this industry. If you want to learn more about how Alleva can work for you, request a demo today!

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https://helloalleva.com/a-guide-to-the-joint-commission-what-is-it-and-why-does-it-matter

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February 4, 2020

A Guide To The Joint Commission: What is it and why does it matter?

What is The Joint Commission?

The Joint Commission, previously known as The Joint Commission on Accreditation of Healthcare Organizations or JCAHO, is a nonprofit 501(c) that since 1951 has led the way in accreditation for healthcare organizations in the states and worldwide. 

Although The Joint Commission’s predecessor was focused on hospital care, for more than 50 years, they have operated in the realm of behavioral health, helping organizations understand and adhere to their standards. This aligns with the vision of the company to improve and enhance the quality and safety of healthcare delivery. 

The official mission of The Joint Commission is described as follows:

“To continuously improve health care for the public, in collaboration with other stakeholders, by evaluating health care organizations and inspiring them to excel in providing safe and effective care of the highest quality and value.”

The Joint Commission provides a service to the public, by establishing standards of practice, and reviewing and vetting organizations that have risen to meet them. Accreditation can be earned by organizations across the spectrum of health care, whether it is a hospital or doctor’s office setting, or a behavioral health treatment facility.

Those who seek accreditation through The Joint Commission will receive practical support and counsel through education on the standards before and during the on-site survey, as well as supplementary tools such as The Leading Practice Library or Targeted Solutions Tools. The latter is comprised of interactive web-based tools that offer a means of performance measurement to organizations that seek them out, along with customizable solutions. 

Those who pass the on-site survey are rewarded with a golden seal of approval and awarded accreditation status for three years. Through this process, organizations learn performance-improvement strategies to address issues of safety and improve the quality of care, reducing the risk of errors and subsequently, the cost of liability insurance coverage.

Why Pursue Accreditation?

While the coveted gold seal of approval is a much sought-after prize, at the outset of any journey to accreditation, obtaining it may appear to be a daunting and intimidating task. It is not uncommon to wonder whether it is worth it or not to venture on such a laborious undertaking. However, there are many reasons to consider that may shift the direction of your thoughts. 

  • Helps organize and strengthen efforts to improve patient safety
    Strengthens confidence in the quality and safety of the care, treatment, and services you provide to the community 
  • Provides a marketing advantage and a competitive edge in a competitive health care environment and improves your ability to secure new business
  • Improves risk management and risk reduction by focusing on performance-improvement strategies, that ultimately can reduce the risk of error or low-quality care
  • May reduce liability insurance costs by demonstrating attention to areas of needed improvement
  • Provides continuing support and education services through Joint Commission Resources® (JCR®) and The Targeted Solutions Tool®
  • Provides a customized, intensive review that will help identify areas of needed growth
  • The team of Joint Commission Surveyors offers professional advice and counsel, and education services to staff members during the on-site survey
  • Enhances staff recruitment and development, attracting qualified personnel, and providing opportunities for staff to develop their skills and knowledge
  • For some organizations, reduces the burden of duplicative federal and state surveys as it may fulfill regulatory requirements in some states and allow organizations to qualify for Medicare and Medicaid certification without undergoing a separate government quality inspection 
  • Provides a framework for organizational structure and management and provides guidance to an organization’s quality improvement efforts.

What’s the Difference Between The Joint Commission and CARF?

In the world of behavioral health, there are two big names in the accreditation industry, The Joint Commission and CARF International, or formally, The Commission on Accreditation of Rehabilitation Facilities.

While they perform the same task, the primary difference between them is their individual collection of standards by which they evaluate the organizations applying for accreditation. 

In order to see what’s required by each accrediting body, contact the companies directly, as both CARF and The Joint Commission will allow free access to their standards for a limited time (3-6 months) and have manuals available for purchase. (The Joint Commission provides free access once an organization has officially applied)

Some additional differences between the agencies:

  • The Joint Commission is more medically-based, while CARF is more active in the healthcare market
  • They may have differing preferential relationships with third-party funders including states and insurance companies
  • Accreditation fees vary between the bodies, typically based on the size of the organization seeking accreditation. An estimate can be easily obtained by contacting them directly. 
  • Depending on your accreditation needs, whether you are looking to accredit the entire organization or just specific programs, you’ll want to seek out  CARF, which allows for one program’s accreditation at a time, or The Joint Commission accordingly.

Why Choose The Joint Commission?

The Joint Commission has over 65 years of experience, has accredited over 22,000 organizations during their tenure, and brings all of that experience to you when you join them on an accreditation journey. 

For years, they have led the way to shape best practices in the industry and establish the most rigorous performance standards, earning their place as one of the most respected names in health care. In working with these thousands of agencies, they know what works and what doesn’t, and offer their expert perspective when you’re making important decisions about the structure of your organization and treatment practices. 

During the review process, you will be matched with a team of experienced surveyors based on their background and your organization’s needs. Through collaboration and communication, they aim to provide the support needed to navigate this journey, along with practical tools and resources to help you maintain excellence even after accreditation.

What is the Accreditation Process?

Initial steps in the accreditation process begin with learning as much as you can about the accreditation process, both by reading articles by third-party reviewers or accreditation experts, visiting and reviewing the many resources available to you on The Joint Commission website, and contacting them to request free online access, to review their standards and requirements directly. 

Once you’ve chosen to pursue accreditation through The Joint Commission and confirmed your eligibility, the next focus will be conducting an internal review, identifying areas of focus, and aligning your practice to meet standards as described in the manual. During this time, you will have access to a number of tools and experts to question and fully understand the standards and their implementation. 

In order to officially apply and decide upon a survey date, the following steps are recommended:

  1. After reviewing the requirements, conduct an analysis to see where there are gaps in your performance. Document and target these areas. 
  2. Schedule and conduct a mock survey, with your staff if possible. Consider your service delivery from the vantage point of one of the individuals you serve and walk throughout the entire process. 
  3. Develop a timetable to implement changes to areas identified in Step 1. Breaking up large tasks into smaller ones with their own completion date can be helpful in settling on a readiness date for your on-site survey. 

Once your survey is scheduled (up to one year from the application date), spend the rest of your time preparing for the visit from the surveyors. As they undergo the comprehensive review, you will be able to borrow from their perspective and feedback and know where you stand. Drawing from their collaborative approach, they may identify areas for improvement, and suggestions for implementation along the way.

Scoring and The SAFER Matrix

When it comes to the scoring and decision-making process, The Joint Commission takes seriously its mission to hold organizations to a higher standard, especially as it relates to the quality and safety of patient care. 

Requirements for Improvement (RFIs) are scored based on the criticality of the standards, the likelihood of the issue to cause harm, as well as how widespread the problem is. The visual representation on which all RFIs are represented is the SAFER Matrix and is based on the surveyor’s observations. This allows surveyors to perform the on-site evaluations of deficiencies, and denote the timeline for compliance.

  • Accurate and Reflective of an organization’s performance 
  • Transparent and Easily Understood- The Joint Commission wants to ensure that all applicants are fully aware of each step of the process
  • Graded Based on Impact- Some standards are “critical,” or have a more direct effect of the patient than others

The hallmark principles for this process rely on the results to be: 

How Does Alleva Help You Achieve Joint Accreditation Status?

Alleva can help you to elevate your practice no matter if you are considering accreditation from The Joint Commission, CARF, or are not quite ready to make the jump towards either. Whether you’re just beginning the process, have decided to wait to get started, or have been accredited for years, when you partner with Alleva, you will have access to all the tools and software that will grow with you, and this constantly updating industry.

With Alleva, you can get back to doing what you do best. You’ll save yourself the headache of lost forms, the tediousness of compliance checks, and endless paperwork fatigue. When you digitize your practice with Alleva, rest soundly knowing that when you’re ready, we have continued success helping our clients obtain The Joint Commission accreditation.  If you want to learn more about how Alleva can work for you, visit our home page, and request a demo today!

February 14, 2018

How To Bill Insurance Like A Pro – Insider Tips for 2022

Shelley Mangum of Illuminate Billing gives us expert advice on how to bill insurance.

Billing in 2022 continues to be a challenge for all, in particular, the predominantly out-of-network (OON) provider. Deductibles and out-of-pocket maximum levels continue to rise. Fewer plans provide OON benefits. Here are some tips to help navigate these and other relevant challenges

  • Complete a thorough Verifications of Benefit (VOB) before admit: Accurate and timely VOBs are vital to getting paid. Verification of Benefits is one of the most valuable tools in identifying if a client’s insurance will cover treatment or if other financial resources will be required. Verification of Benefit efforts do not stop once a client has entered treatment. Benefits must be checked at the beginning of each month and policy renewals must be reviewed. When policies renew, while in treatment the deductible and out-of-pocket maximum will reset, possibly causing a significant financial burden for clients.
  • Document the essentials: This may be one of the least favorite activities yet mandatory in the claims payment process. Best practice documenting to medical necessity criteria is vital. The tried and true statement: “If it is not documented, it didn't happen” is more true now than ever before. Claims continue to be denied for lack of documentation. Here are a few claim denial causes:
    • Start and stop time of session missing or inaccurate
    • The number of participants in a group not noted
    • Documentation is not signed by a credentialed individual
    • Medical records are not signed by the physician
    • The physician has not ordered specific treatment services
    • Medical records do not support the level of care billed
    • Credentials and/or dates are missing
  • Be aware of fraud trends: With fewer available insurance plans offering OON benefits, some insurance brokers have started getting creative by signing clients up on insurance plans in states other than where they reside. Then clients seek treatment in their home state. This is fraudulent in nature. Insurance companies will take action to recoup any revenue paid on such claims. It is not a matter of if, but when.
  • Don’t leave money on the table! Appeal: It has been reported that 25%-30% of claims are underpaid. Tracking allowed amounts and appealing for these funds is a fundamental part of running a successful billing organization. (Illuminate Billing Advocates brought in $1,034,000 in 2017 on these and other similar appeal cases.)
  • Engage in regular self-care: This item is vital to all aspects of treatment and life. With greater expectations and higher demands on our time, it is easy to get burned out, become apathetic or cynical about our work. The work we do is more than just a job it changes lives. The more we practice self-care the more impact we will have on those we influence. We focus on teaching structure, healthy patterns of living, and recovery skills to our clients but often fail to practice them with the same intensity. For this last item consider doing one or more of the following and note how it improves your overall feelings of well-being:
    • Be kind to yourself
    • Do an act of service outside of work
    • Try a new activity
    • Meet someone new
    • Schedule your own therapy session
    • Connect with friends

Click here for more industry knowledge!

February 8, 2018

Industry Crisis: Shortage of Substance Abuse Specialists

“If you put someone on a waiting list, you won’t be able to find them the next day,” says Becky Vaughn of the National Council for Behavioral Health. Anyone who has worked in addiction recovery knows that all too well. So why does it happen so often? Why are there individuals who finally find the courage to change, and then find that help is just out of reach? It’s not a shortage of beds, facilities, or insurance coverage. Instead, we find a shortage of substance abuse specialists in the workforce. This happens for a few specific reasons:

  1. Retirement. The workforce in the addiction recovery industry is older on average than other areas of healthcare and social work. As the older generation moves into retirement, treatment centers say goodbye to their most seasoned and expert therapists, case workers and others.
  2. Burnout or compassion fatigue. This is a common issue among substance abuse counselors. They do a hard job and often take their work home with them more than they realize. Many therapists face exhaustion and their work in addiction recovery lasts for only a few years until they move into other types of recovery and therapy.
  3. Salary. Some of the greatest champions in the recovery field are also the most underpaid. The average salary for social workers in the addiction field is $38,600, compared to $47,230 in the rest of the healthcare industry, according to the Bureau of Labor Statistics.

These three factors contribute to a high rate of turnover in the industry, creating a shortage of substance abuse specialists that is on the verge of crisis. This shortage in specialists comes at a time when insurances are covering treatment at higher rates than ever and rates of addiction are soaring. The crisis is the worst in Nevada where there are only 11 psychiatrists, psychologists, counselors and social workers available to treat every 1,000 people with SUDs. Nationwide, that average sits at about 32. By 2020, the need for addiction services professionals will reach 330,000, a number that will be hard to reach based on current trends.

The professionals who are treating addiction are among the bravest people working in addiction recovery. They are the warriors in this industry. Supporting clinicians and social workers, among others, needs to be a top priority for treatment centers so that they can continue their life-saving mission.



 

Click here for more information on industry trends.

January 31, 2018

The Huntington’s Overdose Capital of America

All across the United States, we hear daily news of the opioid crisis in our country. Nowhere has this epidemic hit harder than in the small town of Huntington, West Virginia. It’s become known as the overdose capital of America. 

On a normal day, Huntington’s overdose death rate is ten times the national average. But August 15, 2016 goes down in history, as the tiny town saw 28 of their friends and family members overdose on heroin in a single afternoon. Those 28 were a small fraction of the 773 opioid overdoses that occurred between January and September of that year.

The overdose capital of the US is home to 49,000. An estimated 12,000 of those citizens have a substance use disorder of some kind. As the epidemic takes hold on Huntington, even the smallest members of the community are victims. At Cabell Huntington Hospital, one in every ten babies born has to suffer through a withdrawal from some sort of drug. That’s 15 times the national average.

Huntington’s limited, small-town resources are strained. Medical personnel, emergency responders, government workers and social services are overwhelmed with the task of responding to emergency situations. With all of the resources being poured into reversing overdoses, there’s not much left to treat addiction. If you're looking to overcome addiction or help a loved one, you can learn more about which drug addiction treatment is best here. You can also check out our post on how to overcome symptoms of recovery. 

The few treatment centers in Huntington cannot possibly tend to the needs of 12,000 addicts. And in many small, conservative towns like this one, spiritually based programs are strongly favored, to the exclusion of evidence-based medical treatment, further complicating the search for a solution.

The crisis in Huntington, the overdose capital of America, is a scary glimpse into what happens when addiction takes over a community. That’s why it’s so important that lawmakers, treatment centers, service providers and concerned citizens to work together to combat the opioid epidemic. There are some great drug advocacy and awareness groups out there

If you provide help to those struggling with drug addiction and mental health, let us help you with a free demo of our mental health EMR. Click here to get a free demo.

Related articles:

5 Major Drug Use Policy and Advocacy Groups

 

Sources:

www.pewtrusts.org

www.cnn.com



 

January 24, 2018

Addiction is a Public Health Crisis

On average, 130 Americans die of opioid overdoses every day. Addiction is an epidemic that is ravaging our country. Prescription drug abuse is the force that drives it. As public understanding about substance use disorders increases, more people are recognizing that addiction is a public health crisis. In 2013, 63% of Americans viewed prescription drug abuse as a "major public health problem". That percentage jumped to 76% in 2017.

Governmental agencies are responding aggressively. The U.S. Department of Health and Human Services has five objectives to respond to and reverse this “health emergency”:

  •    Improving access to treatment and recovery services;
  •    Promoting use of overdose-reversing drugs;
  •    Strengthening our understanding of the epidemic through better public health surveillance;
  •    Providing support for cutting edge research on pain and addiction; and
  •    Advancing better practices for pain management.

Fortunately, as we work to counter the prescription drug abuse epidemic, studies show that small efforts go a long way.  Public understanding is increasing, along with scientific advancement and economic need. Now is the time to make the efforts necessary to stop the spread of addiction.

Click here to learn more about the addiction advocacy groups that are raising public awareness.


Sources:

http://www.pewresearch.org/fact-tank/2017/11/15/prescription-drug-abuse-increasingly-seen-as-a-major-u-s-public-health-problem/

https://addiction.surgeongeneral.gov/

https://www.hhs.gov/about/leadership/secretary/speeches/2017-speeches/secretary-price-announces-hhs-strategy-for-fighting-opioid-crisis/index.html



January 23, 2018

Alleva has joined the National Association of Addiction Treatment Providers – NAATP

 

 

 

Alleva is proud to join the National Association of Addiction Treatment Providers (NAATP). Over the last 40 years, NAATP has been at the forefront of the battle against addiction. NAATP unites those of us who work to fight addiction and ensures that members follow ethical and values-based approaches to healing. Their mission is to “provide leadership, advocacy, training, and member support services to ensure the availability and highest quality of addiction treatment.” In doing so, NAATP has created a standard for the industry.

NAATP’s work aims to influence the following areas of the addiction treatment field:

  • Access to addiction treatment
  • Delivery of addiction treatment
  • Recognition of best service delivery practices in addiction treatment
  • Recognition of ethical practices in addiction care marketing and service delivery
  • Dissemination of addiction treatment information to the industry and the public
  • Education and training
  • Public policy advocacy
  • Addiction industry unity, collaboration, and information sharing

At Alleva, we also seek to positively influence these areas of treatment provision and are excited to be part of an organization that represents its members with a strong and unified voice. Following in NAATP’s footsteps we will continue to work to overcome all barriers between treatment providers and the ethical, effective treatment of those in need.

Click here for more news from Alleva.

 

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Copyright 2019 - Alleva Corp. All Rights Reserved.

Copyright 2019 - Alleva Corp. All Rights Reserved.

Copyright 2019 - Alleva Corp. All Rights Reserved.