Frequently Asked Questions for Providers

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Frequently Asked Questions for Providers

We’re grateful for your feedback as we grow our network! Have ideas, suggestions, or a question for our team? Reach out to us at support@pathccm.com, or give us a call at 323-676-7425. We’ll get back to you as soon as possible.

Thank you for being a valued member of the Path network!

Please refer to this policy and procedure guide whenever you have questions about our processes. If your question is not answered here, please reach out to support@pathccm.com and we will be happy to assist you.

Client Communication: 

  • Contact Information: During your first appointment with a client, please provide them with your contact information so that they can reach out to you going forward.
  • Initial Appointment Scheduling Conflict: Our Intake Team schedules Initial Therapy appointments for you based on the current availability of your AdvancedMD Schedule. This is why it is so important to keep your calendar up to date. If you are no longer able to meet with the client at that scheduled time, please reach out to the client directly to find a time that works for both you and the client.
  • Client Drop-Out: If you have lost contact with a client and believe they will benefit from continuing therapy, please let our Care team know by emailing care@pathccm.com.

Telehealth Appointment Policies: 

  • When To Contact Late Clients: If your client has not joined your Telehealth session after 2 minutes, send them an email within the Telehealth Module by clicking the paperclip/chain-link icon to the right of Start Call > Share Link. If they are 5 minutes late, please give them a call. If you don’t hear from your client after 15 minutes, you can end the session and mark them as a no-show.
  • Technical Difficulties: If you or your client is experiencing technical difficulties preventing the session from starting, please give the client a call. You can continue the session by phone or your own Zoom/HIPAA-compliant video conference link.

Billing and Insurance Policies: 

  • Billing Your Clients: We have already collected insurance information and have a credit card on file before ever adding a new client to your calendar. We handle the collection of all copays. If your client has a question about billing, please have them contact billing@pathccm.com.
  • Late Cancel and No-Show Policy: All clients sign Path’s 24-hour Cancellation and No-Show policy during intake. This policy states that if a client cancels within 24 hours of their appointment, or if they no-show for their appointment, they will be charged the full fee for that session on their credit card. However, it is your discretion on whether or not you’d like to charge the fee — please review this video for instructions for how to mark someone as a no-show and charge them or waive the fee. If you do decide to charge the client, you will be paid your full rate for that session. If you do not decide to charge the client, you will not be paid.
  • Multiple Sessions in One Week: If your client requests to see you more than once a week, you can do so if you deem it medically necessary to the client’s treatment. We recommend checking the client’s chart to confirm that they do not have a session limit before scheduling multiple weekly appointments. Please document the medical necessity of the additional session in the note for the second session. Do not schedule multiple appointments for a single client within the same day.
  • Notes and Charge Slips: You must sign your notes and chargeslip within 24 hours of the completed appointment. As a refresher, take a note associated with the session, sign it, and sign the associated charge slip. This allows us to get you paid on time each month.
  • Private Pay Clients: You are welcome to use our EHR and billing services for private pay clients. Our private pay rate for clients is $120, and you will be compensated for these visits along with your other our rate will be the same as your hourly rate.
  • Clients Located Outside of California: You are only allowed to bill insurance if the client is physically in the state you are licensed. While we do verify their location before ever scheduling them, it is best practice to ask where they are located if you suspect your client is not in your present, medically-licensed state during the session.
  • CPT Codes: Please use the CPT code 90791 in your note and charge slip for all initial appointments. For follow-up appointments, you will likely be using 90837 (60 minute therapy). 60 minute therapy requires at least 53 minutes for therapy (the rest can be for notes).
  • Diagnosis Codes: When adding a diagnosis, you must use F codes — Z codes are not reimbursed by insurance.
  • Free Consultation Calls: You do not need to take a note for 15 minute consultation calls. This is not a billable event, so please do not create a charge slip.
  • Provider No-Show Policy: Our goal is to provide world-class support and care for our clients. We collaborate with our providers to ensure that our clients receive life-changing treatment. 

    To ensure this, Path providers agree to: 

    • Arrive on time to their appointments with clients
    • In case of an emergency, reach out to the client directly and promptly to let them know about changes to the schedule
    • Align with the client before making adjustments to the client’s appointment time

    If we hear from a client that a provider was late or missed their session, we will check in with them. After 3 instances of late cancellations, missed appointments or tardiness, we will pause on sending new clients to that provider until they have demonstrated the ability to arrive on time and communicate appropriately with clients.

Communicating with the Path Team: 

  • Vacation/Sick Time: If you will be on vacation or otherwise unavailable, please add blocks to your calendar so that our intake team knows not to schedule you for new clients during those times. If you have clients with existing appointments during that time, please reach out to the clients directly to let them know, and to reschedule if needed. If you will be unavailable for an extended period of time, please let our team know at support@pathccm.com.
  • Contacting The Path Team: To request a referral (psychiatric, IOP, etc.), to request a client re-match, or to otherwise check in about specific client questions, please email our Care team at care@pathccm.com. For questions about scheduling, the EHR, Path policies and anything else, please reach out to the Provider Support team at support@pathccm.com.

To make any long-term changes to your calendar availability, or if you are currently at capacity with new clients, you can email the Provider Support team with any changes you would like to make at support@pathccm.com. If you would like to add a one-time block or availability to your calendar, please see this video.

As a part of the Path Provider Network, you’ll get paid through direct deposit every other Friday. If you have not yet been set up with direct deposit, please reach out to support@pathccm.com. You’ll receive your invoice for the sessions you’ve had a few days before each payment.

To view Pay Periods in your Google Calendar, click here.

Share this link with your colleague so they can schedule a call with us.

Read this article for best practices for HIPPA compliant email services.

To reach the Provider Support team, please email support@pathccm.com, or give us a call at 323-676-7425.

How are my patients billed by Path? 

Your patients provide us with a credit card, which we verify, before they can schedule an appointment with you.

Your patients are told up front what their co-pays are. We will charge the card on file the night of the appointment, or the day afterwards. Their credit card statement will attribute the charge to Path. 

What is our cancellation policy? 

We have a 24-hour cancellation policy. If your client cancels before the 24 hour window before their appointment, there is no fee.

If they cancel within 24 hours of their appointment or no-show, we’ll charge them and pass your full fee onto you.

How will I get paid? 

As a part of the Path Provider Network, you’ll get paid through direct deposit every other Friday. If you have not yet been set up with direct deposit, please reach out to support@pathccm.com. You’ll receive your invoice for the sessions you’ve had a few days before each payment.

To view dates for pay periods, click here to add the Billing calendar to your Google Calendar.

Path therapists can write letters for Emotional Support Animals for their clients. When prospective clients reach out asking for this, we let them know that our therapists will need to work with them for 2-3 sessions before they can write this letter, and this will be at the therapists’ discretion.

We recommend these articles for therapists who have questions about writing a letter for an ESA for their clients:

It is up to you to decide whether or not you would like to write this letter for your client. Please reach out to support@pathccm.com if you have any questions.

Clinical FAQ

Clinical documentation serves as an official record for the client of the services you are providing. The record tells the story of how the client is progressing as a result of your interventions. Quality clinical documentation follows the Golden Thread. The Golden Thread is a term that references the tying together of the Assessment and Treatment Plan throughout all of your documentation and how the thread keeps the clinical focus on the client’s goals and objectives of treatment.

Clinical documentation offers a justification of medical necessity for the treatment and services you provide to allow for reimbursement. Insurance companies are in the business of ensuring covered patients receive only the treatment that is considered reasonable, necessary, and appropriate.

Although the exact definition of medical necessity varies depending on the policies of the payer, HealthCare.gov defines medically necessary services as “health care services or supplies that are needed to diagnose or treat an illness, injury, condition, disease, or its symptoms – and that meet accepted standards of medicine.”

There are 7 key elements that demonstrate medical necessity of a behavioral health service: 

  1. Your intervention treats a mental health condition or functional deficits that are the result of the diagnosis.
  2. The service has been ordered or prescribed on the treatment plan to treat the mental condition. 
  3. The service you are providing should be generally accepted as effective for the mental condition being treated.
  4. The individual must participate in treatment.
  5. The individual must be able to benefit from the service being provided.
  6. It must be a covered service by the payer. (see next item for more info)
  7. The service is driven by the treatment plan.

Although covered services vary by payer, Path providers are typically able to deliver the following services: 

90791:  Psychiatric Diagnostic Evaluation by a licensed clinician (16-90 minutes)

90832:  Psychotherapy (16-37 minutes)

90834:  Psychotherapy (38-52 minutes)

90837:  Psychotherapy (53+ minutes)

90839:  Psychotherapy for crisis (billed for the first 60 minutes)

90840:  Psychotherapy for crisis (each additional 30 minutes after 90839)

90846:  Family therapy without the client (26+ minutes)

90847:  Family therapy with the client (26+ minutes)

Note:  It is the client’s responsibility to verify coverage of a service.

Providers seeing clients through the Path network must complete minimum documentation requirements for services provided using note templates in our Electronic Health Record (EHR).   

  • First visit:  Complete the Initial Assessment and the Treatment Plan 
  • Follow-up visits:  Complete a Progress Note using the SOAP format
  • Last visit (or lost to follow up):  Complete a Discharge Note *Note: this is not a code for reimbursement unless a patient is seen and another service is billed.

Path provides note templates in our EHR.  Each note has required fields (in yellow) and clinical prompts to ensure providers are documenting all required elements.  You will not be able to sign a note without completing the required fields.

We recommend completing a note on the same date of service. However, Path allows up to 24 hours from the time of the appointment to enter a note. 

Once a note is signed in the EHR, it cannot be changed. The original entry must remain in the record.   However, you can add an addendum for new information or a clarification for mistakes.  

To add more information or to clarify an error: 

  • Search for the patient in the top left of the dashboard (by last name), then select the note from the right-hand side in the patient’s chart. On the top light blue bar, please click Add Linked, and then select Patient Note. 

advanced md screenshot

  • Then select “3 – Blank Note” as the note template
  • In the Patient Note, document the current date and time. 
  • Write “addendum” or “clarification” at the start of your note as the purpose.  
  • State the reason for the addendum or clarification referring back to the original entry 
  • Write the addendum or clarification.  

Example of an addendum:  “This is an addendum to the Progress Note dated Nov. 17, 2021 to provide additional collateral information provided by the client’s mother after the session. Client’s mother reports the client missed school last week due to experiencing a panic attack while at the bus stop.” 

Example of a clarification:  “This is a clarification to the Initial Assessment dated Nov. 10, 2021 to correct an error in documentation regarding the client’s employment status. Client reports he is employed part-time.” 

  • Sign the Patient Note

Note: Do not generate a new charge slip for an addendum or clarification.

The first visit with every client involves building rapport, collecting demographic information, and completing a comprehensive biopsychosocial assessment and psychiatric evaluation.  There are three main purposes of this assessment: 

  1. To determine clinically appropriate DSM-5 diagnoses
  2. To determine medical necessity for treatment of a mental health or substance use condition
  3. To collaborate with the client to develop a treatment plan.

All providers will use the Initial Assessment template for this evaluation.  The initial assessment should be coded as a 90791: Psychiatric Diagnostic Evaluation.  The minimum time allowed to use this code is 16 minutes.

A treatment plan is a detailed, documented course of action written collaboratively with a client that identifies goals and objectives to address the presenting problem(s). The process of treatment planning starts with the assessment and involves the provider and client working together to identify a series of measurable action steps that will allow the client to change, improve, solve, or alleviate mental health and/or substance use concerns. 

A Treatment Plan needs to include, at a minimum, four major components:

  • Treatment goals – These should be individualized to the client and symptom-focused.
  • Objectives – Smaller steps that the client agrees to work on to accomplish their goal(s). Objectives should be specific, measurable and realistic with estimated time frames for completion.
  • Interventions– The modalities, services, approaches, techniques, tools and/or practices you will use.
  • Plan– The frequency and anticipated duration of treatment.

The treatment plan is a key part of the Golden Thread.  The document serves as a roadmap or guide for the client and the provider to stay focused on the identified goals and objectives and to monitor progress.

The treatment plan is a “living” document that drives services provided to the client and

gives clear direction on the planned course of treatment. It is living because it changes with the

changing needs of the individual. As the client accomplishes goals or identifies new issues, the treatment plan should be updated to reflect these changes.

Initial treatment plans should be developed during the first session.  We recommend updating the treatment plan as often as needed based on the client’s progress and therapeutic needs related to their condition. Please select “Update” as the type of treatment plan when documenting changes to the initial plan.

A progress note documents details of the services provided in each session and the session start and stop times. Each progress note also includes information regarding the progress the client is making towards the goals and objectives identified on the treatment plan. Path uses the SOAP note format for all Progress Notes

The Subjective, Objective, Assessment and Plan (SOAP) note is an acronym representing a commonly used method of documentation for healthcare providers. The SOAP note offers a way for all providers to document in a structured and organized way.

For details on how to write a SOAP note, click here for more details.

Video overview of SOAP note here.

If you do not feel qualified to treat a patient that we have matched with you, please email care@pathccm.com with the patient details (name and date of birth), as well as a summary of why you are not a good fit and what type of provider you recommend. Additionally, please let the care team know if there is something specific that you would like us to update in our matching settings to ensure we are only sending you the best possible matches.

EHR Support and Training Videos

New AMD Workflow

Open a new patient note (linked to appointment, as you would through either double clicking from dashboard or from the scheduler). You will now be directed to the patient’s facesheet, as seen below: You will select the appropriate note template for that visit by clicking the dropdown arrow next to “Template” 1 – Initial Assessment & Treatment Plan For all initial visits, you should select 1 – Initial Assessment & Treatment Plan Click the Initial Assessment – 90791 tab (to the right of the info tab) You will then start filling out the form. All areas highlighted in yellow are required in order for you to sign off. A few tips to get you started:
  • Therapy times can either be typed in the format of HH:MM AM/PM or by selecting the calendar icon
  • Boxes with arrow on the outside of the box are multi-select options
  • Boxes with down arrow inside the box are single select options
After you have made your way to the bottom of the Initial assessment, you should select the correct 90791 CPT code (telehealth or in office) Then add your ICD code(s), complete your name, license type, and timestamp at the bottom, and move on to the Treatment Plan Tab (in the top blue bar) If the client is a minor, you should complete the few questions at the bottom of the Initial Assessment as well. Treatment Plan Once you have completed the initial assessment portion of your visit, you should move to the treatment plan tab. This treatment plan is a detailed, documented course of action written collaboratively with a client that identifies goals and objectives to address the presenting problem(s).  Once you have completed the treatment plan (required to include at least one treatment goal and objective), please sign off on the Initial Assessment and Treatment Plan by clicking Sign on the top light blue bar. Please sign the note and the affiliated chargeslip. 2 – SOAP / Progress Note For future appointment visits (after your initial assessment), you should select SOAP / Progress Note. You will then click in to the SOAP / Progress Note tab. You will then complete the SOAP note. The SOAP framework includes four critical elements that correspond to each letter in the acronym — Subjective, Objective, Assessment, and Plan. Once you have completed the note, please select the appropriate CPT code (telehealth in the left column, in office in the right column) and ICD diagnoses. For your convenience, you can access (and update if desired) the treatment plan you completed during the initial assessment from this SOAP note, by clicking the Treatment Plan tab as shown below. All information you input during the initial assessment will have been carried over. Please sign off the note and chargeslip as you usually would, by clicking sign at the top. 3 – Blank Note A blank note is a helpful document if you would like to add an addendum to a previous note or if you would like to document anything in between visits (perhaps a phone call or quick memo).   Select 3 – Blank Note template from the patient facesheet. Your blank note does not include an option for CPT as it is not intended as a billable event. 4 – Discharge Note Please use a Discharge Note to identify when a client is no longer being seen for care with you. The Discharge Note may be completed when a client achieves their therapeutic goals and is ready to terminate services with you, when the client (or provider) makes a choice to discontinue services, or when a client is referred to another provider or organization The Path Discharge Note is very brief.  It includes items such as the reason for the discharge, if treatment goals were achieved, and a plan for the client in the event that symptoms reoccur or if additional services are needed. Referrals for care coordination may also be included in this note.     Select the 4- Discharge Note template from the patient facesheet. Then click the Discharge Note tab. At the bottom of the form, you will see that we request you complete the discharge diagnosis for the patient.

A few tips to get you started:

  • Boxes / icons highlighted in yellow are required fields. You cannot sign off on the note or chargeslip without completing these.
  • Therapy times can either be typed in the format of HH:MM AM/PM or by selecting the calendar icon
  • Boxes with arrow on the outside of the box are multi-select options

Boxes with down arrow inside the box are single select options 

Calendar

Notes and Charge Slips

Client Communication & Appointments

Log in to the EHR. In the top black bar, click Modules > Telemedicine. 

A pop up window will appear, where you can click Start Session next to an upcoming session. You can also click the paper clip icon, and re-share the link for the appointment. You can navigate to a different date in the upper right hand corner by clicking on the calendar icon.

 

General Support

Need some extra assistance with AdvancedMD? Check out the videos below:

 

 

 

 

 

 

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