Co-location of Primary Care and Behavioral Health Services: IT Assessment and Gap Analysis

The following IT Assessment and Gap Analysis tool can assist sites planning for implementation of co-located primary care and behavioral health services. The tool can be adapted based on the host service of the site and the planned services.

Instructions:Complete the IT Assessment and Gap Analysis with clinic administrator or other individual who is familiar with the system capabilities and operational use. If a question or category of questions do not relate to the site or the intended integrated services, non-applicable is selected (N/A). If the person being interviewed is unsure of the system’s capabilities, unsure (??) is selected. Any areas of concern or gaps in capability should be flagged in the gap analysis and an appropriate mitigation recommendation should be developed.

Site / Date Completed
Check off all that apply
Scope of Services / Service is Currently Provided / Service is Planned / Service is N/A / Electronic Documentation / Paper
Documentation / Hybrid
(Paper + EMR) Documentation / Name of EMR
(if applicable)
  1. Primary Care

  1. Mental Health

  1. Substance Abuse Treatment

1.IT Capability Assessement for The Provision of Primary Care Services (planned or Current)
# / Primary Care IT Capability / YES / NO / ?? / N/A / Notes
1.01 / System is able to secure sensitive areas of documentation with role specific access (e.g. psychiatry notes only accessible to mental health providers)
1.02 / System has templates for primary care assessments
1.03 / System has screening tool(s) for mental health
1.04 / System has screening tool for substance abuse
1.05 / System has capability and is configured for two level screen: single question assessment, triggering longer assessment if positive (e.g. a positive PHQ-2 automatically initiates a PHQ-9)
1.06 / System has the ability and is configured to flag and alert for periodic preventive care (e.g. annual screen for substance abuse, vaccines, mammography)
1.07 / System has template for primary care treatment plan
1.08 / System has template for primary care follow up visits
1.09 / System has the ability and is configured for provider to view the schedule and availability of another provider
1.10 / System is configured for primary care provider to schedule a joint or contiguous visit with integrated care provider
1.11 / System has the ability and is configured to track referrals
1.12 / System has the ability and is configured to provide billing system with necessary data to produce a merged claim for single or multidisciplinary integrated services provided on the same date (if applicable based on regulatory option selected)
1.13 / System is able to migrate ordered ancillary services to claim as applicable
2.IT Capability Assessement for The Provision of Mental Health Services
# / Mental Health IT Capability / YES / NO / ?? / N/A / Notes
2.01 / System is able to secure sensitive areas of documentation with role specific access (e.g. psychiatry notes only accessible to mental health providers)
2.02 / System has templates for mental health care assessments
2.03 / System has template for mental health care treatment plan
2.04 / System has integrated screening tool for substance abuse
2.05 / System has capability and is configured for two level screen: single question assessment, triggering longer assessment if positive (e.g. a positive PHQ-2 automatically initiates a PHQ-9)
2.06 / System has the ability and is configured alert for periodic care and assessment (e.g. annual behavioral health screens)
2.07 / System has preformatted template for mental health care follow up visits (E/M, psychotherapy individual & group)
2.08 / System has the ability and is configured for provider to view the schedule and availability of another provider
2.09 / System is configured for mental health provider to schedule a joint or contiguous visit with integrated care provider
2.10 / System has the ability and is configured to track referrals
2.11 / System has the ability and is configured to provide billing system with necessary data to produce a merged claim for single or multidisciplinary integrated services provided on the same date (if applicable based on regulatory option selected)
3.IT Capability Assessement for The Provision of Substance Abuse Treatment Services
# / Substance Abuse IT Capability / YES / NO / ?? / N/A / Notes
3.01 / System is able to secure sensitive areas of documentation with role specific access (e.g. psychiatry notes only accessible to mental health providers)
3.02 / System has templates for substance abuse assessments
3.03 / System has capability and is configured to track annual health assessment and health monitoring
3.04 / System has screening tool for mental health issues
3.05 / System has capability and is configured for two level screen: single question assessment, triggering longer assessment if positive (e.g. a positive PHQ-2 automatically initiates a PHQ-9)
3.06 / System has the ability and is configured to flag and alert for periodic reassessments (e.g. annual behavioral health screens)
3.07 / System has template for substance abuse care treatment plan
3.08 / System has templates for substance abuse treatment follow up visits (e.g. individual and group counseling; medication administration)
3.09 / System has the ability and is configured for provider to view the schedule and availability of another provider
3.10 / System is configured for substance abuse treatment provider to schedule a joint or contiguous visit with integrated care provider
3.11 / System has the ability and is configured to track referrals
3.12 / System has the ability and is configured to provide billing system with necessary data to produce a merged claim for single or multidisciplinary integrated services provided on the same date (if applicable based on regulatory option selected)
Gap Analysis and Mitgation Plan
# / Capability Gap / MitigationRecommendation / Resources Needed for Mitigation

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