Protocol for the Coordination of Care Between
Northern Arizona Regional Behavioral Health Authority (HCIC) and
Arizona Department of Corrections (ADC)
Effective 01/01/2016
Revised 12/2016
Health Choice Integrated Care (HCIC) and its Behavioral Health Homes, along with the Adult Probation Departments in Gila, Mohave, Coconino, Apache, Yavapai, and Navajo Counties agree to coordinate care in the areas of referral, intake and assessment, treatment planning, and crisis management. All agencies agree that effective service delivery is initiated and maintained by forming a strong alliance as the foundation for coordinating the roles and responsibilities that are outlined below. HCIC, the Behavioral Health Homes and Adult Probation believe that the Child and Family Team is the primary arena for service planning and delivery. In utilizing the team approach to gaining successful outcomes with mutual clients, both agencies agree the child and family are primary agents in team decision-making and activities related to treatment planning and services.
[For more information please also reference the HCIC Provider Manual 11.2: “Coordination of Care with Other Governmental Entities” http://www.healthchoiceintegratedcare.com/wp-content/uploads/2015/07/PM_Cpt_11_Coord-of-Care_11.2-Coord-with-Govt-Agencies_Final.pdf
*Links for this protocol can be located on the HCIC website (www.healthchoiceintegratedcare.com).
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Crisis AssessmentsHCIC / Behavioral Health Home Responsibilities / ADC Adult Parole Responsibilities
Crisis Triage through HCIC’s Behavioral Health Homes can be accessed during business hours and after hours, 24 hours a day, seven days a week. HCIC maintains a toll free telephone number [1-877-756-4090] for this purpose. / For Persons in Crisis: See HCIC responsibilities for Crisis Triage Services, which are available 24 hours a day, 7 days a week by calling the local Behavioral Health Home or the HCIC Crisis Line [1-877-756-4090]. If the ADC Adult Parole Officer is making a referral for an individual experiencing a psychotic episode or is in crisis, be sure to request “Crisis Triage” services for immediate response.
Behavioral Health Homes (BHH) provide both telephone and face-to-face Crisis Triage during business hours. Crisis Response Network staff provides Telephone Crisis Triage after business hours and determine whether the person’s needs are either Immediate, Urgent or Low/Routine.
§ Immediate Need: Requires crisis assessment within less than two hours from identification of need or as quickly as possible when a response within 2 hours is geographically impractical.
§ Urgent Need: Requires crisis assessment within less than 24 hours.
§ Routine Need: Requires routine assessment within 7 days.
Crisis Response Network is not required to contact staff at Behavioral Health Homes regarding members with Low/Routine acuity whose immediate needs have been handled during the Telephone Crisis Triage; however reports are forwarded to the Behavioral Health Homes by the next morning. All persons with Immediate or Urgent acuity are referred immediately by Crisis Response Network to on-call staff at the Behavioral Health Homes for Crisis Services. The on-call crisis evaluator will provide a mobile crisis assessment if there is an immediate or urgent need. Behavioral Health Home staff will arrange for hospitalization (when required) as well as transportation to the identified facility.
The Behavioral Health Home will provide the date and time of the intake appointment to the ADC Adult Parole Officer. The Behavioral Health Home is expected to offer an intake appointment within 7 days of the request being made.
Integrated Care Management
HCIC’s Integrated Care Managers will coordinate with DOC’s Corizon SMI Release Planners prior to a member’s release who has an Serious Mental Illness determination.
The member will have a scheduled appointment with their assigned, or chosen, BHH within a week of release.
HCIC will continue to support the implementation of services for the released member for a minimum of 90 days post-release.
HCIC will contact Parole for any needed updates or to encourage coordination with the BHH case manager.
Referral and Service Delivery
HCIC/Provider Responsibilities / ADC Adult Parole Responsibilities
HCIC’s Behavioral Health Homes (BHHs) offer the comprehensive array of covered behavioral health services detailed in the AHCCCS Covered Services Guide.
https://www.azahcccs.gov/PlansProviders/Downloads/GM/CoveredServiceGuide/covered-bhs-guide.pdf / If it is determined that an offender has an issue of substance abuse or mental heath, the parole officer will make a referral to a Behavioral Health Home (if there are multiple providers, offender will choose) along with the following:
Referral
Release of Information
Written Directive
Pre-sentence Report (if available)
AZSAHI-DI93
Conditions of Supervision
Upon receipt of the referral from ADC Adult Parole, the Behavioral Health Home will offer an initial assessment to the member within 7 days of the referral.
HCIC monitors providers to ensure compliance with PM 3.2: Appointment Standards and Timelines of Service.
The Behavioral Health Home shall review ADC Adult Parole’s documentation when considering treatment options for members.
*The majority of HCIC’s Behavioral Health Homes are able to provide Same Day Intakes, granted the probationer arrives earlier in the day. If an intake is not possible for that day, the probationer will be asked to return by a specified time the following day. / ADC Adult Parole will notify the Behavioral Health Home if there is a change in status:
A warrant has been issued
Petition to revoke
Offender has absconded
Offender has been arrested/jailed
*The clinician will keep confidential the offender’s change in status until there is agreement with the assigned parole officer regarding the therapeutic value of the information.
HCIC will monitor providers to ensure compliance. / ADC Adult Parole will notify the Behavioral Health Home if an offender has transferred out of the HCIC area.
HCIC will monitor providers to ensure that the first treatment service occurs within 23 days of receiving the referral for eligible members.
The Behavioral Health Home shall review ADC Adult Parole documentation when considering treatment options for members.
Adult Recovery Teams (ART)
The goals of an Adult Team are to enhance the member's engagement in services; improve the member's satisfaction and treatment outcomes; and to adhere to Arizona's Principles for persons who have a serious mental illness (SMI).
HCIC / Behavioral Health Home Responsibilities / ADC Responsibilities
If the member is hesitant about including Adult Probation during the ART process, the Behavioral Health Home will discuss with the member the advantages of having the complete team present for coordination of care and will attempt to mediate any concerns with Adult Probation’s participation.
The BHH will work with the member within a Trauma Informed Care approach. / Attendance at ART meetings is guided by the probationer, though all ART members should be made aware of any updates resulting from the meetings.
If the probationer refuses inclusion of Adult Probation at the ART, ADC Adult Parole may consider including the BHH during a probation-lead staffing to attend to enhance coordination of care.
Mechanisms for Information Sharing
HCIC/Provider Responsibilities / ADC Adult Parole Responsibilities
The Behavioral Health Homes will maintain a current roster of offender referrals, placements and case status. Upon request and in a timely manner, the Behavioral Health Home will provide ADC Adult Parole with clinical documentation that has been authorized for release by the member. *The member must agree to and sign a release of information authorization for the Behavioral Health Home to discuss any substance abuse issues with ADC Adult Parole
*The member must agree to and sign a release of information for the BHH to discuss any substance abuse issues with APD (per HCIC PM 16.0: Contract Compliance). / ADC Adult Parole shall ensure that all necessary informed consents are obtained to allow for coordination of care pursuant to federal confidentiality of substance abuse treatment patient information (42CFR Part 2).
Behavioral Health Homes will provide appropriate and timely written or verbal progress information to ADC Adult Parole as agreed upon by the ART. Information that could be associated with any acute risk factors or community safety will be communicated to ADC Adult Parole immediately. / ADC Adult Parole will provide case documentation to assist in appropriate treatment placement, including a brief history of critical facts, known substance abuse history, mental health issues, prior treatment and criminal justice summary (as permitted by law), and any known history of violence or sex offense. The FROST will be completed every 6 months and forwarded to the provider.
Information Sharing – Member Privacy
HCIC, Behavioral Health Homes and ADC Adult Parole are committed to adhering to compliance with all HIPAA and 42 CFR Part 2 requirements.
HCIC / Behavioral Health Home Responsibilities / ADC Adult Parole Responsibilities
Behavioral Health Homes will send encrypted emails to ADC Adult Parole when discussing specific client information. / Secure faxes may be sent to HCIC at 855-408-3400.
Resources Contributed to the Care and Support of Persons Mutually Served
HCIC/Behavioral Health Homes Responsibilities / ADC Adult Parole Responsibilities
Behavioral Health Homes shall conduct financial screenings for Title XIX eligibility and assist in the application process. / ADC Adult Parole will provide community supervision of offenders.
Behavioral Health Homes will communicate and collaborate with ADC Adult Parole regarding member progress through monthly written reports and on an ongoing basis, as needed. Providers shall notify ADC Adult Parole of all scheduled or impromptu ART meetings. / ADC Adult Parole will contribute information regarding offenders to ensure appropriate behavioral health services are received.
HCIC and its Behavioral Health Homes offers the comprehensive array of covered behavioral health services detailed in the Arizona Health Care Cost Containment System Covered Services Guide. / ADC Adult Parole will communicate and collaborate with HCIC providers to increase the member’s participation in treatment services.
Process Improvement
HCIC, Behavioral Health Homes, Arizona Office of the Courts, County Adult Probation Departments and AZ Dept. of Corrections Adult Parole have agreed to mutually plan for and attend joint meetings. All parties agree to use this opportunity to discuss systems related issues and jointly needed program development.
HCIC / Behavioral Health Home Responsibilities / ADC Adult Parole Responsibilities
Behavioral Health Homes and their county’s ADC Adult Parole Departments will meet at a minimum of twice each year.
HCIC’s Criminal Justice Liaison, along with AOC and ADC Adult Parole, will attend meetings at least annually and will coordinate as requested.
HCIC’s Criminal Justice Liaison will be called upon to coordinate and facilitate joint meetings at any time if any party desires this assistance.
Agenda items could include:
§ Joint training needs
§ What’s working – what’s not working
§ Reporting
§ Community resources/ initiatives
Mechanisms for Resolving Member/Consumer Complaints and System Barriers
All persons involved with HCIC and/or ADC Adult Parole have access to a complaint process for expression of dissatisfaction with any aspect of their care. Complaints about behavioral health or adult probation services should always be encouraged to be resolved at the lowest possible level, yet it is equally important that persons understand that a formal complaint process is also available when needed.
HCIC / Behavioral Health Home Responsibilities / ADC Adult Parole Responsibilities
Attempts to resolve issues at the local level should occur through the ART process but may also include contacting the Behavioral Health Home’s Adult Services Manager or Director. Consultation is available at the regional level by HCIC and ADC Adult Parole as needed.
ADC’s Treatment Supervisors are the point of contact for directing member related complaints. / Complaints pertaining to member specific situations can be reported to HCIC by utilizing their toll free telephone number: 1-800-640-2123. To submit a written complaint, mail the complaint to HCIC Member Services at 1300 S. Yale Street, Flagstaff, AZ 86001.
System-level issues may also be reported to either the HCIC Adult Recovery Services Department, HCIC Justice Department, or to Adult Probation Department for review at local or regional collaborative meetings.
Joint Training
Joint training needs are discussed and decided on in a collaborative manner.
Ideas for trainings are obtained from management staff at HCIC, the Behavioral Health Homes, and ADC Adult Parole. Ideas can also come from line staff input during joint meetings and HCIC’s Adult and Children’s Services Meetings. HCIC’s Criminal Justice Liaison will schedule trainings as needed or requested by the Behavioral Health Homes and ADC Adult Parole Departments.
HCIC providers receive trainings relevant to substance abuse issues. ADC Adult Parole is welcome to attend these trainings.
Training on this Protocol is mandatory for all adult behavioral health employees who provide services for probationers. / Appropriate Adult Parole employees should receive training within six months of employment and updates should be reviewed annually.
AZ Dept of Corrections Parole Contacts
Northern Arizona Regional Parole Offices - Armando Gonzalez Parole Supervisor/ 928-214-3465
Coconino County 323 San Francisco St., Ste. 101, Flagstaff, AZ 86004
Everett Hull Sr. PO Officer 928-214-3463
Bobby Blevins PO Officer 928-214-3464
Roger Horne PO Officer 928-214-3462
Apache/Navajo County 235 S. Main St., Snowflake, AZ 85937
Albert Barrera Sr. PO Officer 928-532-3695
Jess Clements PO Officer 928-532-3696
Michael Rubi PO Officer 928-532-3697
Mohave County 1865 Airfield Ave., Kingman, AZ 86401
Brian Clark Sr. PO Officer 928-718-2031
Jacob Lister PO Officer 928-718-2033
Cory Groves PO Officer 928-718-2034
Holly Dedmon PO Officer 928-718-2036
Yavapai County 3001 N. Main St., Ste 2C, Prescott, AZ 86314
Donna Shilling PO Officer 928-277-2782
Rhett Haggard PO Officer 928-277-2784
HCIC Region Behavioral Health Home Contacts- Adult Services Providers
A more detailed contact list is available at HCIC’s website: www.HealthChoiceIntegratedCare.com
Child & Family Support Services (Flagstaff / Prescott Valley)
928-774-0775 Flagstaff, 928-775-2500 Prescott Valley, 928-753-8778 Kingman
Community Bridges, Inc. (Winslow / Holbrook / Payson / Globe)
928-289-1222 Winslow, 928-524-1151 Holbrook, 928-468-0022 Payson, 928-425-2415 Globe
Community Counseling Centers (Winslow / Holbrook / Show Low / Snowflake/Taylor)
928-289-4658 Winslow, 928-524-6126 Holbrook, 928-537-2951 Show Low, 928-536-6869 Snowflake/Taylor
Encompass Health Services (Page / Fredonia / Littlefield)
928-645-5113 Page, 928-643-7230 Fredonia, 928-347-4566 Littlefield
Horizon Health & Wellness (Globe)
928-402-8032
Little Colorado Behavioral Health Centers (St. Johns / Springerville)
928-337-4301 St Johns, 928-333-2683 Springerville
Mohave Mental Health Clinic (Kingman / Bullhead City / Lake Havasu)
928-757-8111 Kingman, 928-758-5905 (BHC), 928-855-3432 (LHC)
Spectrum Health Care(Cottonwood / Camp Verde / Sedona)
928-634-2236 Cottonwood, 928-567-4026 Camp Verde
Southeast Arizona Behavioral Health Services (Globe)
(928) 425-2185
Southwest Behavioral Health Services (Bullhead City / Kingman / Lake Havasu City / Payson)
928-76 3-7776 Bullhead City, 928-753-9387 Kingman, 928-453-2661 Lake Havasu City, 928-474-3303 Payson
The Guidance Center (Flagstaff / Williams)
928-527-1899 Flagstaff, 928-635-4272 Williams
West Yavapai Guidance Clinic (Prescott / Prescott Valley / Chino Valley)
928-445-5211 Prescott, 928-583-4511 Prescott Valley, 928-445-5211 Chino Valley
HCIC (Criminal Justice Liaison)
928-774-7128
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