SECTION 317:30-5-248. Documentation of records

  All outpatient behavioral health services must be reflected by documentation in the member's records.

(1)   For Behavioral Health Assessments (see OAC 317:30-5-241), no progress notes are required.

(2)   For Behavioral Health Services Plan (see OAC 317:30-5-241), no progress notes are required.

(3)   Treatment Services must be documented by progress notes.

(A)   Progress notes shall chronologically describe the services provided, the member's response to the services provided and the member's progress, or lack of, in treatment and must include the following:

(i)   Date;

(ii)   Person(s) to whom services were rendered;

(iii)   Start and stop time for each timed treatment session or service;

(iv)   Original signature of the therapist/service provider; in circumstances where it is necessary to fax a service plan to someone for review and then have them fax back their signature, this is acceptable; however, the provider must obtain the original signature for the clinical file within 30 days and no stamped or photocopied signatures are allowed. Electronic signatures are acceptable following OAC 317:30-3-4.1 and 317:30-3-15;

(v)   Credentials of therapist/service provider;

(vi)   Specific service plan need(s), goals and/or objectives addressed;

(vii)   Services provided to address need(s), goals and/or objectives;

(viii)   Progress or barriers to progress made in treatment as it relates to the goals and/or objectives;

(ix)   Member (and family, when applicable) response to the session or intervention;

(x)   Any new need(s), goals and/or objectives identified during the session or service.

(4)   In addition to the items listed above in this subsection:

(A)   Crisis Intervention Service notes must also include a detailed description of the crisis and level of functioning assessment;

(B)   a list/log/sign in sheet of participants for each Group rehabilitative or psychotherapy session and facilitating qualified provider must be maintained; and

(C)   for medication training and support, vital signs must be recorded in the medical record, but are not required on the behavioral health services plan;

(5)   Progress notes for PSR day programs may be in the form of daily or weekly summary notes and must include the following:

(A)   Curriculum sessions attended each day and/or dates attended during the week;

(B)   Start and stop times for each day attended;

(C)   Specific goal(s) and/or objectives addressed during the week;

(D)   Type of Skills Training provided each day and/or during the week including the specific curriculum used with the member;

(E)   Member satisfaction with staff intervention(s);

(F)   Progress or barriers made toward goals, objectives;

(G)   New goal(s) or objective(s) identified;

(H)   Signature of the lead qualified provider; and

(I)   Credentials of the lead qualified provider.

(6)   Concurrent documentation between the clinician and member can be billed as part of the treatment session time, but must be documented clearly in the progress notes.

[Source: Added at 12 Ok Reg 751, eff 1-5-95 through 7-14-95 (emergency); Added at 12 Ok Reg 3131, eff 7-27-95; Amended at 14 Ok Reg 1221, eff 8-7-96 (emergency); Amended at 14 Ok Reg 2125, eff 4-4-97 (emergency); Amended at 15 Ok Reg 1528, eff 5-11-98; Amended at 16 Ok Reg 2839, eff 7-12-99; Amended at 22 Ok Reg 156, eff 10-6-04 (emergency); Amended at 21 Ok Reg 2473, eff 7-11-05; Amended at 23 Ok Reg 2540, eff 6-25-06; Amended at 24 Ok Reg 2830, eff 7-1-07 (emergency); Amended at 25 Ok Reg 1200, eff 5-25-08; Amended at 26 Ok Reg 734, eff 4-1-09 (emergency); Amended at 26 Ok Reg 2090, eff 6-25-09; Amended at 27 Ok Reg 2753, eff 7-20-10 (emergency); Amended at 28 Ok Reg 1469, eff 6-25-11; Amended at 30 Ok Reg 1146, eff 7-1-13; Amended at 31 Ok Reg 1645, eff 9-12-14]