Skip To Content

Drug Medi-Cal Organized Delivery System

Welcome to the County of San Diego’s Behavioral Health Services (BHS) Drug Medi-Cal Organized Delivery System (DMC-ODS) document library. From this site you will be able to access any communications, forms, and manuals that BHS has sent out to providers. If you are looking for more general information regarding DMC-ODS, please visit the BHS DMC-ODS website by clicking here.  

Training

If you are provider and are looking for a comprehensive list of required provider trainings for DMC-ODS, click here to visit the DMC-ODS Training site.

SUDPOH

Please go to the new MH & DMC-ODS page’s OPOH/SUDPOH tab to access files. This tab is in the process of being sunset.

SUDURM

Please go to the new MH & DMC-ODS page’s UCRM/SUDURM tab to access files. This tab is in the process of being sunset.

Forms

Please go to the new MH & DMC-ODS page’s Forms tab to access files. This tab is in the process of being sunset.

Communications
Substance Use Provider Meeting Schedule (pdf)
2024-2025 2024-07-18
County Logo for Provider Use – HHSA/Live Well San Diego (Grey text)
4/24/2024 2024-04-24
County Logo for Provider Use – HHSA/Live Well San Diego (White text)
4/24/2024 2024-04-24
Info Notice – DMC-ODS Documentation Reform
Effective 1, 2024 2024-01-05
Info Notice – Payment Reform CPT Crosswalk (pdf)
May 15, 2023 2023-05-31
Outpatient OOC Medi-Cal Tip Sheet (pdf)
Revised 03/20/2023 2023-03-23
BHS and Probation Care Coordination Directive (pdf)
Revised 02/08/2023 2023-02-16
Info Notice – Documentation Reform Implementation Update (pdf)
Revised 08/15/2022 2022-08-18
CYF Memo – DMC-ODS Updated Guidance for TRC Sites (pdf)
January 18, 2019 2022-10-06
Info Notice – CalAIM Documentation Reform BHS Plan
6/14/22 2022-06-24
Info Notice – New Program Enrollment – Before Admission/After Discharge (pdf)
6/23/22 2022-06-24
System of Care (SOC) Application - (BHS) – Contractor Information Notice (pdf)
11/23/2020 2020-11-30
DHCS Medi-Cal Rx Website and Pharmacy Portal Policy (pdf)
08/14/2020 2020-10-22
DHCS Medi-Cal Rx FAQ (pdf)
06/30/2020 2020-10-22
Info Notice - Medi-Cal Rx Prescriber and Pharmacy Provider Registration and Training (pdf)
10/21/2020 2020-10-22
QM Memo – DSM 5 Diagnoses in SanWITS (pdf)
Issued 01/22/2020 2020-01-27
Info Notice – BHS 2020-002 - DMC-ODS Clients with Other Health Coverage (pdf)
Issued 01/15/2020 2020-01-16
Memo – DMC-ODS Travel Time Guidelines (pdf)
Updated 10-21-19 2019-10-22
Email – SUD Providers – Requirements for Policy and Procedure Development Monitoring (pdf)
2018 02/23 Emailed 2019-10-10
QM Memo - Physical Exam Requirements (pdf)
2019 10/02 Issued 2019-10-03
QM Memo - Residential Authorization Request Timelines
2019 08/05 Issued 2019-08-12
Memo – Patient Advocacy Services for BHS – Record Requests (pdf)
2018 10/31 Emailed 2018-11-02
Info Notice – BHS 2018-014 Timely Admissions for Collaborative Court Participants (pdf)
2018 10/19 Issued 2018-10-26
Email - BHS 2018-014: Timely Admissions for Collaborative Court Participants (pdf)
2018 10/12 Emailed 2018-10-19
Info Notice - Process for Out-of-County Clients (pdf)
2018 07/30 Issued 2018-08-06
Info_Notice_-_Reentry_and_Drug_Courts_SUD_Treatment_Services.pdf
2018 06/13 Issued 2018-06-15
Info_Notice_-_DMC-ODS_Court_Ordered_Residential_Treatment_-_Follow-Up.pdf
2018 06/12 Issued 2018-06-12
Info_Notice_-_DMC-ODS_Training_Requirements_and_Waiver_Resources.pdf
2018 03/19 Issued 2018-06-06
Info_Notice_-_DMC-ODS_Court_Ordered_Residential_Treatment.pdf
2018 05/17 Issued 2018-06-06

QA Training

Please go to the new MH & DMC-ODS page’s Training tab to access files. This tab is in the process of being sunset.

Manuals

Please go to the new MH & DMC-ODS page’s Manuals tab to access files. This tab is in the process of being sunset.

Toolbox
One-Pager_-_DMC-ODS_Required_Policies_and_Procedures.pdf
Updated Jun 8 2018 2018-06-12
One-Pager_-_Programs_with_Multiple_Contracts.pdf
Updated May 14 2018 2018-06-15
Group Participation List (pdf)
Updated 09/2023 2023-04-20
00 – Archived List – Toolbox (pdf)
Revised 03/08/2022 2022-03-09
ASAM 0.5 Early Intervention Flowchart (pdf)
Revised 04/24/23 2023-06-20
ASAM Level of Care Guidelines (pdf)
2018-11-08
CDC Effects of Tobacco on Mental Health and Substance Use
2022-07-21
CPT Crosswalk for DMC-ODS (xlsb)
Revised 05/15/2023 2023-05-19
CRAFFT Questionnaire (TRC Only) (pdf)
2021-07-29
DHCS Toolkit – MAT in Residential Treatment Facilities (pdf)
2020-09-21
DMC-ODS Billing Crosswalk (xlsx)
Effective 5/20/2024 2024-05-09
DMC-ODS SUD Provider Operations Resource Guide (pdf)
Updated December 2020 2020-12-16
Diagnosis Determination Tool (pdf)
Revised 09/2022 2023-01-27
In-custody SUD Tx Self-Referral form 10-16-18 (pdf)
2018-10-26
MAT Education
Uploaded 06/08/2021 2021-06-08
One-Pager DMC-ODS Documentation Changes (pdf)
Updated Jun 18 2018 2018-06-20
One-Pager – Care Coordination in the DMC-ODS (pdf)
September 14, 2022 2022-10-26
One-Pager – Tobacco Cessation Resources
2022-07-21
Opioid Treatment Program Guidelines (pdf)
Updated 05/14/2021 2021-05-21
Outpatient Due Date Timelines – Leap Year (pdf)
Updated 10/13/2023 2023-11-09
Outpatient Due Date Timelines – Standard Year (pdf)
Updated 10/13/2023 2023-11-09
Plan of Care
Revised December 2023 2024-01-05
Priority SDOH Codes on Problem Lists (pdf)
2022-08-02
Quick Guide - DMC-ODS Client Flow Process (pdf)
2018-09-10
Quick Guide - Same Day Billing Matrix (pdf)
Updated Jun 19 2018 2018-06-22
Quick Guide – Care Coordination Activities (pdf)
September 2022 2022-10-26
Quick Guide – DSM5-ICD10 Diagnosis Guide (pdf)
Updated 10/20/22 2022-11-08
Quick Guide – Minimum Quality Drug Treatment Standards for DMC/SABG (pdf)
2022-10-26
Quick Guide – Residential Services (pdf)
Updated 10/27/2022 2023-02-14
Quick Guide – SUD Residential Clinical Documentation and Authorization (pdf)
Revised September 2022 2022-10-26
RS Enrollment in a Different Program (pdf)
09/09/2022 2022-09-14
RS Enrollment with No Prior Enrollment (pdf)
09/09/2022 2022-09-14
RS Enrollment within the Same Program (pdf)
09/09/2022 2022-09-14
Residential Due Date Timelines – Leap Year (pdf)
Updated 10/13/2023 2023-11-09
Residential Due Date Timelines – Standard Year (pdf)
Updated 10/13/2023 2023-11-09
Residential Due Date Timelines – Standard Year Immediately Preceding Leap Year (pdf)
Updated 10/13/2023 2023-11-09
Residential Weekly Services Log Tool (pdf)
Revised 09/2022 2023-01-27
SUD Licensing and Certification Toolkit (pdf)
2024-10-29
Transportation Guidelines (pdf)
03/13/2024 2024-03-14
Withdrawal Management Standards (pdf)
Revised 06/04/2020 2020-11-25

Beneficiary

Please go to the new MH & DMC-ODS page’s Beneficiary tab to access files. This tab is in the process of being sunset.

NOABD

NOABD Webinar avaiable online.

Please go to the new MH & DMC-ODS page’s NOABD tab to access files. This tab is in the process of being sunset.

UTTM

Please go to the new MH & DMC-ODS page’s UTTM tab to access files. This tab is in the process of being sunset.

SanWITS

Please go to the new MH & DMC-ODS page’s Manuals tab to access CalOMS, DATAR and DHCS files. SanWITS resources have been removed and will not be migrated. This tab is in the process of being sunset.

Billing

Please go to the new MH & DMC-ODS page’s Billing tab to access files. This tab is in the process of being sunset.

PC1000

Please go to the new MH & DMC-ODS page’s SUD Resources tab to access files.  This tab is in the process of being sunset.

Medical Director Info

Please go to the new MH & DMC-ODS page’s SUD Resources tab to access files.  This tab is in the process of being sunset.

Recovery Residences

Please go to the new MH & DMC-ODS page’s SUD Resources tab to access files.  This tab is in the process of being sunset.

Monitoring

Please go to the new MH & DMC-ODS page’s Monitoring tab to access files. This tab is in the process of being sunset.

Training - SanWITS

SanWITS resources have been removed and will not be migrated. This tab is in the process of being sunset.

Serious Incident Reporting

Please go to the new MH & DMC-ODS page’s SIR tab to access files. This tab is in the process of being sunset.

SmartCare

System of Care (SOC) Information and Resources

SOC Resources | Training
CalMHSA Required Training by Role Grid (pdf)
SmartCare Trainings by Staff Role – Updated 7/27/2024 2024-07-29
Guide – Admin Service Entry
2024-11-18
Guide – Crisis Stabilization Units (pdf)
Update to CSU guide specifically related to billing and entering all service time using one procedure, even past 23 hours. The Client Service Non-Billable procedure is no longer needed. The system itself is designed to separate those charge lines on the backend. 2024-12-19
Guide – Data and Bill Only v1
2024-08-30
Guide – Group Documentation Tips- Mixed Programs (docx)
2024-10-14
Guide – INTERIM- SmartCare CSU with Concurrent Program Enrollment Supplementary Guide (pdf)
2024-11-09
Guide – LTC.SNF Data and Bill With Res Board (docx)
2024-09-03
Guide – Residential Workflow Change (pdf)
2024-09-04
Guide – Residential v2 (pdf)
2024-09-03
SanWITS Training and Documentation Guide (pdf)
Guidance for navigating use of SanWITS after training ceases and before SmarCare go-live, including downtime forms 2024-07-01
SmartCare ARF for BHS and Optum Staff pdf
SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) 2024-11-05
SmartCare ARF for Treatment Programs (pdf)
SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) 2024-11-05
SmartCare EHR Training Summary (July 2024) (pdf)
Summary of SmartCare required and optional training details 2024-07-17
SmartCare LMS Log in Tip Sheet (pdf)
SmartCare LMS Training Log in Tip Sheet 2024-07-17
SmartCare Training Registration Tip Sheet (pdf)
SmartCare Training Registration Tip Sheet for Supplementary Training Enrollment 2024-07-30

SOC Resources | Requirements and Functionality
ASAM Process for Non SmartCare Users (pdf)
Process for legal entities not using SmartCare as the primary EHR. 2024-08-27
ASAM Reporting Tool (xlsx)
Excel-based ASAM reporting tool. See also ASAM Reporting - Youth and Providers not in SmartCare (pdf) 2024-10-01
ASAM Reporting – Youth and Providers not in SmartCare (pdf)
Instructions for all SUD programs who do not use SmartCare as their primary EHR, and all programs who serve youth, regardless of their EHR to provide ASAM data to MIS monthly. See also ASAM Reporting Tool (xlsx) 2024-10-01
Administrative Service Entry (pdf)
This workflow shows the steps for service entry where a progress note will be completed outside of the SmartCare EHR. This process also works through the steps for billing for Add-On procedure codes. 2024-08-30
Authorization for Services Process (pdf)
This resource is to provide direction on the process for submitting Authorization requests to Optum 2024-08-30
BHS 025 Form and Instructions (pdf)
Client information change, addition, or merge request form 2024-09-16
EPCS Invite Guide (pdf)
High level information to support prescriber setup for electronic processing of controlled substances (EPCS) using the soft token app VIP Access by Symantec (Updated 8/21/24) 2024-08-22
EPCS Onboarding Guide (pdf)
Detailed process guide for prescribers that will prescribe non-controlled and controlled substances (adding an authenticator “token” to the account) 2024-08-16
Guidelines of Completing the SmartCare Client Plan Request Form (pdf)
Instructions for completing the SmartCare client insurance plan request form. 2024-09-16
NOABD_Log_-_FY24-25 (xlsx)
Updated tracking log for completion by programs and submission to QA. 2024-10-17
Quick Start FAQs SmartCare CalMHSA Rx (pdf)
Quick Start instructions and FAQs for launching and using CalMHSA Rx (e-prescribing) 2024-08-30
SanWITS to SC Preliminary Reports Crosswalk (pdf)
An incomplete crosswalk of SanWITS reports to potential SmartCare reports. Additional work is underway to provide more detailed information on report availability (Updated 8/23/2024) 2024-08-30
SmartCare ARF for BHS and Optum Staff (pdf)
SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) 2024-11-05
SmartCare ARF for Treatment Programs (pdf)
SmartCare Access Request Form for new users, modifications, reactivations, terminations, or name changes (Updated 11/01/24) 2024-11-05
SmartCare CANS PSC July 2024 (pdf)
Summarizes entry of CANS and PSC into SmartCare instead of mHOMS 2024-07-17
SmartCare Client Insurance Entry July2024 (pdf)
Guidance for providers who currently enter insurance information into CCBH or SanWITS – insurance entry will cease at go-live. See the accompanying form: SmartCare Client Insurance Plan Request 2024-07-17
SmartCare Client Insurance Plan Request_updated 08.30.2024 (docx)
SmartCare Client Insurance Plan Request Form for clients with healthcare coverage besides Medi-Cal. See accompanying guidance: SmartCare Client Insurance Entry July2024 2024-09-12
SmartCare Data Migration Resource (pdf)
Updated timelines and guidance to providers about the planned data migration from SanWITS and CCBH to SmartCare. (Updated 8/26/24) 2024-08-27
SmartCare Document Scanning (pdf)
An additional driver is needed for efficient document scanning in SmartCare. This resource provides instructions for document scanning with or without this driver. 2024-09-10
SmartCare DrFirst (CalMHSA Rx Guidance 2024-08-29 (pdf)
Includes important updates and information related to E-prescribing, including instructions for tokens, identity verification, medication migration, and training. (Updated 08/29/24) 2024-08-30
SmartCare Hardware, Software and Network Requirements - March 2024 update (pdf)
SmartCare hardware, software, and network requirements for customer workstations 2024-03-18
SmartCare MFA 2024-11-19
2024-11-20
SmartCare MFA Relaunch Dec. 2024 (pptx)
2024-12-17
SmartCare NOABD Process for MH and SUD (pdf)
An update for SUD providers on the NOABD process, with no change to process for MH providers. 2024-08-27
SmartCare Non Billable Codes (pdf)
A table highlighting all nonbillable actions that can be entered into the SmartCare system 2024-08-16
SmartCare Program Crosswalk (xlsx)
Excel-based crosswalk of programs from CCBH or SanWITS to SmartCare. 2024-08-27
SmartCare Reception View Tip Sheet (pdf)
A tip sheet for users to permanently set a filter to remove extraneous information and show program administration, front desk, and reception staff a curated view of the clients at the program. 2024-09-25
SmartCare SUDURM Changes (pdf)
SmartCare has fewer forms than SanWITS; BHS will sunset numerous forms. This resource outlines planned changes. 2024-08-16
SmartCare Scanning Documents Job Aid - Oct. 2024 (pdf)
The SmartCare Scanning Screen lists incomplete scanning jobs by individual users. This job aid describes the correct steps for scanning and how to address the incomplete scans. 2024-10-30
SmartCare Service Code Crosswalk (rev. 12.31.2024)(final) (xlsx)
Revised 12/31/2024 2025-01-08
SmartCare Stand Alone Service Programs Workflow (pdf)
Workflow for all SUD providers with a walk-in clinic. 2024-11-26
SmartCare Then and Now EHR Transition Guidance (pdf)
High level workflows in SmartCare including tips and naming of various aspects of workflows 2024-08-16
SmartCare Walk In Workflow (pdf)
Workflow for all providers with a walk-in clinic. 2024-08-27
SmartCare Workflow for MH-SUD 10.08.24 (pdf)
High Level workflows in SmartCare including tips and naming of various aspects of workflows 2024-10-10
SmartCare: How to find Incomplete Scans/Imports (pdf)
2024-10-31
UMDAP Financial Assessment in SmartCare
2024-10-24

SmartCare Information Notices
2024-03-11 BHS SUD Provider Memo: Important Substance Use Disorder (SUD) Electronic Health Record (EHR) Project Status Update
03/11/2024 2024-03-13
2024-04-04 SmartCare Information Notice (pdf)
04/05/2024 2024-04-08
2024-07-19 BHS Provider Memo – EHR Update (pdf)
07/19/2024 2024-07-25
2024-08-01 BHS Provider Memo – EHR Update (pdf)
08/01/2024 2024-08-14
2024-08-23 BHS Information Notice – EHR Updates (pdf)
8/23/2024 2024-08-26
2024-08-28 BHS Information Notice – EHR Updates (pdf)
This information notice summarizes recently shared communication guidance related to the SmartCare go-live on Sunday, September 1, 2024. 2024-08-30
2024-09-25 BHS Info Notice - EHR Update (pdf)
This information notice summarizes recently shared communication and guidance shared since the SmartCare go-live. 2024-11-04
2024-11-05 BHS Info Notice (pdf)
This information notice includes important new updates and recent guidance shared related to SmartCare as of 11/05/2024. 2024-11-07

Town Hall PowerPoint Presentations

Please go to the SMH & DMC-ODS Health Plans page’s SmartCare tab to access files. This tab is in the process of being sunset.