Scheduling, Admissions, and Treatment Requirements for BHCDP Participants
1. Purpose
Behavioral Health Conditional Dismissal Program (BHCDP) participants require additional steps during the scheduling and admission process to ensure continuity of care, eligibility to participate in the program, and communication with the participant’s legal team, primarily represented by the AOC Case Navigator, but may include the Commonwealth Attorney, and the participant’s attorney. The role of the AOC Case Navigator is to support the participant by ensuring adherence to the BHCDP through accountability and helping to coordinate barrier reduction efforts with the treatment provider. Communication with the AOC Case Navigator reduces intake no-show rates and allows the Case Navigator to track the progress of the participant in order to complete the program.
2. Scope
The provider’s intake staff, the participant’s treatment team, BHCDP designated staff member, or another qualified staff member will be responsible for performing assessment requirements and contacting the Administration Office of the Courts (AOC).
3. Prerequisites
Have a designated staff member receive the referral from the Case Navigator. Most agencies utilize their intake department, program coordinator, outreach director, marketing, or business development staff. This individual will contact the BHCDP participant and schedule an initial appointment.
To complete the admission process, you must email the AOC Case Navigator from the referring county that the participant has begun treatment within 24 hours of treatment initiation.
Once your agency’s point of contact receives the referral in DDOR, you have 24 hours to complete the Initiation Notification. This electronic notification occurs once the legal participant agreement is signed and signals the beginning of the reporting period.
To complete the admission process, the following components must be met:
- Release of Information [See Release of Information SOP for agencies to include]
- Biopsychosocial Assessment
- Treatment Plan
The role of the case navigator in this process is to ensure the participant is connected to treatment, help identify barriers to initiating treatment, and coordinate with the provider to reduce or eliminate barriers to remaining in treatment.
4. Procedure
- Obtain consent to release information for the BHCDP parties, the Administrative Office of the Courts, The Department of Public Advocacy (if applicable), the private council (if applicable), the Commonwealth Attorney, and Fletcher Group, Inc. For more information about the ROI process, reference pages 1 and 2 of the ROI SOP.
- By statute, the participant must report to treatment within 72 hours of signing the participant agreement. Case Navigators may refer a defendant to treatment before the execution of the agreement if the individual is willing and would be best served by initiating treatment immediately rather than delaying treatment until the agreement is signed.
- Providers must have the capacity to schedule a participant within 72 hours of the referral from the case navigator. The ideal wait time windows for admission are:
- Residential LOC – Within 24 hours
- PHP/IOP LOC – Within 48 hours
- OBOT & OP– Within 72 hours
If the provider cannot admit the participant in the above time frame, the intake staff must notify the AOC Navigator immediately by email.
The provider will refer the participant to a second-choice treatment provider if they cannot be admitted within the allowable wait time window.
The provider will make every effort at a warm handoff by contacting an alternate provider and scheduling an assessment for the participant, including addressing transportation barriers.
4. Provider will notify AOC Case Navigator via email within 24 hours of admission with the following information:
- Admit Date
- Current LOC
Initial Treatment Recommendation
5. The provider will complete the initiation notification in DDOR once they receive the referral electronically. Please note this may occur several days to weeks after treatment initiation if the participant agreement has not been fully executed.
6. Perform Needs Assessment, biopsychosocial, and standard initial screens.
7. Create a Treatment Plan with the participant. The provider’s treatment plan may differ from the statewide assessor’s initial brief screening and recommendation. In those cases, the provider’s recommendation supersedes the statewide assessor’s. If the participant’s initial legal agreement requires a level of care change, facility change, or treatment provider change, then the treatment provider must notify the case navigator by email immediately.
8. Inform the AOC Case Navigator by email if the participant does not show up to the initial appointment within 24 hours of the appointment.
5. References
- Medicaid Fee for Service Behavioral Health Fee Schedule Inpatient
- Medicaid Fee for Service Behavioral Health Fee Outpatient
- Provider Contract
- Release of Information SOP
AOC Case Navigator Contact Information:
- Letcher: Kristi Williams, kristiwilliams@kycourt.net
- Madison: Caitlyn Deaton, caitlyndeaton@kycourts.net
- Clark: Maria Napier, marianapier@kycourts.net
- Pulaski: Bethany Fulton, bethanyfulton@kycourts.net
- Christian: Dathan Cox, dathancox@kycourts.net
- Oldham: Shana Merritt, shanamerritt@kycourts.net
- Hopkins: Savannah Oates, savannahoates@kycourts.net
- McCracken: Skyla Grief, skylagrief@kycourts.net
- Daviess:
- Greenup:
- Kenton:
7. Definitions
- High deductible plans are insurance plans with deductibles over $1000.
- LOC: Level of Care
- AOC- Administrative Office of the Courts
- BHCDP: Behavioral Health Conditional Dismissal Program
- SOP: Standard Operating Procedures
