Custom Tools

BENCHMARK MODELING TOOL

The Benchmark Modeling Tool is an Excel based fiscal model designed for use by Outpatient clinics.
Click here to automatically download the BEAM benchmarking tool. 

BILLING TOOL

An interactive UB-04 form that highlights the requirements for submitting a clean claim for each Managed Care Organization. Great for both first-time or experienced billing staff!

View the MCTAC Billing Tool 

CAREGIVER'S GUIDE

Share these Caregiver's Guides with caregivers and families to help them better understand their children's experiences, conditions, and treatment.
 

CFTSS Productivity Tool

Excel-based financial tool developed by CCSI to allow providers to identify their volume, service mix, productivity standards and operating expenses in order to structure their Children and Family Treatment and Support Services (CFTSS) in a manner that meets their outcome and quality standards and is financially sustainable.   
 
Click to download:
Companion Guide 

Upstate CFTSS Productivity Tool
Upstate with an Example Included 

Downstate CFTSS Productivity Tool 
Downstate with an Example Included

 

 

CONSULTANT DIRECTORY

As our training and technical assistance is group-based, the consultant directory lists available professionals to consider for individualized managed care support.
View Consultant Directory

DOCUMENTATION WORKBOOKS

Documentation is one of the most important components of delivering behavioral health services. All behavioral health providers are required to meet regulatory standards of practice that include appropriate documentation.
Documentation Done Right is a set of workbooks designed to share best practices in documentation and provide users with exercises that provide an opportunity to practice these skills.
Different workbooks target different documentation skill areas.

View All Documentation Workbooks

ELECTRONIC HEALTH RECORD RFI/RFP TEMPLATE

  This template will behavioral health providers explore the adoption of an EHR system, upgrade current electronic health software, or consider software capacities their organization may want to leverage or expand in your existing contract.The template is intended to be adapted to reflect the needs of your agency and its electronic health solution needs.

View Electronic Health Record RFI/RFP Template

EMPLOYMENT GUIDE

CTAC and NYAPRS are pleased to present you with a "Conversation Guide for Employment." This easy to use guide can be used to talk with individuals about the value of employment while addressing the fears they may have about losing their benefits.
 

Employment services is not often associated with clinical treatment but recent research suggests that it should be.  This research confirms that employment is good for one’s mental health and public welfare benefits may impact people's mental health. 

The Conversation Guide for Employment will serve to help reframe the conversation about employment from one of fear to one of hope. Let the conversations begin...

View the Conversation Guide for Employment

FAMILY ALIGNMENT: THE FIRST 30 DAYS CHECKLIST

The Family Alignment: The First 30 Days Checklist is intended to help providers ensure they are utilizing best clinical practices during initial evaluation sessions. Review each statement on the checklist to see how well you are doing with each family. At the end, identify at least one area to improve upon and plan an action step for improvement. [Note: Many of these same practices can be used throughout treatment.]

The checklist can also be used as a supervisory tool. As a supervisor, you can use it during an observation session or as a training tool.
View the Family Alignment: The First 30 Days Checklist

"FIVE QUESTIONS" AS YOU TRANSITION TO MANAGED CARE

Highlights critical areas of managed care readiness and tips for providers.

View the "Five Questions"

GLOSSARY OF TERMS

Interactive online glossary of frequently used managed care terminology. Includes a printable top acronyms "cheat sheet."
Print 8.5X11 Cheat Sheet           Print 5X7 Cheat Sheet 
View Language Guide

INTERACTIVE ONLINE FAQ

Answers common questions regarding managed care billing, contracting, utilization management, outcomes, and more.
View Interactive Online FAQ

KEY MESSAGES TO COMMUNICATE IN SERVICES

Incorporate these key messages in the engagement, assessment, and treatment process. These messages will help to reinforce what the client is doing well as well as establish feelings of hopefulness through validation and empowerment.
View Key Messages to Communicate in Services

MEDICAID MANAGED CARE PROVIDER READINESS ASSESSMENT

 Helps providers to assess organizational readiness for managed care across eleven critical domains. 

The PDF of the Readiness Assessment is available here. Online completion of this readiness assessment has ended but please continue to use this as a resource/checklist. 

 
 

MCO PLAN MATRIX

A comprehensive one-stop resource for critical New York State Medicaid Managed Care plan information searchable by region, county, or plan. 
View Matrix 

OUTPUT TO OUTCOMES

A comprehensive assessment measures database designed specifically for behavioral health providers.

View the Output to Outcomes Webinar   View the Output to Outcomes Database 

 

THE P.E.N. GUIDE

Your agency's cheat sheet to managed care contracting. Prepare, Evaluate and Negotiate your contract with Managed Care Organizations. 
View the P.E.N. Guide 
 

REVENUE CYCLE MANAGEMENT & BILLING TOOLS

Three easy to use guides to help your organization bill smoothly.

RCM Best Practices Tool
Maps out key Revenue Cycle Management practices at various stages in service provision, gives advice for how to accomplish these tasks and notes how these practices might relate to claim fields and/or denial codes. 

Top Denial Reasons Cheat Sheet
A compilation of the most common denial reasons so that providers can safeguard against these errors and resolve denials as needed.

Billing and RCM Tips for Working with Medicaid Managed Care Plans
This one-pager lists practices that are critical towards helping your organization maintain a fruitful relationship with MMCPs to make billing as smooth a process as possible. 
 

SESSION FEEDBACK FORM

Feedback is critical to service delivery. As a provider, it is important to establish a culture of feedback in which you are not the sole administrator of feedback, rather that you, as a provider, are also receiving feedback. Utilize the Session Feedback Form to hear about the experience of your clients – families, adults, children– after each session. Adapt appropriately for the clients your serve (e.g., children). Develop a system to incorporate feedback into your service delivery and let your clients know that their perspective is important to you.
View the Session Feedback Form for Individuals
View the Session Feedback Form for Families