Please read the following before downloading any forms.

These clinical forms, and related handouts and administrative documents, are made available publicly for several reasons.  First, this allows the PIHP's provider network to access current versions at all times.  As of October 1, 2003, all providers serving Genesee County consumers began using a standardized clinical record set.  Another reason is that other PIHPs, CMHs, behavioral health organizations, and rehabilitation services may find them useful.  Finally, consumers and stakeholders may wish to review documentation requirements related to the delivery of services funded with state and federal dollars.

The PIHP believes the content conforms with expectations laid down by the Federal Centers for Medicare and Medicaid Services (CMS), the state regulatory agency (MDCH), the Network's and its directly-operated programs' accrediting body, CARF, and most third party insurances.  The PIHP further believes that the formats, developed with input from the Network, are consistent with other accrediting bodies’ expectations.  Providers are free to add to the basic forms, but cannot alter or delete from them.  This standardizes the experience of the consumers and families who receive services from more than one GCCMH provider, and ideally avoids unnecessary duplication.
The GCCMH PIHP's contracts with the State of Michigan hold the PIHP “responsible for the development of the service delivery systems and the establishment of sufficient administrative capabilities to carry out the requirements and obligations of this contract” (6.4.1). The use of a uniform clinical record assists with this requirement.

By mandating the uniform record, the PIHP does not imply that “forms” are equal to “care.”  Downloading these forms will not automatically ensure high-quality consumer care – although they do provide an outline for comprehensive, person-centered, and well-organized services.

Regardless of individual opinions about clinical usefulness, care cannot be paid for by state and federal funders, or by commercial insurance companies, unless it is documented according to rules, regulations (CFR), and standards of care.  The forms represent the PIHP's educated best judgment about how to most efficiently meet legal obligations to these stakeholders.  The forms are integrated with a set of policies, procedures, practice guidelines, and contractual obligations that apply to the entire GCCMH network of providers.

Using the GCCMH uniform record in no way guarantees perfect, or even improved, performance in a Quality of Care Record Review.  The reviewers are interested in, among other things, what the clinicians write on the forms, which should describe supports, services, and outcomes that meet expectations.  The forms at least prompt for items the reviewers (and state and federal auditors) look for, so it certainly makes the process easier all the way around.

As the entity responsible for ensuring that federal monies are spent appropriately (according to medical necessity) the GCCMH PIHP is primarily concerned with MDCH’s interpretation of CMS-driven federal regulations, along with the Michigan Mental Health Code.  Consequently, there is a strong emphasis on adequate documentation of person/family centered planning and accountability for service delivery and outcomes.  It is important to recognize that the elements of person-centered planning are required in the records of persons served with mental health problems and/or developmental disabilities, including those with concurrent substance abuse problems, as long as the services are paid for by the GCCMH PIHP.  The only exception to the person-centered planning rule as of this date is the group of substance abuse providers funded through Substance Abuse Coordinating Agency funds.

These forms and handouts are Microsoft Word documents, or in some cases PDF files, compressed in the Zip format.  Several free unzip applications are available, as is Adobe Acrobat for opening the PDF files.  Two versions of the forms are available, one with and one without GCCMH’s logo and address.  Providers should insert their own identifying information in the formheader.  The “Summary of Due Dates and Time Frames” found in the “Handouts” folder contains specific information about how and when each form is used.  Training and mentoring is also available as needed through the QM Department (contact QM at (810) 257-3745).  Contract providers will notice a folder of “required” forms and a folder of “optional” forms. The latter includes additional CMH forms that may be of help but are not required.

These forms are constantly in a state of upgrade, driven primarily by events such as the annual MDCH audit and perpetual changes in the state’s expectations.  Therefore, providers are encouraged to view the web page frequently, where notices of updates will appear.  Providers are advised against printing a large number of any one form for this reason, as they are expected to use only the most current version (indicated by the date in the lower right footer).  User input is also collected and addressed to the greatest degree possible.

Finally, as always, please direct your questions and concerns to the Provider Relations Department at (810) 762-5236.