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Our Programs
Avatar User Support
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Program Description
‘Avatar’ is the Electronic Health Record (EHR) system developed by Netsmart, Inc. and used by San Francisco Community Behavioral Health Services (CBHS). Both Civil Service providers and Community Based Organizations enter clinical and service information into Avatar such as assessments, treatment plans, progress notes, and medications. In addition, Avatar captures client health insurance information required to produce claims to Medicare, Medi-Cal and other insurers, and to support managed care functions.
The Avatar User Support webpage is dedicated to providing information to help people use the Avatar system correctly and efficiently. For further assistance, contact the Avatar HelpDesk at (415)255-3788 from 8am to 5pm Monday through Friday or via e-mail to Avatarhelp@sfdph.org
Training Videos
Training Schedules
Avatar training is conducted remotely using Webex; a link to the training will be sent to all registered attendees the day prior to the scheduled class. Please ensure that the attendee's email address is correct and complete when registering, and have Webex installed prior to class time.
Avatar Account Forms
Updated: Avatar Account Request Form | Instructions
Read Me: MD-App and Credentialing Implementation Notice
Read Me: MD-App PowerPoint Slides
Other Forms
Substance Use Disorder Counselor Certification Organizations
Avatar Correction Request Form
Attestation of On-site Training for Certified Avatar Trainers
Attestation for Non-Licensed Staff (DO NOT SEND UNLESS REQUESTED BY COMPLIANCE)
Bulletins
DSM 5
Avatar VMware View App
User Guides
Adult Older Adult Assessment Combined 10-27-2020
AOA MH TPOC Instructions 02-11-16
Avatar CalAIM Updated UOS Reports 1-16-2024
Avatar Clinical MH Training 2-24-2021
Avatar Clinical SUD Training 3-2-2021
Avatar CPT Add On Codes and Modifiers here
Care Quality User Guide 3-4-2021
Crisis Res – Urgent Care Assessment 10-27-2020
CYF TPOC Instructions 07-20-15
Hidden Gems for Avatar Champions
MH Admission Outpatient Bundle
ODS Perinatal to Residential User Guide 1-4-2021
ODS Residential User Guide 1-4-2021
Performance Objectives Manual 05-26-16
MH Residential Workflow Diagram
Transfer Practitioner Caseload and Refresh Caseload
CANS/PSC-35 Avatar Form Technical Guides
Pediatric Symptoms Checklist PSC35 Technical Guide 2018
CANS MD 0 thru 20 Technical Guide 2018
CANS Screen Technical Guide 2018
CANS CYF 0 thru 5 Assessment Technical Guide 2018
Billing Documentation
Behavioral Health Services (BHS) Fee Schedule
Specialty Mental Health Services (SMHS) FY22-23 | FY21-22 | FY20-21
Organized Delivery System (ODS) Substance Use Disorder (SUD) Services FY22-23 | FY21-22 | FY20-21
Avatar Billing Bulletins
- Billing Bulletin – Avatar Billing Guidelines
- Billing Bulletin – Billing Guidelines
- Billing Bulletin – Documentation and Face-to-Face Time
- Billing Bulletin – Implementation of HIPAA 5010
- Billing Bulletin – Medicare-Medi-Cal Issue
- Billing Bulletin – CBHS MH and SA Treatment Programs
- Billing Bulletin – Narcotic Treatment Programs (NTP) Service Code Change
- Billing Bulletin – NTP – New Service Codes in Methadone Maintenance
- Billing Bulletin – Outpatient Drug Free Programs Service Code Change
- Billing Bulletin – Letter to BHS Providers regarding Medicare Clients
- Billing Bulletin - Handling of Patient Payment at OP and Day Treatment Programs
- Billing Bulletin - MH and SUD Programs
- Billing Bulletin - Multiple Services on Same Day by Client Report
- Billing Bulletin - Possible Duplicate Services by Program Report
- Billing Bulletin - Modifiers for MH Services
- Billing Bulletin – Foster Care Children with Other Health Coverage (OHC)
- Billing Bulletin – Place of Service Code Set Changes | 17a. Service Location Codes (AVATAR)
- Billing Bulletin - BH7019 Service Corrections
- Billing Bulletin - Billing Questions Contact Form
Centralized Financial Eligibility Flowchart
ACA Medicaid and Exchange Aid Code List with Pre-ACA Aid Code Crosswalk
Billing Training for Service Errors Correction
BH7019 – Billed Services Corrections Form
Claim Remedi One-Stop Eligibility Verification Tool
Client Zipcode Update for HIPAA 5010
Clinician Prefix and Taxonomy Code Instructions
DHCS: Medi-Cal (DMC) Billing Manual (Rev. 8/20)
DHCS: Medi-Cal (MH) Billing Manual (Rev. 07/20)
DHCS: SDMC – Medicare Advantage Plans (Part C)
DHCS: SDMC Procedure Code Crosswalk (Rev. 09/19)
Episode Guarantor Information Guide
Episode Guarantor Information (EGI) Refresher Training
FAQs for Centralized Financial Eligibility - Part I
FAQs for Centralized Financial Eligibility - Part II
HMO Policy on Eligibility for Behavioral Health Services
Medi-Cal Contact Update (MC-354) Form
Medi-Cal Claims Void and Replace Flowchart
Medi-Cal Share of Cost Fact Sheet
Medicare Advance Written Notices of Noncoverage Booklet
Medicare Advanced Beneficiary Notice of Noncoverage (ABN)
What You Need to Know about ABN
Medicare and Mental Health Benefits
Medicare Handbook (zip,pdf files) 2023 | 2022 | 2021 | 2020 | 2019 | 2018 | 2017 | 2016 | 2015 | 2014 | 2013
Place of Service Codes (Updated September 2023)
Service & Billing Privilege Matrix
SB 75 Full Scope Medi-Cal for Children
Site Cashiers’ Training Guideline | Clinic Payment Transmittal Form
UMDAP Sliding Fee Scale (Department of Mental Health 1998)
UMDAP and PFI Policy/Procedure
UMDAP Patient Fee Schedule (zip,pdf files) 2023 | 2022 | 2021 | 2020 | 2019 | 2018 | 2017 | 2016 | Memo on Uniform Patient Fee Schedule and 2016 Federal Poverty Level Guidelines
OrderConnect Documentation
Avatar User Guide: Health Monitoring
CBHS Electronic Prescribing Policy
OrderConnect User Guide - Prescribing
OrderConnect FAQs
Downtime Procedures and Forms
Loss of Access to Avatar-Backup Plan